University of Brighton: A health and safety
guide to planning and managing fieldwork
or off-site activities
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Document Control Information
Published Document Name:
Date issued:
Version:
Previous Review Dates:
Next Review Date:
University of Brighton: A health and safety
guide to planning and managing fieldwork
or off-site activities
7th April 2015
1.0
none
September 2015
Related Documents:
Risk Assessment Code of Practice
Placements Code of Practice
Governing Policy:
Guidance to Policy:
University Health and Safety Policy
Contained within this document and within
training fieldwork material at
http://staffcentral.brighton.ac.uk/safety/code
s/fieldwork.shtm
Health and Safety at Work etc Act 1974
Legislation / Related Information:
Management of Health and Safety at Work
Regulations 1999
USHA/UCEA Guidance on Health and
Safety in Fieldwork Including offsite visits
and travel in the UK and overseas
BS 8848:2014
Specification for the provision of visits,
fieldwork, expeditions, and adventurous
activities, outside the United Kingdom
Document Owner:
Document Approved By:
Lead contact:
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Andrew Knight, Deputy Director of Health
and Safety
Hazardous Substances and Activities Sub
Committee
Andrew Knight
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Forward
Fieldwork and offsite activities in education cover a diverse range of activities including both
lone working to multi group research and learning activities.
Student and staff participation in fieldwork and offsite activities provides an excellent
opportunity to develop and enhance practical skills and extend theoretical understanding in
live learning and research environments.
The ability of our staff and students to travel within the UK and throughout the world to
conduct research and teaching and related activities is fundamental to the institution’s
position as a leading teaching and research university. The very nature of research
undertaken may require staff and students to travel to and work in challenging and
sometimes hostile environments. The institution will endeavour to provide staff and students
organising or participating in academic off-campus activities in all environments with
sufficient training and information to enable them to make a suitable assessment of the risks
and take steps to avoid, reduce or mitigate any risk identified.
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1.
Definition of fieldwork and offsite activities
Fieldwork and offsite activities are defined as being “any work carried out by staff or students
for the purposes of teaching, research or other activities while representing the institution offsite”. This definition will therefore include activities as diverse as attendance at conferences
and recruitment fairs, or undertaking social science interviews, as well as activities more
traditionally associated with the term fieldwork such as survey/collection work carried out by
geologists or biologists. Source USHA Guidance on Health and Safety in Fieldwork 2011
2.
Aim of the code of practice
This code of practice implements the requirements of the USHA Guidance on Health and
Safety in Fieldwork 2011 and sets out the University of Brighton requirements to be complied
with, by all parties, at each stage of fieldwork safety planning.
This code of practice provides health and safety guidance to Heads of School, Fieldwork
Leaders and all other staff involved in the organisation, planning or delivery of fieldwork. It
assists in the development of local School and Departmental health and safety
arrangements for fieldwork.
By following this guidance Schools and Departments will reduce the likelihood of accidents
and ill health to both students and staff arising from activities undertaken on fieldwork.
3.
Scope and exclusions
This code of practice applies to ‘any work carried out by staff or students for the
purposes of teaching, research or other activities while representing the institution
off-site’. The code of practice applies to individual researchers as well as supervised study.

This guide does not apply to activities undertaken by students whilst on student work
placement for which the university has no direct control. Such activity is the
responsibility of the host organisation.

The guide does not apply to offsite activities undertaken by staff whilst employed by
companies in respect of Knowledge Transfer Partnerships. Such work is under the
control of the host organisation.
Additional consideration and authorisation by the Senior Management Team (SMT) will be
required for fieldwork/research activities requested to take place within countries where the
Foreign and Commonwealth Office (FCO) advise against travel.
4.0
Roles and Responsibilities
4.1
Vice-Chancellor and/or Deputy Vice Chancellor
The Vice-Chancellor has ultimate responsibility for ensuring that suitable arrangements are
in place within Schools for the safe conduct of fieldwork.
The Vice-Chancellor has overall and final approval authority for fieldwork escalated to the
Senior Management Team.
4.2
Senior Management Team
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The Senior Management Team has the responsibility for considering and approving certain
applications to undertake fieldwork assessed as being of extreme risk. In practice the Deputy
Vice Chancellor, the member of SMT with risk management portfolio for Health and Safety,
will normally make approval decisions.
Where no consensus is achieved in relation to approving fieldwork applications, the Vice
Chancellor or Deputy Vice Chancellor’s decision is final.
4.3
Heads of School and Directors of Department
The Head of School (HoS) or Director of Department is the person with overall responsibility
for the health, safety and welfare of all participants involved in fieldwork organised by his/her
school/department.
Heads of School can escalate approval for extreme risk fieldwork to the Senior Management
Team (SMT) for decision where there is concern regarding the reputational risks to the
institution e.g. negative publicity arising from kidnap of students. Heads should in the first
instance discuss any concerns with the Health and Safety Department.
The Head of School must ensure:
1. There are satisfactory local arrangements for planning and organising fieldwork;
2. A competent fieldwork leader is appointed for each fieldwork venture having taken full
account of their experience and qualifications relevant to the fieldwork proposed;
3. The conduct and role of participants are clearly understood;
4. An appropriate level of supervision by staff with relevant experience and training is
provided for work in the field;
5. Authorisation is withheld until the planning and risk assessment process is complete;
6. Seek advice from the Health and Safety Department when determining approval for high
risk fieldwork and travel to destinations advised against by the government;
7. Adequate financial resources are available to fieldwork leaders to enable procurement of
training, equipment and provision of additional staffing to support the fieldwork; and
8. Fieldwork leaders are empowered to act in the interest of safety, to change itineraries or
abort the fieldwork if necessary.
4.3.1
Assessment of fieldwork leader competence
Heads of School must undertake an assessment of the competence of fieldwork leaders and
independent fieldworkers to ensure training is commensurate with the level of risk.
