Participant Support Procedures > Participant Transportation Procedure
Authorised by Quality Assurance Officer
Revised Date: 5 January 2025
1. Introduction
Where Kyeema Support Service employees are required to provide participant transport as part of their responsibilities, procedures and guidelines for providing transport in a safe and efficient manner are to be adhered to.
2. Scope
All vehicles owned by Kyeema, by Kyeema staff and participants
3. Definitions
Grey Fleet - any vehicles that do not belong to Kyeema, but which are used for business travel. This might include a vehicle owned by a participant or a vehicle privately owned by a staff member. It will be Kyeema’s responsibility to pay the insurance excess on borrowed buses from other organisations.
Commercially hired vehicles are not part of Kyeema’s fleet but have guidelines for use and insurance risk clearly defined in the hire contract, which must be adhered to.
Comprehensive Insurance – full insurance that covers the vehicle owner against having to pay for all costs should their vehicle be damaged, or cause damage to someone else’s car or property.
Third Party Insurance – Liability insurance that protects the driver (First Party) from the costs of damage caused to someone else’s (Third Party) car or property.
4. Procedures
Underpinning Guidelines
4.1 Kyeema will provide vehicles wherever possible to facilitate the transportation of participants as part of program resources to enhance Participant access and participation within the community.
4.2 Staff utilising their own vehicle will ensure their vehicle is of a standard that complies with all legislative and agency requirements as a minimum.
4.3 Participants who own their own vehicle will ensure their vehicle is of a standard that complies with all legislative and agency requirements as a minimum
4.4 Participants use taxis and other public transport as appropriate to need.
4.5 Participants utilising Kyeema supplied vehicles (including staff-owned) will be required to pay the cost of their transport, to be charged in accordance with their service agreement
4.6 A current and valid driver’s license is mandatory for all persons (staff or participant) using a vehicle for any Kyeema activities
5. Kyeema Fleet
5.1 New staff will be orientated to the vehicle by the program coordinator or other nominated staff member
5.2 All Kyeema vehicles (where necessary) are equipped with a First Aid kit, chair pads (“kylies”), RACV contact information, a logbook, tissues, wet wipes and cleaning equipment.
5.3 Vehicle first aid kits are kept up to date and checked by staff
5.4 Consumption of food and beverages in Kyeema vehicles is strongly discouraged but if it happens care must be taken to clean the interior from any spills or rubbish.
5.5 Vehicles are allocated according to participant requirements, at the discretion of the program coordinators.
5.6 When staff use a Kyeema fleet vehicle they are to report any new dints/scratches to the office.
5.7 Supervision of participant safety getting in and out of vehicles and during transit is the responsibility of the support worker.
5.8 If assistance is required, the support worker will not lift individuals into or out of vehicles but will provide appropriate support and supervision as necessary.
5.9 Participants who remain in a wheelchair during travel will be transported in a vehicle (Kyeema vehicle/taxi/other) that is fitted with an appropriate lift or ramp equipment.
5.10 Wheelchairs must be secured appropriately before driving.
5.11 Before starting each trip, the support staff will ensure all participants have seat belts correctly fastened.
5.12 If participants are known to have incontinence or stress incontinence, a Kylie seat pad will be placed on the seat before a participant enters the vehicle. Should a seat become soiled the program coordinator and/or office will be notified so that arrangements can be made for cleaning.
5.13 All personal items are to be removed from the vehicle at the end of the shift.
5.14 Vehicles are to be left in a clean and tidy manner. If found in an unclean or untidy state this must be reported to the office as soon as possible.
5.15 All vehicles used by support staff are regularly serviced and are frequently checked by the staff and participant undertaking the car-cleaning role. A report of the vehicle check ADF-02 is kept on file.
5.16 Workers will record travelled kms in Kyeema vehicles using the QR code on each vehicles dash. Refer to the instruction sheet Recording Kyeema Vehicle Kilometres KEF-33
6. Grey Fleet
6.1 Staff may be required to use a participant’s vehicle or their own vehicle as part of a participant’s supports needs and service agreement. A common term for this is the Grey Fleet (see Definitions).
7. Use of Participant Vehicles
7.1 By agreement, when employees use a participant’s own vehicle the responsibility of maintaining the vehicle is at the participants cost. This is recorded on CCF-51 Authority for Kyeema staff use of participant vehicle
7.3 Participant’s vehicles must meet the minimum safety standard of being fitted with airbags (this is a standard feature of all vehicles from 2006 onward) and carry a first aid kit.
7.4 It is the participant’s or their nominated representative’s responsibility to ensure that the vehicle is always mechanically safe and legally roadworthy. As these people may not regularly view the vehicle, Kyeema staff should pass on any concerns about the vehicle to them.
7.5 Neither Kyeema nor its employees who drive a participant’s vehicle will be liable for any insurance excess or other associated costs as a result of damage caused to the participant’s vehicle in the course of undertaking services
7.6 All participant vehicles must have some form of Roadside Assist, in the event of vehicle breakdowns it is the responsibility of the participant for all vehicle repairs and transportation.
7.7 If, by agreement, the participant nominates to drive their own vehicle with a staff member as a passenger they must do so within the limitations and/or restrictions imposed on their driver’s licence.
