School Transport Policy

Policy statements

4.1 Parental or Guardian and Learner Preference - The Local Authority acknowledges that parents/guardians and learners may express a preference for a particular school. However, parental preference does not create an automatic entitlement to free home to school transport. Transport assistance will only be provided where the learner meets the eligibility criteria set out in Section 1 of this policy. Where parents or guardians choose a school other than the designated catchment, transport arrangements and costs remain the responsibility of the parent or guardian.

4.2 Change of Address - Parents and guardians must inform the Local Authority and the school immediately of any change in home address. A change of address may affect a learner’s eligibility for free home to school transport. Where a learner no longer meets the eligibility criteria as a result of a house move, transport assistance will be withdrawn.

Where a learner moves home during their GCSE studies (after the October half-term of Year 10), the Local Authority will provide transport assistance until the end of Year 11, provided the learner meets the age and distance criteria at the new address and was previously attending the Local Authority designated school. Transport in these circumstances will be offered on the nearest available vehicle and from the nearest available pick-up point.

4.3 Statutory Distance - Is defined as being 2 miles (3.218 Kilometres) or over for primary schools and 3 miles (4.828 Kilometres) or over for secondary schools and is measured by the nearest available route from the nearest point from where the applicant’s address meets the public highway to the nearest available entrance to the school. Although the distance is sometimes referred to as the “walking distance” it does not imply that the learner is necessarily expected to walk, but it is the distance within which a parent/guardian is expected to make their own arrangements for the learner’s journey, at their own cost, to and from school.

Where a learner of statutory school age lives within the statutory distance but no available walking route exists, the walking route will be assessed in accordance with the Learner Travel (Wales) Measure guidance on the assessment of risk for walked routes to school. Refer to Appendix 4 for detailed guidance.

4.4 Looked After Children - Where a learner is a Looked After Child and the Local Authority, acting in its role as corporate parent, determines that attendance at a particular school is in the learner’s best interests, transport assistance may be provided. This may include placements at schools other than the catchment school for the learner’s current address, where continuity of education, maintaining sibling links, or preserving established peer relationships is a priority.

Learners will be assessed against the statutory distance criteria, and where eligible, free home to school transport will be provided to the school identified by the Local Authority as the most suitable placement. These arrangements will be reviewed on an annual basis.

4.5 Dual residency - Where parents or guardians share responsibility for a learner and the learner has established dual residency at two parental addresses, the Local Authority may provide home to school transport from both addresses, subject to the learner meeting the standard eligibility criteria and the following conditions:

• Both addresses are confirmed as permanent residences;
• Residency details are accurate and up to date on the Local Authority’s education systems; and
• The learner attends:
  
  • the designated catchment school for their main home address, or
  • a school identified by the Local Authority as the most suitable placement.

Where at least one residence is within Carmarthenshire, the learner may be eligible for a Travel Pass from each eligible address. Parents or guardians must contact the Learner Travel Team to confirm eligibility and submit the required application.

Where a learner has two homes within different Local Authorities, each Local Authority will be responsible for providing transport only during the periods when the learner resides within its area. Separate applications may therefore be required to each Local Authority.

Transport from any address that is outside the school’s designated catchment area will be provided from the nearest available transport route to that school, which may be more than 1.5 miles from the home address. Parents or guardians will be responsible for ensuring the learner travels safely to the designated pickup point. Pickup points may change during the learner’s time at school in line with route planning and operational requirements.

4.6 Sibling Eligibility for Transport - Each learner’s eligibility for free school transport is assessed on an individual basis against the standard criteria at the time of application. Consequently, there may be instances where one sibling qualifies for transport while another does not, for example where eligibility has been granted following a successful appeal or where catchment arrangements have changed.

4.7 Additional Learning Needs - Where a learner has a Local Authority Individual Development Plan (not school held) or a Statement of Additional Learning Needs issued by the Local Authority, or is undergoing statutory assessment due to identified learning difficulties, transport specified in an IDP takes precedence over the policy.

