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School Coach Hire Risk Assessment & Safety Guidance
Comprehensive Compliance, Safeguarding Standards & EVC Trip Planning Support
POTENTIAL HAZARD
PUPILS WITH SPECIAL NEEDS OR OTHER REQUIREMENTS
Added potential for difficulties or danger for certain group members.
Risk of allergic reaction
WHO IS AT RISK?
Leaders
Pupils
CONTROLS
Obtain details of any pupils with Special Needs Where wheelchairs are to be used ensure that means of access is provided to both the coach and at the accommodation/venue.
Check the itinery and conduct additional risk assessment to cover any areas where the particular special needs identified may give rise to hazardous situations.
Highlight in the booking conditions and booking documentation the need for the group to inform Mercian Travel & Tour of any special needs/requirements at the time of the booking.
RISK RATING
LOW
GROUP MOVEMENT
Loosing party members
Leaders
Pupils
Group leader and supervisors must be familiar with the members of the group prior to the trip. Head counts must be performed regularly when the party is getting on or off the coach and on entrance and exit from buildings or areas of interest.
Groups can be divided into accountable groups, or to employ a buddy or chain system to alert absentees.
The group leader must have a mobile phone enabled to operate at the location of the visit. Ensure the group leader is in possession of the Mercian Travel & Tour emergency contact number.
LOW
GROUP MOVEMENT
Journey Stops
Leaders
Pupils
The coach should only stop at suitable service areas.
The driver is to brief the group on the facilities at the stop location, given duration of stop and the latest time that the party must return to the coach. Advise appropriate movement around the location and specific hazards to be avoided.
LOW
GROUP MOVEMENT
Hazardous Areas
Leaders
Pupils
Driver to brief group to take extra caution whilst in town centres or trafficked areas, particularly where traffic will e approaching from an unfamiliar direction.
Group to be divided into accountable groups, or to employ a buddy or chain system to alert any absentees.
MEDIUM
POSSESSION OF ILLEGAL GOODS
Offensive weapons
e.g. KnivesIntoxicating substances (alcohol, tobacco, solvents etc)
Other
e.g. fireworks, laser pens
Leaders
Pupils
Driver to brief outline acceptable levels of behaviour.
Group leader to establish and make known clear instructions and guidelines. Possible sanctions to be available.
LOW
ILLNESS
(passengers)
Leaders
Pupils
Children to put their hand up if feeling unwell or another child is to alert an adult’s attention. Adult to deal with the issue if possible (sick bucket, move the child near the front) Make sure all staff have access to the sick bucket! If sickness is more severe, phone 999 then contact the emergency contact. Stop the coach then 2 adults are to accompany the child to the hospital and remain there until the parent or guardian arrives or the patient is released.
LOW
ILLNESS
(passengers whilst abroad)
Leaders
Pupils
All passengers should have European Health Insurance Card.
Group Leader to ensure travel insurance is in place.
Medical forms should be completed for all students and be in possession of the group leader, so that all pre-existing medical conditions are identified.
The group leader should review the medical status of students before departure and check that they have the necessary medication with them.
Group Leaders should report any illness requiring treatment or admission to Mercian Travel & Tour and the travel insurance company.
LOW
INJURY & FIRST AID
Leaders
Pupils
The group leader is responsible for assessing the requirements for the First Aid and for the carrying a suitable First Aid Kit in accordance with the paragraphs 64 to 66 of HASPEV.
LOW
INJURY & FIRST AID
(whilst abroad)
Leaders
Pupils
All passengers should have European Health Insurance Card.
Group Leader to ensure travel insurance is in place.
Group Leaders should report any illness requiring treatment or admission to Mercian Travel & Tour and the travel insurance company.
LOW
LOSS OF POSSESSIONS
Leaders
Pupils
Group Leader/Driver to brief regarding security of possessions.
Group leader should report any loss to Mercian Travel & Tour and the travel insurance company.
LOW
CRIME
(Theft, assault)
Leaders
Pupils
Group Leader/Driver to brief regarding security of possessions.
Group leader to brief regarding personal safety.
Group leader should report any loss to Mercian Travel & Tour and the travel insurance company.
LOW
BEHAVIOUR PROBLEMS
Driver
Leaders
Pupils
Other Persons
Driver briefing to outline acceptable levels of behaviour.
Age, excitability and personality of group members to be considered and behaviour/relationships monitored.
Leaders should disperse amongst the group and not sit together Any individual(s) giving cause for concern to be reported to the group leader for them to deal with immediately.
Employ close supervision techniques if appropriate.
LOW
CHANGING CIRCUMSTANCES
(weather conditions, changes in itinerary, incidents, illness or unusual circumstances)
Have in place a back up plan.
