School Transport Service and Parent-Hired Transport
Academic Session: 2026-28
1. Purpose and Commitment
At Gyanshree School, the safety, security and well-being of every child remain central to all institutional decisions. The School recognises that a child’s experience of the school day does not begin only at the classroom door. It begins from the moment the child leaves home and continues until the child returns safely at the end of the day. The journey to and from school is therefore an important part of the larger school experience and deserves the same seriousness, care and responsibility that the School seeks to uphold within the campus.
This Transport Policy has been developed to provide a clear, practical and comprehensive framework for student transportation. It brings together the essential provisions relating to the School Transport Service as well as parent-hired or privately arranged transport used by students. The Policy is intended to promote safe transport practices, clarify responsibilities, establish minimum expectations and strengthen cooperation between the School, parents, transport providers, drivers, attendants and students.
The School acknowledges that families may choose different modes of transport based on convenience, location, accessibility, family circumstances or personal preference. Some students may avail the School Transport Service, while others may use transport arranged independently by their parents. Irrespective of the mode of travel, every child deserves to travel in an environment that is safe, respectful, dignified, reliable and child-centred.
This Policy therefore seeks to ensure that all stakeholders understand their respective roles and work together in the best interests of children. It is not merely a set of rules, but a statement of the School’s commitment to student safety, child safeguarding, responsible conduct and shared accountability.
2. Philosophy of Student Transport Safety
Gyanshree School believes that safe transportation is a shared responsibility. No transport system can remain safe only through rules or infrastructure. Safety is created through informed choices, consistent supervision, responsible driving, timely communication, clear handover practices, child-safe adult conduct and regular review of systems.
The School also believes that prevention is more effective than response. Careful route planning, verification of documents, maintenance of vehicles, responsible conduct of drivers and attendants, timely reporting of concerns and cooperation between parents and the School can significantly reduce avoidable risks.
Every decision relating to student transport must therefore be guided by one fundamental principle: the safety, dignity and well-being of children must always take precedence over convenience, cost, speed or operational ease.
3. Objectives of the Policy
Through this Policy, Gyanshree School seeks to achieve the following objectives:
3.1 To Protect Every Child
The foremost objective of this Policy is to promote the physical, emotional and psychological safety of every student during travel. A child must feel secure while boarding, travelling and alighting from any vehicle used for school-related transport.
3.2 To Promote Shared Responsibility
The School, parents, drivers, attendants, transport providers and students all play important roles in transport safety. This Policy aims to clarify these roles so that every stakeholder understands what is expected and contributes responsibly to the child’s safety.
3.3 To Establish Consistent Safety Standards
The Policy lays down expectations relating to vehicles, drivers, attendants, student conduct, parent responsibilities, documentation, route management, emergency response and reporting. These standards are intended to create a consistent and transparent framework for transport safety.
3.4 To Strengthen Child Safeguarding
Transport safety is not limited to road safety alone. It also includes respectful adult behaviour, emotional safety, protection from intimidation or abuse, appropriate boundaries, and the right of every child to report discomfort or unsafe behaviour.
3.5 To Encourage Informed Decision-Making
Parents who choose privately arranged transport must be able to make informed decisions. This Policy provides guidance on what parents should verify, monitor and review before and during the use of parent-hired transport.
3.6 To Support Compliance and Accountability
The Policy encourages the maintenance of valid documents, timely communication of changes, periodic review of safety arrangements and accountability in case of violations or concerns.
3.7 To Encourage Continuous Improvement
Transport safety must be reviewed periodically. The School may revise its transport practices and expectations in response to legal requirements, operational experience, parent feedback, safety reviews and emerging best practices.
4. Guiding Principles
The following principles guide all provisions of this Policy.
4.1 Child First
Every decision concerning transport must place the child’s safety, dignity, health and well-being above all other considerations. Convenience, time-saving, cost efficiency or route preference must never override student safety.
4.2 Shared Responsibility
Safe transport cannot be achieved by the School alone. Parents must make responsible choices, drivers must drive safely, attendants must supervise children appropriately, students must follow safety expectations, and the School must establish standards and respond to concerns responsibly.
4.3 Prevention Before Response
The Policy emphasises preventive action. Regular document checks, maintenance, police verification, safe route planning, child-safe conduct and early reporting of concerns are more effective than reacting after an incident occurs.
4.4 Respect and Dignity
Every child has the right to travel in an environment that is free from fear, humiliation, bullying, discrimination, abuse or inappropriate behaviour. Drivers, attendants, parents and students must uphold respectful conduct at all times.
4.5 Accountability and Integrity
All stakeholders are expected to act honestly and responsibly. Information shared with the School must be accurate. Safety concerns must not be concealed. Documents must remain valid. Drivers and attendants must act with professional integrity.
4.6 Continuous Compliance
Transport safety is not a one-time formality completed at the beginning of the academic year. It requires ongoing attention, periodic review, renewal of documents, monitoring of vehicle condition and prompt communication whenever circumstances change.
4.7 Continuous Improvement
The School may review and amend this Policy from time to time to strengthen student safety, respond to operational requirements, align with applicable regulations or incorporate improved safety practices.
5. Scope and Applicability
This Policy applies to all students using any form of transport connected with travel to or from Gyanshree School or School-related activities.
