Trips & Visits Policy

Last Updated – 28/08/26

(Annually Reviewed)

1. Policy Statement

At One Nation Studios, we believe that travel — whether to and from the AP setting, or out into the community — should always be safe, well-planned, and inclusive.

Transport plays a vital role in ensuring that students can access education, community opportunities, and therapeutic experiences across all Arise sites. We are committed to working closely with local authorities, families, and transport providers to maintain the highest standards of safety, care, and professionalism in every journey undertaken on our behalf.

This policy sets out our approach to the AP setting’s transport, minibus use, taxi travel, and staff travel.

2. Purpose and Vision

The purpose of this policy is to:

  • Ensure all journeys arranged by or on behalf of One Nation Studios are conducted safely
    and in compliance with statutory requirements.
  • Clarify the responsibilities of staff, students, volunteers, and external transport
    providers.
  • Promote consistent procedures across all One Nation Studios sites.
  • Support inclusion by enabling access to learning opportunities off-site.
    Our vision is for transport to be an extension of our safe learning environment — calm, structured, respectful, and grounded in our trauma-informed approach.

3. Scope


This policy applies to:

  • Taxi transport arranged by local authorities for students travelling to and from One Nation Studios.
  • Transport organised by One Nation Studios for educational visits, inter-site travel, and community-based activities.
  • Staff travel between sites and to other venues for work purposes.

  • It should be read in conjunction with:
  • – Health and Safety Policy
  • – Safeguarding Children and Young People Policy

  • 4. Principles
  1. Safety first – All travel arrangements must prioritise the health, safety, and wellbeing of students and staff.
  2. Clarity – Roles and responsibilities are clearly defined, with effective communication between all parties.
  3. Accountability – All transport arrangements are risk-assessed and recorded appropriately.
  4. Dignity and inclusion – Travel should be a positive, respectful experience for all.
  5. Compliance – All vehicles and drivers must meet statutory and insurance requirements.

5. Taxi Transport Arranged by the Local Authority
5.1 Overview
Most students travel to and from One Nation Studios via taxis or transport commissioned by the Local Authority Transport Department. This service remains the responsibility of the Local Authority.

5.2 Our Role

One Nation Studios will:

  • Work collaboratively with the Local Authority to ensure all contracted drivers and
    escorts have appropriate DBS clearance, training, and safeguarding awareness.
  • Maintain up-to-date transport lists and communicate any changes in student
    attendance, behaviour, or risk to the Local Authority Transport Department promptly.
  • Provide clear handover procedures between transport staff and the AP setting staff each
    morning and afternoon.
  • Ensure staff are present to receive and dismiss students safely at agreed times.
  • Support students to travel calmly, safely, and respectfully.

  • 5.3 Concerns and Incidents
  • Any safeguarding, welfare, or conduct concerns relating to taxi transport must be reported immediately to the Designated Safeguarding Lead (DSL) and to the Local Authority Transport Officer.
  • Accidents or near misses are recorded and shared according to both One Nation Studios and Local Authority procedures.

6. Transport Organised by One Nation Studios
This includes:

  • Journeys between One Nation Studios sites.
  • Educational visits, trips, or community-based activities.

6.1 Risk Assessment

  • Every journey must be risk-assessed in advance, covering route, supervision, medical needs, emergency procedures, and communication.
  • Risk assessments must be signed off by the CEO or a member of the Senior Leadership Team (SLT).
  • Additional considerations apply when transporting vulnerable students, those with mobility needs, or those at risk of flight or dysregulation.

  • 6.2 Staffing and Supervision
  • A minimum of two members of staff should accompany students on any AP setting- organised journey wherever possible.
  • Staff must be familiar with de-escalation and positive handling procedures.
  • Seatbelts must be always worn by all passengers.
  • Smoking, vaping, and eating are not permitted in the vehicle.
  • Student must not have access to their phones in a staff vehicle.
  • The vehicle must carry a first aid kit, high-visibility jackets, and emergency contact numbers at all times.