Driver and group leader to co-operate and perform ‘on going risk assessment’ to consider changing circumstances.
Identify the hazard, which might be affected, a level of risk and implement appropriate control measures.
Keep a record of significant hazards identified and controls implemented.
LOW
SAFETY AWARENESS OF PASSENGERS
Leaders
Pupils
Have in place a back up plan.
Driver and group leader to co-operate and perform ‘on going risk assessment’ to consider changing circumstances.
Identify the hazard, which might be affected, a level of risk and implement appropriate control measures.
Keep a record of significant hazards identified and controls implemented.
LOW
FALLS AND COLLISIONS
(with furniture or other passengers inside the coach)
Leaders
Pupils
Passengers should be discouraged from leaving their seats and moving about (unless necessary) whist the coach is in motion. It is mandatory for passengers to wear seat belts whilst on a moving vehicle.
LOW
ACCESS/EGRESS
(use of steps)
Leaders
Pupils
Driver safety briefing.
Well maintained vehicle floor surfaces, step nosing, hand rails, lights.
Ensure that the group leader or another supervisor is present by the coach door when pupils are entering or leaving the coach.
LOW
ACCESS/EGRESS
(to the coach)
Leaders
Pupils
Ensure that the group leader or another supervisor is present by the coach door when pupils are entering or leaving the coach Emergency exits must not be used except in an emergency.
LOW
ACCESS/EGRESS
(To the coach – whilst abroad)
(vehicle door opening onto the wrong side)
Driver
Leaders
Pupils
Driver to brief passengers to take extra caution and beware that traffic will be approaching from an unfamiliar direction.
Driver to use designated drop off areas or parking spaces where possible.
Where the vehicle is fitted with a continental.
door, this should be used whenever appropriate.
Driver to avoid disembarking the group onto a trafficked road if possible.
MEDIUM
OBJECTS FALLING
(from overhead luggage racks)
Driver
Leaders
Pupils
Driver to give safety briefing.
Ensure heavy items are stowed away in the luggage hold or under seats.
Monitor racks for inappropriate luggage or stowage
LOW
OBSTRUCTIONS
(in gangways and blocking emergency exist)
Driver
Leaders
Pupils
Driver to give safety briefing.
Ensure heavy items are stowed away in the luggage hold or under the seats.
Monitor isles/emergency exits for obstructions and ensure a clear way is kept at all times.
LOW
MANUAL HANDLING OF LUGGAGE
(in gangways and blocking emergency exist)
Driver
Leaders
Pupils
Driver and others handling heavy luggage should take care to minimize the risk of injury to themselves (especially to the back) by observing good manual handling practice Group leaders should be aware of a weight limit of 20kgs for a driver to be lighting – any weight over, the driver is not to move or lift.
LOW
VEHICLE REVERSING
Driver
Leaders
Other Persons
Minimize the need for reversing; seek assistance from a reliable third party.
Vehicle fitted with reversing horns, camera or detectors.
LOW
VEHICLE REFUELLING
(risk of slips, trips, risk of fire, explosion, risk of being struck by another vehicle)
Driver
Leaders
Pupils
Passengers should not normally be in the vehicle during refuelling. If this can not be avoided, passengers are to remain seated on the vehicle while fuelling is in progress. No smoking while refuelling is in progress Drivers wear appropriate footwear.
LOW
ACCESS TO VEHICLE CONTROLS AND EQUIPMENT
(risk of tampering and unauthorised use of vehicle)
Driver
Leaders
Pupils
Other Persons
Remove keys when leaving the coach or otherwise when not required.
Ensure that an unlocked coach is being supervised at all times.
Perform duty checks and vehicle inspections.
LOW
ROAD WORTHINESS OF VEHICLE
(risk of catastrophic vehicle failure)
Driver
Leaders
Pupils
Other Persons
Vehicles maintained to the highest standards in accordance with the requirements of VOSA and the FTA code of practice to ensure that they remain safe, reliable, clean and presentable.
Drivers are required to carry out a ‘Daily Walk Round Check’ and complete a ‘Daily NIL’ defect report.
LOW
VEHICLE ACCIDENT, BREAKDOWN OR OTHER MAJOR INCIDENT
(risk of catastrophic vehicle failure)
Driver
Leaders
Pupils
Other Persons
Emergency and breakdown procedures detailed in the driver’s handbook in accordance with best practice including local procedures abroad.
Passengers removed to a place of safety and warning lights and triangle used.
A First Aid kit is provided in all vehicles and all equipment dates are in date.
The driver has means of communication with Mercian Travel & Tour office or on call Transport Managers.
