STAFFORDSHIRE UNIVERSITY
FACULTY OF COMPUTING, ENGINEERING & SCIENCES
Fieldwork guidelines for staff
Introduction
Fieldwork is defined by CVCP as
'any practical work carried out by staff or students of the University for
the purpose of teaching and / or research in places which are not under
University control but where the University is responsible for the safety of
its staff and / or students and others exposed to their activities'.
This definition includes activities as diverse as survey / collection work carried out by
geographers / biologists and social survey interviews. Voluntary and leisure
activities are excluded.
The Management of Health and Safety at Work Regulations (1999) requires risk
assessment of all work activities, including fieldwork unless superseded by further
legislation e.g. Control of Substances Hazardous to Health Regulations 1999.
This requires a 'suitable and sufficient' risk assessment to be carried out by a
'competent person'. This should be recorded and reviewed as appropriate. It is the
responsibility of all staff leading or supervising fieldwork to ensure it is subject to a
suitable and sufficient risk assessment process and that a copy of the fieldwork
assessment is available for consultation.
The best legal advice is that students should not be regarded as competent persons.
As students they are still receiving training and instruction. Therefore if students are
involved in carrying out fieldwork risk assessment, the form must countersigned by
an academic member of staff, who has checked that the assessment is 'suitable and
sufficient'.
The following list is the minimum requirements for a satisfactory fieldwork risk
assessment as defined by the Faculty of Computing, Engineering & Sciences at
Staffordshire University. The risk assessment should:
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take place before the commencement of any work activities;
identify all the foreseeable hazards specifically associated with the work;
be appropriate for the level of risk;
enable the assessor to decide on action to be taken and priorities to be
established;
assess the actual risk that these hazards present under the particular
circumstances;
control the hazards;
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be compatible with the activity;
reflect current knowledge of the activity;
remain valid for the period of the work; and
be recorded to provide evidence that a serious and systematic attempt has been
made to establish safe systems of work. This should be available for reference
within the Faculty and to any external organisation e.g. Health and Safety
Executive.
In addition the supervisor should ensure that
 training is provided if appropriate;
 the work activities are monitored at frequent intervals;
 the fieldwork risk assessment is reviewed annually. This should also be done
immediately after any accidents, incidents or near misses.
In addition it is a legal requirement that any staff and students involved in the
fieldwork are fully informed of the nature of the work and the associated hazards.
The nature of the risk assessment process carried out within particular areas of the
Faculty will vary depending upon the nature of the work activities and locations used.
Guidance is provided in the following pages which staff may wish to refer to with
regards to the planning and risk assessment of fieldwork activities.
However, the Faculty requires a formal risk assessment to have been carried
out before the commencement of any work activities.
A Fieldwork risk assessment template is provided by the Faculty and which must be
used, one for group work and one for individual working (located on the Health and
Safety website)
References
 Staffordshire University (1991). Fieldwork: Outdoor Pursuits and Related
Activities Code of Safe Working Practices.
 CVCP (1995). Code of Practice for Safety in Fieldwork.
 Management of Health and Safety at Work Regulations, 1999.
 UCEA – guidance on Health and Safety in fieldwork May 2011
Guidance information for staff planning fieldwork activities
The following are provided as guidance notes to be considered when planning and
carrying out the risk assessment process. It is recognised that fieldwork is an allembracing term and covers such diverse activities as expeditions to Africa, Iceland
and trips to the local park or supermarket. It is important that common sense is
applied.
However, irrespective of the type of fieldwork it is a legal requirement that a risk
assessment is carried out and recorded. Fieldwork abroad must be signed by the
Dean and University Health and Safety Advisor. Fieldwork activities within the UK
will be countersigned again by the Dean and Faculty Health and Safety advisor.
Environmental Considerations
The organiser of the fieldwork must ensure that access to the site is legal. If the
work takes place off public land then documented permission of the landowner must
be obtained. If work takes place on a Site of Special Scientific Interest then
permission should be sought from the appropriate authority. The landowner should
be kept informed at all stages of this process. For fieldwork overseas, supervisors
are advised to establish a clear and written agreement on permitted work areas and
work practices. If applicable, leaders should be familiar with the Wildlife and
Countryside Act (1981).
