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Grayline Coaches
Risk Assessment – Carriage of School Transport
Assessment Title: Carriage of School Children and Young People by Coach
Company: Grayline Coaches
Assessment Date: 13 August 2026
Review Date: 13 August 2027, or sooner following any significant change, incident or legislative requirement
Persons at Risk: Pupils, drivers, passenger assistants, school staff, members of the public and other road users
1. Purpose
This risk assessment identifies the principal hazards associated with the carriage of school children and young people by coach and sets out the control measures used by Grayline Coaches to reduce risks to passengers, employees and other road users.
Grayline Coaches is committed to providing safe, reliable and professional school transport. Safety is the primary consideration throughout the planning, operation and completion of every school journey.
All drivers are expected to comply with company policies, relevant legislation, Highway Code requirements, vehicle operating procedures and instructions issued by the school or contracting authority.
2. Risk Rating
Risk ratings are assessed using:
Likelihood:
1 – Unlikely
2 – Possible
3 – Likely
Severity:
1 – Minor injury
2 – Serious injury
3 – Major injury/fatality
Risk Rating: Likelihood × Severity
1–2:
Low
3–4:
Medium
6–9:
High
Where a high risk is identified, additional controls must be implemented before the activity proceeds.
3. Risk Assessment
|
Hazard |
Persons at Risk |
Potential Harm |
Control Measures |
Initial Risk |
Residual Risk |
|
Road traffic collision |
Pupils, driver, public |
Serious injury/fatality |
Competent and appropriately licensed drivers; vehicle maintenance; daily checks; compliance with speed limits and driving regulations; defensive driving; journey planning; tachograph compliance
|
High |
Medium |
|
Driver fatigue |
Pupils, driver, public |
Collision, injury/fatality |
Drivers comply with drivers' hours legislation; adequate rest; tachograph monitoring; no driving when unfit or excessively tired; management monitoring
|
High |
Low |
|
Vehicle defect |
All occupants |
Breakdown, collision or injury |
Daily walk-round checks; defect reporting; planned preventative maintenance; regular inspections and MOT testing; defects rectified before vehicle use where safety-critical
|
High |
Low |
|
Boarding/alighting |
Pupils, driver |
Slips, trips, falls, collision with vehicle |
Vehicle stopped safely; handrails used; pupils instructed to remain orderly; driver monitors boarding/alighting where practicable; doors closed before moving
|
Medium |
Low |
|
Pupils crossing road after leaving coach |
Pupils, other road users |
Collision, serious injury/fatality |
Driver selects safe stopping locations; pupils instructed not to cross in front or behind vehicle; school responsible for supervision where applicable
|
High |
Medium |
|
Unauthorised movement while pupils are boarding |
Pupils |
Falls/crushing injuries |
Parking brake applied; vehicle stationary until boarding/alighting is complete; doors closed before moving
|
High |
Low |
|
Passenger behaviour |
Pupils, driver |
Distraction, falls, injury |
Clear passenger conduct requirements; driver may stop safely if behaviour becomes unsafe; pupils remain seated where practicable; school/contracting authority informed of persistent problems
|
Medium |
Low |
|
Driver distraction by pupils |
Pupils, driver, public |
Collision |
Driver does not engage in unnecessary conversation while driving; pupils instructed not to distract driver; vehicle stopped safely if intervention is required
|
High |
Low |
|
Failure to remain seated |
Pupils |
Falls/injury during braking or collision |
Pupils instructed to remain seated while vehicle is moving; driver / Staff monitors behaviour where practicable
|
Medium |
Low |
|
Seat belts not used where fitted |
Pupils |
Increased injury during collision |
Seat belts fitted to vehicle seats are to be worn where required; pupils reminded of requirement; school staff/passenger assistants to reinforce compliance where present
|
High |
Low |
|
Emergency evacuation |
Pupils, driver |
Injury, panic, delayed evacuation |
Driver familiar with emergency exits, fire extinguisher and emergency equipment; emergency procedures explained when appropriate; regular driver training; safe evacuation location selected where possible
|
High |
Medium |
|
Fire |
All occupants |
Burns, smoke inhalation, fatality |
Vehicle maintained; fire extinguisher provided and maintained; driver trained in emergency procedures; evacuation undertaken immediately if required
|
High |
Medium |
|
Breakdown |
Pupils, driver |
Exposure to traffic, weather or other hazards |
Breakdown procedures; vehicle positioned safely where possible; hazard warning lights; emergency services contacted where necessary; replacement vehicle arrangements; pupils kept in safe location
|
High |
Medium |
|
Severe weather |
Pupils, driver |
Collision, slips, exposure |
Journey assessed according to weather conditions; reduced speed; additional caution; journeys may be delayed, altered or cancelled where conditions present an unacceptable risk
|
High |
Medium |
|
Poor visibility/night driving |
Pupils, driver, public |
Collision |
Appropriate speed; lights used correctly; windscreen and mirrors kept clear; journey planning; additional caution
|
