Introduction

At Providence English Private School (PEPS), we are committed to offering students a safe, reliable and professional transport service. Following a considerable search, PEPS has an agreement with Al Silaa Private Passenger Transport as our school bus transport provider for the 2026–2027 academic year.

The school has allocated a dedicated bus route and gate for buses to enter and exit without interfering with other school areas and parking. All buses park in the designated parking area for drop-off and pick-up.

This policy should be read alongside the Health & Safety Policy, Child Protection & Safeguarding Policy, and Behaviour & Discipline Policy, and sets out the responsibilities of the transport provider, the school, and parents and students, so that every journey is safe and well organised.

Our Transport Provider

School bus transport is provided under contract by Al Silaa Private Passenger Transport. The bus service is optional and arranged at registration (see Section 11 and Annexure A); the bus contract is an agreement between the parent and Al Silaa Private Passenger Transport, with fees set by the transport provider and varying by area.

Responsibilities of Al Silaa Private Passenger Transport

• Provide transportation services to all students who require the service.
• Cover transport to areas of Sharjah and Ajman.
• Provide pick-up and drop-off at the doorstep where possible; where a doorstep stop is not possible, the school will arrange a pick-up/drop-off point with parents and communicate instructions to the bus company in writing.
• Determine the exact route and timing for pick-up and drop-off in cooperation with the school.
• Use only buses and drivers authorised by the Roads and Transport Authority (RTA) for school transportation.
• Ensure all buses are kept in very good condition, clean and safe at all times.
• Fit all buses with Maaman Tracking app and a CCTV camera system with a DVR linked to remote access.
• Allocate a specific time for each pick-up and drop-off, and reserve the right not to wait beyond the given time, to avoid delays for other students.
• Communicate any permanent route change to the school and parents in advance, including any new pick-up or drop-off timings.
• Work with the school to ensure a female bus supervisor is provided on every bus.
• Treat any change of residence as subject to availability; parents must contact the school in advance to check whether the service can be extended to a new location.
• Ensure buses carry sufficient fuel before each trip, with no stops at a fuel station while on transport duty except in an emergency.
• Equip all buses with a tablet for real-time attendance registration.

Responsibilities of Parents and Students

• Be at the designated pick-up and drop-off point at least 5 minutes before the given time, to avoid delays for the whole trip; bus drivers will not wait beyond the designated time.
• For any student under 12 years old, if no one is waiting at the designated drop-off point, the child will be returned to school after all other students have been dropped off; it is then the parent's responsibility to collect the child from school.
• The bus supervisor is not permitted to leave the bus except in an emergency, and is not permitted to escort students to or from the pick-up/drop-off point — a parent or guardian must escort the child to and from the bus.
• Students aged 12 and above may be allowed to leave the bus at the drop-off point unaccompanied, only where the parent has requested this in writing to the school in advance.
• If a student misses the bus, it is the parent's responsibility to arrange transport for that trip.
• To request drop-off at a different destination on the same route, or another route, parents must email admin@peps.ae in advance; the Transport Coordinator will then contact the parent to confirm whether the request can be accommodated. This is subject to availability.
• Parents must inform the school at least two days in advance of any change of address, and any change is subject to availability.
• Where a student causes damage to bus property, parents are responsible for the cost of the damage, regardless of fault; the bus supervisor must file an incident report, with a copy provided to the parent and the school.
• Students should refrain from eating and drinking on the bus, except for water.
• The school has the right to exclude a student from using the bus service in the circumstances set out in Section 9.

Digital Attendance and Tracking

• All buses are equipped with the Maaman System.
• The Maaman System provides live GPS tracking for parents.
• Real-time attendance registration is linked to the parent's app and the school, and recorded through a tablet by the bus assistant.
• All parents receive the contact details of their bus assistant and driver.
• All buses are equipped with a CCTV camera system linked to the RTA.

Bus Fees and Refund Policy

6.1 Fees

• Fees are agreed with the bus transport company and are based on area.
• Fees may be paid in one full payment or in three instalments (before the start of each term).
• If fees are not paid in advance, the bus company may prevent a student from using the service, unless otherwise directed by school management in writing.
• The bus company charges per student, per seat; no discount is offered for siblings.

6.2 Refund Policy

Parents who wish to cancel the school bus service must inform the school before the start of a term. Once a bus seat has been booked and confirmed, the transportation fee is non-refundable, even if the service is not used. In cases of emergency situations or force majeure, bus fees also remain non-refundable.

• Cancellation for Term 2: notification must be submitted before the December holiday break.
• Cancellation for Term 3: notification must be submitted before the March holiday break.
• Cancellation during an active term is not permitted.

This contract is between the parent and Al Silaa Private Passenger Transport. The school is not to be held liable or responsible for any bus fee agreement or terms between the two parties.

