Assisted school travel program

Direction and guidance on implementing the Assisted School Travel Program (ASTP).

Audience

School and learning support staff responsible for assessing student travel support needs, processing applications for access to travel support services, and implementing and monitoring provision of services to eligible students with disability; parents; contracted service providers; Assisted Travel Support Officers and form a reference point for the Assisted School Travel Appeals Panel.

Version Date Description of changes Approved by
V01.0.0

25/06/2024

Under the 2023 Policy and procedure review program, new policy document with consolidated instructions previously provided in Assisted School Travel Program for School Students with Disability policy and Assisted School Travel Program Guidelines. Removed outdated information in the roles and responsibilities section for Principals, regarding certification of ATSO and Driver payment claim forms.

R/Executive Director, Student Support and Specialist Programs

About the policy

These procedures relate to the Business services policy.

Term Definition

Assisted School Travel Program (ASTP)

The Assisted School Travel Program administered by the department for providing transport to selected students to and from school.

ASTP Agreement

The contract for providing Assisted School Travel Services to the Assisted School Travel Program, as published by the department and amended from time to time.

ASTP Scheme

The SCM100001 Prequalification Scheme: Assisted School Travel Program, administered by the department.

Assisted Travel Support Officer

A person engaged by the department (where required) to provide additional supervision or support for any student accessing the services.

Business day

A day other than a Saturday, Sunday or gazetted public holiday in NSW.

Code of conduct

The department's Code of conduct, as amended from time to time.

Child Protection Laws

The Child Protection (Working with Children) Act 2012 (NSW), Child Protection (Working with Children) Regulation 2013 (NSW), the Children (Education and Care Services) National Law (NSW), the Children and Young Persons (Care and Protection) Act 1998 (NSW), the Children and Young Persons (Care and Protection) Regulation 2022 (NSW) and all related laws concerning child protection.

Contractor

An applicant who has been approved by and granted admission to the Scheme by the Assessment Body on behalf of the department.

Department

The Crown in right of the State of NSW acting through the NSW Department of Education (ABN 40 300 173 822).

Designated vehicle

A vehicle designated by the contractor for use in providing the Services, including each relief vehicle.

Disability

As described by the Disability Discrimination Act 1992 (Cth).

Disability Confirmation Sheet

Students must be assessed as having identified disability according to the department's established disability criteria. There must be one primary disability code selected, however all disabilities are considered in determining placement panel outcomes.

Disability Criteria

The NSW Department of Education’s Disability Criteria (May 2003).

Driver

A person designated by the contractor to drive any designated vehicle in providing the services, including each relief driver. Where the contractor is an individual, the contractor may also be a driver.

Parent

In respect of any student, the parent, carer or guardian of that student, as advised to the department by the school from time to time.

Reportable conduct

The NSW child protection legislation states grounds for reporting allegations of any assault, neglect or ill-treatment of a child to the NSW Ombudsman, and in some cases to the NSW Police, the Department of Communities and Justice (DCJ), Office of the Children’s Guardian (OCG) and the Office of the Advocate for Children and Young People (OACYP). An allegation of reportable conduct involving an employee, contractor or its personnel, is a very serious matter and must be handled with a high degree of sensitivity and confidentiality.

Run

Transportation services under the ASTP for travel on a route by one or more students within a specified locality or localities, generally between home and school, or between such other destinations determined by the department.

Run card

The run card issued to the provider by the department, which specifies the run or runs that are to be provided by the contractor under the ASTP Agreement, as updated from time to time in accordance with the ASTP Agreement.

School

The student is enrolled in a public school (government) or registered non-government school. It does not include preschools, long day care centres or pre-primary classes in or attached to schools.

School day

A day that is not a Saturday, Sunday, gazetted public holiday in NSW, weekend, school holiday (as designated by the department) or a student free day (as designated by the relevant school) in NSW.

Services

The runs to be provided by the contractor under the ASTP Agreement, as set out on the run card.

Student

An individual enrolled in a government or registered non-government school at school entry level or equivalent (Kindergarten) as a minimum.

Subcontractor

A person engaged by the contractor in any capacity whatsoever, either directly or through another person, to provide any part or all of the services and who is not an employee of the contractor.

Support plan

A risk assessment undertaken for students with a history of behaviour concerns or health care needs. Plans must include strategies appropriate for implementation during transit.

WHS Act

The Work Health and Safety Act 2011 (NSW).

Working with children check

A screening check referred to as a Working with Children Check, undertaken through the Office of the Children’s Guardian.

These procedures apply to department staff responsible for assessing student travel support needs, processing applications for access to travel support services, and implementing and monitoring provision of services to eligible students with disability.

All parties:

  • the NSW Department of Education (the department) is responsible for managing all aspects of the Assisted School Travel Program (ASTP) in accordance with approved policy and procedures to meet the needs of eligible school students with disability who require assistance to travel to and/or from school
  • there is a shared responsibility for all parties to communicate details of incidents that need to be considered by any other party (regardless of where any such incident has occurred).

Parents:

Under the Education Act 1990, all parents are responsible for ensuring their children attend school.