The Policy applies to the School Transport Service arranged, operated, managed or officially contracted by Gyanshree School. It also applies to parent-hired transport arrangements, including cabs, vans, shared vehicles, commercial taxis, tempo travellers, mini buses, private buses, chauffeur-driven vehicles carrying students, and any other privately arranged vehicle used for transporting students.
The Policy also applies to temporary or substitute vehicles used in place of a regular transport vehicle, whether arranged by the School or by parents.
This Policy does not apply to situations where a parent or authorised guardian personally drives and accompanies only their own child in a private family vehicle. However, the School expects all parents to follow safe arrival and dispersal practices while entering or leaving the School vicinity.
Where senior students independently use public transport, such arrangements remain the responsibility of the parent and student, unless the School issues specific instructions in relation to a particular event, route or safety concern.
6. Definitions
For the purpose of this Policy, the following terms shall have the meanings assigned below.
6.1 School
“School” means Gyanshree School, including its Management, Governing Body, Director–Principal, employees and authorised representatives.
6.2 Parent
“Parent” includes the biological parent, adoptive parent, legal guardian or any person authorised to make transport-related decisions on behalf of the student.
6.3 Student
“Student” means any child enrolled at Gyanshree School who uses any mode of transportation to travel to or from School.
6.4 School Transport Service
“School Transport Service” refers to transport arranged, operated, managed or officially contracted by Gyanshree School for the purpose of transporting students.
6.5 Parent-Hired Transport
“Parent-Hired Transport” means any vehicle independently engaged, selected, paid for or arranged by one or more parents for transporting students to or from School or School-related activities.
6.6 Driver
“Driver” refers to the individual authorised to operate the vehicle used for transporting students.
6.7 Escort / Attendant
“Escort” or “Attendant” refers to a responsible adult accompanying students during transport for supervision, safety, assistance during boarding and alighting, and support during emergencies.
6.8 Cab Captain / Parent Route Coordinator
“Cab Captain” refers to a parent voluntarily nominated by families sharing a parent-hired vehicle to facilitate routine communication among parents. The Cab Captain is not an employee, agent, representative or supervisor of Gyanshree School.
6.9 Designated Stop
“Designated Stop” means a location identified for boarding or alighting of students, either by the School for School transport or by parents for parent-hired transport.
6.10 Authorised Adult
“Authorised Adult” means a parent, guardian or person authorised by the parent to hand over or receive the child.
6.11 Emergency
“Emergency” includes any accident, breakdown, medical issue, unsafe driving situation, route disruption, adverse weather, security concern or any other situation that may affect the safety or well-being of a student.
6.12 Child Safeguarding
“Child Safeguarding” refers to all practices intended to protect children from abuse, neglect, harassment, exploitation, intimidation, inappropriate conduct or any behaviour that compromises their physical or emotional safety.
Part A
School Transport Service
7. Nature of the School Transport Service
Gyanshree School provides a bus service to support families with student transportation. The service is planned after considering student locations, road safety, route feasibility, traffic conditions, travel time, vehicle capacity, existing stop structure, regulatory requirements and operational efficiency.
The School makes reasonable efforts to accommodate transport requests. However, transport service cannot be guaranteed for every applicant, every residential location or every requested stop. The availability of transport depends on existing routes, seat availability, distance, safety, operational feasibility and the number of students requiring transport in a particular area.
The School Transport Service is available only on designated routes and stops notified by the School from time to time. Parents are advised to check the availability of transport in their area before seeking admission or applying for the service.
8. Application for School Transport
8.1 New Admissions
Parents seeking School transport for a newly admitted child must indicate the requirement while submitting the Admission Form. However, the indication of interest in transport does not automatically guarantee a seat. Parents must contact the Transport Office or Transport Manager to understand whether the School bus service is available in their area and whether a suitable stop exists.
The School may guide parents regarding the nearest available stop, approximate route timing and route feasibility. However, final allocation shall depend on available capacity and operational considerations.
8.2 Existing Students
Before the beginning of new academic session, every year, in the month of December parents of existing students will be required to confirm whether their child will continue using School transport, withdraw from the service or request a change in route or stop. School shall seek information through the google from the parents via mail.
This confirmation is important because bus routes, vehicle deployment, vendor arrangements and staffing are planned in advance. Delayed confirmation may affect seat availability.
8.3 Application Through ERP
All applications for transport must be submitted through the designated section of the School ERP. Verbal requests, informal messages or requests made directly to drivers or attendants will not be treated as formal applications.
Applications will be processed subject to seat availability, existing route structure, distance, safety, travel time and feasibility. The School reserves the right to accept, defer or decline a transport request based on these considerations.
8.4 Late Applications
Applications received after the prescribed deadline will be considered only if a seat is available on an existing route. The School shall not be obliged to create a new stop, route or diversion for a late request.
Parents are therefore expected to submit transport applications within the timeline communicated by the School.
9. Seat Allocation
Seats in the School Transport Service are generally allotted on a first-come, first-served basis. However, allocation is also subject to safety, route capacity, travel time, feasibility and the existing route structure.
The School may decline a request even if the parent has applied early, where the location is outside the serviceable area, the route is already full, the requested stop is unsafe, or the addition of the stop would significantly affect the travel time or safety of other students.
