Transport providers - Frequently asked questions and other useful information

Information which will help with your questions

COVID-19 frequently asked questions

Ongoing risk mitigation

While the guidance has eased, it is clear that COVID-19 has not gone anywhere, the virus is very much still here and with cases rising we still need to take precautions wherever reasonably possible:

  • Face coverings:  In line with updated government guidance around public and dedicated school transport, it is expected that all passengers continue to wear face coverings, however a face covering is not a condition of travel and transport should not be refused on this basis.  While face coverings remain a recommendation rather than requirement of drivers and passenger assistants, we would ask that all staff continue to lead by example by wearing a face covering where there is not an exemption in place.
  • Hand hygiene: Drivers and Passenger Assistants must use hand sanitiser or wash their hands before and after coming into contact with each other, passengers and/or handling passenger belongings.  Passengers will wash their hands thoroughly before boarding the vehicle or use their own hand sanitiser provided by the parent/carer where deemed appropriate.
  • Vehicle cleanliness: All vehicles must undergo daily deep cleaning along with additional cleaning before and after every journey, including all frequently touched surfaces.
  • Routine testing: All staff and passengers operating or using Home to School Transport routes should undergo regular Lateral Flow (LF) tests.  After 23/07/2021 we will no longer require you to provide weekly reports of driver testing, however we do strongly encourage you to continue a testing routine.
  • Vehicle ventilation: Where possible and appropriate, windows should be opened for the duration of the journey.  Where possible Air Conditioning and/or heating should not be used, and air must never be recirculated within the vehicle.

What to do if a passenger show signs of COVID-19:

If a passenger is showing symptoms of COVID-19 they are not to travel.  Parents should inform the school as soon as possible, who will work with Public Health and Track & Trace to take further precautions with any other individuals they may have come into contact with.

If students show signs of COVID-19 while at school they will not be conveyed home by transport, parents will be called by the school to collect the student.

A driver and/or passenger assistant has been identified as a close contact, should they self-isolate?

From 16 August, if you have been fully vaccinated (2 doses) you will be exempt from the requirement to self-isolate if you are a close contact of a positive case. You will instead be advised to take a PCR test as soon as possible.

Those under 18 years of age will also not be required to self-isolate when identified as a close contact of a positive case. As with adults, they will be advised whether a PCR test needs to be taken.

If you test positive you will still need to self-isolate regardless of your vaccination status or age.

What should I do if a driver or passenger assistant is required to self-isolate?

Where they have been working on an OCC contract, you must inform SupportedTransportEmergency@Oxfordshire.gov.uk as soon as possible with the staff's prior approval for the information to be shared. 

If subsequently, the member of staff receives a positive COVID-19 test result, you must inform us immediately to allow us to share this information with Public Health Track & Trace.

Online booking for testing is available at: https://www.nhs.uk/conditions/coronavirus-covid-19/coronavirus-vaccination/book-coronavirus-vaccination/

It is important to note that even if you have no symptoms but have been advised to take a test, you or your staff must self-isolate while waiting for a test result and then follow the guidance given to you when receiving your result.  Any individual found to be knowingly breaking government guidelines will be reported to the police.

How will the driver and/or passenger assistant be informed if they have come into contact with a passenger with COVID-19?

Public Health England supports schools with contact tracing, and they do investigate how a student has travelled to and from school.  So, if there was a scenario where the driver, passenger assistant, or any passengers were deemed to be a close contact this would be picked up in contact tracing and the Supported Transport Team would be notified.  

Remember, self-isolation guidance changes from 16 August, unless told any different the contract should continue as normal.

I am concerned about staff capacity due to the impacts of COVID-19, what should I do?

As confirmed cases rise, it is more important than ever to have resilience built into your workforce.  If you are operating at or near full capacity and are concerned about your ability to provide short-notice cover within your current resource, please contact SupportedTransportEmergency@Oxfordshire.gov.uk.

Please remember that any sub-contracting either during ‘normal’ operations or in an emergency and that is more than one (1) Working Day shall require the written consent of the Council pursuant to Condition 23 (Assignment and Sub-Contracting) of the Conditions of Contract.  Should you need to subcontract in an emergency, you should inform our office by 10am. 

How will I be informed if a school affecting one of my routes is closed?

As soon as Supported Transport is aware of a school closure that affects contracted Home to School Transport, all affected providers will be informed. 

In addition, the school closures list on our public website is updated regularly and we would encourage providers to check this list.  However, please only take instruction to cancel transport from Supported Transport, although a school may close to the majority, we may ask you to continue providing transport for the few students who are unable to stay home (key workers etc).

Can my staff be regularly tested for COVID-19 if they do not show symptoms?

Yes, and we would encourage they do so on a weekly basis.  Our 4 testing sites have now closed, however, home testing kits can be requested by visiting: Order coronavirus (COVID-19) rapid lateral flow tests - GOV.UK (www.gov.uk)

Other frequently asked questions

How do I apply to become an approved transport provider?

In order to work with us as an approved transport provider, you will need to join the Dynamic Purchasing System (DPS).

You will need to register your interest and complete the application process before you can bid for contracts. 

Are you able to speed up the badging process?

We have introduced a series of measures to improve the badging process. This includes being able to book safeguarding and disability awareness training without having to wait for the DBS application to be cleared.

There is more information on this in the guidance documentation sent to providers, if you have not received this please contact us.  

What is the complaint investigation process?

The complaints process is split into contractual and safeguarding concerns. Both processes are continually reviewed by the individual teams, and investigation times have been significantly reduced.

The investigation will rarely lead to a badge being revoked unless it is a serious allegation. This is done to safeguard the crew and the passengers.

How do you know that service providers are using badged personnel?

Council officers regularly conduct spot checks at establishments to ensure that providers are using correctly badged personnel. In addition, the establishments themselves have been given advice on what badges to look for and will contact the Supported Transport Team if they have any queries.

When can I renew my badge?

You can renew your badge four months in advance of its expiry date. The DBS and Badging Team will not accept any renewals that have more than four months left on the badge.

Is there a disability awareness course?

The safeguard training course is continually reviewed and has recently seen the addition of disability awareness. 

How are invoices processed?

Invoices are processed on a first-come, first-served basis. Once preliminary checks have been conducted and when the invoice is correct, we will authorise and send to Hampshire for payment.

How do we contact the Transport Hub?

How do we contact you out of office hours?

If you have an urgent issue, please email the relevant team as some staff will be checking emails in an emergency, or contact the Emergency Duty Team.    

Useful information

Driver and Passenger Assistant Code of Conduct:

Details how drivers and passenger assistants are expected to behave in order to safeguard themselves and the passengers they are transporting on OCC Supported Transport contracts.

School and Social Care Transport Dynamic Purchasing System Agreement:

Details the Particulars, Conditions of Contract and Schedules applicable to all Supported Transport Contracts tendered after July 2019.

Supported Transport Team Contacts:

Details the email and phone contact details of all Supported Transport Teams and managers.