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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Minibus Safety, Maintenance, and Operation Policy

1. Purpose

The purpose of this policy is to ensure the safe operation, maintenance, and management of the minibus used by {{org_field_name}} to transport service users and staff. This policy aims to:

• Provide clear guidance on safe driving, maintenance, and risk management.
• Ensure compliance with CIW regulations, DVLA licensing rules, and the Road Traffic Act.
• Protect the safety and dignity of service users during transportation.

2. Scope

This policy applies to all drivers, staff, and service users who use the minibus for transportation. It covers:

• Driver eligibility and responsibilities
• Vehicle safety checks and maintenance
• Emergency procedures
• Safeguarding service users during transport
• Regulatory compliance

3. Legal and Regulatory Compliance

This policy complies with:

• The Regulation and Inspection of Social Care (Wales) Act 2016, ensuring safe transportation of service users.
• The Road Traffic Act 1988, covering road safety and licensing requirements.
• The Public Service Vehicles (Conduct of Drivers, Inspectors, Conductors, and Passengers) Regulations 1990, governing passenger safety.
• The Health and Safety at Work Act 1974, ensuring a safe working environment for staff and service users.
• DVLA Minibus Licensing Requirements, specifying who can legally drive a minibus.
• CIW Health and Safety Regulations, ensuring compliance with safety and emergency preparedness.

4. Driver Requirements and Responsibilities

All minibus drivers must:

• Hold a full, valid UK driving licence with category D1 entitlement (or comply with DVLA regulations for non-D1 drivers).
• Be at least 21 years old and have held a full licence for a minimum of two years.
• Pass a driver competency assessment before operating the minibus.
• Complete Minibus Safety Training annually, including emergency response procedures.
• Conduct pre-drive vehicle checks before each journey (see Section 5).
• Comply with legal driving hours and rest breaks as per DVSA guidelines.
• Report any accidents, defects, or near misses immediately to management.

5. Vehicle Safety Checks and Maintenance

To ensure the minibus remains in safe working condition, the following procedures must be followed:

5.1 Pre-Drive Safety Checks (Daily)

Before every journey, the driver must check:

• Brakes (handbrake and footbrake function).
• Lights and indicators (working properly).
• Tyre pressure and tread depth (legal and safe).
• Seatbelts and wheelchair restraints (secure and undamaged).
• Oil, coolant, and fuel levels (sufficient for the journey).
• Windscreen wipers and washer fluid (operational).
• Emergency exits and fire extinguisher (accessible and functional).

If any issue is detected, the vehicle must not be used until it has been inspected and cleared by a mechanic.

5.2 Weekly and Monthly Checks

A designated staff member (e.g., the Transport Coordinator) will conduct:

• Weekly deep inspections of fluid levels, battery health, and first aid kits.
• Monthly vehicle servicing checks, ensuring compliance with MOT and roadworthiness regulations.

5.3 Annual MOT and Service

• The minibus must undergo an MOT annually (if over three years old).
• A full service must be completed every 12 months by a qualified mechanic.
• Maintenance records must be kept for five years for CIW inspection.

6. Passenger Safety and Safeguarding

The safety and dignity of service users are the highest priority.

6.1 Passenger Boarding and Disembarking Procedures

• Staff must assist service users in boarding, ensuring safe movement.
• Wheelchairs must be securely fastened using designated restraints.
• Seatbelts must be checked and fastened for all passengers.
• Staff should accompany service users if additional support is required.

6.2 Behaviour and Support During Travel

• The driver must never leave service users unattended in the minibus.
• Staff should monitor passengers for discomfort, agitation, or distress.
• The minibus must not exceed its legal passenger limit for safety reasons.

6.3 Safeguarding Measures

• Staff must follow the Safeguarding Policy (CHW13) when transporting vulnerable individuals.
• If a service user is in distress or at risk, the driver must pull over safely and seek support.
• Any allegations of misconduct must be immediately reported to management.

7. Emergency Procedures

All staff must be trained in emergency response when using the minibus.

7.1 Breakdown Procedure

If the minibus breaks down:

1. Park safely and turn on hazard lights.
2. Call breakdown assistance (details in the vehicle).
3. Keep service users calm and informed.
4. Use emergency exits if necessary (e.g., in case of fire).

7.2 Accidents and Incidents

If involved in an accident:

1. Ensure immediate safety of passengers.
2. Call 999 for medical emergencies.
3. Report the incident to {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}.
4. Complete an incident report form within 24 hours.

7.3 First Aid and Fire Safety

• The minibus must be equipped with a stocked first aid kit and fire extinguisher.
• Staff must be trained in first aid and emergency evacuation.

8. Use of Minibus for Off-Site Activities

For outings and trips:

• A trip risk assessment must be completed.
• Adequate staff-to-passenger ratio must be maintained.
• A list of emergency contacts must be carried.
• All medications required by service users must be transported securely.

9. Fuel and Mileage Management

• The minibus must be refueled when below ¼ tank.
• A mileage log must be kept for each journey.
• Staff should report unusual fuel consumption, which may indicate mechanical issues.

10. Related Policies

This policy should be read in conjunction with:

• Health and Safety at Work Policy (CHW16)
• Risk Management and Assessment Policy (CHW18)
• Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13)
• Staff Supervision, Training, and Development Policy (CHW27)

11. Policy Review

This policy will be reviewed annually or sooner if legislative changes or operational needs require amendments. Updates will be communicated to all staff.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.