Operating Times and Registration Rules

1. FS2 and Year 1 students use the same bus as the higher classes, and arrival/departure timings remain the same. Buses for all students, FS2 to Year 13, leave the school at 2:00 PM.
2. Morning buses begin picking up students at 5:40 AM.
3. For any exam scheduled after normal school timing, parents must arrange their own transportation, as the school bus leaves at 2:00 PM.
4. For any exam scheduled on a weekend, parents must arrange their own transportation, as the bus service operates Monday to Thursday only.
5. To change a pick-up or drop-off location, parents must check with the Transport Coordinator in advance to confirm availability at the new desired location. The school is not responsible if the new location falls outside the bus transport coverage area.
6. Parents who wish to collect their child from school on a specific day, instead of using the bus, must email admin@peps.ae no later than 12:00 PM that day. For emergencies, parents can always call the bus driver or bus assistant directly.

ECA and Field Trips

• The behaviour rules and responsibilities of all stakeholders in this policy apply equally to ECA bus services and field trips.
• An ECA bus service is possible where more than 12 students are available on the same route, and is charged extra depending on the period and route.
• All field trips must be pre-arranged with the bus company, and the school must provide accompanying teachers/supervisors (female staff must accompany female students on a field trip).
• The transport company will charge the school for each trip, depending on location and duration.
• All field trips must include a Risk Assessment form, pre-approved by school management, in line with the Educational Visits & Trips Policy.

Conduct and Exclusion from Service

The school has the right to exclude any student from using the bus service where the student:

• Regularly causes delays at pick-up or drop-off.
• Continuously disturbs other passengers or misbehaves on the bus (three warnings will result in the loss of bus service).
• Violates safety rules or endangers anyone on the bus.
• Leaves the bus at a different destination from their allocated drop-off point without prior approval.

Roles and Responsibilities

10.1 Transport Coordinator (PEPS)

• Acts as the school's main point of contact for parents and Al Silaa Private Passenger Transport on all transport matters.
• Coordinates requests for a change of pick-up/drop-off location or address, confirming availability with the transport provider.
• Liaises with the bus company on routes, timings, and any incidents raised by a bus supervisor.

10.2 Bus Supervisor

• A female bus supervisor is provided by the school on every bus, for the safety of students on board.
• Remains on the bus for the duration of the journey, except in an emergency, and does not escort students to or from the pick-up/drop-off point.
• Records attendance in real time using the bus tablet, and files an incident report for any damage, misbehaviour or safety concern.

10.3 Al Silaa Private Passenger Transport

Provides licensed drivers, roadworthy vehicles, and the routing, and manages bus fees and payment with parents.

10.4 Parents and Students

Follow the responsibilities set out in Section 4, and register for the service each year using the Bus Registration Form (Annexure A).

Registering for the Bus Service

Parents who wish to use the school bus service complete the Bus Registration Form for the relevant academic year (Annexure A), providing student and contact details, the pick-up/drop-off location, and confirming agreement to the terms of this policy. The completed form, together with payment confirmation, is returned to the Transport Coordinator to activate the service.

Monitoring and Review

The Transport Coordinator monitors the performance of the bus service throughout the year, including punctuality, safety incidents and parent feedback, and reports concerns to school management and Al Silaa Private Passenger Transport as needed. This policy is reviewed annually by the Governing Body, Director and Principal, and sooner if the school changes transport provider or if SPEA guidance changes.

Links to Other Policies

• Health & Safety Policy — general risk assessment and incident-reporting requirements.
• Child Protection & Safeguarding Policy — safeguarding arrangements on school transport, and safer recruitment of bus supervisors.
• Behaviour & Discipline Policy — how student conduct on the bus is addressed alongside this policy.
• Educational Visits & Trips Policy — transport arrangements for off-site visits and field trips.

Bus Registration Form 2026/2027

Al Silaa Private Passenger Transport

Student 1

Student 2 (If Applicable)

Student 3 (If Applicable)

Student 4 (If Applicable)

Pick-Up / Drop-Off Location

Emirate:  ☐ Sharjah    ☐ Ajman

☐ Old Student    ☐ New Student    ☐ Same Location    ☐ New Location

Notes by Transportation Department

Transportation Rules

See Section 7 of this policy (Operating Times and Registration Rules) for the full rules governing bus timings, exam-day arrangements, and requests to change location or collect a child from school.

Parent Agreement

I, the undersigned parent of the student(s) named above, have no objection to my son/daughter using the transportation service of Al Silaa Private Passenger Transport. I understand that a bus supervisor is provided by Providence English Private School for the safety of children on the bus, and I have read and agree to the Refund Policy set out in Section 6 of this policy, and to the terms and conditions of this Transport Policy in full.

This contract is between the parent and Al Silaa Private Passenger Transport. The school is not to be held liable or responsible for any bus fee agreement or terms between the two parties.

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