For students supported by the ASTP, parents are responsible for:

  • providing accurate and up-to-date information regarding their inability to provide or arrange travel for the student to get to and from school through completing Part A of the Application for Assisted School Travel (PDF 587 KB) and providing additional information as required
  • working in partnership with the ASTP to identify alternative options to assist students to travel to and from school, and to notify the school principal of any change in circumstances likely to affect the student's entitlement to, or ongoing need for, transport assistance
  • providing all additional equipment as required by law to support the safe travel of the student, including but not limited to car seats, booster seats, harnesses and wheelchairs where appropriate
  • providing advice, support and guidance to drivers and Assisted Travel Support Officers (ATSO) in relation to the specific seating, safety and health care needs of the student (this includes supporting alternative means of travel to and from school if behaviour, health or safety needs indicate that it is unsafe for the student to travel in an ASTP vehicle)
  • ensuring that a nominated responsible adult is present at the agreed arrival and departure times. The nominated adult should allow for a 15-minute period either side of the agreed arrival and departure times. To ensure students spend no more time in transit than is necessary, drivers can only wait a maximum of 3 minutes, morning and afternoon
  • escorting the student to and from the vehicle (including students in wheelchairs) and assisting with transferring the student into and out of the vehicle, ensuring all seatbelts and other restraints are correctly fitted
    • checking that wheelchairs are properly secured within the vehicle (a minimum of 4 anchorage points are required), ensuring that wheelchair brakes are on, and ensuring that the wheelchair restraint system includes a seatbelt secured directly to the vehicle or to parts that are themselves secured to the vehicle (this is separate from any postural restraint attached to the wheelchair)
    • informing the school principal immediately of any change in address, personal details or circumstances, including any change to the person nominated to be present at the agreed morning pick-up time and afternoon set-down time
    • informing the contractor at the earliest opportunity if the student will not be travelling due to short-term illness or other reasons. If the student will be absent for an extended period, the ASTP should also be notified
    • advising the principal, the ASTP contractor and/or the ATSO of any issues, incidents or other matters that may affect the health, safety or wellbeing of the student or others during travel, including the conduct of other students towards their child
    • working in partnership with the ASTP, the department and regional personnel to support students identified as having the potential to develop the skills necessary to travel independently to and/or from school with safety
    • reimbursing drivers for any damage to their vehicle for which the student is responsible
    • immediately advising the ASTP if there are any concerns regarding any aspect of the provision of transport services, particularly where there are concerns about the transport vehicle’s roadworthiness or if they have any doubts about the identity of a driver or ATSO
    • immediately advising the ASTP and reporting concerns related to the conduct of contractors, drivers or ATSOs. The contact number for the ASTP is 1300 338 278.

Students:

  • behave in a manner that ensures both their comfort and safety, and the comfort and safety of all persons travelling with the student, with consideration being given to a student's age, individual needs, disability and developmental level.

School and departmental staff involved in the student assessment and placement processes:

  • provide timely and accurate advice to the ASTP about applications for access to travel support services under this program.

Principals (government and non-government schools) and their staff:

  • provide information to staff, parents and other interested parties related to the ASTP procedures and eligibility criteria for access to services under the ASTP
  • assess parent capacity to provide or arrange transport for students by reviewing the information provided by parents in Part A of the Application for Assisted School Travel (PDF 587 KB)
  • assess the student’s travel support needs by referring to the Assessment of travel support needs, completing Part B of the Application for Assisted School Travel (for new applications) and forwarding all relevant documents to the ASTP for assessment where possible with 10 business days’ notice before the required commencement date
  • monitor and report all WHS issues related to the safe travel of students including vehicle condition, safe seating, student health care needs and behaviour, seeking further support from the department's regional personnel and ASTP where necessary
  • ensure a risk assessment is undertaken for students with a history of behaviour concerns or health care needs and, as required, complete and forward a Student Behaviour Support Plan and/or Individual Health Care Plan to the ASTP
  • temporarily withdraw travel assistance from students who pose a risk of any type to themselves, other students, staff or contractors and forward copies of incident reports to the ASTP. This may require negotiating an alternate means of transport home from school for students whose behaviour and/or health care needs during the morning journey indicate there may be an WHS risk to themselves or others in an ASTP vehicle for the return journey.
  • promptly notify ASTP should the outcome and recommendations of the risk assessment indicate that travel assistance should be resumed, modified or cancelled
  • provide ongoing support, training and relevant information to drivers and ATSOs for all students with Student Behaviour Support Plans and/or Individual Health Care Plans that include strategies appropriate for implementation during transit
  • ensure there are appropriate supervision arrangements at school for students accessing the program at agreed arrival and departure times, and arranging for staff to assist with the transfer of students into and out of the vehicle, ensuring all seatbelts and other restraints are correctly fitted
  • check wheelchairs are properly secured within the vehicle (a minimum of 4 anchorage points are required)
  • ensure the wheelchair restraint system includes a seatbelt secured directly to the vehicle or to parts that are themselves secured to the vehicle (this is separate from any postural restraint attached to the wheelchair)
  • ensure wheelchair brakes are on
  • work in partnership with parents, the ASTP and (for government schools) regional personnel to support students who have been identified as having the potential to develop the skills necessary to travel independently to and from school safely
  • work in partnership with parents, regional personnel (for government schools) and the ASTP to identify alternative options to assist students to travel to and/or from school safely
  • notify the ASTP of any change in student travel support needs, or any change in the student’s or family’s circumstances that may impact the nature of travel assistance required or the student's eligibility for continued access to assisted school travel services
  • re-assess at least annually (or more frequently, if required) the travel support needs of students currently accessing assisted school travel by referring to the Assessment of travel support needs and advising the ASTP where student needs have changed by completing the Student Travel Support Needs – Change Request form (PDF 184 KB)
  • inform parents of the availability of alternative forms of travel assistance through Transport for NSW (TfNSW) specifically the School Student Transport Scheme (for students capable of independent travel) and the School Drive Subsidy
  • check the identity of any unfamiliar driver or ATSO
  • monitor the arrangements in place to ensure the safety of students, drivers and any supervisors of the students.

