DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College recognises that transport is essential to institutional quality, accountability and stakeholder confidence. This policy establishes a structured framework to provide safe, reliable, disciplined and efficiently managed institutional transport services for authorized users.

2. PURPOSE

To provide safe, reliable, disciplined and efficiently managed institutional transport services for authorized users.

3. SCOPE

Institutional buses/vehicles, drivers, attendants, transport staff, students, employees, routes, stops and hired transport used for official purposes.

OBJECTIVES

4. OBJECTIVES

• Prioritize passenger and road safety.
• Operate approved routes and schedules reliably.
• Ensure driver, vehicle and document compliance.
• Define user conduct, boarding and grievance rules.
• Maintain incident, maintenance and utilization records.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Safety takes precedence over punctuality or convenience.
2. Only authorized, fit and properly documented vehicles/drivers may operate.
3. Capacity limits and safe boarding practices shall be observed.
4. Harassment, distraction, dangerous behaviour and unauthorized travel are prohibited.
5. Incidents and defects shall be reported immediately and not concealed.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. Routes, stops, timings, eligibility and fees shall be approved and communicated.
2. Drivers shall hold valid licences and meet institutional verification, fitness and conduct requirements.
3. Vehicles shall undergo statutory checks, preventive maintenance, cleanliness and daily safety inspection.
4. Emergency equipment, contact information and required documents shall be available in vehicles.
5. Users shall board only at approved stops, carry identification and follow staff instructions.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Standing, footboard travel, obstruction, damage, smoking, substance use and unsafe distraction are prohibited.
7. Route changes, special trips and hired vehicles require authorized approval.
8. Accidents, near misses, breakdowns, misconduct and medical emergencies shall follow the transport incident protocol.
9. Complaints shall be recorded and reviewed without retaliation.
10. Route performance, occupancy, fuel, maintenance and safety indicators shall be reviewed periodically.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Administration approves routes, vendors, budgets and safety controls.
• Transport Officer schedules operations, maintains documents and monitors performance.
• Drivers conduct pre-trip checks, drive safely and report incidents/defects.
• Attendants/route coordinators support boarding, discipline and emergency response.
• Users follow rules, pay approved fees and report safety concerns.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Approve route/vehicle/driver and verify documents.
2. Conduct daily pre-trip and scheduled maintenance checks.
3. Operate route and record attendance/usage as applicable.
4. Report and respond to defect/incident.
5. Investigate and implement corrective action.
6. Review routes, vendor and safety performance.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Vehicle, insurance, permit and fitness documents
• Driver licence and verification records
• Maintenance and pre-trip check logs
• Route/user and fee records
• Incident, complaint and corrective-action records

11. MONITORING INDICATORS

• Preventable incident rate
• On-time route performance
• Maintenance compliance
• Complaint closure time
• Vehicle occupancy and service reliability

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval and version control.

15. REFERENCES

• Applicable motor-vehicle, road-safety and local transport requirements
• Institutional emergency and student/employee conduct procedures

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.