SOP-14 Accountability & Reporting · TBS Driver Resource Hub

1 Purpose

This SOP is your map of every form and record in a driving shift: what gets filled in, when, and where it goes.

2 Applies To

All drivers on TBS services – TBS employees and contracted drivers alike (not the drivers of self-managed operators, who follow their own procedures). This is a reference document – it has no quick reference card, because it is not an emergency procedure. Keep it bookmarked in the Driver Resource Hub (DRH).

3 The Reporting Golden Rules

Whatever the form, these rules always hold.

✓Report by the end of the shift it happened in – at the latest

✓When in doubt, report. Nobody is punished for an honest report

✓Facts only: what you saw, heard and did

✓Serious injury or danger: 000 first, paperwork after

✓Your reports are confidential – only the people who need to see them can

✓Nobody gets back at you for reporting – ever

4 The Forms and Reports – Your Shift, Start to Finish

In the order they appear in a typical shift. This is the master list: what each record is called on your screen, where it comes from, and where it goes. The TBS-F numbers are the registry IDs of the old paper forms – you will not see them in Mitti.

Registry ID	Name	When you use it	Where to find it	Where it goes
TBS-F-01	Breath Test & Sign-On Record	Start of every shift – breath test result and sign-on.	The breathalyser in the driver’s room prints your ticket; hand it in at the operations window	Operations – on the back of your job sheet (a positive ticket stays with Operations)
TBS-F-02	Pre-Trip Inspection (PTI)	Before the bus moves, every shift.	Mitti – on your phone, zone by zone	Faults you tap → Operations + Workshop, automatic
TBS-F-02	Defect Report	Any defect, fault or new damage found during or after the shift.	Mitti – “Defect”	Operations + Workshop, automatic; the Workshop triages
–	Breakdown	The bus cannot continue in service.	Call Operations first – then Mitti “Breakdown” (or Operations log it from your call)	Operations + Workshop, automatic
Job sheet	Shift & Run Record	Throughout the shift; hand in at sign-off.	Operations window, at sign-on	Operations (OM system)
TBS-COR-WHS-00.22	Incident Report	Any incident, collision, injury, aggression, near miss, or a service delay over 15 minutes – before end of shift; student behaviour by the end of that journey.	Mitti – “Incident Report”. This is the TBS Incident Report Form in electronic form: there is no paper form and no separate spreadsheet.	Operations → TBS incident register
TBS-F-04	Hazard Report	Any hazard or unsafe condition, as soon as you can.	Mitti – “Hazard Report”	Operations → the relevant manager and the HSE Team
TBS-F-05	Lost Property Register	Any item found on the vehicle – hand in same shift.	Hand the item to Operations at your depot – they log it and give you a ticket. Rail replacement runs: Operations or the Customer Service Officers (CSOs) at Central Station	Operations register; rail replacement: Queensland Rail / Translink (13 16 17)
Complaint details	Customer Complaint Record	A passenger complains on board – report facts same shift.	Report the facts to Operations – they record the details	Operations → complaint system
WCC	Work Capacity Certificate	Any work-related injury or illness – from your doctor.	From your doctor – hand it to Operations	Operations → your Return to Work plan

5 Where Records Live – and Who Sees Them

Incidents and shift records: Operations keep them in the OM system.
Hazard reports: the relevant manager and the HSE Team.
Defects and breakdowns: the Workshop – you get a Mitti notification when it is being handled and again when it is fixed.
Breath test tickets: on the back of your job sheet; a positive ticket stays with Operations.
Lost property: the Operations register (rail replacement runs: Queensland Rail / Translink).
Health information: only the people who must know.
Personal details – yours, a passenger’s, a witness’s – are protected by the TBS Privacy Policy.

Why it matters: these records protect you. A completed PTI proves you checked the bus. An incident report filed on time is your account, in your words, while memory is fresh. The driver who reports everything never has to remember it all months later.

6 Digital Reporting – Mitti

All driver reporting is digital, in Mitti, on your phone or tablet: the Pre-Trip Inspection, and the Defect, Breakdown, Incident Report and Hazard Report captures – no paper copies. The laminated QR code page in the Quick Reference Handbook (the card ring) has three codes:

Pre-Trip Inspection opens the PTI in the Mitti app.
Report something opens a menu in your phone’s browser – no login – where you pick Defect, Breakdown, Incident Report or Hazard Report.
DRH opens this handbook.

You may use your phone for reporting – but never while driving, and “driving” includes stopped at lights or in traffic. Park safely, park brake on, and leave your seat before you touch it. Serious incidents may involve some follow-up paperwork – your supervisor will guide you.

Acknowledging the SOPs: the combined SOP document (SOP-01 to SOP-14) is acknowledged once, at onboarding, with the Acknowledge button in Mitti Training. The SOPs themselves live in the DRH.

7 Related SOPs

This SOP closes the loop for the whole suite.

SOP	Title
SOP-01	Pre-Shift: Fitness for Duty & Sign-On
SOP-02	Pre-Shift: Pre-Trip Inspection (PTI)
SOP-06	Incident, Accident & Hazard Reporting
SOP-09	Customer Service & Complaints
SOP-10	Lost Property Management
SOP-11	Post-Shift: Vehicle Handover
SOP-13	Health, Welfare & Returning to Work

8 Related Policies

This SOP draws on every reporting-related policy in the library.

Policy	What it contributes
TBS Incident, Accident & Hazard Reporting Policy	Incident and hazard forms, deadlines, OM system entry.
TBS Drug & Alcohol Policy	Breath testing and what happens to the ticket.
TBS Vehicle Maintenance & Inspection Policy	PTI and defect records.
TBS Lost Property Policy	The Lost Property Register.
TBS Customer Complaint Resolution Policy	Complaint recording.
TBS Rehabilitation & Return to Work Policy	Work Capacity Certificates.
TBS Privacy Policy	Lawful handling, confidentiality and disposal of personal information in all records.

§ Version Control

Version	Date	Author	Approved by	Summary of changes
1.0	8 September 2026	Buswise	TBS approved	First issue.

Driver acknowledgement of this SOP is recorded in Mitti: the combined SOP document (SOP-01 to SOP-14) is acknowledged once, at onboarding, in Mitti Training.