In such cases, learners will be assessed to identify the appropriate type and level of specialist transport required. These transport arrangements will be reviewed on an annual basis.

4.8 Referral Unit - Learners placed by the Local Authority in a Pupil Referral Unit provision may receive transport where the Local Authority determines it is necessary for them to access their placement. Eligibility will follow the principles in Section 1 and may reflect distance, safeguarding needs, or Additional Learning Needs.

4.9 Medical Conditions - Learners may be eligible for transport assistance on medical grounds where appropriate supporting evidence is provided. Acceptable evidence includes:

• A medical certificate or signed statement from a qualified medical practitioner confirming that the learner is unable to walk the statutory distance and explaining how the condition affects the learner’s mobility; OR
• A copy of the Disability Living Allowance (DLA) Statement of Entitlement, which must relate specifically to the learner (not a family member) and confirm mobility-related needs; OR
• A copy of the learner’s Blue Badge which must relate specifically to the learner (not a family member) and confirm mobility-related needs.

Transport provided on medical grounds will be reviewed regularly and will cease when the learner is able to travel independently or when the medical need no longer justifies additional assistance.

4.10 Temporary Medical Conditions - Learners with temporary medical conditions that prevent them from walking the statutory distance, may be eligible for short-term transport assistance providing they meet the applicable age and minimum distance criteria of this policy.

Applications must be supported by medical evidence confirming:

• The nature of the condition;
• How the condition affects mobility;
• The expected duration of the condition; and
• The likely impact on school attendance without additional transport support.

Transport offered for temporary medical reasons will be granted for a defined period and reviewed as required. Support will end once the learner’s mobility has improved sufficiently or the temporary condition no longer warrants additional transport.

4.11 Managed Moves - Transport is not automatically provided for managed moves; however, the Local Authority may offer assistance where the move is formally agreed and required to support behaviour, inclusion, safeguarding, or educational stability. If the managed move becomes a permanent transfer, ongoing transport will only be provided if the learner meets the standard eligibility criteria that apply to all learners. Any proposed changes to a learner’s placement must be discussed with the Transport Department in advance to ensure that suitable transport arrangements are available.

4.12 Permanently Excluded - Where a learner is permanently excluded and the Local Authority allocates an alternative educational placement, with transport arrangements agreed in advance, transport may be provided subject to the age and distance criteria set out in Section 1. Where approved, transport will normally be offered on the nearest available vehicle and from the nearest available pick-up point. Support will continue only for as long as the alternative placement remains necessary and will cease if the learner becomes eligible to return to their designated catchment school or no longer meets the criteria for assistance.

The Local Authority may provide transport to an alternative placement where it is considered necessary, even if this is not the nearest or designated catchment school. Any proposed changes to a learner’s placement must be discussed with the Transport Department in advance to ensure appropriate transport arrangements can be made.

4.13 School Reorganisation -. Where a school closes or undergoes statutory reorganisation following a formal consultation process, the Local Authority will identify appropriate alternative catchment schools. Free home to school transport will then be provided to the nearest suitable school identified by the Education Department, subject to the learner meeting the eligibility criteria set out in Section 1.

4.14 School Oversubscription - Where a learner is unable to secure a place at their designated catchment school because the school is full and has formally been refused admission through the school admissions process, the Local Authority will identify the next nearest suitable school with available capacity. Learners allocated a place at this alternative school by the Local Authority may be eligible for free home to school transport, provided they meet the relevant statutory distance criteria.

This provision ensures that learners are not disadvantaged where oversubscription at their catchment school is outside the control of parents or guardians, provided that an application for school admission was submitted by the stipulated deadline.

Where parents or guardians choose a school other than the school allocated due to oversubscription, this will be treated as a parental preference. In such cases, transport assistance will not be provided unless the learner independently meets the standard eligibility criteria set out in Section 1.

