Safety, Health & Environment Section
FM SHE 009b
Procedural Guidance for the
Management of Health &
Safety on Overseas Based Field
Trips, Fieldwork & Educational
Visits
August 2012
Version 3.0
Document review due: August 2014
Please Note :This is a controlled document, please ensure you are using the most recent
version available at:
http://www.uclan.ac.uk/information/services/fm/safety_and_health/guidance_procedures.php#F
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Contents
Page
Summary
3
1. Introduction & Definitions
4
2. Scope
4
3. Legislative Requirements
4
4. Responsibilities
i.
Deans of School, Directors of Service
ii.
Field Trip Leader
iii.
Fieldwork Supervisors
iv.
Students
4
4
5
5
6
5. Risk Assessment
i.
Staff/Students ‘Fitness’ to undertake fieldwork activities
ii.
Staff/Students with Disabilities
iii.
COSHH Assessments
iv.
Field trip / Work Supervision Ratios
v.
LOCATE
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8
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10
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11
6. Insurance
11
7. Training & Information
i.
Information for Students
11
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8. Transport
i.
Private Coach
ii.
Hire / University Cars
iii.
Minibuses – University / Hired
iv.
Notification of Routes, Schedules and Attendance
12
12
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9. Immunisation/Vaccination
13
10. Pre-existing Medical Conditions and Medication
i. Pre-existing Medical Conditions
ii) Existing Medication
iii) Reducing the Risk of DVT During Travel
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11. Equipment
i) Personal Protective Equipment (PPE)
14
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12. Emergency Actions
i) First Aid
ii) Emergency Medical First Aid Kits
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15
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13. Accident Reporting
16
14. Lone Working
16
15. Non-University Staff
16
16. Permission from Landowners and Others
16
17. Leisure Activities and Leisure Time
17
18. Personal Safety
17
19. General Personal Safety Advice from the FCO
17
20. References/ Useful Contacts
22
21. Appendices
23
Appendix 1. Health and Safety Field Work Checklist
Appendix 2. Field Trip Student Code of Conduct
Appendix 3. Fieldwork Risk Assessment Guidance and example templates
Appendix 4. Field trip: Confidential Personal Details
Appendix 5. DAG - Guidance on arrangements for deaf or disabled students
24
26
27
35
38
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Summary
The following guidance document sets out University procedural guidance for the
management of health and safety during overseas based field trips, fieldwork and general
educational visits undertaken as part of a course of study or research whether in an urban or
rural environment and educational visits such as visits to museums, art galleries, theatres,
concert performances, factory tours, farms etc.
It is based primarily upon the University's legislative duties identified from statute and case
law, sector best practice and guidance from advisory bodies such as the Health & Safety
Executive, Universities UK, DfEE, etc.
Specific guidance for UK field trips is available separately.
The field trip management system follows a step-by-step process covering:
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Legislative requirements;
Risk assessing field trips, including staff/students fitness to work, disabilities, young
persons and COSHH assessments;
Responsibilities of Heads of School/Service, field trip leaders, supervisors and students;
Supervision ratios;
Field trip insurance requirements;
Training implications and provision of information;
Various transport issues, notification of routes and schedules;
Addressing catering dietary issues;
Requirements for immunisation and/or vaccinations;
Procedures regarding provision and use of equipment;
Development of emergency procedures, first aid, accident reporting, personal safety etc;
Lone working and non-University staff on field trips;
The health and safety of staff and students engaged in fieldwork is paramount and
overrides all other considerations, including those which are academic related.
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Procedural Guidance for the Management of Health &
Safety on Overseas Based Field Trips, Fieldwork & Educational Visits
1. Introduction
High standards of health and safety in fieldwork are paramount, they are the result of
thorough planning, care and common sense and override all other considerations, including
academic.
Overseas travel requires additional advance planning, care and common sense. It should be
noted that travel abroad may expose staff and students to a number of health and safety
hazards arising specifically from the travel itself and/or the conditions within the country
being visited. These may not be all necessarily directly work-related.
Definitions:
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Field trip – a University organised visit overseas into the traditional ‘field’ setting for
instance open countryside, coastal shorelines, high ground, urban environments etc.
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Fieldwork – practical work carried out overseas in the field by staff, students or
researchers of the University for the purpose of teaching or research, for instance
biological or environmental sampling work, archaeological or forensic digs, street
surveys, location filming or video work etc.
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Educational visit – University organised trips overseas to, for instance, museums, art
galleries, theatres, concert performances, exhibitions, etc.
For the interpretation of this procedure, unless otherwise stated,
the term ‘field trip’ shall cover all of the above headings.
2. Scope
The following document sets out University procedural guidance for the management of
health and safety during all overseas based field trips undertaken by staff and students on
University business, research etc. It is intended to assist you in complying with relevant
University procedures, the law and offers practical advice to help ensure your health, safety
and welfare.
3. Legislative Requirements
The University has a statutory duty of care to protect, so far as is reasonably practicable, the
health, safety and welfare of its staff and students whilst undertaking field trips overseas.
Managers, under the requirements of Regulation 3 of The Management of Health & Safety at
Work Regulations 1999, must ensure that all field trips and associated work activities are
covered by a suitable and sufficient risk assessment and that appropriate control measures
have been adopted.
Procedural guidance also relevant to field trips:
Travel/Transport Environmental Management Procedure
Procedure for the Safe Use of Minibuses
Risk Assessment for Activities Involving Disabled Staff & Students
Lone Worker Guidance for all Employees
Procedural Guidance for the Management of Health & Safety during Staff UK Travel
Procedural Guidance for the Management of Health & Safety during Staff Overseas Travel
4. Responsibilities
i) Deans of School, Directors of Service
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The responsibility for safety is carried by Deans of School, Directors of Service and others
with overall authority for field trips. They must ensure that any person who is to lead or
supervise:
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is trained in the appropriate techniques and procedures to be used;
understands the potential hazards and risks which might arise;
is capable of leading the operations in the field;
has, where appropriate, attended a course of training in first aid;
has the ability to ensure that the information regarding risks to health and correct safety
procedures to be followed are cascaded down the line of authority to each individual field
trip participant.
Deans of School, Directors of Service must ensure that Field Trip Leaders are made fully
aware of their main legal obligations:
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to ensure that no field trip, activity or visit is undertaken which has not been subjected to
a suitable and sufficient risk assessment;
that risk assessments must be forwarded to, and retained by, Deans of School, Directors
of Service
that as Leaders they are responsible for ensuring, where practicable, the health, safety
and welfare of students, other employees and other persons during field trip/work
operations;
that as Leaders of fieldwork activities involving staff, they must provide such information,
instruction, training and supervision as is necessary to ensure, so far as is reasonably
practicable, the health, safety and welfare of those staff;
that they must provide systems of work that are, so far as is reasonably practicable, safe
and without risks to health;
to provide reasonable adjustments and support to disabled students during the field trip.
ii) Field Trip Leaders
All residential and day field trips will be the responsibility of a designated Field Trip Leader,
who will have the following duties:
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to ensure that all planned activities have been risk assessed using standard University
procedures/forms;
checking the country specific safety advice on the UK’s Foreign & Commonwealth Office
(FCO) website and AonProtect Personal Accident & Travel Assistance website and
complying with their advice / requirements;
to ensure that Confidential Personal Details Forms are completed by all students in
advance of any residential trip and copied/lodged as required;
to ensure all activities on the field trip are fully covered by University insurance policies;
to minimise the impact of the trip activities on the environment for example by ensuring
waste/litter is disposed of correctly and the trip does not cause unnecessary nuisance
(i.e. noise) to local residents;
providing the school/service office with a travel itinerary covering issues such as flight
numbers, departure times, accommodation address, telephone number, schedule of
planned meetings, events etc., and any other relevant contact details;
using the University’s Travel Hierarchy to select the most appropriate and sustainable
mode of travel;
to arrange for appropriate supervision of all activities planned as part of the educational
objectives of the trip, via a designated Fieldwork Supervisor;
to ensure Fieldwork Supervisors are made fully aware of their main legal obligations;
to arrange for mobile phones to be available for staff supervising each separate activity
planned as part of the trip;
to exclude any student from an activity where, in their judgement, the further participation
of that student may harm themselves or endanger other members of the party;
to report any accident that occurs, using standard University procedures/forms;
to ensure disability related adjustments and support during field trips are provided.
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The Overseas Travel Checklist in Appendix 1 will assist you in planning the health and safety
arrangements associated with your travel.
iii) Fieldwork Supervisors
Each activity on a trip (for example, where the party divides to visit different locations) will be
the responsibility of a designated Supervisor who will be an employee of the University. The
Supervisor will have the following delegated responsibilities:
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to complete a risk assessment for the activity in advance, and to lodge copies with the
Trip Leader and School/Service Office;
to provide a route plan and contact details for the particular activity;
to take a definitive list of those taking part in the activity and lodge this with the Trip
Leader or School/Service Office before departure;
to brief all students on health and safety issues (including risks and control measures)
before any activity commences;
to carry a mobile phone at all times;
to exclude any student from a given activity where, in their judgement, the further
participation of that student may harm themselves or endanger other members of the
party;
to report any accident, using standard University procedures;
to ensure disability related adjustments and support during field trips are provided.
iv) Students
All students on residential and day field trips will have the following duties:
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Informing the Field trip leader of any medical condition, disability or the taking of any
prescribed medication during the field trip period which may require reasonable
adjustments to be made to ensure that their health is not detrimentally affected by travel,
or a particular field trip activity;
Where relevant seeking confirmation from their GP that they are fit to travel particularly
for ‘long-haul’ flights;
Registering with the FCO’s LOCATE scheme;
Ensuring they have had the necessary vaccinations as advised by their GP;
Complying with the requirements of the University’s Field Trip Code of Conduct
(Appendix 2).
5. Risk Assessment
Every field trip and associated fieldwork activity must be risk assessed in advance, and
approved by the relevant Deans of School, Directors of Service. The responsibility for
completing suitable and sufficient risk assessments lies with the Leader of the trip, or the
Supervisor of a particular activity.
Due to the potentially diverse nature of field trips and the countries being visited, generic risk
assessments will not be suitable and individual specific risk assessment(s) for each field trip
or activity must be produced.
Fundamental to risk assessing overseas field trips is consulting the country specific safety
advice given on the FCO’s travelling and living abroad website. This is to ensure that you
are aware of the country and/or specific region safety advice given so that you can
incorporate all such relevant information into the risk assessment.
Please Note: Particular attention should be paid to countries or specific areas where the
FCO advise against ‘all’ or ‘all but essential travel’. No member of staff or student is
permitted to travel to any country or area where the FCO advise against ‘all’ or ‘all but
essential travel’.
The FCO define ‘essential travel’ as consular work, emergency
humanitarian aid, etc. and not business, personal travel, etc.
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Additionally no member of staff or student should be expected to travel to a country or to a
specific area where there are legitimate concerns about personal health or safety expressed
by the FCO, e.g. due to a high risk of sectarian violence, terrorism, etc.
Additional practical advice on travel to a specific country can also often be gained by talking
to other members of staff who have experience of the particular country.
The University also has a duty in relation to the proposed travel to, ‘so far as reasonably
practicable’, make an assessment of persons ‘fitness for travel’ prior to that travel
commencing. This is of particular importance as overseas travel may potentially impose
additional health related risks.
Staff or students with a pre-existing medical condition or disability that could be potentially
worsened by the proposed overseas travel/activity should declare this to their linemanager/field trip leader, so it can be considered as part of the risk assessment process and
suitable controls to protect the traveller identified. In such circumstances managers may
wish to seek advice from the SHE Section (ext: 2067) and/or the University’s Occupational
Health Service (ext: 2336).
Please note: Insurance cover is excluded whilst travelling against medical advice or for the
purpose of obtaining treatment or medical advice.
Dependent upon the country being visited and the type of fieldwork activities to be
undertaken there may be an increased likelihood of contracting a serious disease e.g.
malaria, rabies, Hepatitis B or C, Dengue Fever, Tetanus, Leptospirosis (Weil's Disease),
Lyme Disease etc. Where diseases present potential risk to fieldworker’s health and safety
they must be considered as part of the risk assessment process.
Additionally dependent upon field trip activities, the season, weather, time to be spent out-ofdoors, etc., the issues of Heat Stroke, Heat Exhaustion and Dehydration or Hypothermia may
need to addressed within the risk assessment process.
In some instances, where activities have been arranged through, or are to be delivered by a
third party, for instance guided tours through industrial/rural sites, provision of
adventure/sports activities, boat trips, etc., checks should be made on the companies
competency, copies should be sought of the third parties risk assessment and Public Liability
Insurance (or similar), particularly for ‘higher risk’ activities and this should form an integral
part of the overall field trip risk assessment.
It should be noted that any unplanned activity, which is undertaken during a field trip, for
instance a change of activity due to bad weather, must be risk assessed before it
commences. This will also include any leisure activities which have been arranged by the
University for staff/students.
The significant findings of each risk assessment, together with the preventive or protective
measures to be taken must be communicated to all persons who will undertake the fieldtrip
work.
In approving the proposed field trip, the relevant Deans of School, Directors of Service must
be satisfied that the Field Trip Leader is competent to lead that particular excursion, is aware
of the legal requirements, that a suitable and sufficient risk assessment has been completed
and that the proposed organisation of the fieldwork meets the University’s Field Trip
Procedure and any local rules.
Where risk assessments are completed several weeks before travel is to commence, they
must be reviewed against the latest travel safety advice from the FCO to ensure the risk
assessment is still current and the safety advice still relevant.
Example issues which may require consideration during the risk assessment process
include:
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specific safety advice given by the FCO / red24;
mode of transport - both to, from and within the country and location being visited;
staff and students ‘fitness’ to undertake the proposed travel / work activity;
suitability / location of accommodation;
specific health related travel issues e.g. jet lag, Deep Vein Thrombosis (DVT), manual
handling, etc and diseases spread by animals, insects and personal contact;
essential and advised immunisation/vaccinations that may be required;
personal safety e.g. accidents, crime, political instability, local customs and laws;
country specific legislation and/or customs;
climate/season e.g. hot/cold/humid extremes, some diseases are also weather/season
dependant;
planned work activities – conference, data gathering, etc. and leisure time activities;
location being visited e.g. urban and rural travel may pose different risks;
lone working issues;
duration of trip - short trips may be of lower risk;
health advice - including food/water hygiene, travellers diarrhoea, risks from local food
and its preparation/handling, contaminated water, soil and airborne organisms;
diseases spread by animals, insects and personal contact and those endemic to
particular geographical areas (e.g. valley fever which is endemic to California).
emergency and contingency arrangements including medical and travel insurance
(including repatriation).
Further information to inform the risk assessment process
The University’s accident and insurance policy through the use of red24 a leading global
security company, gives you access to essential security and health advice for over 230
countries and territories worldwide. The specific information provided by red24 is far more
comprehensive and detailed than that provided by the FCO which may prove vital particularly
with travel to higher risk destinations.
Red24 will also email travellers a security briefing tailored to your travel itinerary when
travelling to a high-risk region, covering the risks, preventative measures and important
contacts you require to help you remain safe while travelling abroad.
Access to Red24 is via: red24 https://www.red24.com/affiliate/aonprotect/ the 4 digit
passcode required is: 7797
Please note: The services of red24 must not be used for the booking of flights,
accommodation, etc., the University’s Travel Office must always be the first point of contact.
Please contact your University Safety, Health & Environment Adviser if you require any
assistance with the risk assessment process. The SHE Section also provides risk
assessment training, dates and booking details are available on the HR website.
Further guidance on fieldwork risk assessments and example templates can be found in
Appendix 3.
i) Staff/Students ‘Fitness’ to undertake fieldwork activities
The University has a duty in relation to the proposed field trip/activity to, ‘so far as reasonably
practicable’, make an assessment of staff and students ‘fitness for work’ and general
capabilities prior to the trip commencing. Assessment is crucial to ensure:
 that any pre-existing health condition or disability is not worsened by a particular field
trip activity;
 that any person with a pre-existing health condition or disability is not disadvantaged
or unable to participate in the field trip or its associated activities where reasonable
adjustments can be made;
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that students have the correct skills and general capabilities for particular field
activities.
To assist in this process a Field Trip Confidential Personal Details Form (Appendix 2) has
been developed which staff and students intending to undertake fieldwork must complete
and return to the Field Trip Leader. The Form contains details of emergency contacts,
medical conditions, current medication, etc. and completion is essential to help inform the
risk assessment process.
The Leader/Supervisor should then appraise the form in relation to the proposed fieldwork
activities to ascertain if a student or member of staff requires reasonable adjustments to be
made (see Section 5.ii below) and whether this needs to be included specifically within the
trip risk assessment.
If there is any doubt as to the significance of a particular health condition or disability in
relation to the general trip, travel or a specific activity, the Leader/Supervisor should seek
advice from either the University’s SHE Section and/or Occupational Health Service.
Further guidance is also available in the University procedure Risk Assessment for Activities
Involving Disabled Staff & Students.
The Leader/Supervisor should ensure that they are familiar with the procedures to be
followed relating to disclosure and the keeping of any personal information about staff or
students in accordance with the University’s Data Protection Code of Practice.
ii) Staff/Students with Disabilities
‘Institutions should ensure that, wherever possible, disabled students have access to
academic and vocational placements including field trips and study abroad’.
(QAA, 2000)
The Special Educational Needs and Disability Act 2001 (SENDA), applies to all the activities
institutions undertake wholly or mainly for students, including field trips. The University has a
legal responsibility towards the student to ensure that discrimination does not take place and
reasonable adjustments are made during the field trip.
Students may feel reticent to reveal a disability for fear of embarrassment or compromising
their field trip place and therefore should always be encouraged to discuss any health or
other related issues with the Trip Leaders/Supervisor, particularly if they would potentially
affect the health, safety and welfare of themselves or others during the normal course of the
trip, or in the event of the unexpected occurring.
Students need to be made aware that sometimes adjustments cannot be made without
disclosure being given (although the University has a duty to take reasonable steps to
encourage students to disclose a disability, students do have the right to confidentiality).
Please Note: Information on a disability should only be used to inform the risk assessment
process and to determine what reasonable adjustments are required.
Not all information about a student’s disability may be relevant to the field trip/work and
therefore it should only be passed on a need-to-know basis in accordance with University
Policy. “Information which is disclosed in confidence to a member of staff will be kept
confidential to that member of staff unless there are risks to health and safety or the
University has a statutory duty to release the information” (UCLan Policy Statement on
Disclosure of Disabilities 2003).
All information must be kept in accordance with the University’s Data Protection Code of
Practice.
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Six web-based guides have been produced by the HEFCE funded 'Learning Support for
Disabled Students Undertaking Fieldwork and Related Activities' project, these include:
1)
Issues in Providing Learning Support for Disabled Students undertaking Fieldwork and
Related Activities.
2)
Providing Learning Support for Students with Mobility Impairments undertaking
Fieldwork and Related Activities.
3)
Providing Learning Support for Blind or Visually Impaired Students undertaking
Fieldwork and Related Activities.
4)
Providing Learning Support for Deaf and Hearing Impaired Students undertaking
Fieldwork and Related Activities.
5)
Providing Learning Support for Students with Hidden Disabilities and Dyslexia
undertaking Fieldwork and Related Activities.
6)
Providing Learning Support for Students with Mental Health Difficulties undertaking
Fieldwork and Related Activities.
Further advice from the University’s Disability Advisory Group on the arrangements for deaf
or disabled students to go on field trips or activities organised off-campus can be found in
Appendix 5.
Further guidance is also available in the University procedure Risk Assessment for Activities
Involving Disabled Staff & Students and advice on disability awareness can be found on the
University’s Disability Advisory Service web site.
iii) COSHH Assessments
COSHH (Control of Substances Hazardous to Health Regulations 2002)
requires employers to control exposure to health from hazardous substances to protect both
employers and others who may be exposed.
The University must be aware of what hazardous substances are used in the workplace or
off-campus by staff and students, the associated risks to health and put in place precautions
and controls. The University must also ensure that staff and students are properly trained
and/or supervised when dealing with hazardous substances.
Any substance of a hazardous nature to be used during a field trip or activity must be
assessed prior to its use and checks made to ensure that it is permissible to take that
chemical into the country being visited or is permitted to be carried on your particular mode
of transport (i.e. aircraft, ferry, road, train, etc).
It is the responsibility of the Field Trip Leader/Supervisor to ensure that the appropriate
controls identified within the assessment are adhered to at all times when using and
disposing of the substance. It is crucial that all those coming into contact with the assessed
substance fully understand the risks from the substance they could be exposed to.
If any hazardous chemicals are to be taken overseas, relevant checks should be made.
Further information on COSHH and an assessment form can be downloaded from the SHE
Section website.
iv) Field Trip/Work Supervision Ratios
Consideration should be given to appropriate staff/student ratios, which will vary according
to:
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the county and specific areas within that country being visited and the likely hazards that
may be encountered;
the risks associated with the type of activities being carried out;
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the nature of the site/environment being visited;
the experience of the group in relation to the activities involved;
the length of the field trip;
the age of the students;
types of foreseeable emergencies.
An inexperienced group of first year students will require a higher level of supervision than
may be appropriate for postgraduate students. The only guidance readily available for the HE
Sector is contained within the CVCP Code of Practice for Safety in Fieldwork (1995), which
advises for inexperienced students in low risk activities and environments (e.g. geological or
botanical specimen collection, or surveying in reasonably rugged countryside in summer) a
minimum ratio of 10:1 (students/staff). Each party however should contain at least 2
Supervisors in case of incapacity.
No specific guidance is given for low risk urban trips e.g. theatres, museums, businesses,
etc. and therefore a common sense approach should be taken.
For extended overseas field trips of mixed gender there should be male and female
Supervisors. The decision for the presence of both male and female Supervisors should be
at the discretion of the Field Trip Leader.
v) LOCATE
The FCO advise all British nationals even for short trips to register with their LOCATE
scheme. The information you provide can then be used by the FCO / local UK embassy in
the country you are visiting to alert you of any relevant travel concerns as well as contact you
in the event of an emergency. The embassy and their crisis staff can then give you better
assistance should a problem arise.
If you are already registered with LOCATE and intend another trip, you can simply, login and
update your LOCATE account and they will let the relevant British embassy know.
6. Insurance
The University holds insurance for standard work-related field trip activities carried out by its
employees and students, the policy documents and procedures can be found on the Travel
Webpage. If you have any concerns as to whether a field trip activity is covered under
University insurance you should contact the Purchasing Office’s insurance helpdesk email:
IHelpdesk@uclan.ac.uk.
7. Training & Information
Deans of School, Directors of Service should ensure that all persons who lead, supervise or
undertake fieldwork are trained in the basic techniques and practices appropriate to the
activities to be undertaken and that they are able to identify and act upon potential hazards
and dangers that may arise. Dependent on the type of trip, activities to be undertaken and
its location, the following areas of training should be considered:
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Manual Handling;
First Aid;
Map and compass reading;
Minibus driving (MIDAS);
Specialised equipment e.g. climbing equipment;
Handling and use of hazardous chemicals;
Survival/rescue techniques;
Likely impact on the local environment;
Disability awareness, including making reasonable adjustments.
i) Information for Students
It is the responsibility of the Trip Leader to ensure detailed advance information is given to
students attending any field trip. Briefing sessions are recommended before commencement
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of the trip and it is at such sessions that the Leader/Supervisor can reinforce the expected
standard of student conduct and pertinent health and safety information (if applicable) e.g.
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dates and times of departure/return;
reasons for completing Confidential Personal Details Form;
transport, catering and accommodation arrangements;
types of activities to be undertaken;
safety, health, and environmental policies and procedures;
significant findings of field trip/activity/COSHH risk assessment;
essential safety equipment;
student responsibilities, code of conduct, leisure time, smoking and alcohol rules;
first aid information;
recommended immunisation;
personal needs list including clothing, footwear, etc;
potential impacts on the environment.
health advice - including food/water hygiene, travellers diarrhoea, risks from local food
and its preparation/handling, contaminated water, soil and airborne organisms;
diseases spread by animals, insects and personal contact and those endemic to
particular geographical areas (e.g. valley fever which is endemic to California).
emergency and contingency arrangements including medical and travel insurance
(including repatriation).
8. Transport
Specific University procedures for hiring vehicles, approved contractors, rail ticket purchase,
etc. can be found on the Travel Office web site. Whenever practical minimise the carbon
emissions associated with the travel by following the University’s sustainable travel heirachy.
i) Private Coach
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You should use a reputable and recommended coach hire company;
Where possible coaches should only be used where seatbelts are available for all
passengers. Leaders/Supervisors must ensure these are worn at all appropriate times.
ii) Hired / University Vehicles (<9 seats)
All University staff are covered under the University's group insurance policy providing the
following details are complied with:
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the driver has a valid driving licence, and has not previously been excluded from driving;
drivers hiring a car must be aged 21 years of age or older;
If a driver holds more than three points on their licence contact the Purchasing Office for
further advice;
in the event of an insurance claim, the policy excess will be borne by the relevant
school/service;
vehicles hired on behalf of the University should not be used for personal transport by
the individual other than transfer between the University site and home;
Please note: hired or University vehicles taken overseas will require additional paperwork
to be taken, further advice is available here.
iii) Minibuses – University / Hired
A minibus is defined as a vehicle (small bus) "constructed or adapted to carry 9 to 16
passengers excluding the driver". Field Trip Leaders/Supervisors must ensure minibuses are
hired and used in accordance with the University Procedure for the Safe Use of Minibuses.
This procedure also contains specific guidance for taking/driving minibuses overseas.
Please Note: If you hire any vehicle overseas you must conduct a pre-trip check of the
vehicle (whether your own or hired) including current road tax, tyres, lights brakes,
windscreen wash and wipers function correctly – ensure defects are rectified before
travelling. The trip must not commence if staff have concerns about vehicle safety.
Page 12 of 38
iv) Notification of Schedules and Attendance
Along with an attendance list a detailed schedule must also be provided for all overseas field
trips together with, mobile telephone contact details, full contact details of the residential
accommodation, the date and time of departure and the expected time of return. Where
vehicles are to be driven from the UK to overseas destinations a detailed route plan should
also be provided.
In higher risk situations, for example in remote locations, additional details including map grid
references may be necessary. This should be prepared by the Trip Leader and filed with the
school/service office prior to departure.
9. Immunisation/Vaccination and General Health Advice
All staff and students intending to travel overseas are advised to have a medical and dental
check-up before travelling. Where necessary, advice on the need for immunisation and other
health related issues must be sought in advance of travel commencing.
The University’s Occupational Health provider (ext 2336) can offer staff advice on the
requirement for vaccinations to the specific country being visited and provide a vaccination
programme.
Students must be advised to contact their own GP or the Student Medical Centre for similar
advice and provision of vaccinations
Additionally the NHS through its Fitfortravel website issues guidance on the immunisation
requirements for various countries. You should be aware that certain vaccinations are
mandatory for entry into some countries and ensure you keep a record of all mandatory
vaccinations when travelling.
The NHS also provides advice and guidance on the level of health care you are entitled to
overseas on its Health Care Abroad website.
10. Pre-existing Medical Conditions and Medication
If staff or students have any medical needs, the chosen airline may ask them to complete an
Incapacitated Passengers Handling Advice (INCAD) form and/or a Medical Information Form
(MEDIF). These are standard forms used by many airlines to help them organise any
assistance or equipment the traveller may need during their journey and to decide whether
they are fit to fly.
Travellers can fill in the INCAD form themselves, but the MEDIF form must be completed by
their doctor. Most travellers do not have to fill in the MEDIF form, or apply for medical
clearance to fly, including people who have stable, long-term disabilities and medical
conditions.
Staff/students should contact the airline and discuss their condition with them, even if their
doctor says they are fit to fly, as different airlines have different policies about carrying
disabled passengers and people with medical conditions. The airline will be able to give them
any forms they require to be completed.
Further information is available from DirectGov - Airport and airline services for disabled
travellers website.
i) Existing Medication
Ensure staff/students keep a written record on their person of any medical condition affecting
them and the proper names – not just the trade names – of any medication they are taking.
If persons need prescribed medication for a health condition, they should talk to their doctor
Page 13 of 38
or practice nurse about their travel plans as they can tell them if they need to make any
special arrangements.
They may need to check the rules for all the countries being visited, including countries that
they are just passing through. Different countries have different rules and regulations about:


