Transport policy

Purpose

This policy sets out how Out of the Woods Rescue (OOTW) and its volunteers will conduct the transport of animals in our care to ensure the process is safe, humane, biosecure, lawful and efficient. It is designed to protect the welfare of the animals and the safety of the people volunteers involved, while preventing the spread of disease and complying with all relevant legislation. It also ensures that transport activities remain within the scope of OOTW’s Voluntary Workers Insurance and Public Liability Insurance, which cover authorised rescue activities within Australia, New Zealand and Papua New Guinea.

Scope

The policy applies to all animal transport undertaken by OOTW staff, volunteers and foster carers. It covers all situations where animals are moved, including (but not limited to):

  • collections from pounds or shelters
  • veterinary appointments
  • foster placements or transfers
  • adoption days
  • emergency transports and returns.

Roles and responsibilities

The OOTW Board are responsible for approving this policy, allocating resources and appointing a Transport Coordinator.

The Transport Coordinator is responsible for screening and onboarding drivers, verifying licences and ensuring that required documentation is completed.

Drivers and transport volunteers must comply with this policy, are responsible for performing safety checks on their vehicle and equipment, use personal protective equipment where required, and immediately report incidents, escapes or health concerns.

Foster carers and adoption coordinators must prepare animals for collection and provide accurate and up-to-date information for pickup and drop-off.

For dogs, foster carers are responsible for ensuring that an appropriately fitted collar or harness and lead are ready for collection. Dogs are expected to be safely restrained using a crate, a seatbelt headrest or ISO restraint. Dogs will be exercised and given the opportunity to toilet prior to transport where possible.

Driver eligibility and onboarding

Drivers must:

  • Be at least 18 years of age
  • Hold a full or probationary Australian driver’s licence valid in Victoria
  • Have a roadworthy vehicle with comprehensive or third-party property insurance.

OOTW’s insurance does not cover damage to a volunteer’s personal vehicle, and volunteers must rely on their own vehicle insurance for such claims.

All drivers must also:

  • Sign OOTW’s volunteer agreement
  • Be familiar with animal handling, biosecurity, incident response
  • The locations of partner vets and pounds.

Approved drivers must provide a copy of their current driver’s licence for OOTW’s records.

Vehicle and equipment standards

Vehicles used for transport must be enclosed passenger vehicles with functional air-conditioning and heating and clean interiors. Smoking and vaping are prohibited while you are transporting OOTW animals. Animals must never be transported in open trays, utes or on motorbikes, as these practices are not safe and are excluded under OOTW’s insurance cover.

Each transport vehicle is advised to carry essential supplies such as:

  • Disinfectant
  • Paper towel
  • Rubbish bags
  • Spare towels or puppy pads
  • Disposable gloves
  • Hand sanitiser.

If you do not have these supplies, please let OOTW know and they will be provided.

It is recommended that vehicles transporting dogs should carry:

  • a spare slip lead
  • an appropriately sized travel crate (if required)
  • restraint equipment compliant with Victorian road rules (e.g., seatbelt harness or secured crate).
    • Note a secured seatbelt or harness at a minimum is mandatory.
  • Where dogs cannot be transported in a crate or cage, they must be restrained with an approved harness attached to a seatbelt headrest or ISO restraint to prevent movement within the vehicle.

Biosecurity measures

All animals should be treated as potentially infectious until cleared under OOTW’s Quarantine Policy.

Vehicles should be zoned by covering the carrier or crate with a towel to separate clean areas from transport areas, and soiled bedding should be removed and sealed for washing on a hot cycle.

Carriers or crates and any contaminated surfaces must be cleaned and disinfected between animals and allowed to dry completely before reuse.

Animals from different households should not share a vehicle unless unavoidable, and in such cases they must remain in separate carriers or crates, spaced apart and covered to minimise stress or cross-contamination.Environmental conditions

Animals must never be left unattended in a vehicle.

In hot weather, trips should be avoided when temperatures exceed 28°C unless unavoidable, in which case the vehicle should be pre-cooled, air-conditioning used continuously, and carriers or crates covered for shade while maintaining airflow.

In cold weather, heating should be used to keep animals comfortable without exposing them to direct drafts.

Drivers should watch for signs of heat or cold stress and take immediate action if these occur.

For dogs, ensure adequate ventilation without allowing the dog to place its head outside the window, as this can cause injury. Where dogs are transported in crates, ensure airflow is not obstructed.

Handling and welfare during transport

Carriers and crates should be checked before departure to ensure they are securely latched.

Animals should remain in their carriers for the duration of the trip.

To minimise stress, carriers should ideally be covered with a towel or sheet that allows for airflow while reducing external stimuli such as bright light, movement or noise. Drivers should monitor animals regularly to ensure they are comfortable and not showing signs of distress.

When loading or unloading dogs, leads must be securely held, and the dog should remain under control at all times. Harnesses should be checked for a snug fit before departure. Reactive or anxious dogs should be loaded and unloaded in a controlled environment away from other animals or heavy foot traffic.

Prohibited practices

The transport of unsecured animals or the mixing of unknown animals in one carrier is not permitted.

Animals must not be transported in open trailers, utes or on motorbikes.

No animals may be left unattended in a vehicle at any time.

Incidents and emergencies

If an accident or breakdown occurs, the driver should move to safety, contact emergency services if required, and notify the Transport Coordinator.

Escapes must be reported immediately, and escape protocols followed.

All incidents must be documented in an Incident Report within 12 hours.

Volunteers are reminded that OOTW’s Public Liability Insurance does not cover injuries sustained between volunteers (“participant to participant” exclusion). This means that if one volunteer accidentally injures another volunteer, Public Liability will not respond. For example, if Volunteer A slams a car door on Volunteer B’s hand during transport, OOTW’s Public Liability won’t cover Volunteer B’s medical costs. However, volunteers themselves are covered under OOTW’s Voluntary Workers personal accident policy for injuries sustained while performing authorised activities.

Costs and reimbursements

OOTW will cover reasonable transport costs such as tolls, parking, and fuel when pre-approved by the Transport Coordinator.

Receipts must be provided and submitted within 14 days.

Approved by OOTW board: 24/08/2025
Policy last updated: August 2025