Travel Assistance Service

The travel assistance process and travel arrangements:

Schools/learning establishments complete the travel assistance request form with parents/carers (including their consenting signature) and return this to the Special Educational Needs (SEN) Service. This form is then processed by SEN to establish eligibility for Travel Assistance from the Local Authority and the method of travel assistance to be provided. For further information on Sandwell Council’s Travel Assistance Policy please view the Council's 'local offer' information page.

Please complete and return SEN’s Travel Assistance Request Form as soon as possible. Transport must be planned as early as possible ahead of each academic year therefore your support is important to enable routes to be planned. This includes information relating to all new pupils, phased transfers or pupils who are leaving.

If SEN assess the application as eligible for travel assistance in the form of transport, SEN will then send the Parent/Carer a Travel Assistance Service Passenger Information Form (TASPIF) for completion. This form provides TAS with specific information that will be used to procure transport and ensure that their needs can be met on transport.

When TAS receive the TASPIF from SEN, the information is used to procure transport to ensure that the passenger’s specific needs are catered for. It is important that as much information as possible is provided to enable successful and safe arrangements to be put in place. If the Passenger has Epilepsy, Type 1 Diabetes and or a medical condition requiring them to have a care plan (this must be provided to TAS), TAS must request additional information to complete an individual risk assessment before transport can be set up. There will be a delay in setting up transport if TAS does not receive this information.

Pupil’s needs may change during the academic year. Schools/Learning establishments and parents/carers must ensure that passenger’s information is kept up to date with TAS and the transport staff, i.e. height and weight (for car seats etc), equipment requirements (e.g. wheelchair, harness), medical needs, medication and behaviour. This enables TAS to ensure that the transport arrangements are as safe as they can be for all parties, that they are compliant with legislation and continue to meet the passenger’s needs. TAS will request updated information from parents/carers annually.

Only the home address and the school/learning establishment address provided on the travel assistance request form can be used for pick-up/drop-off of passengers. No alternative address can be used. If there is a change of address for a passenger, SEN will need to be informed as soon as possible to establish if the passenger is still eligible for the service. TAS then action any changes when authorised by SEN.

The TAS have robust systems in place to set up and oversee transport contracts throughout their duration. Starting from the offer of the meet and greet for new passengers (between passengers, parents/carers and transport staff), through to dealing with any day to day operational issues that may arise.

If you wish to contact the TAS Team about any transport matter, please email travel_assistance@sandwell.gov.uk and a member of the Team will respond.

For new passengers, an introductory ‘meet and greet’ will take place between the transport staff, passenger and family before transport starts – this could be face-to-face, or via telephone/video call. In instances where there is a quick turn round of transport arrangements this may not always be possible.

We have enhanced safeguarding standards: All drivers and passenger assistants have enhanced criminal record background checks (DBS) to enable them to work with children, young people and adults and are checked against the barred lists. Following the introduction of our new capability tests, transport staff will have demonstrated proficiency in both verbal and written English and passed courses in TAS Passenger Assistant Training (TASPATS), Level 1 Safeguarding, Child Protection and Child Sexual Exploitation awareness training. Transport staff will then be issued a TAS identification badge which is renewable annually. Schools/learning establishments can request to see this at any time.

TAS issue a letter of assurance for schools/learning establishments at the start of the academic year.

All Drivers will either hold a private hire taxi/hackney carriage licence issued by a local authority (this doesn’t have to be Sandwell council) or a professional driving qualification as required to drive a PSV vehicle.

All vehicles will either be licensed by a local authority (this doesn’t have to be Sandwell Council) or work under a PSV Operators License issued by the Traffic Commissioner.

Working in partnership with our Transport providers, our priority is to ensure that all passenger journeys are within 50 minutes each way (Government guidance notes that this is not always possible depending on the location of the learning establishment from the home address). All routes are checked by TAS to ensure that the journey is compliant (including any extra time that may be required for specific passengers to board/alight vehicles).

Our priority will always be to ensure that all passengers arrive at their destination as soon as possible. In the unfortunate situation of a vehicle breakdown or a change of transport staff/vehicle, our priority will always be to ensure a replacement vehicle or member of staff are dispatched as soon as possible and parents/carers kept up to date. The school/learning establishment will be informed following this if required.

On occasion and at short notice, transport staff and vehicles may change. This can be for a variety of reasons such as illness, training, leaving the company and vehicle servicing/safety checks etc. We advise transport providers to give TAS, passengers, parents and carers as much notice as possible but accept that in all situations this is not always possible.

All replacement transport staff whether temporary or permanent will have been through the TAS badging process (including enhanced DBS and barred lists checked) and are therefore authorised to work on Sandwell Council contracts.

All replacement vehicles whether temporary or permanent will be appropriately licensed to carry passengers and therefore authorised to work on Sandwell Council contracts.

In these circumstances we ask for your patience and understanding, and if you are concerned we advise you to contact TAS for more information.

While the transport service can generally guarantee a reliable and punctual service, unpredictable factors such as passenger lateness/illness, adverse weather, roadworks, heavy traffic, vehicle breakdown or other unforeseen situations may result in occasions where vehicles arrive later than scheduled. In these circumstances we ask for your patience and understanding, and if you are concerned we advise you to contact TAS for more information.

Unfortunately, specific pick-up/drop-off times of passengers cannot be accommodated.

A route for an individual or group of passengers is put together primarily to ensure the shortest amount of time on a vehicle.

Transport arrangements, such as pick-up/drop-off times may change when other passengers join or leave the route or if the school/learning establishment hours change.

TAS do not permit the use of vehicle child-locks and anti-escape devices on seatbelts under any circumstance. If you have concerns regarding a specific passenger, please contact TAS directly.

Use of a harness whilst on transport: It is important that the least restrictive option is explored for each individual passenger to manage their needs/behaviour and promote safety whilst on transport.

TAS cannot guarantee that luggage can be transported with the passenger on their vehicle if there is insufficient room or method to safely secure the item(s). Please make alternative arrangements when planning residential/day trips and respite/short breaks.

On occasion, the transport provider may need to change. If this happens the school/learning establishment will be informed as soon as possible.

Members of the TAS Team will on occasion conduct a site visit or unannounced visit to observe transport arrangements taking place and to discuss/address specific issues which may have been brought to our attention. Members of TAS staff will be wearing a Sandwell Council ID badge.

View the latest version of the TAS school and learning establishment guide

We make contacting TAS as easy as possible. Our office hours are Mon-Fri 7.30am – 5.00pm term time and Mon-Fri 8.00am – 4.00pm non-term time:

Email the Travel assistance team

0121 569 4888