Once a seat, route and stop are assigned, they shall ordinarily remain valid for the academic session. Any change during the session will be subject to availability and operational feasibility.
10. Bus Routes, Stops and Timings
Bus routes, stops and timings are planned at the beginning of each academic session. The planning process considers multiple factors, including student addresses, existing stops, road width, traffic flow, safety of boarding points, distance from School, travel duration, vehicle capacity and the need to ensure reasonable convenience for the maximum number of students.
The School may revise routes, stops or timings during the year due to road closures, traffic diversions, infrastructure changes, safety concerns, vehicle deployment issues, changes in student enrolment, withdrawal of transport users, government directions or other operational reasons.
While the School endeavours to maintain route stability, parents must understand that transport routes are dynamic and may require adjustment in the interest of student safety and operational efficiency.
The School does not guarantee a fixed or maximum travel duration. Travel time may vary due to traffic congestion, weather, roadworks, security checks, public disturbances, protests, vehicle movement restrictions or other circumstances beyond the School’s control.
Drivers are instructed to prioritise safety over punctuality. A bus may be delayed if road or traffic conditions require slower movement in the interest of student safety.
11. Change of Route, Stop or Bus
Parents seeking a change of route, stop or bus must submit a formal request through the School ERP or prescribed communication channel. Such requests will be reviewed by the Transport Department and will be considered only where they are practical, safe and do not adversely affect the route.
A change may be considered in cases such as relocation, medical reasons, family emergency, change of guardian arrangement or other exceptional circumstances. However, approval is not automatic.
The School will consider whether the requested change can be accommodated on an existing route, whether a seat is available, whether the proposed stop is safe, and whether the change will increase travel time or create inconvenience for other students.
The School shall not be obliged to create new stops, diversions or routes during the academic year. Final decisions regarding route, stop, timing and bus allocation shall rest with the School.
12. Transport Fees
The bus fee is calculated over 11 months and billed quarterly along with the School fee, ordinarily in April, July, October and January.
Parents must pay transport fees by the prescribed due date. Students may not be permitted to use the transport service if applicable transport dues remain unpaid. Any unpaid School fee or transport fee from previous years must be cleared before a fresh transport application is accepted.
The School Transport Service is planned and contracted on an annual basis. Bus deployment, driver and attendant arrangements, vendor commitments, maintenance, route planning and administrative arrangements are finalised for the academic session. Therefore, transport is not ordinarily offered on a month-to-month basis.
Parents should understand that several transport-related costs are fixed in nature. These may include vendor commitments, staff allocation, vehicle deployment, route planning and operational readiness. Therefore, withdrawal from transport during the year does not automatically entitle a parent to full fee reversal or refund.
Partial-year service or pro-rated adjustment may be considered in genuine cases such as relocation, transfer out of the city, medical reasons or inability of the School to continue service on the assigned route. Such consideration shall be subject to applicable fee rules, transport vendor commitments, fixed costs, administrative feasibility, timing of withdrawal and approval of the competent authority.
Any refund, adjustment or concession relating to transport fees shall be entirely at the sole discretion of the School and shall not be claimed as a matter of right. The decision of the School in such matters shall be final and binding."
13. Withdrawal from School Transport
Parents who wish to withdraw their child from the School Transport Service must submit a formal withdrawal request through the School ERP and communicate the same to the Transport Department through official email or written communication.
The withdrawal request must be submitted at least one calendar month in advance. Any withdrawal made post the 1st of the current month will incur the charges of the following month as well. The bus fee for the notice month shall remain payable, as the School requires time to adjust route records, seat allocation, vendor planning and administrative arrangements.
Once a student withdraws from the transport service during the academic year, the seat may be released and allotted to another student. The same seat cannot be automatically reclaimed later in the academic year. A fresh request will be considered only subject to availability.
Where pro-rated adjustment or refund is not feasible, the School will communicate the reason to the parent. Such reasons may include fixed route costs, vendor obligations, staff allocation, inability to reallocate the vacated seat or timing of the withdrawal request.
14. Communication Regarding Route Changes and Delays
The School is committed to communicating important transport-related changes to parents through official channels. These may include the School ERP, official circulars, email, SMS, telephone calls or any other approved communication platform.
Where a planned major route revision is required, the School will endeavour to inform parents in advance. Such communication may include the effective date of change, revised pick-up or drop timing, revised stop details, reason for the change, and any change in bus number, driver or attendant.
For major planned route revisions, the School will endeavour to provide seven to ten working days’ notice wherever feasible. For minor timing adjustments, stop-level modifications or unavoidable operational changes, shorter notice may be given.
In emergency situations such as sudden road closure, traffic diversion, weather disruption, vehicle breakdown, public disturbance, security concern or instruction from local authorities, advance notice may not be possible. In such cases, parents will be informed at the earliest possible opportunity.
The School may restrict the sharing of exact residential locations, complete route maps or sensitive route details in the interest of student privacy and safety.
Parents may share route-related concerns within the timeline communicated by the School. Such concerns will be reviewed fairly. However, route decisions will be made in the larger interest of student safety, travel time, route feasibility and overall efficiency.