Medium |
Low |
|
Unsafe stopping location |
Pupils, driver, public |
Collision, pedestrian injury |
Designated and suitable stopping points used wherever possible; driver considers traffic, visibility, pedestrian movement and road layout before stopping
|
High |
Medium |
|
Pupils left unattended |
Pupils |
Safeguarding risk, injury |
Driver follows company and school procedures; passenger numbers checked where required; vehicle checked at completion of each journey to ensure no pupil remains on board
|
High |
Low |
|
Missing child/pupil |
Pupil |
Safeguarding risk |
Driver reports concerns immediately to school/appropriate responsible person; company safeguarding procedures followed
|
High |
Medium |
|
Safeguarding concerns |
Pupils |
Abuse, inappropriate contact or disclosure |
Drivers follow Grayline Coaches Safeguarding Policy; appropriate professional boundaries maintained; concerns reported through designated procedures; enhanced DBS checks undertaken where applicable
|
High |
Low |
|
Bullying or inappropriate behaviour |
Pupils |
Physical/emotional harm |
Appropriate passenger conduct expected; incidents reported to school; driver does not physically intervene except where necessary to prevent immediate serious harm
|
Medium |
Low |
|
Medical emergency |
Pupils, driver |
Serious injury/illness |
Driver calls emergency services where required; school/emergency contact procedures followed; driver does not administer medication unless specifically authorised and trained
|
High |
Medium |
|
Special educational/medical needs |
Pupils |
Injury, distress or inability to evacuate |
Relevant information provided by school/contracting authority where appropriate; suitable vehicle/passenger arrangements considered; additional assistance provided where agreed
|
High |
Medium |
|
Wheelchair/accessibility |
Pupils, driver |
Falls, injury |
Appropriate accessible equipment and vehicle procedures; wheelchair restraints used correctly; ramps/lifts operated in accordance with manufacturer instructions
|
High |
Low |
|
Manual handling |
Driver, passenger assistants |
Musculoskeletal injury |
Avoid unnecessary lifting; use appropriate equipment; assistance provided in accordance with training; two-person assistance where required
|
Medium |
Low |
|
Luggage/school equipment |
Pupils, driver |
Falling objects/trips |
Items stored securely; aisles and emergency exits kept clear; no loose objects that could become projectiles
|
Medium |
Low |
|
Alcohol, drugs or prohibited substances |
Pupils, driver |
Impaired behaviour, illness, safety risk |
Company Drug and Alcohol Policy applies; drivers must not drive under the influence of alcohol or drugs; concerns involving passengers reported to school/appropriate authority
|
High |
Low |
|
Smoking/vaping |
All occupants |
Fire, respiratory harm |
Smoking and vaping prohibited on vehicles; incidents dealt with under company/passenger procedures
|
Medium |
Low |
|
Infectious illness |
Pupils, driver |
Illness transmission |
Good ventilation where practicable; vehicle cleaning; appropriate hygiene measures; illness concerns reported to school where necessary
|
Medium |
Low |
|
Violence/aggression |
Driver, pupils |
Injury, loss of control |
Driver does not place themselves at unnecessary risk; vehicle stopped safely; emergency services contacted where necessary; incidents reported and recorded
|
High |
Medium |
|
Unauthorised person attempting to board |
Pupils, driver |
Safeguarding/security risk |
Driver does not knowingly permit unauthorised persons to board; concerns reported to school/company; emergency services contacted if required
|
Medium |
Low |
|
Objects thrown from vehicle |
Public, pupils |
Injury/distraction |
Passenger conduct rules; driver reports serious incidents; vehicle stopped safely where intervention is required
|
Medium |
Low |
|
Mobile phone use by driver |
All road users |
Collision |
Driver must comply with legislation and company mobile phone policy; hands-free use only where legally permitted and safe; no unnecessary interaction while driving
|
High |
Low |
|
Poor route planning |
Pupils, driver, public |
Delays, unsafe stopping or route selection |
Routes planned in advance; known restrictions considered; driver provided with appropriate journey information; alternative arrangements made where necessary
|
Medium |
Low |
|
Construction/road closures |
Pupils, driver, public |
Collision/delay |
Driver uses suitable alternative routes; avoids unsafe or unsuitable roads; follows traffic management instructions
|
Medium |
Low |
|
Passenger numbers exceeding capacity |
Pupils, driver |
Injury, regulatory non-compliance |
Vehicle capacity confirmed before operation; passenger numbers monitored; no overcrowding or unauthorised standing passengers
|
High |
Low |
|
Driver illness/unfitness |
Pupils, driver, public |
Collision |
Drivers must report illness or any condition affecting fitness to drive; management will arrange alternative cover where necessary
|
High |
Low |
|
Lone working |
Driver |
Assault, illness, emergency |
Communication arrangements; emergency contact procedures; driver instructed to report significant incidents; appropriate breakdown/emergency procedures
|
Medium |
Low |
4. Driver Responsibilities
All Grayline Coaches school transport drivers must:
Hold the appropriate driving entitlement and required professional qualifications.