4.15 Schools with Multiple Sites - Where a school operates on more than one site, free transport will be provided only to the main administrative site unless the Local Authority identifies an alternative site as the designated location for the learner’s timetable. Internal movement between sites during the school day is the responsibility of the school.

4.16 Out of School Hours - Free school transport is provided only at the start and end of the school day, in line with official published school hours. Transport is not provided for extracurricular activities, extended provision, breakfast clubs, revision sessions, work experience placements, or after-school events. Parents or guardians are responsible for arranging and funding travel for such activities unless the school provides alternatives.

4.17 Transport for Educational Visits or School-Organised Trips – It is the responsibility of the school to arrange and fund school trips. The Local Authority does not provide or fund transport for school trips.

4.18 Induction Days - Transport for school induction days is not automatically provided. Free home to school transport can be arranged for learners who have been deemed eligible for transport for the new academic year, in line with the criteria set out in Section 1. Learners transferring from Primary to Secondary School must submit the required transport application by 1st January in the year of transfer to be considered for transport for induction days. Late applications may result in transport not being available.

4.19 Passenger Assistants - The provision of a passenger assistant is not automatic and will only be considered where:

• A learner’s assessed needs require it, as identified through ALN processes or risk assessment; or
• The Local Authority determines that passenger assistant provision is essential for safety.

Passenger Assistants support the safe operation of the service but are not responsible for behaviour management beyond reasonable supervision.

4.20 Spare Seats - Refer to point Appendix 3 for detailed guidance.

4.21 Personal Travel Budgets - The Local Authority may, in limited circumstances, offer a Personal Travel Budget (PTB) instead of providing transport directly. A PTB may be provided where:

• This represents better value for money than commissioning transport;
• The learner’s needs make direct transport provision unsuitable; or
• The parent or guardian prefers a PTB and the Local Authority agrees it is appropriate and safe.

PTBs may take the form of a fixed mileage allowance or financial grant to assist with transporting the learner between home and school, or to an appropriate pick-up point where the distance to meet a suitable vehicle exceeds 1.5 miles.

To be eligible for a PTB, a learner must meet the criteria for free home to school transport as set out in this policy. PTBs will not be provided where a learner attends a non-catchment school chosen solely on the basis of parental preference.

4.22 Non-Usage of Transport Provision - Where a learner repeatedly fails to use their allocated transport without notifying the Learner Travel Team, the Local Authority may withdraw the seat temporarily and reallocate it to another learner. Parents and guardians must inform the Local Authority immediately if transport is no longer required. Travel Passes that are no longer needed must be returned to the Learner Travel Team so that the seat can be reassigned to another learner.

4.23 Right to Withdraw Transport

The Local Authority reserves the right to withdraw or amend transport arrangements where:

• A learner no longer meets the eligibility criteria;
• Transport is misused or a learner's behaviour poses a safety risk to themselves, other passengers, or transport staff;
• Spare seat availability changes and a discretionary place can no longer be accommodated;
• Parents or guardians fail to comply with the requirements of this policy, including the provision of accurate and up-to-date information; or

Where transport is provided as a discretionary arrangement, the Local Authority may withdraw the place in the circumstances outlined above.

Where a learner has a statutory entitlement to home to school transport, non-use of transport may result in the withdrawal of a seat on a particular route or transport arrangement.

However, the learner's statutory entitlement will remain and transport may be reconsidered following a further application.

A minimum of seven days' written notice will normally be provided before transport is withdrawn or amended, except where immediate action is necessary to address safety concerns.

Where transport is withdrawn due to behaviour or safety-related concerns, the Local Authority may consider alternative transport arrangements where withdrawal would otherwise prevent the learner from having reasonable access to education.

Parents and guardians remain responsible for ensuring that the learner attends school.

4.24 Payment for Travel on School Transport - The Local Authority does not offer the option for parents or guardians to pay for transport for learners who are not entitled under this policy.

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