The types of medicine they allow to be taken into the country, and
The maximum quantity that may be taken in.
Some medicines available over the counter in the UK may be controlled in other countries
and vice versa. Countries such as India, Pakistan, Japan and Turkey have lists of medicines
that they will not allow into the country. Contact the embassy of the country you’re visiting for
advice. The UK FCO website has a full list of foreign embassies in the UK.
Further information and advice on taking medicines overseas can be found on the NHS
website.
ii) Reducing the Risk of Deep Vein Thrombosis (DVT) During Travel
Prolonged immobility on long journeys, whether by plane, train or car, can lead to 'Deep Vein
Thrombosis' (DVT) - a blood clot in the leg. To help reduce the risk, move your feet around,
or get up and walk around regularly if you can and avoid dehydration by taking regular nonalcoholic drinks.
Further information can be found in the University Procedural Guidance on Travel Related
Deep Vein Thrombosis (DVT).
11. Equipment
All equipment provided by the University for field trips must be suitable for the conditions and
for the activity for which they are to be used and be well maintained by a competent person
with appropriate records kept. Equipment must be carefully checked prior to commencement
of the field activity and additionally adequate visual safety inspections must be performed
before every period of use.
The Field Trip Leader/Supervisor must ensure prior to commencement of the field activity
that participants are given appropriate information concerning any equipment and clothing
necessary for health and safety. The choice and use of appropriate equipment is one of the
most important aspects of field trip safety, the following should be borne in mind:





