Transporting Children Policy


Children/Young People are able to pursue their particular interests, develop confidence in their skills and are supported and encouraged by staff to engage in leisure activities.


This chapter was substantially updated in June 2019 and should be re-read in its entirety.


  1. Transport Arrangements - General
  2. Driver Responsibilities
  3. Emergency Procedures
  4. Accidents
  5. Use of own Vehicles

1. Transport Arrangements - General

All staff must produce their current photocard driving licence before being allowed to drive on Childhood First business. For photocard licences both parts of the licence must be produced. A copy will be retained.

It is the responsibility of each member of staff to notify Childhood First without delay of any points which are endorsed on their licence, and the offence for which these were imposed, or if they are disqualified from driving.  

Driving licences will be checked annually. Staff must also notify Childhood First of any medical condition which may affect their ability to drive.

All staff at residential centres may be required to undertake a driver assessment before driving on Childhood First business.

In some cases, where a need is identified, they will also be required to undergo driver training.

For distances in excess of 300 miles, 2 drivers will be required; drivers must share the driving equally, swapping regularly.

The following must be taken into account:

  1. Passenger safety;
  2. Competence of the driver;
  3. Awareness of driver's hours;
  4. Traffic conditions;
  5. Contingency funds and arrangements in case of breakdown/emergency;
  6. Weather;
  7. Journey time and distance;
  8. Stopping off points for long journeys and toilet breaks - 20 minutes every 2 hours;
  9. Appropriate seat belts or restraints must be used and fastened (see end of this section, below, for requirements);
  10. The transport must have a first aid kit;
  11. A mobile telephone should be carried by each member of staff. If mobile 'phones are not carried suitable arrangements should be made to enable communication between staff undertaking the activity.

A First Aid Kit and Fire Extinguisher must always be carried within the vehicle.

Where outdoor activities are planned, suitable First Aid Kits should be carried away from the vehicle.

Before setting out, staff must ensure that suitable mechanical checks are undertaken in relation to the vehicle.

Seat Belts/Restraints

NOTE: The term 'Child Restraint' means 'Booster Seat', 'Child Seat' and 'Baby Seat'. For detailed guidance on these terms see Child car seats: the law (GOV.UK).

  Front Seat Rear Seat Whose Responsibility
Driver Adult seat belt must be worn if fitted N/A Driver
Child from 3 years of age to 12 years of age or under 135cms in height (approx. 4'5") (or 12th birthday, whichever they reach first) Correct child restraint must be used based on their height or weight.

Correct child restraint must be used where seat belts fitted. Must use adult belt in rear seat if correct child restraint not available:

  • In a taxi or minicab; or
  • In a minibus, coach or van; or
  • On an unexpected journey and for a short distance e.g. an emergency; or
  • If there is no room for another car seat.
Child over 12 years old, or over 135cms in height Adult seat belt must be worn if available Adult seat belt must be worn if available Driver
Adult passengers Adult seat belt must be worn if available Adult seat belt must be worn if available Passenger

The ROSPA website - is an authoritative guide to choosing and installing the correct car seat.

2. Drivers Responsibilities

It is the driver's responsibility to:

  1. Check the condition of the vehicle before each journey. The driver is legally responsible for its roadworthiness.

    Check that the fire extinguisher and first aid kit are in the vehicle;
  2. Not to drive whilst under the influence of any amount of alcohol, drugs or medication;
  3. Drive safely and within the law. Any fines incurred, including for parking, are the responsibility of the driver;
  4. Ensure that Childhood First vehicles are left with at least a quarter of a tank of fuel;
  5. Avoid becoming involved in the management of Children/Young People whilst driving. Staffing levels on any journey should ensure this is practical;
  6. Ensure that the vehicle is left clean and tidy inside. The children may be involved in tidying up at the end of a journey;
  7. Report any damage done to the vehicle.

3. Emergency Procedures

The following procedures must be followed in the event of any emergency, including accidents:

  1. Park the vehicle in a safe place;
  2. Ensure the Children/Young People remain in the vehicle, unless it is obviously dangerous to do so;
  3. Alert the appropriate services (Fire Brigade, Ambulance, Police);
  4. Notify the Registered Manager as soon as possible.

4. Accidents

In the event of any accident involving a Childhood First vehicle telephone our insurers Zurich immediately on 0800 302 9057. They will handle the claim and provide details of one of their local authorised repairers. The policy is in the name of Childhood First.

The Registered Manager must ensure the HR Manager is informed of any accidents reported to insurers.

5. Use of Own Vehicles

Staff at residential centres will only be allowed to use their own vehicles when specifically authorised. Childhood First vehicles must always be used when available.

It is the driver's responsibility to ensure that their insurance covers them to drive their own vehicle for business use. Any additional cost is the responsibility of the driver (this cost is included in the mileage rate payable by Childhood First).

Drivers who intend to use their own vehicles will be required to produce proof of insurance cover, vehicle excise licence, an MOT certificate (if appropriate) and service history before using the vehicle. Copies will be retained and these will be checked annually.

If Children/Young People are to be carried the vehicle must be fitted with appropriate seat belts, personal restraints and/or booster seats for the size and ages of the children, complying with latest legislation at all times. Four door vehicles must have childproof locks.

A first aid kit and fire extinguisher should be carried in the vehicle when Children/Young People are being carried. These will be provided by Childhood First.

It is illegal to smoke in a vehicle being used for business purposes when passengers are carried.