FAQS

Eligibility for school transport in West Lothian for children with additional support needs is considered on a case-by-case basis. The council takes into account a range of factors, such as the child's individual needs, the distance between home and school, any mobility or medical issues, and whether it's safe and practical for them to travel independently.

when you submit the application it is sent to the Transport Assistance Group (TAG), who then assess whether transport support is necessary as part of the child's overall support plan. If your child is found to need support getting to and from school, tailored transport arrangements—such as an escort, a specialist vehicle, or mileage payments to parents—may be put in place.

Applying for school transport for a child with additional support needs (ASN) is done by submitting an application form, You can view the Application forms here. Once a Application has been submitted it will be sent to our Transport Assistance Group (TAG) for review.

TAG looks at each case individually, taking into account factors such as your child's additional needs, the distance from home to school, any mobility or safety concerns, and whether it's reasonable for parents or carers to provide transport. They'll also consider whether public or shared transport could be a suitable option.

If transport is approved, the council will arrange the most appropriate support, which could include a taxi or minibus service, an escort if needed, or even mileage reimbursement if you're transporting your child yourself.

When applying for school transport for a child with additional support needs in West Lothian, parents or carers are responsible for completing the application themselves. Along with the form, you'll need to provide supporting information that helps the council understand your child's specific needs and why transport assistance is required.

This could include medical letters, professional reports (such as from an occupational therapist, educational psychologist, or speech and language therapist), or any other documentation that outlines your child's condition, diagnosis, or daily challenges. In some cases, schools may be asked to provide additional information to support your application.

We would recommend to submit supporting documents that show your child's needs affect their ability to travel to school safely and independently. The more detail and evidence you can provide, the better the Transport Assistance Group (TAG) can assess your request.

Once you've submitted your application for school transport, including all the necessary supporting documents, it will be reviewed by the Transport Assistance Group (TAG) which meets every two weeks.

The time it takes to get a decision can vary depending on when your application is received in relation to the next scheduled meeting. In general, you can expect to hear back within a few weeks after TAG has discussed your case. If more information is needed, this could delay the process slightly, so it's helpful to include as much relevant detail as possible when you apply.

You'll be notified of the outcome in writing once a decision has been made. If your application is approved, the council will then start making arrangements for the appropriate transport support for your child.

Yes, if you move to a new address, you'll need to let the council know as soon as possible by filling in a new application form, as your child's transport arrangements will need to be reviewed. A house move can affect eligibility—for example, the new distance from school or changes to available routes might mean different transport needs.

Once you inform the council of the change, your case will be discussed again at the next Transport Assistance Group (TAG) meeting. They'll look at your updated circumstances and decide whether continued support is needed, and if so, what kind.

It's important not to assume that existing transport will automatically carry over, so make sure to get in touch promptly. The link to Our Application Forms.

The type of transport provided depends on your child's individual needs and circumstances. West Lothian Council aims to make sure each child has safe and appropriate travel to and from school, so this might be a taxi, a minibus, or a wheelchair-accessible vehicle if required.

The Transport Assistance Group (TAG) looks at the information you provide in your application—along with any supporting documents and in some cases may reach out to the school for further information — and decides what kind of transport is most suitable. They'll consider things like mobility, medical needs, access requirements, and whether your child travels alone or with others.

Support staff may be provided on your child's school transport if it's considered necessary for their safety, wellbeing, or to support their specific needs during the journey.

The need for an additional Support Staff is assessed as part of your application by the Transport Assistance Group (TAG). They'll look at the information you provide—such as medical conditions, behavioural needs, or mobility issues—and decide whether extra supervision is required. 

Not every child will need additional support staff, so it really depends on your child's individual circumstances.

West Lothian Council aims to provide transport arrangements that best meet each child's individual needs. For children with additional support needs (ASN), transport is assessed on a case-by-case basis by the Transport Assistance Group (TAG).​

Generally all West Lothian Council ASN Transport passengers will be picked up from their address.

Pick up times will be discussed with you by your Transport Provider at the time of your Meet & Greet with your Transport Support Staff. 

Pickup and drop-off times are planned based on several factors, including your child's school start and finish times, the number of pupils on the route, and the most efficient route for the transport provider to follow. West Lothian Council works closely with transport operators to make sure pupils arrive on time and get home safely.

While every effort is made to keep times consistent, some flexibility may be needed due to traffic, roadworks, or changes in route planning. If you have specific concerns—for example, if a pickup time clashes with medical needs —you can raise this during your Meet & Greet with your Transport Provider

Although not every request can be guaranteed, the council will always try to take individual needs into account where possible.