15. Compliance and Safety Standards for School Buses
Gyanshree School shall endeavour to ensure that buses used for student transport comply with applicable statutory requirements, Road Transport Authority norms, Supreme Court and CBSE-related safety expectations.
School buses shall maintain valid vehicle documents, including registration, permit, insurance, pollution certificate, CNG Leakage Certificate and fitness certificate. Vehicles shall be maintained in roadworthy condition and inspected periodically for safe operation.
School buses shall have proper School Bus identification, emergency exits, first-aid kits, fire extinguishers, safety grills, speed governors, GPS tracking, CCTV systems and other safety equipment required under applicable norms.
Drivers engaged for School buses must hold valid licences and possess the experience and temperament required for transporting children. Bus attendants shall be deployed to support student safety, boarding, alighting, supervision and communication.
The School may temporarily deploy an alternate authorised vehicle in exceptional circumstances such as breakdown, route adjustment, emergency requirement, temporary replacement or addition of a vehicle. Such deployment shall be subject to safety and regulatory considerations.
16. Student Conduct on School Transport
The School bus is an extension of the School environment. Students are expected to follow the same standards of discipline, respect and responsibility that apply within the School campus.
Students must behave courteously with the driver, attendant and fellow passengers. They must follow instructions promptly and avoid any behaviour that may distract the driver or disturb other students.
Students must remain seated while the bus is in motion. They must not stand, move around, push others, block the aisle or change seats in a manner that creates risk. They must keep their hands, head, belongings and objects inside the bus at all times.
Shouting, rough play, teasing, bullying, use of abusive language, throwing objects, spitting, damaging bus property or tampering with safety equipment is strictly prohibited.
Students must not carry dangerous items, flammable materials, glass containers, weapons, toy weapons, sharp objects, animals or any other item that may compromise safety. Large musical instruments, sports equipment or bulky school projects may be carried only if they can be accommodated safely without obstructing seating, aisle space or emergency exits.
Consumption of food, beverages, chewing gum, tobacco or any prohibited substance is not permitted on the bus.
Students must board and alight only at their assigned stops unless prior permission has been granted through the prescribed process.
Any damage caused by a student to the bus or its equipment may result in disciplinary action, and the cost of repair may be recovered from the parent.
17. Safety at Bus Stops
Parents must ensure that their child reaches the designated bus stop at least five minutes before the scheduled pick-up time. The bus cannot wait beyond its regular schedule for late students, as delays affect the entire route and the timely arrival of other students.
Students must wait at a safe distance from the road. They should approach the bus only after it has come to a complete halt and the door has opened. Running towards the bus, standing too close to moving traffic or pushing while boarding is unsafe and must be avoided.
After alighting, students must move away from the bus and cross the road only when it is safe to do so. Younger students must be received by an authorised adult at the designated drop-off point.
Where applicable, the School-issued Parent Identity Card or QR Code must be shown when receiving the child. If the identity of the receiving adult cannot be verified, the attendant may return the child to School in the interest of safety.
For younger children, if no authorised adult is present at the drop-off point, the child may be brought back to School and the parent will be contacted. Parents must cooperate with this safety procedure.
18. Parent Responsibilities for School Transport
Parents using the School Transport Service are expected to support the smooth and safe operation of the transport system.
Parents must ensure that their child reaches the bus stop on time and is collected promptly at dispersal. Parents must keep their address, phone numbers, emergency contacts and authorised receiver details updated in School records.
Parents must not board the bus under any circumstances, instruct the driver to wait, request unauthorised stops, alter routes, negotiate directly with the driver or attendant, or make informal arrangements outside the School’s transport process.
All concerns, requests or complaints must be routed through the Transport Office, School ERP or official communication channels. Direct pressure on drivers or attendants can compromise safety and route discipline.
Parents are expected to reinforce bus rules with their child and support the School’s disciplinary measures where safety rules have been violated. If a student’s bus privileges are temporarily suspended or withdrawn, parents must arrange alternate transport at their own cost.
The School shall not be responsible for missed classes, appointments or inconvenience arising from a student’s late arrival at the bus stop or from delays caused by external factors beyond the School’s control.
19. Misconduct and Disciplinary Response
Failure to follow transport safety rules may result in disciplinary action. The response will depend on the seriousness and frequency of the misconduct.
Minor misconduct may lead to verbal warning, counselling, written intimation to parents or corrective guidance. Repeated misconduct may result in a parent meeting, written undertaking, temporary suspension from bus service or referral to the School administration.
Serious misconduct, including bullying, physical aggression, harassment, abusive language, deliberate damage, unsafe behaviour, possession of prohibited items or conduct that endangers others, may result in immediate suspension from transport privileges or permanent withdrawal of bus service.
During any period of suspension or withdrawal of transport privileges, parents must arrange alternate transport at their own expense.
Parents may request a review of disciplinary action through the School’s grievance procedure. However, student safety shall remain the primary consideration in all decisions.
Part B
Parent-Hired Transport
20. School Position on Parent-Hired Transport
Parent-hired transport is arranged independently by parents and operates outside the ownership, management and operational control of Gyanshree School.
The School does not recommend, appoint, employ, certify, supervise, manage or guarantee any private transport provider, driver, attendant or vehicle engaged by parents. The selection of the transport provider, payment of charges, terms of engagement, day-to-day supervision, verification of documents and continued monitoring of the service remain the responsibility of the parent and the transport provider engaged by the parent.