Deputy Secretary Teaching, Learning and Student Wellbeing and the Student Support and Specialist Programs directorate:

  • approve department procedures for procuring and providing services under this program.

Inclusion and Wellbeing directorate:

  • liaises with the ASTP about policies and practices in relation to services for students with disability. This includes changes to disability criteria, program delivery and needs-based assessment processes as they may relate to or impact on the provision of travel support services under this program.

Education Support teams:

  • provide support to parents and schools in the assessment of student travel needs as part of an application for access to assistance under the ASTP, which may arise as a result of the Access Request assessment and student placement process. Ensure that parents are fully informed of eligibility criteria for accessing support services as part of the ASTP
  • confirm, on request by the ASTP, that supporting documentation accompanying a new application accurately describes the student's travel support needs in accordance with the Assessment of travel support needs
  • consult with relevant parties where any regional decision to place a student is likely to have significant time and/or distance implications for the student, and assessing the appropriateness of the request for assisted school travel in consideration of other support alternatives at a location nearer to the student's home
  • document and maintain records of any regional decision with regard to students who require a risk assessment or support plan relevant to travel
  • work in partnership with parents, schools and the ASTP to support students who have been identified as having the potential to develop the skills necessary to travel independently to and/or from school with safety
  • work in partnership with parents, schools and the ASTP to identify alternative options to assist students to travel to and/or from school with safety
  • facilitate an accurate review of student travel needs, and the parents’ capacity to provide or arrange travel, as part of the annual student review process (including assessment of the closest appropriate educational setting to support the student's needs)
  • support schools with planning for students who pose a risk of any type to themselves, other students, staff or contractors and have been temporarily suspended from the ASTP and, where necessary, assist with the coordination of case conferences involving interagency personnel for these students.

Assisted School Travel Program staff:

  • coordinate logistical arrangements for eligible students attending government and non-government schools, who are approved for access to travel support services to attend school
  • maintain a register of contractors approved to provide these services to the department
  • engage contractors from the ASTP Scheme in a cost-effective manner to ensure that suitable services are provided for eligible students
  • determine eligibility criteria for assessing applications for access to travel support services under this program
  • collaborate with the Inclusion and Wellbeing directorate and other departmental officers as required to assist with the needs-based assessment process for determining the eligibility of students seeking access to assistance under the program
  • process authorised payments to contracted service providers in accordance with the appropriate contract conditions and rates
  • monitor the arrangements in place to ensure the safety of students, drivers and any supervisors of the students
  • monitor program expenditure on a monthly cycle
  • monitor contractor and/or driver conduct and performance through information provided by school staff and parents
  • prepare reports relating to program expenditure and comparative (more than 12 months) analysis of expenditure
  • monitor travel distances claimed by contractors by using software systems to map distances of individual services
  • monitor ongoing student eligibility to access travel support services by reviewing information provided by school staff, parents and contractors and/or drivers
  • enforce contractor compliance with legislative and administrative requirements set down in the contract terms and conditions
  • ensure the best possible value for public money is derived from the services provided by contracted service providers
  • manage all aspects of the ASTP in accordance with approved policy and procedures to meet the needs of eligible school students with disability who require assistance to travel to and/or from school
  • liaise with relevant department and non-government school personnel as required to determine student eligibility to access assistance under the ASTP
  • assess applications for assisted school travel and requests to vary existing transport arrangements in accordance with the guidelines and eligibility criteria for assisted school travel and advise parents and schools as to the outcome of the assessment process. This might involve seeking additional information as necessary from relevant parties to ascertain or review eligibility for access to services under the ASTP
  • facilitate the timely allocation of students to transport services that meet the needs of students with disability while maintaining operational efficiency. The ASTP will process applications within 10 business days of receipt of a fully completed application with all supporting documentation. ASTP experiences peak periods during the school year, which may impact on processing times
  • process Working with Children Checks for all ATSOs and drivers who are required to submit the relevant screening forms and receive approval from the ASTP before beginning work. All forms – Declaration for child-related work: Nationally Coordinated Criminal History Check (PDF 156 KB), Nationally Coordinated Criminal History Check: application and informed consent form – including identification, must be forwarded to the ASTP to facilitate employment screening before engagement
  • liaise with school and regional personnel to ensure transport services continue to meet the changing travel support needs of students with disability
  • work in partnership with parents, school and regional personnel to identify alternative options to assist students to travel to and/or from school with safety, and to support students who have been identified as having the potential to develop the skills necessary to travel independently to and/or from school with safety
  • engage eligible service providers to provide transport services in accordance with approved procedures to ensure transparency in the allocation process and that probity requirements are adhered to
  • conduct a rolling program of contract compliance reviews to ensure that contractors are complying with their contractual obligations to provide the best possible transport service for students with disability
  • refer concerns about the safety or condition of transport vehicles used to provide transport services to TfNSW to request an inspection. (Where any defects are found the TfNSW undertakes action against the Contractor to ensure vehicles meet safety standards)
  • process contractors and ATSO payment claims in a timely manner with accuracy
  • manage the annual rollover of student applications from one school year to the next to ensure that suitable transport services are in place for the commencement of each school year
  • appoint an Executive Officer to the Assisted School Travel Independent Appeals Panel.

