As a GTMatrix chaperone you should follow the Operating Procedure outlined below.

Resources (provided by the client and/or coach co.)

First aid kit

Sick bags


Antiseptic wipes


Paper towel (blue roll or equivalent for clearing up spills)

Fully-charged mobile phone (chaperone’s own)

Pre-travel day procedures

Duty chaperones will be contacted by GTM coordinator Bryonie Sharpley (07711 716312 or [email protected]‬)

Each appointed chaperone will be sent a full list of travelling students

The arrival / departure time and place will be confirmed

The name of the driver and relevant contact details will be passed to the chaperone

Travel Day

Chaperone duties & guidance

  • Departure time and destination will be confirmed
  • Ensure that the coach is on its way
  • 20 minutes will be scheduled as boarding time
  • Stay close to or board the vehicle and introduce yourself to the driver
  • Tick off students from travel manifest
  • Chase up delayed students using phone numbers of house parents and students
  • If students are missing at the appointed departure time, you may wait up to an additional 15 minutes at your discretion
  • If students are still missing you should call the nominated phone number before the vehicle leaves school premises and get permission to leave
  • When the full complement of students is on board you can allow the vehicle to leave school premises
  • Ensure all students are buckled up before the vehicle leaves – walk the length of the coach to check
  • Be seated at the front of the coach
  • At the destination(s) ensure students disembark at the appropriate points and tick them off on the manifest
  • Ensure that their luggage is collected
  • The travel inventory will have any special notes regarding additional collection or drop off protocol
  • If pick up person is specified you should make sure the appropriate person picks up the student

From School / Outward journey

  • LHR only – Airport Guardians (GTM) will be on-hand to greet the vehicle
  • All other airports the Chaperone will accompany the students into the Airport terminal and remain at the airport for 15 minutes
  • Other destinations the Chaperone will ensure handover or appropriate disembarkation from the vehicle

To School / Inward Journey

  • LHR the Chaperone will collect all students and call the vehicle in from the coach park, Airport Guardians can assist
  • Other airports the chaperone will collect all travelling students and board the vehicle
  • Other collection points, the chaperone will ensure all students are on-board at each location and will follow protocol regarding waiting time / No shows

Scenario Planning

  • School rules apply on the school transport
  • Late vehicle
  • Bad traffic affecting arrival times
  • Accident on journey
  • Sickness on-board vehicle
  • Unruly behaviour
  • Bullying
  • Missing students
  • Toilet stop (if coach does not have facilities)

The escalation process will be available online and paper form. All relevant numbers will be noted.

Accident report form available online