Appendix 1: Fieldwork Risk Assessments and Approvals Flow Chart
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Appendix 1: Fieldwork Risk Assessments and Approvals Flow Chart Appendix 2a: Fieldwork Planning Checklist General fieldwork planning checklist (amended from Appendix 3 USHA (2010), this list is not exhaustive) What does the fieldwork involve? Describe the general purpose and scope of the proposal Who is involved? Is it individual field work / part of a staff/research group / unsupervised student/postgraduate work Identify number and profile of participants - including anyone with special requirements List of participants, contact details and more required to carried by all staff on course Identify stakeholders Identify number of fieldwork leaders/supervisors/participants - level of supervision required, existing competencies, gaps and vacant roles Identify first aid / medical requirements Identify any Third party providers required for travel, accommodation, catering, services, specific activities etc. Identify other interested parties, e.g. government agencies, foreign embassies When will it take place, and for how long? Travel requirements: Where will the fieldwork take place, including all travel, stopovers and bases? Will it require any particular health considerations / vaccinations/ etc? Will it require any particular documentation / visas / passports / other? Will it require special transport of equipment? Will it require cultural integration/awareness training / translators/ etc.? See guidelines on health and first aid in the field (Appendix 7) Why is this work necessary? What are the benefits - both to participants and in terms of research value How will the fieldwork be carried out? Give as detailed an itinerary and list of activities as is available. Identify hazards, risk levels and, controls See hazard identification and risk profiling chart (Appendix 3b) Have you completed a Risk Assessment Form? Have you submitted it to the Fieldwork Safety Committee? See Risk Assessment forms (Appendix 4) Budgetary considerations: Have health and safety costs been factored into proposals? What are the projected costs for health and safety requirements? Are there other logistical issues that need to be considered? E.g. access to cash, services, equipment, transport .. Insurance considerations: Does UCC insurance cover all aspects of the field work? Check for exceptions in e.g. travel to areas of instability, high risk field work activities, pre-existing medical conditions, pregnancy, insurance in emergency situations etc. Access / permits / certification required: Are there any specific permissions required for: Access to private/public/protected land? Specific sampling activities? Specific vehicle/equipment/training/certification requirements? If so have they been applied for and secured in advance? Are there ethical considerations to be considered? If so, has approval been sought separately? Contingency and emergency planning: Do you have/need a contingency plan? For travel, health, activities, etc. Do you have/need an emergency plan? UCC insurance policies at http://ocla.ucc.ie/Gener al/insurance.asp See list of potential licenses, permits, certifications required, if fieldwork involves diving see the Code of Conduct for Scientific Diving – Appendix 9&10 See relevant University policy at http://www.ucc.ie/resea rch/rio/ethics.html See the Emergency incident procedure (Appendix 8) Appendix 2b: Field course Planning Checklist Fieldcourse planning checklist (amended from Appendix 3 USHA (2010), this list is not exhaustive) What does the fieldwork involve? Describe the general purpose and scope of the proposal Who is involved? Identify number and profile of participants - including any young/vulnerable/participants with special requirements (attach list) See guidelines for field course participants (Appendix 5) Identify stakeholders e.g. parents /guardians of young/vulnerable participants Identify number of fieldwork leaders/supervisors/postgraduates/technical staff /participants Levels of supervision required (min. 1 staff to 25 students) Existing competencies, gaps and vacant roles Identify first aid / medical requirements including numbers of medically trained staff required (min. 1 First Aider to 25 students) See guidelines on health and first aid in the field (Appendix 7) Identify any Third party providers required for travel, accommodation, catering, transport, services, specific activities… See Appendix 12 Identify other interested parties, e.g. government agencies, foreign embassies etc. When will the field course take place, and for how long? Travel requirements: Where will the fieldwork take place, including all travel, stopovers and bases? Will it require any particular health considerations / vaccinations/ etc? Will it require any particular documentation / visas / passports / other? Will it require special arrangements for transport of equipment? Will it require cultural integration/awareness training / translators/ other ? Other considerations? Why is this work necessary? What are the benefits - both to participants and in terms of research value How will the fieldwork be carried out? Give as detailed a list of activities and locations as is available. Identify hazards, risk levels and potential controls See hazard identification and risk profiling chart (Appendix 3b) Have you completed a Risk Assessment Form? And submitted it to the Risk Approvals Board? See Risk Assessment forms (Appendix 4) Budgetary considerations: Have health and safety costs been factored into proposals? What are the projected costs for health and safety requirements? Are there logistical issues with access to cash etc. that need to be considered? Insurance considerations: Does UCC insurance