equipment must be suitable for its intended use and prevailing conditions;
equipment must be checked and tested before use and at appropriate predetermined
intervals during use;
programmes of inspections must be drawn up and carried out by ‘competent persons’;
reduced voltage should be used outdoors with earth leakage/residual current protection
where practicable (e.g. 110 volts, battery, RCD);
if equipment is hired confirmation must be sought that it meets all appropriate standards,
has been properly maintained and where appropriate instruction in its use given.
Further information on the provision of work equipment can be found on the SHE Section
website.
i) Personal Protective Equipment (PPE)
PPE is defined as ‘all equipment (including clothing affording protection against the weather)
which is intended to be worn or held by a person at work and which protects him against one
or more risks to health or safety’. Waterproof or weatherproof clothing is subject to the
Regulations only if its use is necessary to protect employees against adverse climatic
conditions that could otherwise adversely affect their health and safety.
Page 14 of 38
The requirement for PPE should be identified as an integral element of the risk assessment
process and should include the following considerations:
Example Hazard
Risk of falling or striking objects
Using tools, chemicals etc.
Noise from machinery etc.
Dusts, toxic, vapours etc.
Sharp objects, chemicals, cold conditions etc.
Risk of foot injury,
Cold/wet conditions
Remote areas, traffic etc.
Cold/wet conditions, drowning
Risk of splashing
Sun burn
Protective Item
Safety helmets
Eye/face protection
Ear defenders
Respiratory protection
Gloves
Foot protection
Warm/weatherproof clothing
High visibility clothing
Wet suits and life jackets
Aprons
Hats, sun cream (SPF >15)
Staff and students must be informed of the requirement for protective clothing prior to the
commencement of the field trip. It is the responsibility of the Field Trip Leader/Supervisor to
ensure that where protective clothing is required it is worn, where the lack of, or refusal to
wear, protective clothing endangers the health and safety of that person or anyone else, then
that person must be excluded from the field work activity immediately.
Further information on PPE can be found on the SHE Section website.
12. Emergency Actions
The Field Trip Leader is responsible for developing emergency procedures consistent with
the hazards identified, the assessed level of risk and the remoteness of the location identified
as a result of the risk assessment process. A coherent plan of action should be drawn up to
deal with each situation highlighted and the following points should be actively considered:

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
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


provision of suitable emergency equipment (e.g. first aid kits, firefighting equipment, tent,
spill kits, etc.);
means of summoning aid (e.g. mobile phones, whistles etc.);
evacuation procedures from premises or residential accommodation;
liaison with police and other emergency services;
correct treatment of casualties and equipment (e.g. first aiders, decontamination /
cleaning of equipment etc.);
ensuring one accident does not produce another (e.g. withdraw staff/students to a safe
place as conditions may be dangerous or may deteriorate);
warning others of dangers if they exist.
It is essential to ensure that all members of the trip are made fully aware of the
emergency arrangements.
i) First Aid
It is recommended for field trips in remote locations where medical assistance is not readily
available that at least one Field Trip Leader or Supervisor be ‘First Aid at Work’ trained (3
day course) and one member of the party be Emergency First Aid trained (one day course).
Field Trip Leaders should also consider whether specialised ‘Expedition First Aid’ training is
also required in these situations.
For low risk, short duration urban-based field trips/activities where ambulances and medical
aid are readily available first aid cover may not be necessary. However you may want to
consider having one Field Trip Leader or Supervisor trained in Emergency First Aid.
ii) Emergency Medical First Aid Kits
The University’s Occupational Health provider can loan out emergency medical first aid kits
to travellers. Please contact the Occupational Health on Ext: 2336 for further details.
Page 15 of 38
Further information on First Aid can be found on the SHE Section website.
13. Accident Reporting
All accidents/incidents of ANY kind while you are at work (including travelling as part of your
work activity) MUST be reported on the University’s Accident Report Form HS3/4. Forms
should be available from your School or Service office or can be downloaded from the SHE
Section website.
Serious incidents must also be reported immediately to the University SHE Section by
telephone on (+44) (01772 89) 2067. Additionally in the event of a serious injury or fatality
the following University services must also be notified:

Human Resources: (+44) (01772 89) 2324

Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff in all
areas of the University: (+44) (01772 89) 2068
Environmental incidents should be reported using FMENVREC040 Report of Environmental
Incident/Near-Miss/Nonconformity.
14. Lone Working
Whenever possible lone working in the field particularly overseas should be avoided.
However, it is recognised that in some situations it is not reasonably practicable to avoid lone
working but this should be justified as part of the risk assessment process. Particular care
should therefore be taken to establish safe procedures with respect to the working
environment, with the lone worker involved directly in the risk assessment process, further
information on lone working is available on the SHE Section website.
Only persons authorised by the Field Trip Leader or Fieldwork Supervisor may undertake
fieldwork on their own. Where staff/students will be working unaccompanied/out of
sight/earshot, then this must be justified and any additional precautions specified. Clear
guidelines for the type of activities that the lone worker may carry out should be given.
The Fieldwork Supervisor is responsible for the lone worker and should know the lone
worker's location and schedule. Effective communication with lone workers is crucial and the
use of mobile telephones should be considered an essential element.
Lone workers must complete a Notification of Route and Schedule plan (Section 7. vi.) and
during each day they should, if practicable, phone in at least once to the school/service office
indicating their location and their individual locations as the day progresses. The frequency
and nature of monitoring/reporting on lone workers depends on the nature of the work and
should be defined prior to commencement of the fieldwork.
The lone worker must inform their Fieldwork Supervisor of any changes they may wish to
make to the programme of work and any proposed changes must be subjected to further risk
assessment before being implemented.
In remote rural environments a first aid kit, watch, map and compass should be carried, as
should sufficient water and food unless this is available in the field. Lone workers must
always obtain weather forecasts and, where appropriate, tide level information.
Lone workers are particularly at risk from deteriorating weather conditions; they must have
adequate weatherproof clothing to avoid the risk of hypothermia or frostbite. On visits to
remote regions the fieldworker may need to be provided with navigational equipment (where
permitted), such as Global Positioning System (GPS) units.
Page 16 of 38
15. Non-University Staff
The University recognises that non-UCLan staff are often invited on and participate in field
activities, e.g. guest speakers, guides etc. The relevant Deans of School, Directors of
Service and the Field Trip Leader/Supervisor must ensure that non-UCLan staff are made
aware of all relevant University procedures and their responsibilities. The names of nonUCLan staff involved in field activities must be included in documentation relating to the
activity.
Please note: non-UCLan staff involved in field activities owe a duty of care to students and
other staff members and must be competent in the activities they are undertaking / leading /
supervising.
16. Permission from Landowners and Others
Permission from relevant persons may be required to enter certain areas such as nature
reserves, construction sites, reservoirs, landfill sites etc. Where ever possible this should
always be sought in advance of the visit commencing. Additionally, such areas are likely to
have their own local procedures for managing health and safety, these rules must be
disseminated to all members of the field trip and they should be strictly followed at all times.
Please note: Land/premise owners may request that an indemnity is provided in relation to
the visit. The University’s insurers have advised that if any document has to be signed in
order to permit a visit then this must be referred to Financial Services – Purchasing Office for
comment.
Please be aware that in many countries you should not take photographs or make notes near
borders, military or other official installations including government buildings and travellers
should generally seek permission before photographing individuals.
Areas that require specific permission to be entered should not be entered unless that
permission has been granted.
17. Leisure Activities and Leisure Time
There is some uncertainty concerning the University's responsibility for off-campus leisure
activities. In general, it should be assumed that whenever activities are organised or led by a
member of University staff, they should be treated as fieldwork for safety and insurance
purposes.
There is considerable potential for accidents to occur during leisure time on field trips.
Leaders and/or Supervisors must ensure that all those involved in field trips are aware of the
standard of behaviour expected of them and are considered representatives of UCLan. This
applies to periods of transportation, leisure time as well as during work activity.
All persons involved in field activities have a responsibility to ensure that they are not,
through the consumption of alcohol or drugs, in such a condition as to endanger their own
safety or the safety of others.
It is advised that research be undertaken in advance to ensure that staff/students do not
inadvertently go out in the evening to areas that may be deemed risky in regards to personal
safety and that if staff /students are going out to unfamiliar areas, that they take the contact
details of the residential accommodation with them, including a translated version so that this
can be given to taxi drivers where necessary.
Additionally always carry with you the telephone numbers of the nearest British Embassy or
consulate for the country/area to be visited (listed on the FCO web site).
Students should be issued with a written code of conduct before the field trip begins,
reminding them of their responsibilities to the University, staff and fellow students (an
example code of conduct can be found in Appendix 2. It is advised that this type of
Page 17 of 38
information is carefully explained to students and that a dated signature is received indicating
that the student has read and understood the salient points.
18. Personal Safety
Field trips can present their own set of personal safety issues, which must be considered as
part of the risk assessment process. Staff/students could find themselves in unfamiliar
locations in either remote or urban areas, unaware of local crime rates/incidents (theft,
vandalism, violent crime etc.) which may put their personal safety at greater risk than if they
were working in areas they are familiar with. This is particularly applicable to lone workers or
to those who may be especially vulnerable on account of their age, gender or physical
condition.
It is essential therefore that Field Trip Leaders/Supervisors consider carefully potential
personal safety issues and introduce where necessary appropriate precautions, if required in
consultation with relevant persons such as the police, community / social workers etc.
Preventative measures could include the following:

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




pre-visit appointments and checks;
no lone working - making visits in pairs or with companion in earshot;
radios or mobile phones;
personal alarms;
monitoring and reporting systems;
training in interpersonal communication skills;
regular, planned reporting back;
To help ensure all field trip issues have been covered a Health and Safety Field trip Checklist
can be found in Appendix 1.
19. General Personal Safety Advice from the FCO for Travellers Abroad
i) General


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
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
Keep abreast of the local and regional political scene in the media;
Try to avoid potentially risky situations - think about what you are doing at all times and
trust your instincts. It is easy to let your guard slip when you are away from home. Try to
be as careful as you would be at home;
Act confidently. Plan your itinerary so you know where you are going and what you are
doing. Try to avoid looking lost or confused, avoid unlit streets at night and vary your
route if making regular journeys;
Report daily to a University contact;
Be wary of new ‘friends’, don’t tell strangers where you are staying or give out too many
details about your travel plans;
Be aware that in many countries you should not take photographs or make notes near
borders, military or other official installations including government buildings and
travellers should generally seek permission before photographing individuals;
Mobile phones should be checked with the network provider for compatible operation
before departure and ‘roaming’ enabled if available. Programme in useful numbers such
as the local police, the British Embassy or Consulate and a trustworthy taxi company;
Always carry with you the telephone numbers of the nearest British Embassy or
consulate for the country/area to be visited (listed on the FCO web site).
ii) Passports and Travel Documents



Ensure you have a valid passport (minimum of six months at return date) and any
necessary visas;
Write the full details of your next of kin in your passport;
Keep your passport in the hotel safe and carry a photocopy with you at all times.
Additionally leave a copy at home and/or with your school/service office;
Page 18 of 38
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
Take another form of ID with you (preferably with a photograph);
Always keep your travel tickets and other important documents in a safe place;
Note: some countries require you to carry a valid form of ID with you at all times.
iii) Accommodation

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
Avoid ground floor rooms;
Never leave your key where someone can note your room number;
Do not leave your window open, especially if your room is on the ground floor or has a
balcony;
Remember to lock your room door even when you are inside the room;
Never open your room door to anyone without checking with reception first that they are
genuine;
Recommend that if you intend to take any electrical appliances with you, that you obtain
suitable adapters for the local voltage to ensure that they can be used safely.
iv) Transport

Where possible, for higher-risk countries or where recommended by the FCO, organise a
named contact to meet you at the airport;
v) Taxis

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
Keep the phone number of a trustworthy taxi or minicab company with you at all times.
(Hotels and tour companies can normally give you details of such);
If possible book taxis through the hotel, the drivers name and approximate fare should be
verified beforehand;
Always keep some money for phone calls and a taxi journey home from your destination
separate from the spending money you take out with you;
If you are in a vehicle and you feel threatened, firmly ask the driver to stop and try to get
out in a busy public place. If the driver refuses to stop, try alerting other drivers by
shouting or waving out of the window.
vi) Driving Abroad
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Never drink and drive;
Ensure you understand the driving laws, licence requirements and driving conditions
specific to the country you are visiting;
Make sure your UK driving licence is current and valid. Some countries require you to
hold an International Driving Permit (IDP) with your UK licence;
If you are staying for an extended period of time check what the driving licence
requirements are;
Be aware that in many countries there are on-the-spot fines for traffic offences exceptions are not made for foreigners;
Please note students are not insured to drive hired vehicles overseas, further information
should be sought from the Purchasing Office’s insurance helpdesk email:
IHelpdesk@uclan.ac.uk.
vii) Money & Credit Cards



Use a money belt or secure inside pocket. Only carry the minimum amount of cash that
you need for the day;
Never leave large amounts of cash in your room (unless in a room safe), always use the
main hotel safe / safety deposit box where possible;
Check local restriction on the use of credit cards. Don't carry all of them with you – leave
at least one in the hotel safe. If you lose or have your credit card stolen cancel it
immediately by phoning the relevant 24-hour emergency number;
Page 19 of 38



Change money in banks or legal foreign exchange dealers. It may be illegal to change
money with unauthorised persons and you run the risk of receiving fake currency and
arrest;
Keep all exchange receipts, as you may have to prove you obtained your local currency
legally;
Consider carrying ‘universal’ currency such as US dollars up to the value of
approximately £50 for emergencies.
viii) Theft

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Leave your valuables and spare cash in the hotel safe or other secure place;
Consider carrying two wallets, one should be prepared as a ‘dummy’ to be thrown down
if threatened. It should contain around US $50, some local currency, a few old receipts,
expired credit cards and a few UK notes;
Never resist violent theft;
If your money, passport or anything else is stolen report it immediately to the local police;
Obtain a police statement about the loss: you will need to claim on the University’s
insurance policy;
Phone your bank at home to transfer money or to cancel your credit card using the
relevant 24-hour emergency number;
Do not flaunt your (relative) wealth.
ix) Cultural Awareness
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Get a good guidebook, this will tell you about the country you are visiting and help inform
you about local laws, customs and culture;
Take a phrase book and try speaking the local language;
Respect local customs and dress codes, particularly if visiting religious sites, markets
and rural communities - think about what you wear and how you fit in;
Particular care should be taken not to offend Islamic codes of dress and behaviour with
regard to sexual relations, alcohol and drugs;
Be discreet about your views on cultural differences;
Always ask an individual’s permission before you take a photograph and respect their
reply. In some cultures you should not attempt to photograph women;
Do not haggle too aggressively. In most countries where haggling is the norm, it is done
with good humour and not for too long. Although prices are usually inflated for tourists,
it’s also important to remember that the discount you are haggling over could be a few
pence for you but a significant means of income for a seller;
It is always best to err on the side of caution. Behaviour that would be regarded as
innocuous elsewhere can lead to serious trouble.
x) Going out
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Always tell someone where you are going and when you expect to return;
Be aware of “no-go” areas and avoid them;
Make sure you know the address and phone number of where you are staying and how
to get back;
Stay aware of what is going on around you and keep away from situations where you do
not feel comfortable;
Be aware that alcohol can lead to you being less alert, less in control and less aware of
your environment;
If you are going to drink alcohol, know your limit. Remember that drinks served in bars
overseas are often stronger than those in the UK;
Be cautious of people who ignore your personal space, do not listen to you, and make
you feel guilty if you resist their advances or appear to be very drunk.
Page 20 of 38
xi) If you feel threatened
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Stay calm, and try to be firm and direct;
Remember that you always have the right to say ‘no’ at any point. Never feel that you
have to go further than you feel comfortable with;
If you feel pressured, get out of the situation. Never assume that it won’t happen to you;
Get away from the person you are with and go to a safe place;
If you feel uncomfortable or in danger, do not be afraid to draw attention to yourself.
Shout, make a fuss and make people aware that you feel threatened;
xii) Food Safety
Wherever you travel overseas be careful of what you eat and drink, food and water may be
contaminated in a variety of ways. Traveller’s diarrhoea, as well as diseases such as
cholera, typhoid and hepatitis A can all be caught from contaminated food and water, but
they can also largely be avoided by simple precautions.
xiii) Personal Hygiene
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Always wash your hands after going to the lavatory, before handling food and before
eating;
If you have any doubts about the water available for drinking, washing food or cleaning
teeth, boil it, sterilise it with disinfectant tablets or use bottled water - preferably
carbonated with gas - in sealed containers;
Avoid ice unless you are sure it is made from treated and chlorinated water. This
includes ice used to keep food cool as well as ice in drinks;
It is usually safe to drink hot tea or coffee, wine, beer, carbonated water and soft drinks,
and packaged or bottled fruit juices;
Eat freshly cooked food which is thoroughly cooked and still piping hot;
Avoid food which has been kept “warm”;
Avoid uncooked food, unless you can peel or shell it yourself;
Avoid food likely to have been exposed to flies;
Avoid ice cream from unreliable sources, such as kiosks or itinerant traders;
Avoid - or boil - unpasteurised milk;
Fish and shellfish can be suspect in some countries, uncooked shellfish, such as oysters,
are a particular hazard.
SHE Section
August 2012
Page 21 of 38
20. References/ Useful Contacts
AonProtect Personal Accident & Travel Assistance – red24
https://www.red24.com/affiliate/aonprotect/ – 4 digit passcode is 7797
CVCP. (1995). Code of Practice for Fieldwork. CVCP. London.
DfES. (1998/2002) Health and Safety of Pupils on Educational Visits: A Good Practice Guide
The Field Studies Council (FSC)
Health & Safety Executive
Outward Bound International
The Royal Society for the Prevention of Accidents (ROSPA)
Issues in Providing Learning Support for Disabled Students undertaking Fieldwork and
Related Activities.
Providing Learning Support for Students with Mobility Impairments undertaking Fieldwork
and Related Activities.
Providing Learning Support for Blind or Visually Impaired Students undertaking Fieldwork
and Related Activities.
Providing Learning Support for d/Deaf and Hearing-impaired Students undertaking Fieldwork
and Related Activities.
Providing Learning Support for Students with Hidden Disabilities and Dyslexia undertaking
Fieldwork and Related Activities.
Providing Learning Support for Students with Mental Health Difficulties undertaking Fieldwork
and Related Activities.
Department of Health. Health Advice for Travellers:
University Health, Safety & Environment Section:
University Travel Office:
University Sustainable Travel website:
University Virtual Conferencing Platforms
Foreign and Commonwealth Travel Site:
FCO LOCATE Scheme:
World Health Organisation:
Health & Safety Executive (HSE):
TravelHealth Advice (detailed advice on various travel related issues):
NHS Fit to Travel:
NHS Taking medicines overseas:
DirectGov - Airport and airline services for disabled travellers
Page 22 of 38
21. Appendices
Page 23 of 38
Appendix 1.
Overseas Health and Safety Field Work Checklist
Module:…………………………………………………………………………………………………
Field Work Location:…………………………………………………………………………………
Date / Time Leaving:…………………… Date / Time Return:…………………………………..
Field Trip Leader:…………………………………………………………………………….............
Field Trip Supervisors:………………………………………………………………………............
…………………………………………………………………………………………………...............
…………………………………………………………………………………………………...............
Number of Students:…………
Issues
Yes
a) Have you checked the FCO website / AonProtect

