School Transport Policy

Appendix 3: Spare seat policy

The Local Authority operates a discretionary Spare Seat Scheme on a limited number of contracted school transport vehicles. Spare seats may be offered to learners who do not qualify for free transport, subject to strict availability, safety requirements and operational capacity.

Spare seats are not a statutory entitlement and may be withdrawn at any time. Allocation is for one academic year only and does not guarantee future provision. Applications must be made online via the Councils website Spare Seats Application.

Applications do not need to be resubmitted in subsequent years and will be reconsidered automatically, unless circumstances change (for example, a change of address or school,). Any allocation remains valid for one academic year only and does not guarantee renewal.

1. Eligibility Criteria
Spare seats may be offered where the learner:

• Resides in Carmarthenshire and the home address is registered with the school;
• Attends the Local Authority designated catchment school;
• Lives within statutory walking distance, but at least one mile from the school;
• Has no suitable public transport or fare-paying school service available; and
• Is of statutory school age.

Spare seats are only available on:

• Dedicated contract vehicles seating nine or more passengers, and
• Mainstream school transport routes

Spare seats cannot be offered on:

• Taxis or private hire vehicles,
• Vehicles used exclusively for specialist ALN provision,
• Routes where a fare-paying school bus operates, or
• Routes where suitable public transport is available.

In line with Welsh Government regulations, the Local Authority cannot accept payment for spare seats on vehicles that do not meet the Public Service Vehicle Accessibility Regulations (PSVAR).

2. Conditions of Allocation

• Spare seats are offered from September each year, where possible, once all eligible learners have been allocated seats. Additional spare seats may be awarded during the year where capacity becomes available.
• Allocation is subject to change or potential withdrawal at any time if space is required for an eligible learner.
• Allocation is for one academic year only and does not guarantee future availability.
• No additional mileage or route alterations will be made to accommodate spare-seat passengers.
• The Local Authority’s determination of available seating capacity is final.
• Not all apparent empty seats can be allocated; seats may be required for:
  • occasional eligible travellers,
  • risk assessment purposes,
  • staff such as passenger assistants, route assessors, or driver training.

Contractors may sometimes use larger vehicles than required for operational reasons; this does not guarantee spare seat availability.

3. Priority Order
Where spare seats are available, they will be allocated in priority order, with younger learners given precedence.

If a spare seat must be withdrawn during the academic year, allocations will be withdrawn in reverse priority order, with older learners removed first.

4. Application Process

• Applications must be submitted online by the last day of the preceding academic year
• Eligibility will be assessed based on spare capacity available at the start of the new academic year and reviewed periodically thereafter.
• Applications may only be submitted by a third party where full written consent has been provided by the parent or guardian.
• Once submitted, applications will be reconsidered annually; however, allocation is not automatic for subsequent years and remains subject to available capacity and the applicable criteria. A new application must be submitted where there is any change in circumstances (for example, a change of address or school attended). Route details will be issued with the Travel Pass.

5. Use of Spare Seat Travel Passes

• Learners must present the Travel Pass at the start of each journey.
• Passes are non-transferable and valid only for the named learner and assigned route.
• Misuse or fraudulent use may result in disciplinary action and immediate withdrawal of the concession.
• Any changes in circumstances (e.g., address, school, eligibility) must be reported to the Learner Travel Team immediately.
• Where a replacement pass is required, the existing pass must be returned before a new one is issued.
• If the pass is no longer required, it must be returned promptly so the place can be reallocated.

Replacement passes are subject to the standard charge set by the Local Authority.

6. Withdrawal of Spare Seats
The Local Authority may withdraw a spare seat at any time with seven days’ written notice, including (but not limited to) situations where:

• the seat is required for a learner eligible for free transport;
• route or operational arrangements change;
• misuse or fraud occurs; or
• the learner no longer meets scheme conditions.

When a spare seat is withdrawn:

• the Travel Pass must be returned immediately; and
• responsibility for the learner’s travel returns to the parent or guardian.

Failure to return the pass may affect eligibility to access the scheme in subsequent years.
There is no entitlement to transport in these circumstances.