Heads of School must include funding requirements for fieldwork health and safety training
in departmental plans, considering the resources and effort required to ensure and maintain
competency of fieldworkers and managers.
4.4
College Safety HUB Managers
College Safety HUB Managers are responsible for assisting academic staff in the
development of school fieldwork safety management arrangements.
College Safety HUB Managers are responsible for providing advice and assistance to the
Head of School and Fieldwork Leaders in order to implement the local safety arrangements.
College Safety HUB Managers have a role in monitoring and auditing to verify that safety
management systems are functioning appropriately.
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Liaise with the central Health and Safety Department when determining approval for high
risk fieldwork (refer to section 6 on Risk profiling and risk assessment for details of risk
levels).
4.5
Health and Safety Department
The Health and Safety Department is available for those seeking advice and guidance on all
aspects of fieldwork safety. The Health and Safety Department has access to third party
specialist providers, such as Red24 and TOR International who specialize in the provision of
travel risk information and a network of other university safety departments using ‘jiscmail’
lists.
It is responsible for monitoring conformance to this code of practice through inspection and
audit programmes.
The Health and Safety Department provides training in the planning and safety management
of fieldwork and can recommended training providers for specialist requirements such as
field first aid.
4.6
Occupational Health
The Occupational Health Advisers are available to provide travel health advice to staff and
students to support the planning of offsite activities. The team has access to travel health
professional advisory services and can provide specific advice on vaccination requirements
and ill health avoidance. The team provides specialist advice on first aid requirements for
fieldwork.
The Occupational Health Team provides advice on the actions to be taken where a
participant declares a pre-existing medical condition.
4.7
Fieldwork Leader
The fieldwork leader has overall responsibility for planning and supervising fieldwork to
ensure it is managed safely. They shall:

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Comply with this code of practice and any local rules established within the
School/Department;
Ensure that fieldwork is properly planned (see Planning);
Undertake a fieldwork threat analysis (see section on Threat Analysis);
Complete a fieldwork risk assessment;
Allocate specific supervisory duties to participants;
Liaise closely with the College/School Safety Adviser in planning new fieldwork;
Obtain medical declarations and personal information from all participants and check
the forms for any medical conditions that may affect the participants ability to safely
perform the activities requested. To refer on, where necessary, to Occupational
Health for advice;
Allocate a competent person to lead each sub-group where necessary; and
Delegate explicit responsibility to the leader of each sub-group to know the total
number and identities of the participants they are responsible for supervising.
The fieldwork leader is responsible for ensuring a suitable and sufficient risk assessment is
in place and for ensuring that all safety precautions are observed for the duration of the
fieldwork. This duty may be passed to other responsible persons (e.g. Boat Skipper) but the
overall duty to ensure the safety of the fieldwork remains with the fieldwork leader.
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In high risk areas such as quarries, mines, cliffs, on water, or in situations with a foreseeable
risk of violence, this may require active monitoring.
It is important that, during supervised fieldwork, there is a clear command structure within
the group. While this structure may be perfectly obvious on most fieldwork, there can be
confusion when command passes from the Fieldwork Leader to others.
It is the responsibility of the fieldwork leader to ensure that the level of supervision is
adequate for any given situation, and to make necessary adjustments to itineraries in the
interests of safety, including, where necessary, cessation of an activity.
The fieldwork leader must be explicitly empowered by the HoS/HoD to discharge these
responsibilities and also to implement emergency or contingency plans if necessary.
The fieldwork leader is also responsible for ensuring that all instructions issued to
participants are comprehensible and appropriate, that control measures identified in risk
assessments are implemented in practice and for ensuring that dynamic risk assessments
are carried out if necessary.
It is the responsibility of the fieldwork leader to notify the Head of School in instances where
fieldwork is planned to be conducted in countries where the FCO advises “against all travel
or against all but essential travel”.
4.7.1
Training and competence of fieldwork team
Review training needs for fieldworkers regularly. This can be achieved as part of the annual
staff appraisal where such a mechanism exists.
The quantity, level and range of training required for all fieldworkers and participants must be
commensurate with the risks, and must be appropriate to enable the safe undertaking of all
activities
Inexperienced leaders to start by leading lower risk fieldwork having first shadowed an
experienced leader.
Encourage staff to maintain a reflective log of their fieldwork experience which may be used
towards evidence of competence.
During supervised fieldwork put a robust system in place to assess and train participants
before allowing any indirectly supervised fieldwork. Proper understanding and an ability to
operate incident and emergency protocols should be in place.
4.8
Independent or lone working fieldworkers
Independent fieldworkers undertaking solo travel or self managed fieldwork have a
responsibility to take reasonable care in their activities. In practice they will assume many of
the duties of the fieldwork leader and therefore some of their responsibilities, which should
be agreed in advance with the HoS/HoD or other appropriately qualified member of staff
(e.g. Divisional leader, Fieldwork Module leader).
4.9
Fieldwork participants
It is the responsibility of participants/members of a fieldwork team to follow any
instruction given to them by a supervisor and to bring any questions or problems to the
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attention of their supervisor. Participants must acknowledge their own responsibilities for the
health and safety of both themselves and others.
The authority and responsibilities of the fieldwork leader, or any other designated supervisor
in relation to safety, must be clearly defined and understood by all members of the party.
Participants unwilling to accept this authority must be excluded from the fieldwork.
5.0
Five phases of fieldwork and offsite activities safety
management
Fieldwork safety management consists of five phases. The initial feasibility phase, detailed
planning, authorisation by Head of School (or higher level if escalated), application of the
fieldwork guidance requirements in the field and a review and revision of arrangements
following the fieldwork.
START
Feasibility
phase
Planning
phase
Authorisation
phase
Application
phase
Review and
Revision
phase
Fig 1 Showing the five phases of fieldwork and offsite activities safety management
5.1
Feasibility Phase
5.1.1
Appointment of a Fieldwork Leader
Heads of School must ensure that all fieldwork has one appointed leader who will take
overall responsibility for the organisation and running of the fieldwork so as to provide a
single point of contact with support services, insurers, travel agents etc. Fieldwork leaders
should be experienced in both teaching and supervising students before leading them.