Director, Assisted School Travel Program:

  • coordinates the preparation of budget and expenditure reports relating to this program.

Assisted School Travel Appeals Panel:

Provides a review of the ASTP determinations on eligibility when parents appeal against the decision to not approve applications for transport for students.

  • ensure the original determination was made according to the eligibility criteria
  • consider all relevant documentation related to the appeal with specific attention given to the application process and the applicability of the ASTP procedures in accordance with the eligibility criteria
  • conduct further enquiries when necessary. These may include communication with parents, school personnel, department staff, Association of Independent Schools of NSW, Catholic Schools NSW, employer, health professionals, TAFE and/or university, Transport for NSW, other government and non-government agencies or local transport providers
  • make recommendations to the Director, ASTP that are consistent with the eligibility criteria as detailed in these procedures.

Manager, Disability Support Catholic Schools NSW; and Division Head, Student Services Association of Independent Schools of NSW:

  • provide high-level educational support and advice with regard to all requests received from non-government schools
  • provide disability confirmation sheets to schools for students seeking access to the ASTP
  • nominate an appropriate representative on the Assisted School Travel Independent Appeals Panel.

Contractors and their drivers

  • provide quality transport services for students with disability in accordance with the department's contractual terms and conditions for assisted school travel
  • provide vehicles suitable for the transportation of students with disability and ensuring that vehicles are fitted with appropriate restraints as required by law
  • support the safety of students travelling in motor vehicles
  • ensure students are not left unattended at any time.

Assisted Travel Support Officers

  • provide constant supervision and support for students identified as having additional requirements while accessing assisted school travel services
  • attend to student health care or behavioural support needs in accordance with individual health care plans or behaviour management plans
  • actively intervene where necessary to prevent students from endangering or harming themselves or others during transit.

What needs to be done

The Assisted School Travel Program (ASTP) provides free specialised transport primarily from a student's permanent place of residence to and from school. The level of support provided is tailored to meet the assessed individual travel support needs of students and may include full or part-time transport assistance, additional supervision, support and assistance in meeting health care or behavioural needs while travelling, or assistance for students to develop skills leading towards independent travel.

When implementing the ASTP, the department must comply with the Work Health and Safety Act 2011 (Cth) and child safety legislation.

The department is committed to ensuring a safe and healthy working and learning environment for staff, students, contractors and visitors to schools, colleges and other workplaces across the organisation.

Consultation in the planning and decision making for the safe travel of students with disability is the responsibility of parents, schools, regions and the ASTP. It is therefore important that relevant information pertaining to the support that students require while travelling is communicated to assisted school travel drivers and Assisted Travel Support Officers.

Contractors have the legal liability under the Work Health and Safety Act 2011 (Cth) in respect of all aspects of the services provided, including obligations to their drivers. There may be circumstances where a student's behaviour is assessed as posing a potential risk. In these circumstances it may be necessary to temporarily withdraw the student from the ASTP. The resumption of transport will be dependent on the outcome and recommendations arising from the risk assessment process.

Consideration will be given to the potential impact of time and distance travelled on the student's health, safety, wellbeing and ability to learn and whether there is any other reasonable adjustment that could be made at a school nearer to the student's home that would be less disruptive and no less beneficial for the student as an alternative to extended travel.

A student behaviour support plan and/or individual health care plan (suitable for travel) must be considered for each student and submitted with all assisted school travel requests in situations where any of the following occur:

  • student behaviour has resulted in a temporary withdrawal of access to transport services
  • the distance between home and the educational setting exceeds 40 kilometres the journey between home and the educational setting has an expected travel time of 90 minutes or more
  • a student's history or circumstances (including health conditions) might pose a risk of any type to themselves or any other person
  • a student requires a specialised seating or restraint system for postural or behaviour management purposes.

The department has a responsibility to provide a safe environment for children and young people. All parties involved in the ASTP need to exercise the highest levels of responsibility in protecting children and young people from harm.