7.8 Kyeema or the staff member may decline to use the participant’s vehicle if deemed to be unsafe or not roadworthy. An alternative means of transport will be negotiated.
8. Staff use of own vehicles
8.1 For an employee to be eligible to use their own vehicle they will be required to provide;
• A valid Driver’s Licence
• Registration number of the vehicle, so that currency of registration can be checked
• Evidence of vehicle Insurance (Third Party minimum, Comprehensive preferred)
8.2 Staff vehicles must meet the minimum safety standards (vintage and veteran cars may be excluded from this by arrangement) and have on board a first aid kit, which may be borrowed from Kyeema.
Staff are to ensure their vehicles are used and maintained in the same manner that is expected of the use of Kyeema fleet.
8.3 If a participant damages a staff member’s vehicle, Kyeema will take responsibility for the repair. Be aware that some participants are not to be carried in staff vehicles at all and Managers/Team Leaders will advise.
8.4 As participants have individual support needs, staff should check these before transporting. Many may ride in any part of the vehicle. For everyone’s safety some may need to be carried in the rear seats with the child lock on.
8.5 Staff who use their vehicle during work hours for a work-related purpose will be reimbursed at the Victorian Public Service cents per kilometre rate. This is to be done by claiming kilometres on the time sheet.
8.6 Each driver is personally responsible for:
• any traffic or speeding fines
• any costs associated with damage caused to your vehicle or any other person's property as a result of your negligence.
9. Transporting Children:
9.1 Kyeema staff will ensure children are transported in accordance with the legal requirements for using child restraints and booster seats.
9.2 Restraints will be fitted in accordance with manufacturer’s instructions. If staff are unfamiliar with the correct method for fitting a child restraint, advice and assistance must be sought.
9.3 The road rules in Victoria require that:
• A child under six months of age must travel in a rear-facing approved child restraint
• A child aged six months to under four years must travel in either a rear-facing OR forward-facing approved child restraint. The type of restraint will depend on the child's size
• A child aged four years to under seven years must travel in either a forward- facing approved child restraint with an inbuilt harness, or an approved booster seat
• A booster seat can be used with a lap-sash or child safety harness
• A child safety harness is not recommended for use with a booster seat in a seating position with a lap-sash seatbelt. The type of restraint will depend on the child's size
• A child aged seven years to under 16 years must travel in either an approved booster seat or an adult seatbelt. The type of restraint will depend on the child's size
• A person16 years and over must travel in an adult seatbelt.
9.4 Children with additional needs:
There are some exemptions from the child restraint road rules for children with a medical condition or physical disability. To qualify for an exemption a number conditions must be met, such as a medical certificate. Parents and carers should seek advice from a health professional, such as an occupational therapist, who can prescribe the restraint which is best for the child.
Manual handling safety when fitting Child Restraints: Staff will always exercise caution when lifting and fitting a child restraint.
10. Bus Safety
10.1 The Bus Safety Act 2009 requires daily pre-trip inspections when using buses. These are done by support workers. There is a checklist to follow so staff are to make themselves aware of the procedures.
11. Risk Management:
11.1 Participants’ individual risk assessments will be used to identify any risks associated with their transport.
11.2 If the risk is associated with participant behaviour, appropriate positive behaviour support strategies will be identified to minimise the identified risk.
11.3 Where a participant poses an ongoing and unacceptable risk, a decision may be made that other transport options will be utilised.
11.4 Planning for trips in excess of 200km will include preparation of an Excursion Form where it is a group. Other planning will include:
• Checking the vehicle’s First Aid kit;
• Carrying participants specific individual information, including behaviour support plans, health plans and emergency contact details
• The provision of adequate breaks to prevent fatigue for driver and passengers
11.5 Where staff are required to undertake transport beyond their normal work hours, consideration must be given to two workers being available to share the driving if long distances are involved.
Resources
Key Legislation, Acts & Standards
Occupational Health & Safety Act 2004 (Vic)
National Disability Insurance Scheme Act 2013 (Cth)
National Disability Insurance Scheme (Quality Indicators) Guidelines 2018 (Cth)
NDIS Practice Standards - Version 1, 2018 (Cth)
National Disability Insurance Scheme (Provider Registration and Practice Standards) Rules 2018 (Cth)
AS ISO 31000:2018 - Risk management - Guidelines
AS/NZS ISO 9001:2016 - Quality Management Systems
AS/NZS 4370: 2013 - Restraint of children with disabilities, or medical conditions, in motor vehicles
Related Regulations
Transport Accident Compensation Scheme and Workcover Scheme
Related Policies, Procedures and Documents
Authority for Kyeema staff use of participant vehicle CCF-51
Bus Daily Pre-Trip Check Form BSF-04
Safety Inspection Checklist by Mechanic BSF-05
Excursion/Activity Checklist CCF-52
Motor Vehicle Inspection Checklist ADF-02
Motor Vehicle Private Use Authorisation Form ADF-03
Motor Vehicle Running Sheet ADF-01
Motor Vehicle Volunteer Use Authorisation Form ADF-32
Vehicle Incident Form SF-13
Vehicle Maintenance List ADF-05
Transport Costs & Agreement CCF-23
Recording Kyeema Vehicle Kilometres KEF-33