Previous attendance as a participant would not constitute adequate experience in this
respect. As a minimum, fieldwork leaders are required to have been assisting with the
management of at least one other residential fieldwork venture of a similar nature before
leading a venture themselves. For remote overseas field fieldworks the experience
requirements will be greater than this minimum level.
Fieldwork leaders must take responsibility for ensuring that all other people involved with the
fieldwork are aware of their individual roles and what is expected of them. A deputy leader
should be nominated in advance of the fieldwork.
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5.1.2
Threat Analysis
Note – As of October 2014 the University of Brighton SMT determined that no travel to
destinations is permitted where the FCO advise against travel.
The Fieldwork Leader is responsible for ensuring that a threat analysis, which considers
security and political threat levels, significant natural hazards and health risks, is undertaken
prior to each fieldwork visit and that this is kept under review.
A threat analysis is completed to identify whether a destination is appropriate to undertake
fieldwork. The fieldwork leader will need to undertake a careful consideration of security and
political threat levels at the intended destination. Significant natural hazards and health risks
will also need to be taken account of. This should include both the field site/destination and
travel considerations, In order to assess these threats the fieldwork leader must have access
to adequate, up to date information. For areas of political unrest this information must be
kept under review all stages both prior to departure, and during the work.
Advice on political and security threats, natural hazards, environmental/climate concerns and
health risks can be obtained by contacting any of the following:
1 – Foreign and Commonwealth Office
2 – Occupational Health
3 – Health and Safety Department
4 – Insurance Office
Serious consideration of threats at an early stage will avoid abortive action becoming
necessary later down the line if risks are considered unacceptably high.
5.2 Planning Phase
It is vital that all fieldwork is planned sufficiently in advance of the intended departure to
allow the institution to consider the proposal in suitable detail and approve it at an
appropriate level.
In circumstance where Schools/Departments undertake fieldwork that is routine and low risk
may necessitate very limited planning, relying in the main on generic risk assessments and
procedures developed from within the School/Department.
However, all fieldwork is unique and there will be variables that need to be considered for
each instance of fieldwork. For example the varying competence of the group; participants’
individual special needs; changes to or at the field site; and the introduction of new activities
or methods. Equally, Schools/Departments can routinely send or allow participants to travel
to remote, hostile or unstable environments, or to carry out work which of itself poses a risk.
The effort and detail required in planning fieldwork is largely commensurate with the risks
identified. Particular attention should be paid to fieldwork leaders becoming complacent with
conducting well established but high risk activities and/or undertaking routine work in
unfamiliar or higher risk surroundings.
The purpose of the fieldwork, together with a summary of its associated activities and
expected outcomes, must be clearly established at the planning stage. This will provide a
context against which the School/Department and the institution can form a view as to
whether the expected outcomes are worth the risk. It will also aid in the consideration of
financial approval, ethics and other considerations beyond the scope of this guidance.
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Fieldwork Leader planning requirements:
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Clearly establish the purpose of the fieldwork and the value of expected outcomes.
Identify the proposed fieldwork team and as many of the participants and
stakeholders as possible at an early stage of planning.
Identify potential participants including young (under the age of 18) or vulnerable
participants’ parents as stakeholders.
Identify all permissions required in advance and ensure they are obtained.
Identify any relevant legislation of the country where the fieldwork is taking place.
Develop a procurement plan if specialist equipment or services will be needed.
Pre-site visits
For supervised fieldwork, where reasonably practicable, a preparatory visit should be made
to the field site and an evaluation made of local facilities and services with particular regard
to the needs of known or likely participants.
5.2.1 Risk profiling and risk assessment
The University of Brighton has identified four risk profiles of fieldwork to assist fieldwork
leaders determine risk assessment and approval requirements (Table 1). These are Low
Risk Profile, Medium Risk Profile, High Risk Profile and Extremely High Risk Profile. The
concept applied in determining the risk levels is that the risk level relates to nature of
activities planned and the destination to be visited. The greater the risk, the greater the
degree of planning, assessment and approval required.
The determination of the overall risk will be a combination of the risk factors associated with
both the destination and the nature of activity involved. This approach should only be used
as a general starting point; significant activity hazards will take precedence irrespective of
the country of destination.
If fieldwork leaders are uncertain which profile of fieldwork applies to the proposed field
activity, they should contact their College Safety HUB Manager for advice.
Table 1 showing the four risk profiles of fieldwork. The profiles are not intended to be
exhaustive and should be used a guide to indicate what actions are necessary.
RISK PROFILE
EXAMPLES
ACTION REQUIRED
Low Risk Profile
Examples include travel to destinations
to Europe (UK, EC and EEA), USA,
Canada, Japan, Australia, Singapore,
New Zealand.
Generic risk
assessment.
and/or
Low risk offsite activities such as
conferences, meetings and recruitment
fairs etc.
Medium Risk
Profile
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Examples include travel to destinations
in Europe (UK, EC and EEA), USA,
Line Manager
approval.
Follow low risk
offsite activities
procedure.
Specific risk
assessment
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Canada, Japan, Australia, Singapore,
New Zealand.
and/or
High Risk
Profile
Medium risk activities such as research
within other institutions or companies,
including consultancy work etc.
Travel to countries other than those
listed above.
and/or
Higher risk activities such as
mountaineering, social research in
areas with high crime rates, sample
collections in remote areas, working
near water.
Extremely High
Risk Profile
Destinations where FCO advise against
travel.
Examples may include travel to conflict
regions, disaster recovery sites or areas
with significant terrorism threats.
required.
Head of School
approval.
Specific risk
assessment
required.
Head of School
approval.
Specific risk
assessment
required.
Senior
Management
Team approval.
Risk Assessment
A risk assessment needs to be undertaken usually by the person responsible for the activity
planned and/or the Fieldwork Leader.
