intranet.secure.griffith.edu.au · Web viewARI-EFRI-ENV Guide to Field Tripsv1.029 May 2014 A Guide...

A Guide to Fieldtrips for Elements in the Environmental Sciences

Part 1: Research Activities

Australian Rivers Institute

Environmental Futures Research Institute

Griffith School of Environment

ARI-EFRI-ENV Guide to Field Trips v1.0 29 May 2014

Table of Contents

1.0 Overview 3

2.0 Terrestrial Fieldtrips 4

3.0 Repeat Terrestrial Fieldtrips 6

Appendix 1 HDR Student Flow Chart 8

Appendix 2 Responsibilities of the FL, CiC and GUEC 9

Appendix 3 Emergency Response Procedure 10

FL = Fieldtrip Leader, CiC = Call-in Contact, GUEC = GU Emergency Contact


1.0 Overview

Griffith University has changed significantly since 1975 when the School of Australian Environmental Studies was one of four foundation schools that catered to an initial university-wide intake of 451 students. Importantly, the school was the nation’s first dedicated to understanding the country’s unique landscapes and environments.

Undergraduate enrolments and research in the environmental sciences has grown substantially over the ensuing 40 years. Now, in addition to a large cohort of undergraduate students enrolled in the Griffith School of Environment (ENV) at both the Nathan and the Gold Coast campuses, there is also a strong research base led by two institutes in particular: the Australian Rivers Institute (ARI) and the Environmental Futures Research Institute (EFRI). The majority of academic staff in ENV conduct their research activities under the auspices of one of these two elements.

Fieldwork is a critical component for environmental research. Given that academic staff in ENV are located across the Nathan and Gold Coast campuses, and can be members of ARI or EFRI, there is a lot of merit in harmonising fieldtrip procedures and processes for these three elements. This is especially important when HDR students are involved as, even though staff may undertake research within ARI or EFRI, the HoS for ENV is responsible for HDR students. Clearly, a consistent, streamlined approach across both campuses for all elements will greatly benefit both staff and HDR students.

The following document outlines various procedures/planning required for terrestrial field trips undertaken for the first time, and also repeat trips. Over time, boating and diving activities will be included.

The essential document is a fieldwork risk assessment (FWRA). This is completed and submitted by the fieldtrip leader (FL) to the ENV Approving Officer and, when acceptable, to HDR supervisors, HoS-ENV, and administration staff in the school and research elements as indicated in the following work streams. Without this documentation, and subsequent approval, there is no record that staff/HDR students are engaging in fieldwork. This can result in a potentially life threatening situation if a serious accident were to occur. For this reason, all fieldwork must be suitably documented and go through the proper approvals process. Failure to do so may result in a claim of negligence against the Fieldtrip Leader.

Finally, in an effort to streamline the submission and approvals process, the FWRA is distributed to approvers/stake holders in electronic format, and the initial submission by the FL is made at least two weeks prior to departure.


2.0 Terrestrial Fieldtrips

The work stream for terrestrial fieldtrips is shown below.


The responsibilities of the FL are shown by the central ‘stream’ of the work flow.

In essence the FL will:

Check that the Call-in Contact is available for the duration of the fieldtrip.o The Call-in Contact is another GU staff member, and typically a researcher from the same

element Email the completed FWRA to the ENV Approving Officer.

o The FL will consult the supervisor/s of any HDR students that may be participating in the fieldtrip

If the FWRA is adequate in terms of details related to location, accommodation, risks and how the risks will be mitigated, then a risk assessment review number (RARN) will be assigned.

o The RARN helps locate specific field trips in emergency situations and also streamlines the processing of repeat trips (section 3.0)

If the FWRA does not adequately address any criteria, then the ENV Approving Officer will ask for it to be resubmitted until all concerns are addressed.

Once the RARN is assigned, the FL distributes electronic copies of the FWRA to all participants, ensuring they have read and understood the document. Acknowledgement is provided by return email.

The FL notifies admin staff in the research element (and ENV if HDR students are involved) via email that all participants have acknowledged reading and understanding the FWRA.

The FL ensures the Call-in Contact is fully aware of all details as changes may have occurred prior to issuing the RARN.

Note: if the FL is a HDR student, then the supervisor will provide sufficient mentoring, particularly for the first few fieldtrips, to their student.