All parties must:

  • be aware of their obligations towards children and young people related to the specific role they have in the ASTP
  • report concerns about the suspected risk of harm to children and young people to the principal or workplace manager of the school which they attend, in line with the department’s Child protection – responding to and reporting risk of harm policy and procedures. Any concerns related to the alleged conduct of contractors, drivers or Assisted Travel Support Officers (ATSOs) must also be notified to the department’s Professional and Ethical Standards unit (PES). The contact number for PES is 02 7814 3722 (Monday to Friday from 8:30am to 5:00pm).

All contractors, drivers and ATSOs who provide services under the ASTP require employment screening checks that must be undertaken before they can commence work. In accordance with the Advocate for Children and Young People Act 2014, this involves a Working with Children Check – relevant criminal records (serious sexual offences and listed offences where the victims are children), apprehended violence orders taken out to protect children and employment proceedings taken by previous employers that affect the person's suitability for working with children.

A public sector suitability assessment (Part 3, rule 18 of the Government Sector Employment (General) Rules 2014 is also undertaken to review general criminal history information for offences that are not child related and is an additional check the department conducts to review offences that are not relevant to the Working with Children Check.

1. Transport service options

Not all students with disability require transport assistance, therefore not all students with disability will be eligible for assistance under the program.

ASTP services vary considerably from those provided by Transport for NSW (TfNSW). The ASTP provides a door-to-door service designed to support the individual travel needs of eligible students with disability. This support is provided at no cost to families. Accordingly, eligibility criteria are in place to determine whether a student requires access to this specialised service to access education.

School students not eligible for access to the ASTP may be eligible for the following travel schemes managed by Transport for NSW (TfNSW).

School Student Transport Scheme

Students with disability, who can use public transport and meet the standard eligibility criteria for the scheme, can be transported under the School Student Transport Scheme (SSTS) (for more information, refer to School student travel).

Students who do not meet the standard SSTS eligibility criteria (refer to School student travel) may be deemed eligible for subsidised transport if they are unable to walk to school due to a health condition. The subsidy may be in the form of a temporary travel pass or payments under the School Drive Subsidy, if the student's condition prevents them from travelling by bus, train or ferry.

To apply for subsidised travel for health reasons, the parents or guardians must obtain a prescribed medical certificate form from TfNSW or the transport contractor concerned.

School Drive Subsidy

The School Drive Subsidy (SDS) (for more information, refer to School student travel) is available to NSW residents in areas where there is no public transport, to drive an eligible student all or part of the way to school. The subsidy is only intended to partly offset the cost of using a private vehicle to drive the eligible student and is not intended to cover all costs. TfNSW administers the SDS scheme. The subsidy is for driving school students to school or to the nearest transport pick up point, by car, motorcycle or boat.

Taxi Transport Subsidy Scheme

Individuals who are unable to use public transport because of a qualifying severe and permanent disability may be eligible for subsidised taxi travel (refer to Taxi Subsidy Scheme).

1.1 Travel training program

The Travel training program is designed to help the student transition from supported travel to independent travel.

As part of the ASTP, the process for assessing the travel support needs of eligible students will provide valuable information that can be used to identify those students who are able to acquire the skills necessary to travel independently to and from school:

  • Students who are accessing the ASTP and are identified as possessing sufficient aptitude, knowledge, motivation, mobility and skills may be considered for possible enrolment in a travel training program.
  • Potential students identified for travel training will be assessed using the Assessment of travel support needs at Level 1 (capable of independent travel).

For further information please contact Education Services, Assisted School Travel Program, on 1300 338 278 or email schools.astp@det.nsw.edu.au.

2. Student eligibility

The ASTP seeks to assist parents rather than remove their individual responsibility for school transport arrangements.

2.1 General criteria

Schools must ensure that students applying for the ASTP satisfy the criteria outlined below.

Parents who choose an educational setting for their child that is not the nearest and most appropriate setting to their place of residence will not be eligible for access to assistance under the ASTP. In such cases, parents will be responsible for providing or arranging transport for the student.

Students must:

  • be a permanent resident of NSW or hold a valid visa and meet the criteria under the Temporary Residents Program
  • be assessed as having identified disability according to the department's established Disability Criteria (DOC 37 KB)
  • be enrolled in a NSW public school, NSW high school or registered non-government school at school entry level (Kindergarten or equivalent) as a minimum
  • be accessing a special education early intervention program specifically tailored to prepare students with disability for entry into formal education one year before formal school entry into a government or registered non-government school
  • be enrolled in a school for specific purpose (SSP) or support class specifically for students with disability, OR
  • if enrolled in a mainstream class, require high-level assistance for mobility purposes (for example, the use of a wheelchair or other form of mobility aid)
  • have parents who have demonstrated their inability to provide or arrange travel for their child to and from school either fully or in part where their child has been assessed as being unable to travel independently, and that their child is enrolled in the closest appropriate government or registered non-government school to their home, following consideration of
    • the impact of travelling distance and time on the student's ability to achieve learning outcomes
    • the impact of travelling distance and time on the student's health, wellbeing and safety
    • the availability and location of special education services that meet the student's specific educational needs
    • whether there is any other reasonable adjustment that could be made at a school nearer to the student's home that would be less disruptive and no less beneficial for the student as an alternative to travel assistance.