Personal Accident & Travel Assistance website for
relevant travel advice on the country you are

visiting?
No




a) Any necessary/advised vaccinations you may
require?


b) Personal health needs, if applicable, e.g.


climatic extremes?
allergies?
mobility issues?
medications?
special dietary requirements?
long haul flights?
contact with venomous, poisoness or
aggressive animal or any plant that may
pose health risk?
Has a risk assessment been completed covering
travel and all fieldwork activities?
a) Have Personal Confidential Details Forms been
completed?
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b) Have any relevant pre-existing
conditions or disabilities been declared?
medical


C) If yes have any issues been included within the
risk assessment?
a) Do you have a copy of the University’s travel
insurance and medical emergency numbers?

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
b) Are there any travel restrictions to the country
you are visiting?
C) Do the FCO / AonProtect identify any major
concerns with travel to this country?
Has advice been sought on:

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b) Do you understand what the insurance covers?
c) Do you know whom to contact to receive
medical, legal, consular, local, and assistance
Page 24 of 38
Comments
while abroad?
d) Have emergency procedures / contact lists been

drawn up?
Issues
Yes
a) Will a University vehicle be taken overseas?


No

b) Will a vehicle be hired overseas and driven by a
member of staff?


c) Has a check been made on driving license,
insurance, paperwork requirements been made?


d) Are you aware of driving patterns in that
country?


e) If a vehicle/driver is being hired through a third
party overseas will checks be made on vehicle/s
road worthiness, not overloaded etc.
a) Are all Field trip Supervisors aware of their
responsibilities?






c) Are adequate supervision ratios in place?
Copy of schedule of activities, locations, contact
details, attendance list to be lodged with the
school/service office?
a) Will any equipment be taken/used overseas?






b) Has it been checked? (Use separate equipment
checklist if appropriate.)




















b) Are Leaders / Supervisors suitably trained?
c) Have users been trained in its use?
a) Will any personal protective equipment be
required?
b) Have staff/students been made aware of this?
a) Is there adequate first aid cover available?
b) Are portable first aid kits available and fully
stocked?
Has any lone working been assessed and control
measures put in place?
Has permission of landowners/premises been
given?
a) Have all staff/students been advised of all
fieldwork health and safety requirements, including
personal safety issues and associated risks?
b) Students made aware of their personal
responsibilities (code of conduct)?
Comments
Comments:
Signed:…………………………………………………………………………………
Position:……………………………………………………………………………….
Date:……………………………………………………………………………………
Page 25 of 38
Appendix 2
Field Trip Student Code of Conduct
As a student taking part in fieldwork you are considered to be representatives of the
University of Central Lancashire and as such are asked to observe sensible standards of
behaviour at all times. You should have consideration for others particularly in hotels and
other residential accommodation, you must always act in a manner that does not jeopardise
either your own, a fellow colleagues or member of the public’s health, safety and welfare.
You are specifically instructed to:

obey all safety instructions given by Field Trip Leaders and/or Supervisors. Anyone not
conforming to the standards required may be dismissed from the field course;

stay with the party, except by clear arrangement with the Field Trip Leaders and/or
Supervisors. Always assemble where instructed in order to receive specific instructions
regarding likely hazards;

always report any personal injury, illness, near-miss or dangerous occurrence;

wear suitable clothing and footwear for the type of weather and terrain likely to be
encountered and the activity to be undertaken as identified by the Field Trip Leader /
Supervisor;

wear all personal protective equipment identified by the Field Trip Leader / Supervisor;

take special care of traffic at all times;

you are generally encouraged not to smoke unless at rest periods. There is a strict No
Smoking Policy in all University/Hired vehicles. You must take great care to extinguish
butts;

do not leave litter;

do not disturb the environment more than is absolutely necessary;

do not cause unnecessary nuisance (i.e. noise) to local residents.

avoid touching any machinery or equipment other than when instructed to do so by the
Field Trip Leader/Supervisor;

working on motorways and railway cuttings is strictly forbidden, unless special permission
has been obtained;

avoid the edges of cliffs, quarries, and other steep or sheer faces, particularly in windy
conditions;

do not climb cliffs, rock faces or crags, unless this has been approved as an essential
part of the work;

you have a responsibility to ensure that you are not, through the consumption of alcohol
or a drug, in such a condition as to endanger your own or others safety.
Remember: As part of your department’s responsibility to ensure safe working
practice in the field, Trip Leaders/Supervisors have the power to exclude any student
from a given activity/trip where, in their judgement, that students participation may
harm themselves or endanger other members of the party.
Page 26 of 38
Appendix 3.
Risk Assessment Guidance
Example hazards relevant to field trip/work activity:

Physical hazards - difficulties with the location e.g., cliffs, caves, mines, forests, roadside, extreme weather conditions, tides and currents;

Biological hazards – venomous, lively or aggressive animals, plants, pathogenic micro-organisms;

Chemical hazards – pesticides, dusts, chemicals brought onto site i.e., sample reagents, contaminated land;

Man made hazards – vehicles, electrical or mechanical equipment, diesel generators, power lines and service pipelines, insecure buildings, slurry
and silage pits, military activity, civil disorder;

Hazards to environment – waste minimisation, disturbance of eco-systems, pollution,

Personal safety – lone-working, procedures for summoning assistance, etc., risk of attack, routine communication, emergency communication;
Example Hazards/Risks/Control Measures
Working
area:
in
an
isolated 







Leave details of the field site, work schedule and contact detail with colleagues and/or school/service office prior
to any trip;
Specify dates and times of departure and return;
Where possible carry a radio or mobile phone;
Avoid lone working.
Consult daily weather forecast for the area before setting out;
Wear clothing suitable for the expected weather conditions, be prepared for sudden changes and where possible
take addition clothing;
Use sun protection cream;
Drink plenty of fluids in hot weather – (recommended 3 litres per day in hot weather). Alcohol enhances
dehydration.
Wear footwear suitable for the conditions;
Plan the routes where possible to avoid the most uneven ground;
Avoid working in poor light conditions.
Read risk assessment associated with specific equipment;
Seek proper training in use of equipment;
Inspect equipment carefully before use;
Do not use equipment if found to be defective or dangerous, report it immediately to Trip Leader/supervisor.