However, because students using privately arranged transport remain members of the Gyanshree community, the School has a legitimate interest in promoting child safety and child safeguarding standards. The School may therefore prescribe minimum safety expectations, seek relevant information, request updated documents, communicate advisories and restrict unsafe vehicles or individuals from entering School premises.
These measures are intended solely to safeguard students and must not be interpreted as the School assuming operational responsibility for privately arranged transport.
Any information, declaration, document, verification or interaction undertaken by the School regarding parent-hired transport is solely for student safety and record purposes and shall not be construed as approval, certification, recommendation, supervision or assumption of legal responsibility for such transport arrangement.
21. Parent Commitment in Parent-Hired Transport
Parents who choose parent-hired transport acknowledge that they have independently selected the transport arrangement for their child. This responsibility does not end with hiring a vehicle or driver. It continues throughout the period during which the service is used.
Parents must satisfy themselves that the vehicle is safe, legally compliant and suitable for transporting children. They must also ensure that the driver is qualified, verified, medically fit, experienced and capable of transporting students responsibly.
Parents are expected to remain in regular communication with the driver, attendant and transport provider. They must periodically review the transport arrangement, monitor the condition of the vehicle, verify renewal of documents and respond promptly to any safety concern.
If a parent becomes aware of unsafe driving, overloading, expired documents, inappropriate conduct, route deviation, unfamiliar driver or any concern affecting child safety, the parent must take immediate corrective action and inform the School where the concern may affect the safety of a Gyanshree student.
22. Transport Modes Covered Under Parent-Hired Transport
Parent-hired transport includes any vehicle independently arranged by parents for transporting one or more students to or from School.
This may include parent-hired cabs, commercial taxis, shared cabs, shared vans, commercial school vans, tempo travellers, mini buses, private buses, chauffeur-driven vehicles carrying more than the family’s own child, or any other privately arranged transport used for students.
The Policy also applies to substitute vehicles arranged by parents when the regular vehicle is unavailable due to maintenance, breakdown, driver absence or any other reason.
Parents must ensure that substitute vehicles and drivers meet the same safety and verification expectations as the regular arrangement.
23. Vehicle Safety Standards for Parent-Hired Transport
Every privately arranged vehicle transporting Gyanshree students should be mechanically sound, structurally safe, legally compliant, clean and suitable for transporting children.
The vehicle should have valid registration, permit wherever applicable, insurance, fitness certificate and pollution certificate. These documents must remain valid throughout the academic year and must be renewed before expiry.
The vehicle should be maintained through regular servicing. Essential components such as brakes, tyres, steering, lights, doors, locks, windows and emergency exits must be in safe working condition. Unsafe modifications, temporary seating, overcrowding or makeshift arrangements must not be permitted.
No vehicle should carry students beyond its authorised seating capacity. Every child should have a designated seat. Children must not be made to sit on laps, stand in the vehicle, share unsafe seating or travel in a manner that compromises safety.
The vehicle should be clean, hygienic, adequately ventilated and free from loose objects, sharp edges, exposed wires, hazardous materials or items that may injure students during sudden braking or movement.
Parents are encouraged to personally inspect the vehicle at least once every school term and speak with the driver or transport provider regarding maintenance, servicing and safety equipment.
24. Safety Equipment and Technology in Parent-Hired Transport
Privately arranged vehicles should carry appropriate safety equipment to support emergency preparedness and student well-being.
A first-aid kit should be available in the vehicle and should be kept in usable condition. A fire extinguisher should be installed and periodically checked. Where seat belts are provided or required, they should remain functional and should be used appropriately.
GPS tracking is strongly encouraged, particularly in shared vehicles, vans and commercial vehicles carrying students. Where CCTV is installed or required, it should remain functional and should be used only for legitimate safety and security purposes.
Parents should periodically verify that safety equipment has not expired, become damaged or been removed. Safety technology should not be treated as a substitute for responsible adult supervision, safe driving and proper handover practices.
25. Cleanliness, Comfort and Seasonal Readiness for Parent Hired Transport
A safe transport environment is also one that is clean, comfortable and appropriate for children.
Please ensure that the vehicle should be cleaned regularly and should not carry waste, hazardous items or goods unrelated to student transport. Adequate ventilation must be maintained during travel, especially in extreme heat, monsoon conditions or poor air quality.
The vehicle must be suitable for operation during seasonal changes. In rain, fog, heat or low visibility, the driver must take additional precautions. Tyres, wipers, headlights, indicators, brakes and ventilation systems should be checked regularly.
Parents should avoid engaging transport providers who neglect cleanliness, delay repairs or continue using vehicles despite mechanical concerns.
26. Driver Eligibility for Parent-Hired Transport
The driver of a parent-hired vehicle must be mature, responsible, experienced and properly authorised to drive the vehicle.
Parents should verify that the driver has a valid driving licence appropriate for the vehicle category. The driver should also have valid police verification and medical fitness certification. These documents should be renewed as required and reviewed periodically.
The driver must be physically and mentally fit to undertake student transport duties. A driver must not operate the vehicle while fatigued, ill, under stress, under the influence of alcohol or narcotic substances, or under medication that may impair driving ability.
