Our proposed changes to the wording of the School Transport Policy
A summary of the proposed changes to policy wording is included below:
Proposal: Replacing the term "nearer" school with "nearest" school in some scenarios where the Policy defines eligibility.
What is the current situation?
The Policy primarily refers to "nearest" schools when describing School Transport eligibility; however, in some scenarios the word "nearer” is used. Eligibility is assessed against the nearest suitable school with available places.
What is being proposed?
Replacing the word "nearer" with "nearest" in paragraphs 4.7, 4.8, 4.15, 4.17, 4.19, and 4.28 of the Policy.
For example, the current wording:
“When determining whether a non-catchment school qualifies as a nearer school distances greater than the statutory walking distances will be measured on ‘road routes’, passable for a suitable motorised vehicle.”
Would be replaced with:
“When determining whether a non-catchment school qualifies as the nearest school distances greater than the statutory walking distances will be measured on ‘road routes’, passable for a suitable motorised vehicle.”
Why is this being proposed?
The current wording can create uncertainty due to differing interpretations. These different interpretations have led to a small number of successful appeals by parents on transport decisions. Replacing "nearer" with "nearest" would make the policy clearer and better reflect how eligibility is assessed in practice, aligned to central Government guidance.
How would this be implemented?
If this proposal is agreed, the Policy would be updated and published on the County Council’s website in Spring 2027.
What would the impact of this change be on children and young people with school transport arrangements?
There would be no change to existing transport arrangements as a result of this change to the Policy. In addition, there would be no change to how the School Transport Service determines eligibility for transport. In the past 2 years there have been 3 successful appeals to transport decisions due to different interpretations of the Policy's use of the word "nearer", which should not be successful under the proposed wording.
Additional proposed changes to School Transport Policy wording
| Description of wording change | Why this is being proposed | Existing policy sections |
|---|---|---|
| Adding reference to the Armed Forces Covenant within the Policy and explaining how service-related circumstances may be considered. | Hampshire County Council already recognises its commitments under the Armed Forces Covenant and considers service-related circumstances where relevant to school transport applications. While this information is available elsewhere, it is not currently included in the School Transport Policy. Adding it to the Policy would make this information easier for Armed Forces families to find and clarify that service-related circumstances may be considered without changing eligibility criteria. The proposed amendment would not create any new entitlement to free school transport. Statutory eligibility will continue to be determined in accordance with the Education Act 1996 and Hampshire County Council's School Transport Policy, while service-related circumstances may be taken into account where the County Council is exercising discretion or considering individual circumstances. |
1.3 |
| Updating the policy to reflect current Free School Meal categories and the end of transitional protections. | The current Policy does not reflect recent changes to free school meal arrangements, including the distinction between targeted and expanded free school meals and the end of transitional protections. This change would ensure the Policy accurately reflects current Government criteria and makes clear that eligibility for extended rights school transport remains linked to targeted free school meals for low-income families. |
3.1, 4.6, 4.9, Appendix 1 |
| Removing references to Working Tax Credit so that the Policy reflects current benefit arrangements. | The Policy currently refers to Working Tax Credit when describing support available to low-income families. As Working Tax Credit has been replaced by Universal Credit, the policy needs updating to reflect current benefit arrangements. This change would not alter eligibility for support for children from low-income families. | 3.1, 4.6, 4.9, Appendix 1 |
| Amending the Policy to state that transport contributions are calculated on a half-term basis rather than by weeks. | The policy currently refers to contributions being calculated by weeks, but contributions are already calculated on a half-term basis. This change would align the policy wording with existing practice and would not affect how contributions are charged. |
Appendix 1 |
| Adding references to the School Transport Appeals Code and Stage 2 Appeal Panel Terms of Reference. | The policy explains the appeals process but does not refer to the School Transport Appeals Code or Stage 2 Appeal Panel Terms of Reference. Adding references to these documents would provide parents and carers with clearer information about how appeals are considered and the role of the Independent Appeal Panel, improving transparency and accessibility. |
Appendix 2 |
| Updating policy wording to reflect the use of travel passes, QR codes and other ticketing methods. | The County Council already uses travel passes, QR codes and other ticketing methods to manage and monitor school transport. The current policy refers to electronic tickets and does not consistently describe current arrangements. Updating the wording would improve clarity and ensure the policy reflects existing practice. |
4.39, 4.49, 4.50 (new) |
| Replacing the term "designated catchment area school" with "catchment school". | The current Policy uses the term "designated catchment area school" in several sections relating to eligibility for transport assistance. The term "catchment school" is already widely used in admissions and school transport communications and has the same meaning as "designated catchment area school". Replacing the longer term would improve readability and consistency without changing eligibility criteria or practice. |
4.15, 4.28, 5.5, 6.2 |
| Explaining how Personal Transport Budgets (PTBs) are calculated, which includes the current HMRC mileage rate. | Personal Transport Budgets (PTBs) are currently calculated using the distance between a child's home and their nearest suitable school, with mileage payments based on the HMRC Approved Mileage Allowance Payment rate. Where a parent does not drive or have access to a vehicle, alternative arrangements may be considered, such as using taxi quotations. This change would make these arrangements clearer in the policy and ensure mileage rates automatically reflect future HMRC changes. |
4.41 |
| Clarifying that school transport is not normally provided for late starts, early finishes or activities outside normal school hours. | The current Policy states that transport is not normally provided for children attending school part time, except in limited circumstances. In practice, this provision is generally applied where attendance requires travel outside of the normal start and finish times of the school day, in line with Department for Education guidance. The revised wording would make this clearer by explaining that transport will not normally be provided where different start or finish times require separate transport arrangements. This reflects current practice and provides clearer information for families and schools. |
5.4 |
How would these changes be implemented?
If these proposed wording changes are approved, the Policy would be updated and published on the County Council’s website during the Spring term of the 2026/27 academic year.
What would be the potential impact of these changes?
There would be no change to the way the School Transport Service determines eligibility for transport as a result of these proposed wording changes. The County Council expects that the updated Policy would provide parents and other stakeholders with more information about how the service is administered in practice, helping to set clearer expectations.