Special Educational Needs (SEN) travel

Transport guidance for children with special educational needs, including EHCP-related support.

Contents

Route reviews

What is a review?

A review is an audit of the travel arrangements serving a particular setting. Working in partnership with the schools nominated representative, information relating to individual’s travel requirements are reassessed and information is used to redesign the network in-line with Transport Policy.

Considerations include:

  • Home address
  • Passenger Assistant requirement
  • Transport needs
  • Medical/Health and Care needs
  • Equipment to be accommodated
  • Sharing considerations
  • Care/Behaviour plans
  • Vehicle access restrictions
  • Make and model of wheelchair where applicable

Contracts are re-tendered and may result in changes. Requests that cannot be accommodated include:

  • Travel from more than one address e.g. Split families, child minders, friends or other family members’ address.
  • Specific collection and drop off times
  • Travel from a temporary address
  • That previous transport arrangements (Driver/Passenger Assistant) be retained.
  • Lone occupancy travel arrangements

Why are routes reviewed?

Children’s needs can change and routes become inefficient over time. Reviews are an opportunity to ensure that provision continues to meet individual need.

An ongoing programme of school transport route reviews also ensures that Staffordshire County Council meets its statutory obligation to deliver services which offer value for public money.

Who is involved in a review?

Role Responsibility
Review Team: Lead Review Officer
  • Set the timescale
  • Establish the Review Team
  • Advise parents and carers of the review and timescales and outcomes.
  • Review and update passenger information for each pupil with school
  • Consider information provided by parents and carers about individual pupils inline with policy
  • Plan new routes
  • Consult with school on new proposed routes
  • Manage complaints that may arise after implementation
Review Team: Transport Planner
  • Provide input on day-to-day operational issues and contract management.
  • Allocate passengers to new routes.
  • Be available to respond to queries and deal with issues post implementation.
  • Manage new contracts as Business as usual.
SEND Keyworker
  • Manage eligibility issues that may arise during the review
  • Support the Lead Review Officer in managing any complaints relating to eligibility issues
School Representative
  • Ensure all appropriate school staff are aware of the review
  • Nominate a liaison officer who has delegated responsibility to engage fully in the process
  • Engage with the Review Team about the special needs of pupils and highlight specific issues
  • Consider issues of site safety that may already exist or may arise as a result of the review andmanage appropriately
  • Support the communication strategy by advising parents of the review where possible – for example through a school newsletter
  • Provide feedback to the Review Team on the proposed new transport network
  • Provide appropriate support to the Review Team during and after implementation
  • Direct any parental complaints that cannot be managed directly to the lead review officer
Parent/Carer (Other advocate)
  • Advocate for the individual child ensuring the review team is aware of all relevant information.
  • Be aware of the transport policy and understand the limitations of the travel offer.
  • Prepare for the likelihood of change
Procurement team
  • Tender all routes through the procurement system
  • Award contracts - considering any legal requirements and SCC operating requirements

How is the review put into operation?

Parent/carers will be notified of new arrangements in writing and are advised to make contact with the allocated provider.

The Lead Review Officer and the Transport Planner will be available to manage issues arising in the first few days of operation. Names and contact information will be included in communications.

Within a month of new arrangements beginning, the Lead Officer will re-convene the Review Team for an Outcomes Review Meeting. The focus is on how the plans were implemented and if there are issues that need to be managed, and if there are opportunities to refine working practices. 

  1. Review Team and timelines established.
     
  2. School notified of the review and timelines.
    Representative identified and meeting date set.
    Parents/carers of eligible passengers notified of the review and provided timelines.
     
  3. Review team and school representative audit and record pupil information.
    Parents provide feedback.
    Parent feedback recorded.
     
  4. Transport team: Passenger information updated and new routes drafted in-line with transport policy.
     
  5. Transport team: Re-drafted routes passed to school representative for suitability assessment.
     
  6. School: All routes approved as suitable.
     
  7. Procurement team: tender issued.
     
  8. Transport team: Tenders returned and analysed.
     
  9. Transport team: Contracts Awarded.
     
  10. Cooling Off period.
     
  11. Transport team: Details of award shared with the review team.
     
  12. Transport team: Outcomes communicated to parents/carers and School.
     
  13. Transport team: Issues managed.
     
  14. Routes become business as usual

Complaints and appeals

Change can be difficult for SEND pupils and their families. It is likely that complaints will be received by the Review Team.

Initial complaints will be directed to the Team who aim to acknowledge receipt of complaints within three working days and provide a response within ten working days.

Where the Lead Officer is unable to resolve a complaint, the complainant will be offered the opportunity to lodge a formal complaint using the Staffordshire County Council corporate complaints procedure.

The review process is a legal requirement and has evolved based on the experience and feedback from schools, parents and other stakeholders. We are committed to continuing improvement and encourage feedback. Please direct any observations to marie.storr@staffordshire.gov.uk.

How will my child/young person be supported? 

Staffordshire County Council is committed to support transitions by:

  • Providing information in advance so you can prepare your child for potential change.
  • Supporting meet and greets in advance of the contract start date where requested. 

As a Parent/Carer you should:

  • Engage with the process and make us aware of all relevant details at stage 1 of the process.
  • Contact the new provider to discuss your child’s individual transport needs and exchange contact information. Staffordshire County
  • Council does not provide operators with your email or telephone numbers.
  • Discuss with school how they can support.
  • Make the Lead Officer aware of any concerns.

Useful links and resources