If your child's school transport is running late or doesn't turn up, the first step is to contact the transport provider directly. You should have received their contact details when your child's transport arrangements were confirmed. They'll usually be able to give you an update or estimated arrival time.

If you're unable to reach the provider or there's an ongoing issue, Please contact your Child's School, especially if your child will be arriving late. 

While occasional delays can happen due to traffic or unforeseen issues, regular or serious disruptions should be reported so they can be looked into and resolved.

West Lothian Council's Home to School Transport Policy is designed specifically to support eligible pupils in getting to and from school at the standard start and end of the school day. Unfortunately, the council can not extend this transport service to after-school clubs or extracurricular activities. This means that if a child stays behind for a club or additional support session after school hours, this would fall under Parental Responsibility. The transport provision is focused on ensuring pupils can attend their main educational placement, rather than covering extended or optional activities outside the regular timetable.

If you're approved for parental mileage by West Lothian Council, you'll be paid £0.45p per mile. This covers Morning and Afternoon home to school and school to home Journeys. Payments are made monthly, based on the mileage you submit through an invoice or claim form. You'll need to keep a record of your journeys and submit it on time each month to avoid delays in payment.

We understand that changes to your child's transport arrangements—such as a new driver, additional support staff (sometimes referred to as an escort) , or route—can be unsettling, especially for children with additional support needs. While we aim to keep transport consistent, sometimes changes are unavoidable.
There are a few reasons this might happen:

• The current contract with a transport provider has come to an end or been re-tendered
• The original driver or escort is no longer available (e.g. due to illness, other commitments, or staff changes)
• Route adjustments have been made to improve efficiency or accommodate other pupils
• A change in your child's needs requires a different type of vehicle or setup

West Lothian Council and the transport provider will give families advance notice of any changes and work with you to make the transition as smooth as possible. If your child needs support with changes in routine, we would recommend to let us know at the time of application for Transport and make sure the Transport Operator is aware of this during your Meet & Greet — We will do our best to ensure continuity and provide preparation where needed.

When your child's transport is arranged, there will be an opportunity to share important information about their needs, routines, or anything that would help make the journey smoother and more comfortable. This might include things like how your child communicates, sensory sensitivities, medical requirements, or helpful calming strategies.

In most cases, you will meet the Transport Support Staff ahead of time in the arranged Meet & Greet especially if your child has complex needs. Building that early connection can really help with consistency and reassurance—for both your child and you.

If your child is already being transported and you want to inform us of  new information on your child  that you believe is required, the best way to pass this information on is by submitting a Travel Information Sheet.

If there are any difficulties or concerns around behaviour, these are usually addressed sensitively and on a case-by-case basis. The council works closely with schools, parents, and transport staff to understand what's happening and put the right support in place. For children with additional support needs, it's recognised that behaviours may be linked to communication or anxiety, and staff are encouraged to respond with understanding and care.

Parents are encouraged to share any information that could help transport staff support their child more effectively. Open communication can really help prevent issues and keep journeys as positive as possible.

West Lothian Council understands that some children—particularly those with additional support needs—may find travel difficult due to anxiety, motion sickness, or sensory sensitivities, arrangements can often be adjusted to help make the journey more manageable.

If your child experiences travel-related anxiety, it's important to share this in your application, along with any strategies that help—such as sitting in a particular seat, using noise-cancelling headphones, or having a familiar escort.

For children who struggle with motion sickness, you can also let the council know in advance. They'll take this into account when planning seating or journey routes, and staff will be made aware so they can support your child appropriately during travel.

The more information you can provide about your child's needs, the better the Transport Assistance Group (TAG) can put the right support in place.

Your child's safety is a top priority on all school transport arranged by West Lothian Council. A range of measures are in place to make sure journeys are as safe and secure as possible.

All Transport Support Staff involved in transporting children undergo background checks through Disclosure Scotland and must be members of the PVG (Protecting Vulnerable Groups) Scheme. This ensures that only individuals who are suitable to work with children are placed in these roles, On addition to this Transport Support Staff will have a West Lothian Council issued ID Badge.

Transport Support Staff are also expected to follow all road safety laws, including strict adherence to speed limits and safe driving practices at all times. In addition, vehicles used for school transport must meet safety standards and are subject to regular inspections and maintenance checks.