Supervision and Training
Fieldwork leaders and other supervisory staff should be competent. They must be
 adequately trained in basic work techniques
 possess necessary skills i.e. first aid training,
 appreciate the hazards involved in the undertaking, and
 ensure that an understanding of safety measures has been passed down the
chain of management to the individual worker or student.
Organisers of fieldwork are responsible to the Pro-Vice Chancellor and Faculty for
ensuring that adequate safety arrangements exist and are observed by participants.
Organisers may appoint leaders to act on their behalf in the field. This should be
made clear to all participants. In law, responsibility devolves along the chain of
command and, where hierarchy exists, responsibility is denoted by rank. If the field
course leader is not the most senior person present, this should be made clear at the
outset.
If the work is in remote or hazardous environments a detailed and accurate itinerary
should be deposited with a suitable person or with the Faculty. Independent workers
should do this on a planned and regular basis and also maintain communication on a
planned basis. Suitable response action should be decided upon in the event of
contact times being missed, and to be noted within the Fieldwork risk assessment.
Lone working
Lone working should be discouraged as far as possible. Lone working should only
be sanctioned after a thorough assessment of the risks has been carried out taking
into account: the nature of the work,
 the location of the site, and
 the experience of the worker.
A safe system of work should be devised in order, as far as is reasonably
practicable, to safeguard the health and safety of the worker whilst in the field.
The following points should be considered;
(1)
(2)
(3)
(4)
(5)
Lone workers will be involved in the risk assessment process.
The nature of activities undertaken by lone workers will be agreed
between supervisor and student or senior member of staff and
employee.
Procedures must be in place which facilitates the monitoring of the lone
worker whilst on fieldwork.
Emergency procedures must be formulated in the event of the lone
worker failing to make pre-arranged contact.
Checks on lone workers must be made on a regular and planned basis.
The frequency should be dependent on the nature of the activities and
the perceived hazards. Checks may be by visit, visit by a responsible
third party e.g. landowner, other university staff etc. or regular contact
by telephone.
Staff support
 The risk assessment should identify the appropriate staff: student ratio.
 At least one member of staff should be first aid trained. Thought should be given
to the need for male and female first aid support.
 At least one other member of the group should be qualified to take over leadership
of the group, should the leader become incapacitated.
It is strongly suggested that participants directly involved in activities on or near
water should be able to swim.
Insurance
All fieldworkers must be adequately insured. Members of fieldwork groups should be
informed of their insurance cover through the University and should be advised to
take out additional personal insurance if necessary.
Insurance arranged with Zurich Municipal date of commencement 1 st August 2014 –
31st July 2015
Policy nos: NHE-02-CA03-0013
Transport
All vehicles should be in a travel-worthy condition in compliance with relevant
legislation and University policy. (See: Faculty Health and Safety policy 2.26)
Adequate backup transport must be available. Only suitably qualified drivers should
drive vehicles involved in fieldwork, and also suggested to have completed the
minibus driving assessment course run in-house by the University.
Equipment
All safety considerations must be taken into account and appropriate standards
should be complied with. If equipment is loaned or hired, confirmation should be
sought that it meets appropriate standards and has been properly maintained.
Damaged equipment must be suitably repaired or taken out of service. Items
essential for survival should be duplicated where practicable. Current legal
requirements on use and maintenance of electrical equipment must be followed.
Protective clothing and / or equipment
Adequate and appropriate protective clothing must be worn by all participants. The
following types of clothing should be considered;
 safety helmets where there is a risk of falling objects
 eye/face protection
 ear defenders
 respiratory equipment
 warm/weatherproof clothing for cold/wet conditions
 high visibility clothing (use in remote areas, traffic etc.)
 wet suits and life jackets
 gloves (sharp objects, chemicals, cold conditions), and
 foot protection where there is a risk to feet.
After use protective clothing must be removed carefully and stored, repaired,
decontaminated or disposed of safely as appropriate.