It may be possible for one risk assessment to be prepared which covers a number of visits to
the same destination; this should be frequently reviewed prior to departure to ensure any
changes to the risk status of the destination are taken into account. The level of detail of the
risk assessment needs to be proportionate to the risk.
In order for the risk assessment to be ‘suitable and sufficient’, the written assessment should
clearly identify what further action needs to be taken before the activity proceeds, how the
actions will be taken and by whom, and it should detail the timescale for outstanding actions
to be completed.
Low risk off-site activities procedure
The Health and Safety Department has developed generic risk assessments for low risk travel
and activities. Participants do not need to undertake a further written assessment for low risk
travel, provided they comply with: the controls identified in the generic assessments and any
additional controls that they or their School/Department identify as necessary.
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Examples of low risk off-site activities may include:
1)
routine travel such as individuals attending business meetings and conferences
within the UK or EU
2)
hosted visits to Universities overseas
Schools and Departments need to ensure:
• Recording start and return dates for off-site working and ensuring that travel plans and
itineraries are provided by participants for overseas visits.
• Recording details of how participants may be contacted whilst they are away, this may
include accommodation details and in-country contacts when overseas and mobile phone
details.
• Ensuring that accommodation is booked via a reputable external event organiser (e.g.
conference host), through the University approved supplier (Contact Finance Department) or
with reference to expert local advice. Due consideration should be given to the location of
the accommodation and safe travel to the event.
• Informing participants of the need and type of insurance cover. Details of the University
travel insurance provisions are available from the University of Brighton Insurance Officer.
Dynamic Risk Assessments
Dynamic risk assessments (i.e. ongoing situation awareness and assessment) may be
required during some field work to allow flexibility. However this should not replace adequate
contingency planning, and it should not introduce completely new activities which have not
been given prior approval without consultation with the person who gave the original
approval.
5.2.2 Emergency response planning
Fieldwork leaders must ensure that there is an appropriate emergency plan in place for each
fieldwork activity. The level and depth of emergency planning required for each fieldwork
event will relate directly to the level of risk associated with that fieldwork. The emergency
plan should be in place before the fieldwork begins. The competency of individuals involved
is also relevant to the level of detail necessary. The emergency plan should, where relevant,
cover the following:
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Available support
Missing persons procedure
Methods for contacting next of kin
Civil unrest and natural disasters
Medical emergencies and repatriation
Financial plan for emergencies
Communication strategy
Media management plan
Where external stakeholders, including partner institutions or third party providers, have
roles or responsibilities in the emergency plan, it is vital that they are briefed (preferably
face-to-face).
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Dealing with a medical emergency is a possibility which should be considered for all
fieldwork including supervised fieldwork and independent fieldwork. Considerations include
the duration of the work, the remoteness of the destination, the fitness of participants, the
access to hospital facilities and standards of health care available in the country.
Fieldwork leaders must ensure that the fieldwork risk assessment includes emergency
procedures detailing the availability of medical assistance and first aid.
All fieldwork leaders and supervisors must be aware of the institution’s procedures to be
followed in the event of an accident or incident to a member of staff or a participant.
There should be a means of summoning help in an emergency. For remote locations, it may
be necessary to have a personal location beacon or satellite phone.
The fieldwork leader should obtain information on local health care facilities. If additional
emergency assistance provision is to be relied upon, contact and implementation details
must be included in the emergency plan.
Provide information and specialist training for fieldwork leaders and first aiders as necessary
where it is known that participants have particular health needs. For example, if a participant
is known to be vulnerable to anaphylactic shock, instruction will be needed in relation to
suitable treatment.
5.2.3 Downtime and Personal time
Down time (time included on the fieldwork beyond the jurisdiction of the fieldwork leader)
and Personal time (time during the venture when an activity is not being undertaken but
participants remain under the supervision of the leadership team)
The only circumstances where ‘down time’ is permitted on University fieldwork is where the
fieldwork leader agrees that a participant may join or leave the fieldwork at the beginning or
the end.
Personal time is normally included in most fieldworks, and this would include night time
socialising. Staff are expected to supervise such activities, although this supervision is not
necessarily direct supervision. Being quickly and easily contactable in an emergency and
generally knowing what people are doing would both be examples of indirect supervision.
Fieldwork leaders should consider what action they might take if someone fails to return from
a social outing, and boundaries should be clearly communicated.
5.2.4 Staff/Student Ratios
Fieldwork leaders must ensure that each fieldwork activity has at least one male and one
female staff member. If this proves impractical, then suitable post graduate students may be
used to ensure that both sexes are represented. Staff-Student ratios will depend upon the
leaders’ assessment for a specific fieldwork. However, they must build in enough flexibility to
allow activities to continue, suitably supervised, should a member of staff become
temporarily indisposed due to illness, accident, or having to deal with a difficult student issue
on the fieldwork.
In the event that it proves impossible to provide mixed gender staffing then this fact should
be clearly communicated to fieldwork participants in the student information.
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5.2.5
Participant responsibilities and protection of participants under the age of 18
and vulnerable Adults
Fieldwork leaders must ensure that participants are made aware of the requirements to
disclose any medical condition to them, in confidence, which could have a bearing upon their
own safety or that of others on the fieldwork.
Participants must also undertake to comply with the instructions of the staff and generally
conform to the behavioural expectations of the fieldwork which will be detailed in the student
information packs.
If students under the age of 18 are included with the fieldwork then it is likely to be classed
as a ‘regulated activity’ under the terms of Independent Safeguarding Authority (ISA)
guidelines and staff/volunteers will need to be registered with the ISA. There may be
parental consent requirements or additional welfare considerations and advice should be
sought from Student Support Services in the event of this occurring so that a detailed plan
may be formulated.
There is also likely to be a requirement for ‘vulnerable adults’ to be treated in a similar way to
under 18’s and this could include fieldwork participants who are receiving treatment for
various conditions.