Parents should ensure that the driver has a dependable record of safe driving, punctuality, respectful conduct and responsible communication.
If there is a permanent change of driver, parents must verify the new driver’s documents and inform the School without delay.
27. Driver Conduct and Professional Expectations
A driver entrusted with transporting children holds a position of trust. Safe driving is only one part of this responsibility. The driver’s conduct, language, attitude and judgement directly affect the child’s sense of safety.
Drivers are expected to drive patiently, avoid speeding, follow traffic rules, avoid rash overtaking, maintain safe distance and use designated safe stopping points for boarding and alighting.
Drivers must not use a mobile phone while driving, except in an emergency after safely stopping the vehicle. They must not smoke, consume alcohol, use narcotic substances or allow any such conduct in the vehicle.
Drivers must not shout at children, humiliate them, threaten them, use abusive language or engage in any form of physical punishment. They must maintain appropriate professional boundaries and must not engage in unnecessary personal conversation, inappropriate familiarity or conduct that makes a child uncomfortable.
Drivers must not take unauthorised photographs or videos of students, share student information, allow unauthorised passengers, make unauthorised route deviations or hand over children to unauthorised persons.
Any credible concern regarding driver conduct must be treated seriously by parents and reported to the School where student safety may be affected.
28. Escort / Attendant Expectations in Parent-Hired Transport
Where an attendant or escort is provided, the attendant plays an important role in student supervision and safety.
The attendant should help younger children board and alight safely, ensure that students are seated properly, maintain order during the journey and assist during emergencies. The attendant should pay particular attention to younger children, students with medical needs or students who may require additional support.
Children must never be left unattended inside the vehicle. The attendant should ensure that all children have alighted safely at the designated stop and that younger children are handed over only to authorised adults.
The attendant must also maintain respectful and child-safe conduct. Any verbal abuse, intimidation, inappropriate contact, humiliation, discrimination or unauthorised photography is strictly prohibited.
Parents sharing a vehicle should agree clearly with the transport provider whether an attendant is required, especially when younger students are travelling.
29. Child Safeguarding in Parent-Hired Transport
Child safeguarding is an essential part of transport safety. A child may be physically safe in a vehicle but still feel emotionally unsafe due to the behaviour of adults or other students.
Parents must ensure that every adult involved in their child’s transport arrangement understands the importance of child-safe conduct. Children must be treated with dignity, patience and respect at all times.
The following conduct is strictly unacceptable: physical punishment, verbal abuse, humiliation, shouting in a threatening manner, intimidation, discrimination, inappropriate physical contact, inappropriate jokes or comments, unauthorised photography, videography, sharing of student details, bullying, neglect or leaving a child unattended.
Children should be encouraged to speak openly if something makes them feel unsafe or uncomfortable. Parents should regularly ask their child about the journey and listen carefully to any concern about unsafe driving, unfamiliar drivers, bullying, inappropriate behaviour or route deviations.
The School may seek information, recommend corrective action or restrict campus entry for a driver, attendant or vehicle if a child safeguarding concern is reported or observed.
30. Shared Parent-Hired Transport
Many families choose to share privately arranged transport with other students travelling along the same route. Such arrangements may be convenient but require clear communication, trust and shared responsibility.
Parents sharing a vehicle should ensure that all participating families have the contact details of the driver, attendant, transport provider and one another. They should also agree on pick-up and drop points, timings, emergency communication methods and the procedure to be followed in case of delay, breakdown or driver change.
Each parent remains responsible for satisfying themselves that the vehicle, driver and transport arrangement are safe and compliant. The responsibility for a child’s transport cannot be transferred to another parent merely because the vehicle is shared.
If any parent becomes aware of unsafe driving, overloading, expired documents, inappropriate behaviour or any concern affecting children, the matter should be raised promptly with the transport provider, other route parents and the School where necessary.
31. Cab Captain / Parent Route Coordinator
Where families share a parent-hired vehicle, they may voluntarily nominate a Cab Captain or Parent Route Coordinator to facilitate routine communication.
The Cab Captain may help maintain a parent communication group, share routine updates regarding delays, coordinate information about route changes, communicate concerns raised by families and serve as a convenient point of contact for non-operational matters.
However, the Cab Captain does not supervise the transport service, does not certify the vehicle or driver, does not make operational decisions on behalf of the School and does not assume legal responsibility for other children.
The Cab Captain is not an employee, agent, representative or authorised official of Gyanshree School. The appointment of a Cab Captain does not reduce the responsibility of individual parents or the transport provider.
The role is intended only to support communication and coordination among participating families.
32. Documentation for Parent-Hired Transport
Parents using parent-hired transport may be required to submit relevant information and documents to the School for record and safety purposes.
The documents may include vehicle registration certificate, permit where applicable, insurance certificate, fitness certificate, pollution certificate, driver’s licence, driver identity proof, police verification, medical fitness certificate, driver and attendant contact details, vehicle number, transport provider details, list of students travelling in the vehicle, pick-up and drop details, route information, emergency contact numbers and parent declaration.
Parents must ensure that all documents remain valid. Expired documents must be renewed and updated copies must be submitted whenever requested.
If there is any change in driver, attendant, vehicle, route, designated stop or transport provider, parents must inform the School promptly and submit updated details.