Complete the required Driver CPC training.
Comply with drivers' hours and tachograph requirements.
Complete the required vehicle safety checks before operation.
Report vehicle defects immediately.
Ensure the vehicle is safe before commencing the journey.
Drive in a professional and defensive manner.
Comply with all speed limits and traffic regulations.
Never drive while under the influence of alcohol, drugs or any substance that may impair driving ability.
Never drive when excessively tired or otherwise unfit.
Avoid unnecessary interaction with passengers while the vehicle is moving.
Follow Grayline Coaches safeguarding procedures.
Report accidents, incidents, safeguarding concerns and passenger behaviour issues promptly.
Ensure the vehicle is checked at the end of each school journey.
5. Safeguarding
The welfare of children and young people is a fundamental consideration of school transport.
Drivers and relevant staff must maintain appropriate professional boundaries at all times.
Grayline Coaches' safeguarding procedures apply to all school transport operations. Any safeguarding concern, disclosure or suspected inappropriate behaviour must be reported in accordance with the company's Safeguarding Policy and the procedures agreed with the school or contracting authority.
Drivers must never:
Take a pupil away from the agreed route or destination without proper authority.
Give pupils inappropriate gifts or personal items.
Engage in inappropriate physical contact.
Exchange inappropriate personal communications with pupils.
Permit unauthorised persons to travel with pupils.
Ignore a safeguarding concern.
6. Emergency Procedures
In the event of an emergency, the driver will:
Stop the vehicle in the safest location reasonably practicable.
Apply the parking brake and secure the vehicle.
Assess the situation.
Contact the emergency services where required.
Evacuate passengers where remaining on the vehicle presents a danger.
Keep pupils together and under appropriate supervision.
Contact Grayline Coaches' management and the school/contracting authority as soon as practicable.
Provide assistance within the limits of their training.
Complete the required accident/incident report following the event.
7. Accident and Incident Reporting
All accidents, near misses, passenger injuries, vehicle incidents, safeguarding concerns and significant behavioural incidents must be reported in accordance with Grayline Coaches' reporting procedures.
Management will review significant incidents to determine whether additional control measures, training or amendments to the risk assessment are required.
8. Vehicle Safety
All vehicles used for school transport must be maintained in a safe and roadworthy condition.
Controls include:
Daily driver walk-round checks.
Defect reporting procedures.
Planned preventative maintenance.
Regular inspections and servicing.
Statutory MOT testing.
Regular brake, tyre, lighting and safety equipment checks.
Correct operation of emergency exits and doors.
Appropriate fire extinguisher and emergency equipment.
Clean and safe passenger areas.
No vehicle with a safety-critical defect is to be used until the defect has been rectified or the vehicle has been confirmed safe for operation.
9. Supervision
Where a school, local authority or contracting organisation provides a passenger assistant or school escort, that person remains responsible for the supervision duties allocated to them.
The driver remains responsible for the safe operation of the vehicle and must cooperate with school staff and passenger assistants to maintain a safe journey.
Where no passenger assistant is provided, the driver will follow the agreed school transport operating procedures and will not undertake duties that compromise the safe control of the vehicle.
10. Monitoring and Review
This risk assessment will be reviewed:
At least annually.
Following a serious accident or incident.
Following a safeguarding incident.
Following significant changes to school transport arrangements.
Following changes to vehicles, routes or operating procedures.
Following changes to relevant legislation or guidance.
Where monitoring identifies that existing controls are no longer adequate.
Overall Assessment: With the control measures identified above implemented and monitored, school transport can be operated to a low to medium residual risk, subject to individual route, passenger and operational circumstances.
Approval
Prepared by: Les Harrison
Position: Compliance and Training Manager
Signature: L Harrison
Date: 17/12/2025
Reviewed by: Paul Gray
Signature: P Gray
Review Date: 01/01/2027
Grayline
Blackthorn Hill
Blackthorn
Bicester
Oxon
OX25 1TL