Dangerous substances
Suitable and sufficient assessments of risks from dangerous substances must be
made and arrangements made to minimise any potential exposure. Risks from
potentially dangerous substances which may be encountered as a result of the work
undertaken or sites visited must also be assessed and controlled e.g. a trip to
sample river sediments for heavy metals might also entail a risk of leptospirosis.
Dangerous substances must be used by competent persons and handled, so far as
is reasonably practicable, with the same degree of care as in the laboratory and in
compliance with statutory requirements. Dangerous substances must be disposed
of safely and in accordance with environmental legislation.
Excavations
Excavations must be carefully planned and made by competent persons. They must
be protected against collapse, toxic and flammable gases and inspected regularly.
Sites must be adequately cordoned off and warning signs displayed. All persons
involved must be supplied with adequate safety information and protective clothing.
Manual and Mechanical Handling
If there is a need for manual handling of heavy weights all staff involved should have
attended a university approved manual handling course and fully risk assessed the
planned activities. In addition the University Manual handling guidelines should be
followed at all times.
Security
In general lone working should be avoided. However, if a risk assessment has
identified a minor or low hazard and the person is experienced lone working may be
permitted. If lone working is unavoidable the following preventative measures should
be taken:
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pre-visit appointments and checks;
use of personal alarms
use of radios or mobile phones
use of monitoring and reporting systems
training in interpersonal communication skills, and
post visit reporting back.
Catering
All attempts should be made to maintain adequate food hygiene in the field. If food
is provided, organisers should aim to provide a wholesome, balanced and varied
diet. Special dietary needs should be identified before the fieldwork activity and
taken into account. Foods should be stored so as to minimise the risk of spoilage or
contamination. Prepared food should be kept clean and covered in addition it should
be cold (below 5oC) or piping hot (above 70oC). An adequate supply of drinking
water must be readily available. Persons should not prepare food who are medically
unfit to do so.
General behaviour
Participants must be made aware of the standards of behaviour expected of them.
All members of a field course may be regarded as representatives of the University.
Unsociable or offensive behaviour may result in disciplinary action taken against the
perpetrators.
Students will be informed of the code of behaviour before the field trip begins
reminding them of their responsibilities to the University, staff and fellow students. T
Alcohol
Alcohol must not be consumed during field course activities and at all other times
students are expected to behave responsibly and exercise moderation. Irresponsible
or inappropriate behaviour, including being under the influence of alcohol during field
course activities, will be reported to the University and disciplinary action may ensue.
Each individual is responsible for their own safety where alcohol is consumed away
from approved field centre/accommodation or special instructions to students
regarding alcohol consumption are broken.
Health Matters
Careful consideration must be given to the health of fieldwork participants. All efforts
should be made to ensure that any student with a disability would have access to
fieldwork activities. Although the Faculty accepts that there may be some
circumstances where persons with certain disabilities or illnesses may have to be
excluded from specific activities on health and safety grounds.
Appropriate action should be taken in regard to immunisations required for fieldwork
activities. Department of Health guidance should be sought. Those involved in
handling soil and water samples should be immunised against tetanus and polio.
Further information is available from the Faculty Health and Safety advisor.
Health education
Participants should receive adequate instruction regarding health hazards including
 physical hazards i.e. sunburn, hypothermia etc.,
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chemical hazards,
infection by pathogens,
dangerous plants and animals,
food poisoning,
basic personal hygiene (e.g. care of the feet), and
safe use of insect repellents.
Dental health
All participants are strongly advised to have a dental check-up before undertaking
fieldwork visits. This of particular importance if the fieldwork involves visits overseas.
Injury and illness in the field
Prompt medical attention should be sought in the event of an illness. All fieldwork
leaders should identify the nearest health care facilities, through risk assessment
First aid coverage
It is a requirement that at least one member of staff attending a field course should
hold a HSE approved first aid at work certificate. Provision of specialised first aid
training should be considered if necessary. A first aid kit(s) should be taken on every
field course.