The responsibilities of the School are shown in the right hand stream, but also include some duties in the central stream, i.e.:

The ENV Approving Officer assesses the FWRA Upon approval, the ENV Approving Officer assigns the RARN The ENV Approving Officer emails the FWRA to the supervisor, cc FL and HoS Approval for a HDR student is first given by the supervisor, and then by the HoS, via return email The HoS cc in their approval to the FL, supervisor, ENV Approving Officer, admin staff in the

research element, and ENV admin staff ENV admin staff deposit a copy of the FWRA into Google Drive and record the RARN in a Field Trip

Register

The responsibilities of the research element are shown in the left hand stream, i.e.:

Approval for a staff member Capturing pertinent information in Field Trip Register

o This register may be accessed by HoS in the event there is an emergency involving HDR students

Providing the FL with medical/emergency details of all personnel on the field trip


3.0 Repeat Terrestrial Field Trips

The work stream for repeat terrestrial field trips is shown below.

As repeat trips are part of the same project, there is no requirement to duplicate the entire process. Repeat trips do not involve any new activities as originally outlined in the first FWRA (this obviates the need for an additional risk assessment), but may be to different site locations in the same area, or include different personnel. Following consultation with the Call-in Contact and any HDR student’s supervisor (if applicable), the fieldwork update proforma (FWUP) can be downloaded from each element’s intranet site, and distributed electronically to the: Call-in Contact; ENV Approving Officer, and; research centre administration staff. If a HDR student is participating, then electronic copies of the FWUP would also be emailed to the supervisor, HoS, and ENV admin staff.


Appendix 1 HDR Student Flow Chart

At some point during their candidature, a HDR student will potentially transition from being a participant to becoming the Fieldtrip Leader. The following flow chart was designed to facilitate this progression. Mentoring will also be available from the HDR student’s supervisor, especially for the initial fieldtrips.

The ENV Approving Officer at Nathan is Mr Werner Ehrsam

The ENV Approving Officer at the Gold Coast Dr David Camp


Appendix 2 Responsibilities of the Fieldtrip Leader, Call-in and GU Emergency Contact

Fieldtrip Leader: The Fieldtrip Leader is the person in charge of the fieldwork party and fieldtrip as nominated by the Head/Deputy Head of ENV, or Director/Institute Manager of ARI/EFRI. Responsibilities include:

Complete the Fieldwork Risk Assessment Form for all fieldwork activities.

Ensure that all staff, PG students, volunteers and others are named on the Fieldwork Risk Assessment Form and that current medical forms and volunteer forms (where applicable) are lodged with the ARI/EFRI office.

Ensure that all participants have acknowledged reading and understanding the FWRA, particularly the Detailed Risk Assessment of Field Operations.

Ensure that all participants have received any necessary briefing, training or induction prior to fieldwork commencing.

Ensure that the Call-in Contact has agreed, and is available, to take on this role. Provide the Call-in Contact with a copy of the approved Fieldwork Risk Assessment Form.

Since non-contact would elicit a potentially costly search effort, ensure that call-in procedures are always observed within the agreed time frame.

Report any incidents or accidents via GSafe.

Promptly report any Workcover cases to the participant’s supervisor and the Group HR Advisor, H&S (currently Janelle Crane)

Call-in Contact: The Call-in Contact is another GU staff member, and typically a researcher from the same element. Responsibilities include:

Familiarise yourself with the procedure to follow in the event of non-contact and to follow the Fieldwork Emergency Response Procedure when no contact has been made by the Fieldtrip Leader within two hours (or less by agreement) of the nominated time.

Griffith University Emergency Contact: The GU Emergency Contact is typically a GU staff member from the same element as the Fieldtrip Leader/HDR supervisor of the Fieldtrip Leader. Responsibilities include:

Familiarise yourself with the Emergency Response Procedures to follow if contacted by the Call-in Contact.

Accessing information on Google Drive.

Children on Fieldtrips: The University's Children on Campus Policy states:

The practice of bringing children on research and teaching field trips is discouraged. Children may accompany supervising adults on field trips only with prior approval. Approval should be given on a case-by-case basis in relation to each field trip only after a comprehensive risk assessment is completed by the parent/s and relevant supervisor or lecturer. The University will accept no liability for children accompanying adults on field trips. "Children" means a person under the age of 18 who is not otherwise enrolled as a student at the University.


Appendix 3 Emergency Response Procedure


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