5.2.6
Assistance of staff from other institutions
Instructors, tutors or guides may be used from other institutions but if they play a pivotal
supervisory role the fieldwork leader must clarify the responsibilities and ensure competence
in relation to University of Brighton students in writing as part of the planning of the fieldwork,
as they would do with any other ‘Third party provider’ of services (this does not include
incidental contact such as local guest lecturers or translators).
External organisations may also be used to provide leaders for certain activities e.g. Diving
Instructors. In these circumstances the safety arrangements for the contract should be
vetted prior to engaging with the provider.
5.2.7
Competence and training
Heads of School/Department must be satisfied that the fieldwork leader has the personal
capability and competence to lead, especially under possible adverse conditions, and has
sufficient awareness of their obligations to those under supervision.
Fieldwork leaders, independent fieldworkers and participants working off-site need to be
competent to plan and undertake fieldwork safely.
Competence in this context is defined as being not only an appropriate combination of
knowledge, experience and qualifications, but also to acknowledge one’s own limitations.
It is important to recognise that a leader’s and/or fieldworker’s competence in an academic
subject, or in research techniques, is different from competence in management, leadership
and supervisory skills.
For some activities, formal qualifications may have to be sought. Consider if outdoor
fieldwork may cross the boundary with hazardous sports and if competency frameworks are
already established – e.g. mountain leader training. These frameworks should be followed, if
appropriate.
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Use the risk assessment to assist in the identification of training and induction requirements
for fieldworkers. Training should be provided prior to departure where possible, or during the
fieldwork if more appropriate to do so.
Fieldwork training requirements
Training course details can be obtained by contacting the Health and Safety Department.
Risk Assessment
As a minimum, fieldwork leaders and deputy leaders should have attended risk assessment
training, as they take overall responsibility for the adequacy of the fieldwork risk assessment.
First Aid
Fieldwork leaders and deputy leaders to remote areas (as a guide where assistance to full
medical aid cannot be achieved within six hours) should have completed the ‘Emergency
First Aid at work course’.
Where staff are supervising students in less remote areas than above, but still away from
easily accessible medical assistance, at least one person present should be first aid trained.
For urban locations fewer staff may need to be trained, depending upon the way the
fieldwork is organised, with a minimum of one first aider on all fieldworks.
Other specialist training and competence
Adventurous activities being undertaken by students as part of the fieldwork must be led by
suitably trained and competent members of staff.
5.2.8
Transport
Fieldwork leaders are responsible for ensuring the risks associated with transport
arrangements are considered in the planning phase of the fieldwork.
Providing safe transport for fieldwork can be a challenging aspect, particularly in developing
countries. If the risk or complexity of the travel dictates, it may be necessary to actively
manage transport arrangements to ensure that all fieldworkers arrive safely at a particular
location.
The provision of transport will also vary from public transport to third party providers and the
possibility of fieldworkers using their own vehicles. All of these aspects should be managed.
Fieldwork leaders will need to make sure that transport arrangements with external providers
overseas are suitable and fit for purpose. Consideration should be given to the safety record
of transport providers when selecting the mode of transport for the fieldwork (e.g. ferries and
airlines in developing countries).
Ideally, for large groups, hired coaches should be used to transport students and staff by
road. Alternatively, public transport may be an option. For smaller numbers, staff driven
people carriers can be preferable to minibuses, due to the fact that they are easier to handle
and do not require any special authorisation on the Drivers licence. However, the choice of
vehicle should also take account of the ability for the drivers to take suitable breaks and the
capacity to store luggage and equipment.
5.2.9
Insurance
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Fieldwork Leaders are responsible for ensuring that adequate insurance is in place for
proposed activities and locations.
An insurance notification form which must be signed by the Head of School is available from
the Insurance Office within the Finance Department.
Insurance notification forms must be submitted to the Insurance Office no later than 14 days
prior to the fieldwork commencement.
Further information regarding insurance exclusions can be found on the staffcentral Finance
Department website.
5.2.10 Accommodation
Fieldwork leaders are responsible for ensuring that all accommodation is booked with travel
agents who can guarantee that safety standards in the establishment have been vetted. If
this is not possible the responsibility for assessing the safety of the accommodation falls to
the fieldwork leader.
Where a pre-visit is not practicable, the fieldwork leader must take steps to assess the
standard of accommodation as far as possible prior to the work. The level of due diligence
checks required will depend upon the circumstances of the fieldwork and the
accommodation provider.
All members of staff in a supervisory role should be provided with suitable guidance from the
fieldwork leader to enable them to make an informed decision on whether or not the
accommodation arrangements are suitable on arrival. This will be based on the provision of
basic safety precautions. Checks may include:
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Fire Safety
Personal Security
General Safety of the structure and facilities, for example pool, lifts, balconies,
electrics and gas safety
Environment surrounding the accommodation
As a minimum, familiarisation with accommodation emergency escape routes will be
required to be undertaken by the fieldwork leader and supervisory team.
Fieldwork leaders are empowered to change accommodation booked if it does not meet
basic safety requirements.
5.2.11 Catering
The fieldwork leader must ensure that the level of catering meets the needs of all members
of the group, paying particular attention to participants who have special dietary
requirements. Information on participant dietary requirements should be sought prior the
fieldwork commencing.
For supervised fieldwork, inform participants in advance which meals will be provided for
them and if they will be required to pay for them.
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5.2.12 Equipment
Fieldwork leaders are responsible for ensuring that all equipment necessary for the fieldwork
has been identified and specified at the planning stage, including any equipment or clothing
expected to be provided by fieldworkers well in advance.
Identify and follow requirements for the thorough examination, maintenance and inspection
of equipment.
5.2.13 Student Communication
Fieldwork leaders are responsible for ensuring that there are face to face meetings between
all participants before departure. This meeting(s) should be used to carry out the following
functions:
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Promote the educational and personal benefits of the fieldwork, often once in a
lifetime experiences.
Explain any inherent residual risks associated with the venture which have not been
adequately controlled.