2.2 Distance guidelines

The distance between a student's home and school will be considered when assessing each student's individual travel support needs with consideration given to whether there is any other reasonable adjustment at an alternative location closer to the student's home that would be less disruptive and no less beneficial for the student.

Generally, 40 kilometres from the student's place of residence to the school is considered maximum distance. For applications where the distance to be travelled is more than 40 kilometres, consideration of the impact of the distance travelled on the student's ability to achieve learning outcomes and their general health, wellbeing and safety is required. This will assist in determining the most appropriate form of assistance.

The minimum distance criteria that applies to eligibility for subsidised travel under Transport for NSW's school student travel (refer to School Drive Subsidy eligibility) will be used to assess the individual student's ability (with or without assistance) to negotiate the travelling route with reasonable safety to and or from school. These distances will be used as a guide only and will be considered in light of the nature of the student's disability and other identified travel support needs.

Students from Kindergarten to Year 2 are eligible if:

  • they are a resident of NSW, or an overseas student eligible for free government education
  • aged 4 years 6 months, or older
  • No minimum walking distance criteria applies to these students.

Primary school students from Years 3 to 6 are eligible if:

  • they are a resident of NSW, or an overseas student eligible for free government education
  • the straight-line distance from their home address to school is more than 1.6 kilometres
  • the walking distance from home to school is 2.3 kilometres or further.

Primary school students who live too close to the school to be eligible for free travel may qualify for a school travel pass or School Opal card (refer to School Drive Subsidy eligibility), which provides bus travel at a discounted price for the whole school term.

Secondary school students from Years 7 to 12 are eligible if:

  • they are a resident of NSW or an overseas student who is eligible for free government education
  • the straight-line distance from their home address to school is more than 2 kilometres
  • the walking distance from home to school is 2.9 kilometres or further.

Secondary school students who live too close to the school to be eligible for free travel may qualify for a school travel pass or School Opal card (refer to School Drive Subsidy eligibility), which provides bus travel at a discounted price for the whole school term.

2.3 Travel time guidelines

The time that each student spends travelling to and/or from school will be taken into account in the assessment of their individual travel support needs with consideration given to whether there is any other reasonable adjustment at an alternative location closer to the student's home that would be less disruptive and no less beneficial for the student.

Generally, a travel time of up to 60 minutes would be ideal, with a maximum of 90 minutes on each one-way trip. For applications where the estimated travel time is more than 90 minutes, consideration of the impact of the time travelled on the student's ability to achieve learning outcomes and their general health, wellbeing and safety will be required. This will assist in determining the most appropriate form of assistance.

2.4 Overseas students

Overseas students living in NSW who are eligible for a free government education are also able to access assisted school travel if they meet the ASTP eligibility requirements. Those students who are not eligible for a free government education are not eligible to access assisted school travel.

For more information on student visa classifications and eligibility for free government education, contact DE International.

3. Applying for assistance

All government and registered non-government schools are responsible for ensuring that the travel support needs of students are thoroughly considered before an application for assisted school travel is forwarded to the ASTP for assessment.

Schools must complete an Application for Assisted School Travel (PDF 587 KB) when a student:

  • enrols in Kindergarten or transitions from Year 6 to Year 7 (or equivalent age)
  • changes schools or campus (when there is a different location)
  • has a change to their school or section start or finish times
  • at any other time
    • when a student is seeking access to assisted school travel for the first time
    • following a break in service provision
    • after a temporary withdrawal of services over 6 months within a school year.

Each new application will include the Application for Assisted School Travel (PDF 587 KB) form, Parts A and B:

  • Part A is to be completed by the parent
  • Part B is to be completed by the school enrolling the student.

The enrolling school must:

  • forward Part A of the form to the student’s parents for completion
  • complete Part B of the form in accordance with the Assessment of travel support needs guide
  • submit the completed application, signed by the principal, to the ASTP.

The principal and/or the learning support team coordinator are required to collaboratively complete the new application with due regard given to the applicability of the ASTP eligibility criteria. The principal is best placed to manage parent expectations before an application is completed by providing advice in respect to whether the student meets the eligibility criteria for access to the ASTP.

4. Assessment and application process

An accurate assessment of each student's travel support needs in accordance with the Assessment of travel support needs is required to be undertaken and recorded in Part B of the Application for Assisted School Travel (PDF 587 KB). The completed application along with either a student behaviour support plan and/or an individual health care plan (if applicable) relevant to supporting the student while travelling is to be signed by the principal and forwarded to the ASTP.

ASTP Officers:

  • will determine if the student meets the eligibility criteria for access to the ASTP
  • may consult with Education Support teams, senior officers from the Association of Independent Schools of NSW or Catholic Schools NSW, the principal, other government agencies, parents and their medical practitioner, employer or education institution, or other persons as required
  • will process applications within 10 business days of receipt of completed application documentation where possible. In peak periods during the school year, processing times may be impacted
  • advise parents and the student’s school in writing of the assessment outcome (typically by email).

4.1 Declined applications

If the application is not approved, parents are encouraged to contact the school in the first instance to discuss the ASTP eligibility criteria and the reasons for decline. The school or parents may then contact ASTP to discuss the application and, if applicable, provide additional information to support the student's application for assisted school travel. The parents can also seek advice on the process to lodge an appeal should the application remain not approved.

