Fieldwork Checklist
1.
1.1
Roles and Responsibilities
Has the Head of Department nominated a
Fieldwork Leader who is responsible for
ensuring a suitable and sufficient risk
assessment is in place and for ensuring that
all safety precautions are observed for the
duration of the fieldwork?
1.2
In the case of independent fieldwork this may
be the individual travelling and working alone.
Is the Fieldwork Leader competent?
Please describe training received/experience
and consider if further training is required.
2
Au tho r is at ion P ro c es s
2.1
Has the Head of Department approved the trip
in principal?
Does the trip involve travel to:
2.2
a) A country where the FCO advise
against travel.
http://www.fco.gov.uk/en/
b) A country where the FCO advise
against all but essential travel.
http://www.fco.gov.uk/en/.
c) A country which Red24 deem to be
extreme risk
https://www.red24.com/affiliate/acebus
inessclass/ Password 7797
If yes formal approval will be required from
VCE. Please refer to Insurance Officer.
2.3
Does the trip involve any hazardous activities
(such as ski-ing, diving or mountaineering?) If
so please refer to Insurance Officer. Formal
approval may be required from VCE.
2.4
For staff/PHD students has the Online Travel
Overseas Form been completed?
YES/NO
Det ai l s
NAME (please print):
YES/NO
Details
3
3.1
3.2
3.3
Pl an nin g
Have all participants completed
Medical/Dietary questionnaire? Any special
requirements to be included within Risk
Assessment.
Are any potential participants young (under
the age of 18) or vulnerable adults?
If yes
a) Refer to University Safeguarding
Policy.
b) Include within Risk Assessment.
c) Consent to be obtained from parents
or guardians for administering
medication or first aid.
Has the staff/student ratio been considered
depending upon the nature of the fieldwork
and Risk Assessment?
Please refer to UCEA Health and Safety in
Fieldwork Document (section 13) for further
guidance.
3.4
Have all local permissions required been
identified and sought?
3.5
Has a preparatory visit been made to the field
site with an evaluation of the local facilities
and services with particular regard to the
needs of known or likely participants?
If the answer is no, please explain what
checks have been made.
3.6
3.7
3.8
3.9
3.10
YES/NO
Details
YES/NO
Details
Have ethical or environmental risks been
considered?
If travelling overseas has Fieldwork Leader
and participants registered for SMS text
alerts with Red24?
https://www.red24.com/affiliate/acebusinesscl
ass/ Password 7797
If Lone fieldwork overseas have you
registered with FCO “LOCATE”?
http://www.fco.gov.uk/en/
Any legal requirements in respect of the
country being visited?
3.11
Have you an outline of the itinerary?
3.12
Have you a contingency plan?
Provide details of Plan B
4
Ri sk As s e s sm ent
4.1
4.2
4.3
Have you completed suitable and sufficient
Risk Assessment?
Has HOD or delegated competent person
signed off RA.
Does the RA need to be escalated to VCE?
5
5.1
Equ ip men t
Will the total amount of equipment being
taken on the fieldtrip exceed £25,000 per
item, £100,000 in total?
If the answer is yes please provide full list to
University Insurance Officer.
YES/NO
Details
6
6.1
Em e rg en c y R e spon s e P l ann ing
Do you have a means of summoning help in
an emergency? For remote regions it may
be necessary to have a satellite phone.
Do you know where the nearest local A&E
hospital is located?
If travelling overseas it is important to visit
Red24 web-site for local hospital advice
including information about payment
requirements. Not all hospitals accept
insurer guarantees and this will need to be
built into your emergency response plan.
https://www.red24.com/affiliate/acebusinessc
lass/ Password 7797
YES/NO
Details
6.2
6.3
6.4
Do you have access to emergency funds out
of hours?
Department Deans and Insurance Officer
has University credit cards but limits may
need to be increased depending upon risk
assessment.
Have you identified a “home contact” with 24
hour contact details? They should be
provided with copy of Risk Assessment,
briefing pack and participant manifest.
7
Us e of T h i rd p art y p r ov ide r s
7.1
Is a contract in place outlining who is
responsible for health and safety?
Do you have evidence of competency of third
party instructors? E.g. diving instructors,
boat crew.
Do you have a copy of the Third parties
insurance? They should have a minimum of
£10m Public and £10m Employers Liability
cover.
Refer to University Insurance Officer if third
party provider does not have sufficient cover.
Do you have a copy of Third party providers
Risk Assessment?
7.2
7.3
7.4
All documentation to be kept for future
reference.
8
Participant Manifest.
8.1
Have all staff participants and nominated home
contact been provided with manifest to include:
Names
Mobile number
Next of kin details
Passport number
NHS numbers
Any medical/dietary needs.
7
7.1
7.1.1
7.1.2
YES/NO
Details
Br ie fin g P ac k ( f o r su pe rv i sed f ie ldw or k)
Whilst effective face-face communication is a critical part of ensuring that those about to
engage in the fieldwork fully appreciate the type of experience planned it is important to
ensure that all participants are provided with a briefing pack.
To include:
Full itinerary including:
a) Downtime and personal time arrangements.
b) Names and addresses of third party providers.
c) Transport arrangements and any associated contingencies.
Explanation of activities to be undertaken including any adjustments based on individual
needs.
7.1.3
Costs associated with fieldwork.
7.1.4
Significant findings of the Risk Assessment including residual risks.
7.1.5
7.1.6
Details of training related to any activities to be undertaken on the fieldwork or required
due to environmental or security considerations.
Purchase of safety or specialist clothing and equipment
7.1.7
Cultural issues/language training
7.1.8
7.1.9
Relevant reading and website research in relation to the location and fieldwork activities
to be undertaken (e.g. Red24)
Passports, visas and other essential travel documentation.
7.1.10
In-country orientation training.
7.1.11
Communication options for next of kin.
7.1.12
Insurance cover including 24 hour emergency helpline number if travelling overseas
+44 (0)20 7173 7797 – Maven Underwriting
Emergency Response plan including Department out of hours contact details.
7.1.13
7.1.14
Recommendation to discuss any health requirements with GP (e.g. Inoculations/fitness
to travel).
7.1.15
Advise to take additional supplies of prescription medication and where necessary from
border control a letter from GP.
Fieldwork leader/supervisor contact details for duration of fieldwork.
Code of conduct.
7.1.16
7.1.17
YES/NO