Accidents and Emergency procedures
An accident and emergency procedure should be prepared before the fieldwork
commences. If an accident occurs then there should be a clear plan of action to deal
with the situation and the following points should be borne in mind:
 move remainder of the team to a safe area,
 attend to the injured person, keeping only the minimum number of persons to
assist as necessary,
 send for help if the injuries are serious and ensure that the emergency services
are given the exact location (OS grid reference),
 warn others of the danger,
 inform University staff, and
 do not discuss the situation with anyone other than the emergency services and
University officials.
Accident reporting
Expedition leaders are reminded that the University requires all accidents and near
misses to be investigated. Therefore all accidents and near misses occurring during
fieldwork activities should be reported to the Faculty’s H&S staff immediately. All
incidents will be investigated as soon as convenient after the accident. A factual
report, including statements (if required) should be forwarded to the Faculty of
Computing, Engineering & Sciences, Health and Safety Working Group and
University Health and Safety Officer, who will ensure that if required, the Health and
Safety Executive are informed.
Further information can be obtained from the University policy document 'Accident
Reporting and Investigation (including near misses) policy and guidance' (1999).
Fieldwork planning outline
(1)
(2)
(3)
(4)
(5)
(6)
(7)
Assessment of proposed site for suitability. Normally new sites should be
visited to ascertain suitability for fieldwork activities planned. A team
approach should be encouraged with regard to risk assessment.
Assessment of resource implications. Is there sufficient equipment for student
use? Is there an adequate staff: student ratio and first aid provision.
Fieldwork risk assessment forms should be completed. This should include
assessment of all work activities planned (e.g. COSHH, manual handling etc).
Accidents and emergency procedures should be formulated.
Paperwork to be submitted to the Faculty H&S advisor for approval, or
Dean and University Health and Safety advisor for fieldwork activities
abroad.
Initial briefing of students. Details of the University insurance scheme should
be provided to all students at this stage. Students should receive an
explanation of the nature of fieldwork, health hazards associated with the
work activities, suggested immunisations, fitness levels required,
requirements for clothing, suitable footwear etc., catering arrangements,
accommodation, provision for disabled students, acceptable code of conduct
etc. If fieldwork is to remote areas, it should be suggested that students
receive a medical / dental check-up. In addition information should be
provided as to Information should be given to students outlining the nature of
the work and any identified 'at risk' groups. Good practice and sensible
precautions may have to be disseminated to all students or 'at-risk'
individuals. A health questionnaire may be distributed to staff and students to
enable staff to identify particular concerns, however the form is optional and
students are not required to provide any specific health information. If staff
and / or students have any concerns regarding health concerns, advice
should be obtained from the Universities Occupational Health provider or the
student health centre. The nature of the information given to students will
vary depending upon the nature of the fieldwork - it is the responsibility of the
fieldwork leader to ensure that the briefing is adequate.
Fieldwork risk assessment will be approved or referred back for
clarification or amendments.
Students final briefing. This should fully explain the working arrangements,
identity of leader, deputising arrangements, chain of command, size of
working groups (minimum, maximum), policy on lone working, accident /
emergency procedures. The opportunity should also be taken to re-enforce
the expected code of conduct for students on fieldwork activities.
Factors to be aware of include:
Local conditions
Factors include weather forecasts, specialist local knowledge /
rules, local farming practices, planned itinerary and return times.
Transport
Factors include use of trained and licensed drivers, vehicles
correctly maintained, vehicles correctly loaded, appropriate
spare parts carried, seat belts fitted, adequate fuel supply and
appropriate maps and navigation aids carried.
The group
Present and correct, correctly equipped, not overloaded, first aid
kits and emergency equipment available, survival aids, group
size and supervision, arrangements for supervision of ill
persons?
Working practices Lone working avoided? Communication systems, provision of
shelter, safe working systems, workers trained and fit?
Limitation of time spent working.
Emergencies
Communication arrangements, arrangements for protection of
remaining party, evacuation arrangements, procedure for
recovery of casualties, effective chain of command.
(8)
After completion of fieldwork, a short report should be prepared if there were
any problems with the behaviour of students, the site or work activities. All
accidents, illnesses or requirement for first aid should also be reported. Copy
to be sent to Faculty H&S advisor and University Health and safety office.
Reviewed August 2014 Audra Jones