LOW
OTHER ROAD USERS
(Vehicles – risk of collision with vehicle while the coach is motion, with possible subsequent injury to staff and passengers)
Driver
Leaders
Pupils
Other Persons
Competent, well trained drivers.
Seat belts fitted in accordance with legal requirements.
Passengers briefed to remain seated as much as possible and to wear seatbelts.
LOW
OTHER ROAD USERS
(Vehicles – risk of stationary coach being struck by another vehicle)
Driver
Leaders
Pupils
Other Persons
Driver parks vehicle away from moving traffic or pulls off the road as far as possible. Passengers alight to a safe place away from the vehicle.
Vehicle lights maintained in working order and hazard warning lights fitted in accordance with legal requirements.
Coach parked in designated parking bays when left unattended.
LOW
ADVERSE WEATHER AND TRAFFIC CONDITIONS
(Vehicles – risk of stationary coach being struck by another vehicle)
Driver
Leaders
Pupils
Other Persons
Monitor weather and traffic reports for news of adverse conditions and congestion.
Establish the likely effects on the journey and amend the itinery where appropriate in consultation with the group leader.
LOW
DRIVER COMPETENCE
(Vehicles – risk of stationary coach being struck by another vehicle)
Driver
Leaders
Pupils
Other Persons
Drivers must hold a current PCV licence valid for the type of vehicle being driven. Mercian Travel & Tour checks all drivers at recruitment and provides training and assessment, utilising a mentor system to gain experience.
Drivers licences are checked every 6 months Drivers are trained in accordance with the VOSA requirements.
LOW
IMPAIRED DRIVER PERFORMANCE
(Illness)
Driver
Leaders
Pupils
Other Persons
Drivers must notify the Mercian Travel & Tour office or the on call Transport Manager of any illness or medical condition immediately.
Replacement and or cover provided.
LOW
IMPAIRED DRIVER PERFORMANCE
(Distraction)
Driver
Leaders
Pupils
Other Persons
Pre-journey safety briefing in accordance with ‘best practice’.
Passengers must not be allowed to distract the driver by talking to him/her unnecessarily, or by moving about excessively or interlining in horseplay or pranks.
Group leader or the other nominated person is to sit near to the driver.
Drivers briefed not to use hand held microphone or speak directly to any person when the vehicle is in motion.
The driver is prohibited from using his mobile phone while the vehicle is in motion – driver needs to pull over and the vehicle to stop to engage in a conversation.
LOW
IMPAIRED DRIVER PERFORMANCE
(Fatigue)
Driver
Leaders
Pupils
Other Persons
Mercian Travel & Tour ensure drivers hours are limited and monitored to comply with the EU Regulations.
Routes are carefully planned, taking into account distance and time required for each leg of the journey.
Tachograph records are completed and handed into the Transport Office. Two drivers will be used where appropriate or the Group leader briefed on driving hours and time limits.
LOW
IMPAIRED DRIVER PERFORMANCE
(Stress)
Driver
Leaders
Pupils
Other Persons
EU Regulations regarding drivers hours and daily rest periods and driving breaks are adhered too.
Monitoring of tachograph records.
Route Planning to avoid excessive traffic and potential delays.
Two driver operations utilised where appropriate.
Passenger code of conduct enforced by the driver and Group leader.
24 hour contact number available in accordance with best practice.
LOW
IMPAIRED DRIVER PERFORMANCE
(Influence of alcohol and drugs)
Driver
Leaders
Pupils
Other Persons
Mercian Travel & Tour operates a policy for the prevention and detection of impaired driver performance due to the effects of alcohol and prescribed and illegal drugs.
Drivers shall carry breathalyzer testing kits when driving in France, to comply with the EU rules and regulation.
LOW
SEA CROSSINGS
(Ferry/Tunnel)
Leaders
Pupils
Group to be subdivided and accountable to specific supervisors.
The group’s attentions to be drawn to the safety briefings and safety arrangements provided by the Cross Channel Carrier (ferry or tunnel).
On Ferry Crossings, access to the coach by the group is prohibited.
On Eurotunnel transits, the group should be advised to remain with the coach.
LOW
ADDITIONAL RISKS
Most visits have no extra risk associated with them and are therefore covered by this generic Risk Assessment.
Leaders
Pupils
Visits are categorised according to the hazard they present.
Nearly all have a basic rating (1) and are therefore not considered to present any additional risks for a group.
In a few places where particular hazard is identified a specific risk assessment is carried out.
LOW
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Contact Us
Mercian Travel & Tour
Lovell
Lichfield Road Industrial Estate
Tamworth
Staffordshire
B79 7TL UK
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