Maintain good posture when lifting or lowering equipment;
Risk – problem in summoning 

help when in difficulty.
Weather:
Risk - variable
conditions.
weather
Terrain:
Risk - slips, trips and falls.
Equipment: Incorrect
use/failure of equipment
Risk - personal injury, injury
to others.
Manual Handling:





Page 27 of 38
Loading/unloading
vehicles, moving/using
equipment
Risk - injury due to poor lifting
techniques.
Field Boundaries - electric
and barbed wire fences;
hedges
Risk - minor electric shock,
cuts and abrasions.
Lone Working:
Risk – difficulty in summoning
help when in difficulty;
Risk – attack / abuse.
Dealing
with
People:
Visiting domestic premises
Risk – personal attack /
abuse.
Accidents:
Risk - personal injury.
Getting lost:
Risk - personal injury.
Working
roads:
beside
major





Avoid twisting or bending to reduce the chance of back injury;
Wear protective gloves to reduce the risk of damage to hands;
Do not single-handedly attempt to lift anything that is “too heavy”;
Be aware of awkward shaped loads and unevenly balanced loads;
Manual handling training;


If working close to fences etc. avoid working with your back to the fence, in case you back into it;
Do not climb over fences - use gates or stiles




Where possible work, as a minimum, in pairs;
Where possible carry a radio or mobile phone;
Carry a personal alarm;
Instigate a "check-in" system with a colleague or supervisor - Phone in at regular intervals. If you do not phone or
return at a certain time arrange for suitable action to be taken;
Do not carry valuables or large sums of money unless you need to
Trust your intuition - If you feel scared or uneasy, do not ignore it.
Do not enter the house if the appropriate person is not available;
If the person is drunk or aggressive, do not enter;
Ensure you can get out quickly if necessary;
Where possible work, as a minimum, in pairs;
Instigate a "check-in" system with a colleague or supervisor.
Staff trained in First Aid provision of First Aid kit
Be aware of where medical Supplies or treatment can be bought or received if there is an accident
Have plans of action and be aware of where help can be sought should an accident occur in a remote location.
Remember that it is essential to fill out an accident report and return it to the SHE Section
Study maps of the area before setting out;
Plan your route carefully. Ensure you know of a second route should the first be impassable;
Ensure you have a means of raising alarm if you are lost.
Wear brightly coloured, conspicuous Hi-Viz clothing;
Avoid having your back towards the traffic flow.
















Risk - personal injury, injury
to others.
Working with soil:

Ensure tetanus immunisation is up to date;
Page 28 of 38
Risk - agrochemicals, microorganisms, sharp objects etc.
Risk of tetanus, cuts and
absorption of chemicals.
Working with Plants:
Risk – agrochemicals, microorganisms on plants, plant
poisons.
Working in / near water:
Risk - microbiological
infection from water e.g.
Weil’s disease, Hepatitis A
etc.
Risk – slips, trips, falls,
personal injury.
Crop spraying:


Wear protective gloves;
Clean hands frequently, especially before eating, smoking etc, - preferably use antiseptic medical wipes.



Wear protective gloves when handling plant material;
Do not eat any plants as they may carry parasites or they may be poisonous;
Clean hands frequently, especially before eating - preferably use antiseptic medical wipes.








Hepatitis A vaccination is recommended;
Ensure waterproof protective gloves are worn;
Clean hands frequently, especially before eating - preferably use antiseptic medical wipes.
Use a pole to probe ahead to assess the stability of shoreline terrain;
Take special care on slippery rocks around lake shores and river banks;
Always look ahead at ground when walking around the water's edge;
When sampling in flowing water environments, be careful of slippery or steep banks and fast currents. If the
current is fast or the water looks deeper than knee height, do not enter the water. If you must enter the water, a
rope should be tied around your waist and secured to the bank.
Seek information from land owner as to when crop spraying is likely and when entry to field will be safe. Do not
enter fields until safe to do so;
Avoid pools and puddles which may contain chemicals;
Ensure waterproof protective gloves are worn;
Clean hands frequently, especially before eating, smoking etc, - preferably use antiseptic medical wipes.



If aware of an allergy, carry any necessary medication;
Be aware that some forms of anti-histamine can cause drowsiness;
If affected do not continue with fieldwork.

