Incident report writing and further requirements for school services

Obligation to write and keep a written report

If you hold operator accreditation, you must ensure that an incident report about a prescribed incident is completed within 24 hours after the incident happens. You must keep each incident report.

What is a prescribed incident

A prescribed incident is an event involving a vehicle used to provide a service for an accredited operator, or the driver of, or a passenger in that vehicle where the event:

• disrupts the provision of the service by more than 30 minutes after the scheduled or agreed time
• prevents the service from being provided.

A prescribed incident includes any of the following:

• an event involving the vehicle in which a person is injured or killed
• a breakdown or accident involving the vehicle
• a fire in the vehicle
• a change in road conditions making it unsafe for the vehicle to drive on a road
• a terrorist act involving the vehicle, its driver, or passengers
• the use, or attempted use, or threatened use of a chemical, explosive or weapon by a person in a way that involves the vehicle, its driver, or passengers
• an assault or threat against the driver of or passengers in, the vehicle
• a medical emergency involving the driver of, or passengers in, the vehicle

Incident report requirements

Operators must ensure that an incident report is completed for a prescribed incident within 24 hours after the incident happens.

An incident report must:

• be in writing
• describe the incident, including:
  • date, time, and location
  • type of incident
  • whether passengers were standing or seated (if known)
  • whether the vehicle was moving or stationary
  • the estimated number of people involved, injured (requiring immediate medical attention or hospitalisation), or killed
  • the apparent nature and extent of any injuries
  • the apparent nature and extent of any damage to the vehicle
  • the nature of any assistance required (e.g., ambulance, fire brigade, police, or mechanic).
• describe the actions taken in response to the incident
• outline any measures that could be taken to prevent similar incidents in the future
• include the following details:
  • operator's name and accreditation number
  • vehicle’s certificate of inspection number
  • driver’s name and driver authorisation number
  • vehicle’s registration number.

Further requirements regarding prescribed incidents involving school services

If a prescribed incident occurs involving a school service, the operator must, as soon as possible, speak with a school staff member of each affected school and provide the following information:

• that the provision of the service has been disrupted or prevented
• the reason for the disruption or prevention
• any arrangements to complete the service (if applicable).

If the operator cannot contact a school staff member but has access to the contact details of a parent of a school student who is a passenger, the operator must provide the parent with the same information. This must be done in the way the operator considers appropriate having regard to the circumstances, including, for example, by way of phone, SMS message or email.

Relationship with safety management plans

Operators must review (to the extent necessary) their safety management plan after every prescribed incident. Learn more about Safety obligations for road-based public passenger services.

References

Transport Operations (Passenger Transport) Regulation 2018

• Section 18C: Definition for subdivision: Injured
• Section 18D: Meaning of prescribed incident for subdivision
• Section 18E: Requirement applies to relevant services – services requiring operator accreditation
• Section 18K: Requirements for incident reports
• Section 18L: Requirements in relation to prescribed incidents involving school services
• Section 77K: Review of safety management plans

Read the full Regulation on the Queensland Legislation website.