For children with additional needs, Additional Support Staff may be provided to offer extra support during the journey. If required, vehicles will be equipped with appropriate seating, harnesses, or wheelchair access to keep your child safe and comfortable.

If you have any specific concerns or information that might help staff better support your child, the council encourages open communication as part of the application process and with your Transport Provider and Child's School

Yes, your child is welcome to bring comfort items or essential equipment with them on school transport, especially if it helps them feel safe, calm, or supported during the journey.

This might include things like a favourite toy, sensory aid, fidget item, or headphones—whatever helps your child manage the travel experience. If your child requires specific equipment such as mobility aids, medical supplies, or a wheelchair, these can also be accommodated. Just be sure to include this information in your application so the Transport Assistance Group (TAG) and transport providers can make the necessary arrangements in advance.

If your child is already travelling on Transport and you want to update the Council's Transport team with new information. ie: a new sensory aid for example,  please  Submit a Travel Information Sheet

Transport Support Staff are made aware of any particular needs or items that are part of your child's daily routine, and they'll do their best to support your child throughout the journey.

If your child is unwell and won't be attending school, it's important to let both your Child's School and the Transport Provider know as soon as possible—ideally before the scheduled pickup time. This helps avoid unnecessary travel and ensures everyone is aware of your child's absence.

You'll be given contact details for your child's Transport Provider when arrangements are confirmed, These details are often exchanged during the initial Meet & Greet. It's a good idea to save these details somewhere handy, so you can quickly get in touch if plans change.

If your child will be off for multiple days, you only need to update the provider once with the expected duration, but keep them informed of any changes. Once your child is ready to return to school, just give the transport provider a heads-up so they can resume pickup.

If there are any changes to your child's circumstances that could affect their transport—such as moving house, needing a different type of support, or starting to use a new wheelchair—it's important to notify West Lothian Council as soon as possible.

Generally, it's best to give minimum of  atleast two weeks' notice where possible, as transport arrangements may need to be reviewed and approved by the Transport Assistance Group (TAG), which meets every two weeks. This gives the team enough time to assess the changes, update any risk assessments if needed, and make sure the right vehicle or support is in place.

If your child is already on Transport and you have started to use a new piece of equipment ie: a new wheelchair please let us know by submitting a Travel Information sheet and you can access the form here.

If you are moving address you need to fill in a new application , Here is a link to our Application forms. This will then be reviewed by the Transport Assistance Group (TAG)

Delays can occur if key details or supporting information aren't provided, so the more you can share upfront, the smoother the process will be.

If there's a temporary change in your circumstances—such as illness, short-term address changes, or changes to your child's needs that could affect their transport—it's important to inform your Transport Provider and Child's School

Letting us know of any changes as soon as possible, especially if the change could affect pickup or drop-off times, or if your child won't be travelling for a few days. If the change involves something like a temporary use of mobility equipment or a short-term medical issue, providing as much detail as you can will help the team assess whether any adjustments to the transport arrangement are needed.

Even if the change is only for a short period, keeping your Transport Provider and Child's School updated ensures your child's journey remains safe, suitable, and properly supported.

Yes, once your child's school transport arrangements have been confirmed,the Transport Provider will be in contact with you, by either a phone call or more typically by your arranged Meet & Greet with your Transport Support Staff. This will include how to get in touch if you need to report an absence, ask a question, or notify them of any changes.

It's a good idea to save the provider's and the drivers number somewhere handy, so you can reach them quickly if needed—especially for things like cancellations or unexpected delays.

Yes, if you have any questions or concerns about your child's school transport, you can raise them to your Child's School or Transport Provider However if you wish to speak to a member of the Passenger Transport Team. You can contact us on by calling West Lothian Council's Customer Service team on 01506 280000. 

We work closely with all West Lothian Schools, transport providers, and the Transport Assistance Group (TAG) to make sure arrangements are appropriate and any concerns are followed up promptly.

West Lothian Council aims to keep parents and carers informed about any updates or changes to school transport arrangements as early as possible. Communication is usually made through the Passenger Transport team or your child's school, depending on the nature of the update.

You may be contacted by phone, email, or letter—especially if there are changes to pick-up times, routes, vehicles, or transport providers. In urgent situations (like vehicle breakdowns or severe weather), the transport provider may also contact you directly.

To help things run smoothly, it's important to make sure the council always has your most up-to-date contact information. If you haven't received expected updates or something seems unclear, you're encouraged to reach out to the Passenger Transport team for clarification.