Risk of poisoning through
ingestion and absorption of 

agrochemicals
Allergies:
Risk - Allergic reactions
causing discomfort, severe
cases anaphylactic shock.
Remember it is imperative to detail arrangements specific to the fieldwork in question that are not covered above. This may include special training
requirements, specialist equipment or clothing, or immunisation/vaccination. You must monitor both existing and any new controls you have identified
to ensure that they are effective and implemented correctly.
Page 29 of 38
Example overseas field trip risk assessment template
RISK ASSESSMENT FORM
TEMPLATE ONLY – PLEASE EDIT FOR EACH SPECIFIC TRIP.
Risk Assessment For
Assessment Undertaken By
Assessment Reviewed
Service / School:
Name:
Name:
Location of Activity:
[insert location, country]
Activity: Overseas Travel to (insert location,
country describe fully the activities to be
undertaken)
REF:
Date:
Date:
Signed by Dean of School / Director of
Service or their nominee:
This section to be used if this risk assessment is
to be used for further identical trips
Date:
Note: Not all of the hazards or controls listed below will be relevant to intended travel - delete as appropriate
List significant hazards
here:
List groups of
people at risk:
List existing controls, or refer to safety procedures etc.
For risks, which are not
adequately controlled, list
actions needed.
Personal
‘fitness’
to
travel – disabilities, preexisting
medical
conditions,
country
specific diseases, etc
(e.g. Malaria, Typhoid,
Hepatitis A, Diphtheria,
Yellow Fever).
Persons name
Procedural Guidance for H&S During Overseas Travel
Ensure staff receive required
vaccinations
and
health
surveillance as appropriate via
University Occupational Health
Provider / GP
Detail
any
relevant
disabilities or pre-existing
medical conditions that
may require additional
controls to be put in place:
Traveller advised to see their GP and seek medical advice on their
fitness to travel and vaccinations required for travel to (Country).
Regular travellers overseas to have medical examinations;
Traveller must have had necessary vaccinations and purchased
anti-malarial drugs prior to travel (if necessary);
Consult FCO: Your Trip Advice
No member of staff or student is permitted to travel on University
business against advice of their GP.
Consult
Travellers
Travel advice from FCO
Consult AonProtect Personal
Accident & Travel Assistance
Travel health advice from NHS Fitfortravel
Traveller to declare any relevant pre-existing medical condition or
disability that could be potentially worsened by the proposed
Page 30 of 38
FCO:
Disabled
Remaining
level of
risk: high,
med or low
overseas travel/activity;
If travelling to an EU country, travellers should obtain a European
Health Insurance Card (EHIC) before leaving the UK.
Air travel to (Country)
Persons name
Specific safety advice from FCO to be included where relevant
Procedural Guidance for H&S During Overseas Travel
Long haul flight - DVT /
Dehydration
Traveller advised to follow all DVT / dehydration precautions
advised by aircraft cabin crew.
Accommodation
Procedural Guidance on Travel Related Deep Vein Thrombosis
(DVT).
Specific safety advice from FCO to be included where relevant
Procedural Guidance for H&S During Overseas Travel
Persons name
University approved hotel.
Fire, personal security
Previous experience of accommodation;
Local security arrangements.
Travellers advised to read the evacuation procedures in the
accommodation and ensure they are familiar with the appropriate
escape route from their rooms and how to raise the alarm should
you see smoke or fire.
Remember to lock your door at night and when you go out during
the day, as you would at home.
Obtain suitable electrical adapter for the local voltage/plug type.
General safety issues at
locations being visited
Persons name
Specific safety advice from FCO to be included where relevant
Premises / site / activity safety procedures / instructions to be
followed at all times;
Any safety equipment provided by staff at premises must be used
as directed
Fire, personal security
Attendees to familiarise themselves with the location of fire escape
routes;
Weather
Possible extremes of hot
cold or wet.
Persons name
University & premises accident reporting procedures.
Procedural Guidance for H&S During Overseas Travel
Research expected weather conditions prior to travel.
For hot climates:
Page 31 of 38
Any
activities
that
are
undertaken as an addition to
those outlined before the trip
begun, must be assessed prior
to them starting.
Hot – heatstroke, sunburn
Cold – hypothermia.
Drink lots of water at regular intervals throughout the day (3 litres
per day).
Take re-hydration sachets to replace lost salts.
Wear a hat with a brim wide enough to shade your face.
Wear loose-fitting clothes made of breathable fabrics such as linen
or cotton. Light colours are reflective and therefore cooler than dark
colours.
Pack a variety of clothing in case of sudden weather changes.
Protect yourself from sun and insects. Wear long-sleeved shirt and
long skirt or trousers.
High alcohol consumption to be avoided.
Exposure to extreme midday heat will be minimised.
First aid kits.
For cold climates:
Always wear warm, windproof and waterproof clothing including that
that covers the ears.
Dress in loose-fitting multiple layers to trap air and create an
insulating effect. Add or take off a layer as needed.
Protect extremities (such as fingers, toes, nose, and ear lobes).
Wear warm socks and robust, waterproof shoes/boots.
Avoid prolonged exposure and shelter from high winds.
Always take a change of dry clothing.
Avoid drinking alcohol when it is very cold.
Transportation
Potential
breakdown
/
accident, vehicle
stationary for significant
periods of time in areas
without food or water.
Persons name
Specific safety advice from FCO to be included where relevant
Procedural Guidance for H&S During Overseas Travel
Use hotel or other recommended taxi companies. Always pre-book
taxis.
Water and food will be carried on all lengthy trips in case of such
scenarios.
Any train safety information provided to be followed at all times.
Ensure train sleeping compartment doors are locked when
Page 32 of 38
FCO - Driving abroad safety
advice.
occupied.
Hired vehicles - Assess vehicle suitability for basic safety features
e.g. working brakes – many hire vehicles do not meet the standards
of the UK.
Roads may be in a poor state of repair, use recommended local
guides/drivers where appropriate.
Manual
(luggage)
handling
Injuries
arising
from
incorrect lifting techniques
Medical emergency
Persons name
Specific safety advice from FCO to be included where relevant
Information provision;
Maintain good posture when lifting or lowering equipment, avoid
twisting or bending to reduce the chance of back injury
Persons name
Manual
handling
training
available through SHE Section.
Ensure University medical and emergency insurance policy details
are up to date at easily accessible.
AonProtect Personal Accident & Travel Assistance
Check availability of prescribed medication.
Food Poisoning
Persons name
Specific safety advice from FCO to be included where relevant
Procedural Guidance for H&S During Overseas Travel
Only drink water from bottled sources and avoid food prepared by
unlicensed vendors at all times.
Carry Imodium or similar medication and rehydration sachets.
Terrain - walking and
trek-based activities
Persons name
Work will not be undertaken in poor light conditions where the
ground is uneven. Trip instructors/guides have assessed the
locations for activities on previous visits.
Slips, falls and trips
Terrorism,
personal
security / safety
Specific terrorism/security
information from FCO to be
included here
Specific safety advice from FCO to be included where relevant
Suitable footwear will be worn – staff/students are given a full
briefing session and an equipment list prior to the trip commencing.
Persons name
Procedural Guidance for Field Trips & Field Work Activities
Procedural Guidance for H&S During Overseas Travel
Check FCO website and AonProtect Personal Accident & Travel
Assistance website prior to travel to ensure there are no restrictions
- no member of staff/student permitted to travel to a country against
advice from FCO.
Travellers strongly advised to
research the county / specific
area which they are visiting e.g.
personal safety, areas to avoid,
local customs, legislation, etc.
Out of Hours: Security (24-hour security lodge) holds a cascade
FCO: Your Trip Advice
Page 33 of 38
list of senior staff within the University: (+44) 01772 892068.
Personal attack alarms available from Security;
Ensure mobile phones will operate within the country being visited;
Traveller to register with FCO LOCATE scheme
Travellers should remain vigilant in all public places and take
sensible precautions for personal safety and avoid public gatherings
and demonstrations, which have the potential to turn violent.
Only take with you the cash you will need for the day and leave
valuables in a hotel safe / safety deposit box.
Tailored
Travel
Briefings
available
via
AonProtect
Personal Accident & Travel
Assistance for travel to higher
risk counties
Any
activities
that
are
undertaken as an addition to
those outlined before the trip
begun must be risk assessed
prior to commencement.
Accident Reporting Procedures;
Working in an isolated
area
Difficulty
help
in
Persons name
Specific safety advice from FCO to be included where relevant
Details of the site and schedule will be left at the accommodation.
Lone working should be avoided in remote or areas where
summoning help is difficult.
summoning
Mobile phones to contact emergency services.
All party members will inform other party members as to their
whereabouts and their expected time of return.
Document Control
Loss of passports, visas,
insurance details, etc
Persons name
Lone Worker Guidance for all Employees.
Travellers advised to take photocopies of all important travel
documents keeping them separate from originals;
Assistance
Consulate.
from
relevant
UCLan accident emergency insurance and procedure.
UK Foreign & Commonwealth Office Country Specific Safety Advice: http://www.fco.gov.uk/en/travel-and-living-abroad
The Foreign and Commonwealth Office LOCATE Scheme
The Foreign and Commonwealth Office's Online Registration module supports the registration of British citizens living or visiting abroad. It allows individuals to
register and manage their own travel details via the Internet both prior to and during a period abroad. This information can be used by FCO to alert citizens to
relevant travel concerns as well as contact citizens in the event of an emergency.
AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – 4 digit passcode is 7797
Page 34 of 38
The University’s accident and insurance policy through the use of red24 a leading global security company, gives you access to essential security and health advice for
over 230 countries and territories worldwide. The specific information provided by red24 is far more comprehensive and detailed than that provided by the FCO
which may prove vital particularly with travel to higher risk destinations.
Red24 will also email travellers a security briefing tailored to your travel itinerary when travelling to a high-risk region, covering the risks, preventative measures and
important contacts you require to help you remain safe while travelling abroad.
Please note: The services of red24 must not be used for the booking of flights, accommodation, etc., the University’s Travel Office must always be the first point of
contact.
Advice on completion of this form can be requested from your SHE Adviser or contact the SHE Section: Ext 2067.
Page 35 of 38
Appendix 4.
Field trip: Confidential Personal Details Form
University policy requires this form to be completed by all staff/students prior to the
commencement of an overseas field trip and must be returned to field trip leader/organiser
as soon as possible.
Field trip/activities:
................................................................................................................................................
…...…………………………………………………………………………………………………...…
……………………………………………………………………………………………….………….
Date Field trip Commences: ................................. Finishes……………………………….……
School: ................................................................................................................................…
Surname
Date of Birth
Term Time Address:
First Name
Your Gender (please circle)
Male
Female
Post Code
Tel No
Are you currently receiving medical treatment? YES / NO
Do you suffer/or have you had any from of asthma; diabetes; epilepsy; heart disease;
nervous or mental illness; rheumatic fever; stroke; tuberculosis? YES / NO
Have you ever had any other form of serious illness or operation? YES / NO
Have you a sight defect? YES / NO
Are you visually impaired/blind? YES / NO Are you hard of hearing/deaf? YES / NO
Have any of your family a history of heart disease; strokes; diabetes; glaucoma; epilepsy;
mental illness; tuberculosis? YES / NO
Have you any infection of your skin, ear, throat, nose or bowel? YES / NO
If the answer to any of questions “yes”, please give further details information as to the
nature of your circumstances. Please include dates:
Have you had any sickness during the last two years that may effect your or others health
and safety whilst on a field trip? YES / NO If yes, please state nature of illness:
Name, address and contact of your doctor:
Page 36 of 38
Disability
Do you consider yourself to have a disability as defined in the Disability Discrimination Act
1995? YES/NO
‘a physical or mental impairment, which has a substantial and long-term adverse effect on a
person’s ability to carry out normal day-to-day duties’.
If yes, please state the nature of your disability
.........................................................................................................……………………………
…………………………………………………………………………………………….……………
…………………………………………………………………………………………………………
To protect your health and safety it is imperative that you notify us of any disability or
condition that may impact upon health and safety during fieldwork. If you fail to disclose this
it may place you at a disadvantage and impact upon your own health and safety. For further
information please contact the University’s Disability Advisory Service Email:
disability@uclan.ac.uk
Criminal Convictions
To help the University reduce the risk of harm or injury to others from the criminal behavior
of our students, we must know about any relevant criminal convictions that you may have.
Relevant criminal convictions are only those convictions for offences against the person,
whether of a violent or sexual nature, and convictions for offences involving unlawfully
supplying controlled drugs or substances where the conviction concerns commercial drug
dealing or trafficking. Convictions that are spent (as defined by the rehabilitation of
Offenders Act 1974) are not considered to be relevant and you should not reveal them
unless your fieldwork activities involve teaching, health, social work or working with children
or vulnerable adults.
Have you ever been convicted of any relevant criminal offence? YES / NO
Please give details of next of kin or person who can be contacted in an emergency:
Name:…………………………………………
Relationship:……………………………..
Address: …………………………………………………………………………………………...
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Telephone/Text Phone Number: Home: …………………….…… Work:………………………
Mobile:..………………………. ……. Text Phone…………………………………………
Signed………………………………………………… Date…………………………….
This form will be used/kept in confidential manner and information will only be used to
ensure your health and safety during field trips
Thank you for your cooperation
Page 37 of 38
Appendix 5.
UNIVERSITY of CENTRAL LANCASHIRE
DISABILITY ADVISORY GROUP
ARRANGEMENTS FOR DEAF OR DISABLED STUDENTS TO GO ON FIELD TRIPS,
EDUCATIONAL VISITS OR ACTIVITIES ORGANISED OFF CAMPUS
The University has a responsibility to ensure that the learning experience of deaf or disabled
students is equal to that of other students.
University procedures are in place for the management of Health and Safety on field trips:
“Every field trip and associated fieldwork activity must be risk assessed in advance, and
approved by, the relevant Head of School. The responsibility for completing suitable and
sufficient risk assessments lies with the Leader of the trip or the Supervisor of a particular
activity”.
Further to this it is recommended that in the case of a deaf or a disabled student the
organiser of the activity makes contact with the relevant service to assist them in making
necessary arrangements, to:



seek advice about what would be a reasonable adjustment for the individual;
ensure that, where necessary, funding can be sought;
assist them to recruit necessary services – e.g. Carers, BSL/English Interpreters etc.
Detailed information about field trips and educational visits should, where possible, be made
available to the student and any relevant service provider prior to/at the start of the year so
that appropriate arrangements can be put in place. This information is helpful to:

determine what is reasonable depending on the individual circumstances – e.g.
adjustments, services needed, cost, health & safety etc.;
 make preparations with the student for the activity;
 build in costing where appropriate.
Useful documents:
DfES: “Providing work placements for disabled students – a good practice guide for further
and higher education institutions”
Facilities Management: “Procedural Guidance for the Management of Health & Safety on
Field Trips, Fieldwork & Educational Visits”
(Revised August 08)
Page 38 of 38