4.2 Variation to approved transport arrangements

Schools must:

The ASTP will process requests for variation within 10 business days. The ASTP experiences peak periods during the school year, which may impact on processing times.

The form showing the outcome of this assessment will be returned to the school after the request is processed.

Schools must ensure parents complete Part A of the Application for Assisted School Travel (PDF 587 KB) form and submit it to the ASTP when:

  • changing the address on a permanent basis
  • wishing to access additional transport services.

ASTP Officers will, where necessary, seek confirmation from the appropriate officer within the department, Association of Independent Schools of NSW or Catholic Schools NSW, that the student is still attending the nearest appropriate school to the new residential address before processing the variation.

If the student is not attending the nearest appropriate school, the parents will be responsible for transporting the student to and from school.

Requests for variations to approved travel arrangements will only be approved where the variation can be incorporated into an existing transport service with minimal impact on distance travelled and time spent in transit.

Before 2018, the ASTP had an arrangement with the NSW Department of Communities and Justice – Ageing, Disability and Home Care (ADHC) to transport to ADHC Centre-Based Respite Services. From 1 July 2018, ADHC and ADHC-funded service providers transitioned to the National Disability Insurance Scheme (NDIS) and the previous arrangement between ADHC and ASTP has ended.

Please note, the ASTP no longer transports students to before or after school care, respite, therapy or community access with NDIS-funded service providers. Parents seeking such support should discuss transport options with their National Disability Insurance Scheme (NDIS) Local Area Coordinator, Support Coordinator, or the National Disability Insurance Agency (NDIA). Refer to section 12 of the NDIS Operational Guidelines. Parents should provide information relevant to their child's NDIS plan to support any application for transport to after school care.

Assisted school travel services may accommodate students from more than one school to maximise the efficiency of the service. In the best interests of all parties concerned it is not possible for the ASTP to allocate additional services to meet temporary or one-off variations to start and finish times of schools. Accordingly, assisted school travel services will operate at regular times to align with standard school start and finish times and will not be varied to accommodate changes for these purposes.

For students approved to access ASTP transport services who are involved in work placements and vocational education training (VET) programs that are being provided at a location other than the student's school, (for example, TAFE, community access) a variation to transport services may be provided when:

  • transport can be incorporated into the current school transport run without increasing travel time or impacting on arrival and departure times for other students accessing the same transport service
  • school personnel provide or arrange suitable supervision of students at that location.

Additional services will not be scheduled for these purposes outside of regular approved travel times or days, or for students not already accessing ASTP services.

5. Appeals process

In cases where an application has not been approved, an appeals process has been established to review an assessment of the original application and any additional supporting information by the Assisted School Travel Appeals Panel.

Parents:

ASTP Officers:

  • must re-assesses the application for assisted school travel upon receipt of the appeal, giving special consideration to any new information provided to support the student's eligibility
  • will approve the application and provide transport where the student’s eligibility is determined, OR
  • will refer the appeal to the Assisted School Travel Independent Appeals Panel (panel) for its consideration and recommendation to the ASTP.

The panel meets monthly (refer to the key dates) and comprises senior personnel from the department’s Inclusion and Wellbeing directorate, Catholic Schools NSW, Association of Independent Schools of NSW, 2 NSW public school principals and a parent of a student with a disability nominated by the NSW Federation of P&Cs.

Parents will be notified of the panel's decision in writing within 10 business days (where possible) from the date of the panel meeting.

In cases where applications remain not approved following consideration by the panel, further assessment or consideration of any subsequent appeal will only be considered where such a request contains information not previously considered.

The role of the panel is detailed in the Roles and responsibilities section of these procedures.

6. Review of student travel support needs

School personnel, in partnership with parents, are responsible for monitoring the progress of students who have additional support needs. A formal review for each student receiving additional support must be conducted by schools at least once a year.

At each student's annual review, the effectiveness of current access provisions (including assisted school travel) is to be addressed. This includes further assessment of each student's travel support needs and the continued eligibility of each student to access travel support services under this program.

In circumstances where the review coordinator determines that the needs of the student have increased or decreased and this change requires alterations to existing travel support services, the ASTP is notified as soon as possible using the Student travel support needs – change request (PDF 184 KB) form.

Where the family circumstances have changed, impacting on the parent's ability or inability to provide or arrange transport for the student, the ASTP is notified as soon as possible using the Variation to approved transport arrangements (PDF 195 KB) form.

ASTP staff may also seek a review of the travel support needs of a student by a school or region in circumstances where temporary approvals have been granted or where information is received regarding changes in student needs or family circumstances.

A review of student travel support needs and/or eligibility would also need to take place following any incident which has the potential to impact on the health, wellbeing and safety of any individual on the transport run. This may require a review of the student's behaviour management plan or health care plan as appropriate.

6.1 Students with complex health and/or behaviour needs

While most students accessing support under the ASTP travel successfully on transport without additional adult supervision, for students with complex behaviour support needs and/or high-level health care needs, the provision of an ATSO to travel with the student may be considered as part of the school's assessment of the student's travel support needs.