Act as a deadline for completion of student personal details forms.
Allow some familiarisation with students who may be less known to the fieldwork
leaders.
Allow expectations of students, differences in standards of accommodation, cultural
differences and behavioural and security requirements to be re-enforced.
(Information on this can be found on the FCO website www.fco.gov.uk).
Give timely information on vaccination requirements.
Provide detailed student information packs with kit lists and general advice for the
fieldwork, this may include identification of hazardous specimens.
Ensure it is clear that the fieldwork is an educational visit. If students are planning to
extend their stay there should be a very clear distinction between the time the
fieldwork finishes and independent travel begins. A mixture of the two is not
permitted.
Explain the circumstances in which a student may be asked to leave the fieldwork,
and return home at their own cost, and the likely consequences of disciplinary action.
5.2.14 Fieldworkers with disabilities
Under the Equality Act 2010, institutions must ensure that fieldworkers with disabilities are
not put at a substantial disadvantage compared with non-disabled fieldworkers. In order to
do this, institutions have a duty to make reasonable adjustments to enable those with
disabilities to participate in the fieldwork if, without such adjustments they would be
excluded.
The only exception to this would be if the decision not to make adjustments is based on
evidence that it is a proportionate means of meeting a legitimate aim. For example, the costs
of the adjustments might prevent the fieldwork from taking place, thereby disadvantaging all
participants or the research outcomes. Similarly it might be justifiable to restrict the activities
of a disabled participant in whole or part if their safety or the safety of others would be
compromised.
On disclosure of a disability, fieldwork leaders must put control measures in place that
supports the fieldworker and the fieldwork team. The fieldwork leader should liaise with
specialists to obtain guidance, advice and support to facilitate adjustments and offer
participation where this is reasonably possible. Ensure suitable specialist equipment, as
appropriate, is provided for the use of fieldworkers with disabilities
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Advice should be sought from the Health and Safety Department, Student Services and/or
the Student Nurse when deciding upon adjustments.
5.2.15 Participant personal information
Fieldwork leaders are responsible for making reasonable checks that all participants are
capable of fulfilling the physical and mental requirements of the fieldwork.
Fieldwork leaders must ensure the following personal information is gathered from
participants and staff engaged in fieldwork:
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Nationality, name, date of birth and date of fieldwork.
Next of kin name, number and address with permission to contact in an emergency.
Name address and contact numbers, local and home.
Where applicable, confirmation that participants have received the required
vaccinations.
Health information we need to be aware of, including administration of medication
and disabilities which need to be considered when planning the fieldwork
Allergies
Student numbers and (for overseas travel) passport numbers
Dietary restrictions
Any request for information from a fieldworker must be in compliance with the Equality Act
2010 and Data Protection Act 1998.
Any matters which are identified by this process which may affect the individual’s capability
to undertake the fieldwork in a safe manner must be passed to the Occupational Health
team for advice.
5.2.16 Student information pack
Fieldwork leaders must ensure that there is a student information pack produced for each
fieldwork activity.
The student information pack should contain all the information the student needs to know
about the fieldwork in a user friendly format. The health and safety elements mentioned
below are just one part of the overall information likely to be included with this pack.
Issues covered in the pack should include the following (non-exhaustive) list:
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Price
Leadership team composition and competency
Travel plans, timings and duration
Currency
Contact Cards
Working protocol
Project risk assessment
Kit lists, including medical and vaccination
Distance to medical facilities (in time)
Special requirements, including competence requirements of participants
Resume of culture including any security issues and host country legislation which
they may fall foul of( e.g. offences around same gender sex )
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
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Likely hazards to be encountered (spiders, sharks, excessive heat etc)
Tips on extra items needed
Skills required for particular activities, including fitness requirements
Draft or final itinerary
Food and eating information
Awareness of environmental conditions e.g. Security, hot weather, dehydration,
insects and advice on dealing with these.
Clear information on any element of the venture which presents a high level of
residual risk and what the implications of this might be.
Things they might not expect, being homesick, not having home comforts, sharing,
lack of privacy, what to do if they experience problems.
5.2.17 Communication with University home contact
Heads of School are responsible for ensuring that there is a system in place whereby offsite
staff and students can contact suitable staff (Home contact) for advice and support. The
home contact must be contactable 24 hours a day throughout the duration of the fieldwork.
The home contact must be able to receive contact queries regarding the fieldwork and
provide information if needed.
5.2.18 Local In-Country Contacts for overseas visits
Fieldwork leaders are responsible for ensuring that there is a local in-country contact
established for all overseas field fieldworks. These details should be included in the risk
assessment documentation. More usually, local tour operators and third party providers can
be used in this capacity. As a minimum, especially in the case of fieldworks out of Europe,
the appropriate British Embassy should be notified of the fieldwork.
5.2.19 Emergency Assistance and Incident Reporting
Fieldwork leaders must confirm with the Insurance Office that emergency assistance will be
provided by AIG Insurance.
Access to cash in an emergency may be provided by the Finance Department.
All accidents and near misses occurring during fieldwork need to be reported by the
fieldwork leader, as soon as is practical to do so, to the Health and Safety Department using
the normal accident reporting form found at http://staffcentral.brighton.ac.uk/safety
5.2.20 Health and medical issues
The School or Departments needs to have arrangements in place to enable sharing of health
information with fieldwork leaders.
Fieldwork leaders must ensure that risk assessments identify the health hazards associated
with the particular fieldwork. These hazards may include, for example, the prevalence of
certain diseases and parasites. The assessment should also detail any minimum capabilities
expected of fieldworkers or participants, for example physical fitness.
An assessment of health risks should include the effect of the proposed fieldwork on health,
for example any pre-existing medical conditions that may be exacerbated by participating in
the fieldwork.
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Any request for information from a fieldworker must be in compliance with the Equality Act
2010 and Data Protection Act 1998.