The School’s collection or review of documents is for student safety and record purposes only. It does not mean that the School has certified, approved, recommended or assumed responsibility for the private transport arrangement.
33. Compliance Review and Restriction of Unsafe Arrangements
The School may request updated documents or seek reasonable verification of information relating to parent-hired transport whenever considered necessary in the interest of student safety.
The School may also restrict the entry of a privately arranged vehicle, driver or attendant into School premises if credible safety concerns arise. Such concerns may include expired documents, absence of police verification, unsafe vehicle condition, overloading, rash driving, inappropriate conduct, unauthorised driver, refusal to cooperate with safety checks or any conduct that may compromise student safety.
The School may recommend that parents make alternate arrangements where the existing transport arrangement appears unsafe or non-compliant.
Such action shall be taken as a precautionary measure in the interest of children. It shall not be interpreted as the School assuming operational control over privately arranged transport.
Part C
Safety Expectations For All Modes Of Transport
34. Safe Travel Practices for Students
Students are important participants in creating a safe travel environment. They must be guided to understand that transport safety is not only the responsibility of adults; their own conduct also matters.
Students should arrive at the boarding point on time, wait calmly and safely, and board the vehicle only after it has stopped completely. They should not run towards a moving vehicle, push other students, or attempt to board or alight in a hurry.
During the journey, students should remain seated, follow the instructions of the attendant, speak respectfully, avoid loud behaviour and refrain from any action that distracts the driver. Students should not lean out of windows, throw objects, tamper with doors or safety equipment, or disturb other passengers.
Students must report anything that makes them feel unsafe or uncomfortable. This may include unsafe driving, bullying, inappropriate language, an unfamiliar driver, being left alone, route deviation, or any behaviour by an adult or student that causes fear or discomfort.
Parents and teachers should encourage children to speak up. A child’s concern must be heard respectfully and addressed appropriately.
35. Pick-Up, Drop-Off and Handover
Safe handover is a critical part of student transport.
For School transport, students must board and alight only at the assigned stop. The bus will not stop at unauthorised locations unless approved by the School or required due to an emergency.
For parent-hired transport, parents must ensure that the pick-up and drop-off points are safe, clearly identified and known to the child, driver and attendant. Stops should not be located at unsafe road bends, high-speed traffic points, isolated locations or areas where the child may be exposed to avoidable risk.
Younger children must be handed over to and received by an authorised adult. No younger child should be left unattended at a stop, inside a vehicle or outside the School premises.
Parents must keep authorised receiver details updated. Where identity verification is required, the authorised adult must cooperate with the driver, attendant or School staff.
36. Emergency Response
In the event of an accident, breakdown, medical emergency, unsafe situation, delay, route disruption or any other event affecting student safety, the first priority must always be the immediate protection of children.
The driver and attendant must remain calm, secure the students, move the vehicle to a safe location where possible, seek medical or emergency assistance if required, and inform parents or the School as appropriate.
For School transport, the Transport Department and School administration shall coordinate the response and communicate with parents.
For parent-hired transport, the operational responsibility rests with the parent and the transport provider. However, the School must be informed promptly of any serious incident involving a Gyanshree student so that reasonable support may be extended.
Emergency communication must be factual, timely and responsible. Parents are expected to cooperate with the School and transport provider and avoid actions that may interfere with emergency response.
37. Reportable Transport Incidents
Transport-related concerns must be reported promptly so that timely action can be taken.
The following incidents should be reported:
- accident or near miss;
- vehicle breakdown;
- injury or medical emergency;
- unsafe driving;
- overloading;
- unauthorised driver or substitute vehicle;
- child left unattended;
- inappropriate conduct by driver or attendant;
- bullying, harassment or student misconduct during travel;
- route deviation without information;
- significant delay causing concern;
- safety equipment failure;
- refusal to follow transport safety expectations;
- any incident that affects a child’s physical or emotional safety.
The School may review reported incidents to identify corrective measures, advise parents, communicate with transport personnel where appropriate, or strengthen future transport practices.
38. Incident Documentation
The School may maintain records of transport-related incidents and complaints. Documentation helps ensure that concerns are addressed responsibly and that patterns, if any, are identified.
An incident record may include the date and time of the incident, location, vehicle details, route details, names of persons involved, nature of the concern, immediate action taken, whether medical assistance was required, whether parents were informed, corrective action taken and closure status.
The purpose of incident documentation is not merely administrative. It supports accountability, transparency, learning and prevention of similar incidents in the future.
39. Complaints, Appeals and Grievance Resolution
The School is committed to handling transport-related concerns in a fair, transparent and time-bound manner.
Parents may raise concerns relating to bus routes, pick-up or drop timings, staff conduct, student safety, disciplinary action, route changes, delays, parent-hired transport concerns affecting students, or any other transport-related matter.
Concerns should be submitted through the School ERP, official email or written communication to the Transport Office. Informal communication with drivers or attendants should not be treated as a substitute for formal reporting.
The School will ordinarily acknowledge complaints within two working days of receipt. Routine concerns will be reviewed by the Transport Manager in consultation with the Administrative Head and, where required, the concerned Grade Mentor, Headmistress or School leadership.
