Transport and Chaperone Policy

Version 2.0 | Reviewed annually

Policy statement

CAMS Services Ltd is committed to providing safe, professional, reliable, and person-centred transport and chaperone services for individuals accessing our services.

Transport and chaperone services may form part of agreed support arrangements to enable individuals to safely access education, employment, healthcare, community activities, appointments, independent living opportunities, family contact, and other approved services.

All transport and chaperone activities are delivered in accordance with safeguarding, health and safety, equality, and data protection requirements. The safety, dignity, wellbeing, and rights of individuals remain the organisation's highest priority.

Purpose

This policy exists to:

• Promote safe and effective transport and chaperone arrangements
• Protect individuals accessing services, employees, volunteers, and representatives from harm
• Ensure safeguarding responsibilities are maintained throughout service delivery
• Define responsibilities for transport and chaperone activities
• Promote effective journey planning and risk management
• Support compliance with legal, regulatory, and organisational requirements

Scope

This policy applies to transport and chaperone activities including:

• Educational transport and school runs
• Community access support
• Medical and healthcare appointments
• Family time and contact arrangements
• Employment and training support
• Placement transitions
• One-to-one support packages
• Other approved transport or chaperone activities commissioned by schools, local authorities, or families

Principles

CAMS Services Ltd is committed to:

• Prioritising safety and wellbeing
• Delivering person-centred support
• Promoting dignity, respect, and inclusion
• Maintaining professional boundaries
• Completing appropriate risk assessments
• Supporting independence where appropriate
• Maintaining effective communication with families and professionals
• Responding promptly to safeguarding concerns

Consent and information

Before transport or chaperone services commence, CAMS Services Ltd ensures that appropriate information has been obtained where required, including:

• Consent from the individual or, where appropriate, a parent, carer, legal guardian, or person with legal authority
• Emergency contact details
• Medical information and behavioural or communication needs
• Risk assessment information
• Collection and drop-off arrangements

Relevant records are maintained securely.

Risk assessment and journey planning

Risk assessments may be completed to consider individual support needs, medical conditions, behavioural risks, mobility requirements, communication needs, environmental risks, lone working considerations, and journey planning.

Transport arrangements should consider collection and drop-off locations, appropriate travel routes, estimated journey times, medical or accessibility requirements, behaviour support arrangements, emergency contact information, and contingency arrangements for delays or emergencies.

Risk assessments are reviewed regularly and updated where circumstances change.

Safeguarding during transport

All transport and chaperone activities are delivered in accordance with the organisation's safeguarding policy. Staff and representatives must:

• Maintain professional boundaries
• Remain vigilant to safeguarding concerns
• Report concerns immediately
• Record incidents appropriately
• Promote the welfare and safety of individuals at all times

Professional conduct

Individuals undertaking transport or chaperone duties must behave professionally and respectfully, treat individuals with dignity, maintain appropriate boundaries, follow organisational policies, wear suitable identification where required, and avoid behaviour that could place themselves or others at risk.

Mobile phones should only be used for legitimate work-related purposes, including emergencies, safeguarding concerns, and communication relating to service delivery.

Medical and additional support needs

Where individuals have identified medical conditions, disabilities, sensory needs, or additional support requirements, reasonable adjustments are considered. Staff follow agreed care or support plans and seek assistance where additional support is required.

Incidents and emergencies

Any accident, safeguarding concern, behavioural incident, vehicle breakdown, delay, or emergency must be reported immediately. Staff prioritise safety, follow emergency procedures, contact emergency services where necessary, inform management as soon as reasonably practicable, and complete appropriate incident documentation.

Confidentiality

Information relating to individuals is treated confidentially, stored securely, shared only where there is a lawful basis, and processed in accordance with UK GDPR and the Data Protection Act 2018.

Review

This policy is reviewed annually, or sooner where legislation, guidance, or organisational requirements change.

Contact

For questions about transport or chaperone commissioning, contact info@camsservices.co.uk or call +44 7939 990587.

Safeguarding concerns: safeguarding@camsservices.co.uk