The assessment of individual health needs and the provision of appropriate travel health
advice for each fieldworker will vary in complexity depending on their health status and
identified hazards for the fieldwork. Contact the Occupational Health team for advice.
5.2.21 Communication
Fieldwork leaders must ensure that there is effective face-to-face communication well in
advance of supervised residential fieldwork. This can be a critical part of ensuring that those
about to engage in the fieldwork fully appreciate the type of experience planned. Full
discussion of elements such as the type and quality of accommodation, eating
arrangements, sleeping arrangements, and the hours of work (as well as any restrictions in
place for activities during personal time) can pre-empt mismatches in leader/participant
expectation which might lead to disappointment and difficulties with participants whilst on
fieldwork.
5.2.22 Supervision
Fieldwork leaders must ensure that there is adequate supervision for fieldwork activities.
Supervision requirements will vary tremendously, for example an inexperienced group of first
year students will require a higher level of supervision than would be necessary for
postgraduate student level. Factors to consider include:
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the nature of the fieldwork.
the environment and conditions in which the fieldwork takes place.
the experience of the members of staff in supervisory roles.
the experience of the group.
the needs of individuals taking into account their age, level of maturity, and any
individual special needs.
the external requirements of, for example, regulatory authorities or bodies. Two
levels of supervision can be identified – direct and indirect:
Direct supervision describes where a member of staff is in charge of the
participant(s) at all times and is able to intervene in person immediately if necessary.
This type of supervision is appropriate for high risk activities or for less experienced
participants.
Indirect supervision describes a situation where the member of staff manages the
fieldwork but would be unable to intervene in person immediately. Examples of this
type of supervision may include individual research projects, lone working,
postgraduate research project fieldwork, and participants working together in group
activities or social activities
5.2.23 Exchange of information
Fieldwork leaders are responsible for ensuring that there is provision and exchange of clear
information on fieldwork. This applies to fieldwork teams, participants on fieldwork and
independent fieldworkers. Information ought to be provided sufficiently well in advance of the
fieldwork to allow any areas of concern to be raised and addressed.
Timely provision of information allows for the purchase of any equipment, further medical
advice to be sought if necessary, and adherence to the planning and risk assessment
requirements mentioned in earlier sections. This is particularly important when
responsibilities are split between institutions.
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When managers receive clear written information on activities planned by fieldworkers they
will be able to seek any further clarification necessary prior to authorising the fieldwork. For
supervised fieldwork, when participants receive clear written information, the potential for
misunderstandings will be minimised and participants will be able to take action to ensure
they adhere to requirements.
There is also a need for an audit trail to be established to demonstrate that informed consent
is given by fieldworkers to engage in certain (possibly higher risk) activities and to establish
clarity for all those with specific roles and responsibilities. This point can be critical when
recruiting staff who may need to carry out fieldwork in locations where intrinsic risks are
higher. It is also very important when organising supervised fieldwork to locations which do
not have ready access to medical help.
5.2.24 Third party providers
The fieldwork leader is responsible for evaluating the competence of third party providers in
order to satisfy themselves, as far as is reasonably possible, that appropriate precautions
and safeguards are in place throughout the time they are reliant on that provider.
5.2.25 Permissions
Fieldwork leaders must check if any permission is required to access land or undertake
activities. For example photography at airport perimeters would require permission from the
aviation authority.
Areas designated as Sites of Special Scientific Interest or their international equivalent may
require permissions. Permissions should be sought in advance of travel from the relevant
authority.
Access required over private land should be identified and permissions sought.
Collection and return of samples
The collection of samples is a common activity for many fieldwork expeditions or research
projects. Samples can include animal, plant, soil, sediment, rocks, fossils, water or
plates/filters containing air sample particulate captures. The licensing and customs
authorities should be contacted prior to the fieldwork where necessary to determine any
requirements.
Sample container labelling requirements and carrier rules should be checked during the
planning stages.
5.2.26 Family members accompanying participants
Participants are not permitted to bring children or dependents with them on fieldwork and/or
offsite activities.
5.3
Authorisation Phase
Heads of School are responsible for authorising most forms of fieldwork or offsite activities
upon receipt of a satisfactory risk assessment.
5.3.1
Authorisation escalation process
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If the risk assessment identifies high or extreme risks the Head of School may seek advice
from the College Safety Adviser or Health and Safety Department. If the College Safety
HUB Manager or Health and Safety Department consider that the risks are not adequately
mitigated they will advise that the activity will need to be escalated to the Senior
Management Team for approval.
Authorisation of fieldwork in principle should be obtained by Fieldwork Leaders at the initial
feasibility stage from the Head of School. Final vetting of the fieldwork documentation
should also be carried out by the Head of School or they may delegate this duty to a
colleague or an academic member of staff who is suitably competent.
In some cases, after having undertaken a risk assessment, residual risks associated with
fieldwork may still be significant and a management decision will need to be made in
conjunction with the Senior Management Team in order to determine whether the University
is willing to accept these risks.
In all such cases there must be very clear written and verbal communication with the
fieldwork participants to make sure they understand the nature of the risk and control
measures they will undertake. Advice is available from the Health and Safety Department
which will assist in making the decision whether or not a residual risk has been controlled to
an acceptable level; this advice should be sought at an early stage.
5.4
Application Phase
5.4.1
Student Conduct / Code of Behaviour
Fieldwork leaders must make participants aware that the University’s travel insurance policy
is invalidated by inappropriate behaviour when under the influence of alcohol or illegal drugs.
Fieldwork leaders must ensure that there is a participant Code of Conduct for each fieldwork
activity.
Breaches of the Code of Conduct are dealt with in accordance with the School/College or
institutional disciplinary policy.
5.5
Review and revision phase
Fieldwork leaders must ensure that fieldwork planning activities and the fieldwork risk
assessment are reviewed and revised where necessary.
This code of practice will be reviewed by the Health and Safety Department annually.