The School will endeavour to provide a written response or action update within seven working days. Matters involving student safety, repeated complaints, disciplinary concerns or child safeguarding issues may be referred to the Transport Committee or Principal’s Office.
If a parent is not satisfied with the initial response, the parent may submit a written appeal within five working days of receiving the School’s response. The appeal should clearly mention the concern, the decision being reviewed and any supporting information.
The appeal will be reviewed by the Transport Committee, Administrative Head and/or Principal. The decision will ordinarily be communicated within ten working days unless further investigation is required.
In urgent safety-related matters, the School may take immediate interim action while the review is underway.
40. Field Trips, Educational Visits and Off-Campus Activities
Where the School arranges transport for educational visits, excursions, camps, competitions, sporting events, cultural programmes, community engagements or other School-approved activities, parents authorise the School to make suitable transport arrangements through School-owned, contracted or authorised vehicles.
The School shall take reasonable precautions for student safety, supervision and security during such travel. Students must follow all transport rules, teacher instructions and safety guidelines during off-campus travel.
Parents acknowledge that travel may involve risks arising from traffic, weather, road conditions, mechanical breakdown, third-party acts, medical emergencies or circumstances beyond the School’s reasonable control.
Where parents independently arrange transportation for a School-related activity, such transport shall be treated as parent-hired transport. In such cases, parents remain responsible for the selection, supervision, safety and compliance of the arrangement.
41. Privacy, Confidentiality and Responsible Communication
Transport-related information often includes sensitive details such as student names, addresses, routes, timings, contact numbers and vehicle information. Such information must be handled responsibly.
Parents, Cab Captains, drivers, attendants and transport providers must not publicly share student route lists, personal details, photographs, videos, GPS data, CCTV footage or private family information.
Drivers and attendants must not take photographs or videos of students unless specifically authorised for a legitimate School-approved purpose.
Parents are encouraged to raise grievances through official School channels rather than circulating unverified information on public platforms or social media. Responsible communication helps protect children, maintain confidentiality and ensure that concerns are addressed appropriately.
42. Liability and Indemnity
For School transport, Gyanshree School shall take reasonable precautions to ensure the safety, supervision and security of students while using transport arranged, operated or officially contracted by the School.
For parent-hired transport, parents acknowledge that the arrangement is independently selected, engaged and supervised by them. Such transport operates outside the ownership, management and operational control of the School.
Subject to applicable law, the School, its Management, Governing Body, Director–Principal, employees and authorised representatives shall not be liable for claims, losses, injuries, damages or consequences arising from the operation, management or use of privately arranged transport, except where liability arises directly from the School’s own negligence or wilful misconduct.
Parents using parent-hired transport agree to indemnify and hold harmless the School against claims arising from inaccurate information, unsafe private transport arrangements, failure to comply with this Policy, or acts or omissions of privately engaged drivers, attendants or transport providers.
Any contractual dispute, financial claim, negligence, deficiency of service or legal proceedings arising between parents and privately engaged transport providers shall be resolved exclusively between the concerned parties, and the School shall not be impleaded or held responsible except where liability arises directly from the School's own negligence or wilful misconduct.
43. Force Majeure and Special Circumstances
The School may suspend, modify, curtail, delay or temporarily discontinue transport services due to circumstances beyond its reasonable control.
Such circumstances may include natural disasters, pandemics, government orders, civil unrest, road closures, traffic restrictions, protests, adverse weather, poor air quality, security threats, infrastructure failures, fuel shortages, vehicle breakdowns, public disturbances or directions from authorities.
In such situations, the School may revise routes, alter timings, modify pick-up or drop arrangements, combine routes, suspend service temporarily or make alternate arrangements where feasible.
Parents are expected to cooperate with revised arrangements and monitor official School communication.
Transport fees, where affected, may be reviewed in accordance with applicable School rules, vendor commitments, contractual obligations and fixed operational costs.
44. Policy Review and Amendments
Student transport safety is an evolving responsibility. Gyanshree School reserves the right to review, amend, update, clarify or withdraw this Policy from time to time.
The Policy may be revised in response to changes in applicable laws, CBSE or regulatory requirements, child safeguarding standards, operational needs, parent feedback, route reviews, incident reviews or emerging safety practices.
The most recent version issued by the School shall supersede all previous versions. Parents are expected to familiarise themselves with updates communicated through official School channels.
The School reserves the right to interpret, administer and implement this Policy. Any decision taken by the School in relation to transport administration, route planning, safety measures or implementation of this Policy shall ordinarily be final and binding, subject to applicable law.
45. Parent Acknowledgement
By applying for School transport or by using parent-hired transport for their child, parents acknowledge that they have read, understood and agree to abide by this Transport Policy.
Parents using School transport accept the provisions relating to route limits, seat allocation, fees, notice periods, student conduct, disciplinary action, safety expectations, route changes and the School’s right to modify, suspend or discontinue transport under special circumstances.
Parents using parent-hired transport acknowledge that the arrangement is independently selected and supervised by them. They understand that the School does not own, operate, manage, recommend, certify or supervise the private transport provider, driver, attendant or vehicle.
Parents further agree to maintain safe and compliant transport arrangements, keep documents and contact details updated, inform the School promptly of changes, report safety concerns without delay and cooperate with the School in matters relating to student safety.