Field work risk assessment draft guidance

1. Introduction

1.1 This guidance has been produced to assist those Schools that undertake field work/field trips as either a fundamental element of their course delivery or as an optional learning enhancement opportunity.

1.2 The advice contained in this paper is based on the CVCP Code of Practice for Safety in

Fieldwork, which is supported by the Universities Safety and Health Association (USHA) and is for the assessment of field work and field trips only, it is not intended to be used for the assessment of risk in relation to student placements, for which separate guidance is available via the Department of Risk Safety and Health WebPages.

2. Definition

2.1 For the purposes of this guidance, field work is defined as short term activity (e.g. one day, morning, evening etc) undertaken away from University premises for the purposes of data/sample collection and field trips are defined as short visits to other educational or other non-educational establishments, outside the direct supervisory control of the University. In all cases, however, the University retains responsibility for the health and safety of its staff and students during the visit.

2.2 This definition would include:

Visits to industrial sites; Religious organisations; Museum visits; Public surveys; Geological or biological surveying and collections.

3. Responsibilities

3.1 Responsibility for Health and Safety arrangements during field work/field trips lies with three groups:

Dean of School, and co-ordinator of the activity within the School.

The Dean of School, through appropriately qualified and designated School staff members, is responsible for ensuring that adequate Health and Safety arrangements are in place for each field work/ field trip location and these checks should be undertaken well in advance of the commencement of the activity.

University staff in attendance in a supervisory capacity during the activity;

Supervisory staff in attendance at each activity are responsible for ensuring compliance with the safety arrangements laid down by the owners of the field work/ field trip location; and

University staff and students actively involved in the activity.

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Everyone involved in the field work/ field trip activity is responsible for ensuring that they have read, understand and observe safety instructions and do not knowingly put themselves or others at risk through non-compliance with these safety instructions.

4. Equipment and training

4.1 Prior to the undertaking of any activity supervisory staff in attendance should ensure that everyone involved in each activity has received appropriate training by an appropriately, qualified specialist in the activity, on

the use of any safety equipment to be used; effective hazard identification; and risk assessment.

4.2 Any specialist activity e.g. abseiling, caving, diving should be supervised at all times by an appropriately qualified specialist.

4.3 Appendices A and B are examples of a qualification confirmation forms that should be completed by the specialists for individuals and groups respectively, who will be undertaking the training of those involved in the field work/ trip activity.

5. Risk assessment

5.1 Hazard identification and risk assessments for both field work and trips should be completed prior to the commencement of the activity and should focus on the risks associated with the following:

Location of local medical facilities including qualified first aiders and supplies, accident reporting procedures, local doctors, dentists and hospitals;

Emergency contacts, either physical persons or telephone numbers. Emergency contact numbers should include local emergency services i.e. police and fire stations, base camps, home and next of kin, emergency University contact;

Transport issues, location of local services and travel arrangements to and from the location including contingency plans in case of normal service disruption and duration of the journey;

Food and water supplies, alternative water sources if the water is undrinkable and specific dietary requirements;

Power supplies, including generators, adaptors, batteries, battery chargers, torches;

Lone working and travelling arrangements; and

Personal health matters, and assurances of fitness to travel in cases where individuals are known to be pregnant or suffered a recent injury, known allergies and issues relative to Medical confidentiality and Data Protection.

5.2 Each risk assessment should work through the following 5 step process:

Identification of the hazards;

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Determination of those at risk;

Evaluate the risk and determine whether existing precautions are adequate or whether more should be done;

Record the findings – demonstrating that proper checks were made, obvious and significant hazards were dealt with and suitable precautions were implemented; and

Review of the assessment process and revise if necessary.

5.3 In all cases where field work/trips are a fundamental element of the course of study then safety training and the undertaking of hazard identification and risk assessments should form an integral part of the students’ studies.

5.4 Further guidance on risk assessment can be found on the Department of Risk, Safety and Health WebPages. Additionally staff involved in the arrangement of field work/’trips are advised to attend one of the risk assessment training sessions, which are provided by the Department of Risk, Safety and Health and staff can book to attend these sessions via the Corporate Staff Development training programme.

6. University policies

6.1 As the University is responsible for the health and safety of staff and students attending field work/trips all University policies are enforceable, this would include smoking, alcohol usage, mobile telephone usage, equal opportunities and use of University vehicles.

6.2 Staff involved in arranging field work/trips should acquaint themselves with any relevant existing policies prior to the undertaking of the activity and ensure all staff and students attending understand that they are enforceable at the location of the field work/trip.

7. Contact details

7.1 Prior to any field work/trip being undertaken the University must ensure that an accurate record of all staff and students attending should be maintained. For each person the University should also ensure that the following information is accurate and readily accessible, in case of an emergency:

Home address and telephone number; Next of kin address and telephone number; Destination, date and duration of the fieldwork/trip; Primary contact details at the location; and Location of the field work including map references; Outline of the proposed nature of the field work/trip; Expected time of arrival and departure from the location.

7.2 An example of the kind of form which could be completed, in order to gather this information prior to the fieldwork/trip taking place is shown in Appendix B.

7.3 Student personal information (address, telephone and next of kin details) should already be held on the Student Management System (SITS), and students should therefore be requested to check that the personal information held is correct prior to the commencement of the visit. Where discrepancies are identified the student should be requested to update their details on SITS via E:vision or via their Campus Registry.

8. Insurance

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8.1 Prior to all fieldwork/ trips taking place School co-ordinators should contact the University Insurance Officer, giving details of the activity to be undertaken, who will provide up to date information on existing insurance cover and any additional requirements.

8.2 Contact details for the University Insurance Officer, Martyn Jones, are as follows:

Telephone extension: 1301Email M.A.Jones@wlv.ac.uk

9. Fieldwork undertaken abroad

9.1 Prior to the date of travel staff and students undertaking field work abroad should regularly seek advise on travel from the Foreign and Commonwealth Office page under ' advises against all travel to ' and 'advises against travel to unless on essential business

9.2 Attendees should be reminded that all local laws and regulations must be observed.

10. Expeditions

10.1 Guidance on organising expeditions may be obtained from the Expedition Advisory Centre, 1 Kensington Gore, London, SW7 2AR

Risk, Safety and Health8th March 2006

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