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Appendix 1
Confidential participant information form
School/Department:
Name of participant:
Date form completed:
Fieldwork and/or offsite activities destination:
Name (exactly as on passport if venture is outside Student Number:
the UK):
Date of birth:
e-mail:
Address:
Home address if different:
Telephone:
Mobile:
Telephone:
Next of Kin:
Address:
Relationship:
Do we have your permission to contact this
person in an emergency?
Telephone:
Allergies (check with your GP if in doubt):
**Medical conditions (please provide any
details of any medication to be taken, including
any incompatibility with other medication):
Vaccinations:
Dietary restrictions:
Passport number:
*Date of expiry :
*Issuing office :
Nationality:
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Competence in activities as relevant (swimming,
boat handling, diving, caving climbing etc.):
First-aid certification:
Previous travel abroad:
Is there anything else we should be aware of?:
Are there any situations you may have difficulty
dealing with such as flying?
No.
1
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Question
Have you suffered at any time from diseases of the heart and circulation including high
blood pressure, angina, chest pains and palpitations?
Have you at any time had significant surgery?
Have you suffered from or had to take medication for, asthma?
Have you ever had collapsed lung or pneumothorax?
Have you ever had any other chest or lung disease?
Have you suffered at any time from blackouts, fainting or recurrent dizziness?
Have you had regular ear problems in the past ten years?
Do you have an ileostomy, colostomy or ever had repair of a hiatus hernia?
Have you ever had epilepsy or fits?
Have you had recurrent migraines?
Have you ever had any other disease of the brain or nervous system (including
strokes or multiple sclerosis)?
Have you ever had any back or spinal injury?
Have you any history of mental or psychological illness of any kind? This would
include a fear of small spaces, crowds, or previous episodes of anxiety or panic
attacks.
Have you any history of alcohol or drug abuse in the past five years?
Do you have diabetes?
Are you currently receiving medical care or have you consulted the doctor in the last
year other than for trivial infection or minor injury?
Have you ever been refused a diving medical certificate or life insurance or been
offered special terms?
Have you ever had, or been treated for, decompression illness?
Could you be pregnant or attempting to become pregnant?
Have you had a head injury with loss of consciousness in the past five years?
Do you suffer from Travel Sickness?
Do you have any allergies to any know drugs or any other allergies?
Do you have any back, knee or other joint problems?
D you have any injury, break or sprain
Do you have any other illness, medical condition or disability
Yes No
If you have answered yes to any of the questions above, please give details in the box below.
This will help us support you (E.g. If you need a refrigerator for medicines, if you use an
inhaler, if you carry adrenaline, if you think that anything on the fieldwork may present
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difficulties). Occasionally, it may be necessary to obtain a doctor’s note, following positive
answers to these questions, prior to the venture.
I certify that the above details are true. I agree to abide by the rules and regulations of the
University of Brighton pertaining to fieldwork and offsite activities and that while participating in this
University of Brighton fieldwork I will act as an ambassador for the University (and abide by all local
laws and customs if outside the UK). I understand that any breach of this contract will result in me
being required to leave the fieldwork immediately and return to the University at my own expense.
Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . ./ . . . . / . . . .
Whilst disclosure of all medical conditions is not compulsory, you must include on the form any
condition or disability which might affect your safety (or that of others) whilst away, which may need
specific treatment if you become ill or which we may need to disclose to the travel insurance
company. This information will not be disclosed to anyone else on the fieldwork without your
permission, unless an emergency makes it necessary to do so.
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Appendix 2
Example Code of Conduct for Students
Staff or students working offsite are considered to be representatives of the University for the
duration of the venture, including during leisure or 'off-duty' periods. Their actions throughout
this time will represent not only their own personal values but also those of the University of
Brighton. Any one that they meet or interact with will judge the organisation by how they
conduct themselves. Essentially they are ambassadors for the University of Brighton.
This Code of Conduct defines the expected standards of behaviour that all staff and students
should conform to during any off-site venture.
The person supervising the offsite team and his / her appointed deputies are responsible for
discipline during the offsite work. They should lead by example. While engaged on offsite
work the decision of the group leader on matters of conduct is final.
All staff and students should:
Obey the reasonable instructions of their group leader.
If visiting another organisation, comply with the rules of that organisation.
If travelling abroad comply with all laws of the country visited.
Comply with health and safety arrangements for the work.
Not behave in a manner which could damage the reputation of the University of Brighton
during work and leisure time.
Respect the social and cultural beliefs of your hosts. This includes modesty in your dress if
required by local customs or religious observance.
If drinking alcohol, do so responsibly and within the boundaries of local laws and customs.
Keep the Person in Charge, or delegate, informed of whereabouts and intended time of
return, if going out independently, including during personal time.
The Person in Charge of an offsite visit should ensure participants are aware of this code of
conduct and any specific standards of behaviour necessary in the fieldwork of the visit to
comply with the code, for example, the rules of the host organisation where relevant or
cultural expectations.
Signed
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Appendix 3
Fieldwork Risk Assessment Form
Travel Date :
University of Brighton - Fieldwork Risk Assessment
Location:
Leaders Name and Mobile Number
Staff Names and Mobile Numbers:
Number of participants:
General description of activities:
Location and Accommodation Address and Telephone:
First aid cover for the activities:
Pre-requisites
Student Information Pack and briefing
Notify British Consulate
Personal Details Forms
Transport Information
Flight Times and dates:
Evacuation and Repatriation Procedures
Local Hospital
Road Arrangements:
Local Contact Details:
British Consulate address and telephone number (for non-UK based
fieldwork):
Home Departmental Contact during Visit:
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Hazard Identified
How might
someone be
harmed?
Rating
(HML)
Risk Evaluation
What has been done already?
Are these measures adequate?:
Are these measures adequate?:
Are these measures adequate?
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What further action is Required?
(Include timescale and mechanism for
implementation)
Action
by:
Are these measures adequate?
Are these measures adequate?
Signature:…………………………………………. Title: ……………………………………………….. Date:…………….
Approved by Head of School
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Safety in Fieldwork Code of
Practice