  • 6.3 Private Vehicles
  • Staff may only transport students in their own vehicle in exceptional, pre-approved circumstances.
  • Staff must hold business use insurance, a valid MOT and driving licence, and have up- to-date DBS clearance.
  • No student should ever travel alone with a member of staff; another adult must be present unless explicitly authorised under the Working Alone with Students and in the Community Policy.

7. Staff Travel Between Sites

  • Staff travelling between sites or to external meetings must hold a valid driving licence and ensure their vehicle is roadworthy and insured for business use.
  • Travel time between sites should be planned to minimise risk and fatigue.
  • Where possible, shared transport is encouraged to reduce environmental impact and
    cost.
  • Staff must comply with One Nation Studios’s Health and Safety when using vehicles for work purposes.

7.1 Staff Mileage and Reimbursement

One Nation Studios recognises that staff may occasionally need to use their own vehicle for work purposes, including travel between sites, attendance at meetings, or visits to external provisions.

Approval

  • All work-related travel must be pre-approved by a member of the Core Team.
  • Staff must hold:

o A valid driving licence;
o Up-to-date business use insurance;
o A valid MOT certificate (if applicable); and
o Tax and roadworthiness compliance for their vehicle.

• Staff must not transport students in their personal vehicles unless explicitly authorised and risk-assessed in line with the Working Alone with Students and in the Community Policy.

Claiming Mileage

  • Mileage claims must be submitted using the official One Nation Studios expense claim system in accordance with the Payments and Expenses Policy.
  • Claims must include:

o Date of journey;

o Purpose of travel;
o Start and end locations; and
o Total mileage.

  • The mileage rate paid will follow HMRC’s current approved mileage allowance (AMAP) rates.
  • Receipts for any associated parking or toll costs must be attached where relevant.

  • Environmental Considerations
    Where possible, staff are encouraged to:
  • Share transport with colleagues when safe and practical;
  • Use public transport or active travel options (walking, cycling) for shorter journeys; and
  • Plan routes to reduce environmental impact in line with the Sustainability and
    Environment Policy.

8. Behaviour and Conduct During Transport

8.1 Students

  • Expected to behave respectfully and follow adult direction during all journeys.
  • Must remain seated and wear seatbelts.
  • Are supported to self-regulate and engage calmly during travel.

  • 8.2 Staff and Volunteers
  • Model calm, respectful communication.
  • Monitor student wellbeing and intervene early to prevent dysregulation.
  • Record and report any incidents or concerns immediately.

9. Accident and Emergency Procedures

  • In the event of an accident, staff must ensure all passengers are safe, contact emergency services if required, and notify the CEO or Site Leader as soon as possible.
  • An Incident Form must be completed and submitted within 24 hours.
  • Parents and carers must be informed promptly.
  • Any mechanical fault must be reported immediately to the Site Leader, and the vehicle
    taken out of use until inspected.

  • 10. Roles and Responsibilities
  • CEO
  • Holds overall responsibility for compliance and safety across all sites.
  • Approves risk assessments and authorises staff to drive AP setting vehicles.
  • Ensures adequate insurance, MOT, servicing, and driver training records.

  • Designated Safeguarding Lead (DSL)
  • Ensures all safeguarding concerns relating to transport are managed appropriately.
  • Liaises with local authorities and external agencies as required.

  • Head of Business Operations
  • Oversee transport arrangements and handovers at their site.
  • Maintain vehicle logs, keys, and safety check records.
  • Ensure staff receive local induction on transport procedures.

  • Staff
  • Follow all transport risk assessments and procedures.
  • Conduct vehicle checks and record issues immediately.
  • Maintain professional boundaries and uphold safeguarding expectations at all times.

  • Students

• Follow travel expectations and behave respectfully towards staff, drivers, and peers.

Local Authority Transport Department

  • Retains full responsibility for contracted student taxi transport.
  • Ensures providers meet statutory standards for safeguarding, insurance, and licensing.

  • 11. Monitoring and Review
  • The CEO monitors vehicle records, incident reports, and risk assessments termly.
  • This policy is reviewed every two years, or sooner if new guidance or regulations are introduced.
  • Lessons learned from incidents inform future planning and training.

At One Nation Studios, every journey is part of the learning experience. We travel safely, respectfully, and with care — ensuring that the journey, like the destination, helps every young person to grow and belong.