ATSOs may also be engaged to assist eligible students to travel to and/or from school on walking routes or other forms of transport, such as public transport or school bus services as an alternative to tailored door-to-door transport services. Support of this nature may also be a precursor to a travel training program for students assessed as capable of acquiring skills to travel independently.

For new students seeking access to assisted school travel who are assessed as needing the additional support of an ATSO, the school principal is to complete the applicable section in the Application for Assisted School Travel. Transport assistance for these students cannot commence until an ATSO is assigned to travel with the student.

For students currently accessing travel assistance and who are subsequently assessed as needing the support of an ATSO, the school principal is to apply by completing the Student Travel Support Needs – Change Request form. In these circumstances travel assistance may be temporarily withdrawn pending the assignment of an ATSO.

All applications for ATSOs are to be forwarded to the ASTP and must be supported (as applicable) by a student behaviour support plan and/or individual health care plan which details strategies to support the student while travelling. The individual health care plan must include an emergency response plan where the student is diagnosed at risk of an emergency.

Schools are responsible for communicating the management strategies identified through the processes of risk assessment and health care plan, to both drivers and ATSOs to ensure the continued health, wellbeing and safety of the student and others travelling with the student.

ATSOs and/or drivers must not administer medication or health care procedures to students, unless in emergency situations where appropriate training has been arranged and the school principal provides written confirmation that the ATSO has the necessary skills to administer medication and/or health care procedures and/or manage the student's health care needs during travel. In such cases, documented procedures are to be included in the student's health care/emergency response plan.

The need for an ATSO to travel with a student is reviewed on both an ongoing and annual basis to meet the changing needs and circumstances of the student.

6.2 Monitoring

The ASTP will undertake regular monitoring of individual assisted school travel services and contractor performance.

Services are regularly reviewed to ensure operational efficiency and that the changing needs and circumstances of students with disability are met. This process may result in changes to transport arrangements at any time throughout the year.

Record-keeping requirements

Functional Retention and Disposal Authority: FA416 (PDF 106 KB) (1.9.3) Records relating to the provision of transport for students with disability, including application details, travel arrangements, advice re special needs requirements, details of vehicles and contractors and/or drivers.

Mandatory tools and templates

Supporting tools, resources and related information

Disability Discrimination Act 1992

  • Disability discrimination is when a person with disability is treated less favourably than a person without disability in circumstances that are not materially different. The Disability Discrimination Act 1992 (DDA) makes disability discrimination unlawful except in certain limited circumstances.
  • The DDA supports the implementation of Australia’s international human rights obligations under the Convention on the Rights of Persons with Disabilities. It also supports obligations relating to non-discrimination under other treaties, including the International Covenant on Civil and Political Rights.
  • The DDA protects people with disability against discrimination in many areas of public life, including, work, education, accommodation, getting or using services, goods and facilities, accessing public places, clubs and incorporated associations.

Child Protection (Working with Children) Act 2012

  • The Working with Children Check is a requirement for anyone who works or volunteers in child-related work in NSW. It involves a National Police Check (criminal history record check) and a review of reportable workplace misconduct.

Government Information (Public Access) Act 2009

  • The department may disclose certain information in relation to ASTP matters in accordance with its obligations under the Government Information (Public Access) Act 2009 (NSW) (GIPA Act). The department may release information which it is required to disclose by law, to satisfy the disclosure requirements of the State Auditor General, to satisfy the requirements of Parliamentary accountability, under state government practices and procedures, or to satisfy any other recognised public requirement.

Government Sector Finance Act 2018

  • The department has an obligation to ensure that the funding allocated for this program is managed effectively, through the efficient coordination and management of travel support services for eligible NSW students to attend school.
  • Under this Act, agencies are required to be accountable and to use monies efficiently and effectively. Treasurer's directions are issued in terms of section 3 of the Act.

NSW Procurement Policy Framework

  • The department is accountable for the efficient and cost-effective engagement of contractors to provide services in accordance with the NSW Procurement Policy Framework.
  • The engagement of contractors under this program must conform to the requirements of the Procurement Policy Framework. The policy provides a consolidated view of government procurement objectives and the Procurement Board's requirements as they apply to each step of the procurement process. The department must comply with its mandatory requirements and is applicable to all department procurement functions, including travel support services.

Public Works and Procurement Act 1912 Part 11 Procurement of Goods and Services

  • This provides the legislative framework for procurement for NSW Government agencies. This includes the establishment of the NSW Procurement Board, including the designation of its functions. This also provides the obligations of government agencies in the exercise of its functions in relation to the procurement of goods and services.
  • This covers the role and responsibilities of the State Contracts Control Board, the provision for regulations for the acquisition and disposal of goods and services for the public service, and the referral of complaints to the board regarding competitive neutrality in tendering.

Work Health and Safety Act 2011

  • Under this Act, employers must ensure the health, safety and welfare at work of all their employees and must ensure that other people are not exposed to risks to their health and safety arising from the conduct of the employer's undertaking while they are at the employer's place of work.

Policy contact

Director, Assisted School Travel Program
02 4224 9209
admin.astp@det.nsw.edu.au

The Director, Assisted School Travel Program monitors the implementation of this policy, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.

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