cover all aspects of the field work? Check for exceptions in e.g. travel to areas of instability, high risk field work activities, pre-existing medical conditions, pregnancy, insurance in emergency situations etc. UCC insurance policies at http://ocla.ucc.ie/Gener al/insurance.asp Access / permits / certification required: Are there any specific permissions required for: Access to private/public/protected land? Specific sampling activities? Specific vehicle/equipment requirements? Specific training/certification requirements? See checklist of external permissions for potential licenses, permits, certifications required (Appendix 9 & 10) and if so have they been applied for and secured in advance? Are there any ethical considerations? If so, has approval been sought separately? See relevant University policy at http://www.ucc.ie/resea rch/rio/ethics.html Contingency and emergency planning: Do you have a contingency plan? For travel, health, activities, etc. See Emergency Protocol (Appendix 8) Do you have an emergency plan? Provision of information: Have you prepared a verbal and written statement (participant information booklet) on all aspects of the field course to potential participants? Have you prepared a consent form to be distributed to all potential participants (and/or guardians where necessary), to be returned prior to acceptance on the field course? Have you provided time and staff availability for individual participants to express any concerns regarding participation in the field course in private? See Guidelines for field course participants (Appendix 5) See Template Consent forms (Appendix 11) Appendix 2c: Equipment Checklist (adapted from Dept. of Geology Safety Documents) This list is not exhaustive. Work and Personal Protective Equipment Basic Equipment Checklist Checklist Rucksack Tools (chisels, hammers, shovels, corers etc.) Emergency rations (e.g. chocolate, mint cake, Collection/marking tools (sample bags/containers, glucose tablets) traps, tags etc) Whistle Maps/Charts/other navigational aids Torch Spare batteries First Aid Kit Watch Mobile Phone / other communications device Survival multi-blade / multipurpose knife Water canteen Thermos flask with hot drink Water sterilisation/purification tablets Compass / GPS Waterproof bivi-bag/survival bag Change of clothes Personal hygiene items Hard hat Safety goggles/glasses Protective gloves Safety shoes/boots with steel toe caps if necessary Wellingtons Waders Wet suits / dry suits Lifejackets Recording/marking/tagging/labelling equipment Waterproof pens/markers and labels Ladder / climbing equipment Miscellaneous Equipment Checklist Sunscreen Boat Equipment Checklist Check sea worthiness of vehicle regularly Operators must be licensed, insured, authorised and experienced Tide tables Local bye-laws Sunglasses (Polaroid) Insect repellent Binoculars / Telescopes Cameras/ Night vision goggles / other recording equipment Rear warning lights/ reflectors (night work) Rope Tent Wading pole Cooking utensils, camping stove Waterproof matches / lighter etc. Vehicle Equipment Check List Check road worthiness of vehicle regularly Driver must be licensed, insured and authorised Basic tool kit Spare fuel (in safe approved container) Spare tire(s) / foot pump Water and oil First aid kid Fire extinguisher Snow Equipment Checklist Crampons Ice axe Sunglasses (Polaroid), sunscreen Skis Rope Dead Boy Charts Ship's compass GPS Satellite phone Life jackets/life rafts Life belt and line Loudhailer Horn Large torch Spare batteries for navigation light Fire extinguisher First aid kit Tool kit Engine spares (spark plugs, shear pins, gaskets) Bailers Boathook Oars and rowlocks Anchor and warp Spare fuel Marine band radio Distress flares (renew annually), red hand flares, orange smoke type Star shells, (red (larger vessels) Appendix 3a: Breakdown of Risk Types (from UCC Health and Safety Office) Available at:http://www.ucc.ie/en/occupationalhealthandsafety/risk/RiskCalculator/ "Risk assessment is the determination of level or magnitude of risk having regard to: 1. the frequency/chance of any given hazard manifesting itself 2. the time of exposure to the hazard (as a % of the 24 day or a year) 3. the consequence of exposure to the hazard e.g. severity of loss/injury/ illness" Analysis of Consequences from Risk Types Each Risk Type is scored I to IV for category of consequences Category I Category II Minor Appreciable Type 1. Economic (Damage to < €1000 < €10,000 Plant/Works): Insignificant Minor An Injury/illness requiring less than 3 Type 2. Effects on An injury/illness requiring days loss of work with 3-56 days loss of work Personnel total recovery or no with total recovery. human injury is expected. Category III Substantial Category IV Major Loss Category V Severe Loss Category VI Total Loss < €100,000 < €1m < € 10 m ---------- Major Severe Fatality Multiple Fatalities Self explanatory Self explanatory Potential Serious Injury Fatality An injury/illness requiring 2 months loss of work with Permanent incapacitating total recovery or an injury injury/illness where a permanent slight incapacity may result. Type 3(a). Effects on People: Nuisance Complaints Clinical Advice Required Hospital Treatment Type 3(b) Public Reaction: None/Mild Minor Local Outcry Considerable Local & National Media Reaction Severe Local & Substantial Media Reaction Type 4. Effects on the environment Insignificant Temporary short-term Damage Major Pollution Severe Pollution Severe National Severe National Media Media Pressure to Reaction Stop Business Widespread Damage The Overall Risk Level is assessed with reference to all risk types, the probability of occurrence, and the exposure to hazard time. Overall Risk Levels are classified as: Low Moderate Substantial Catastrophic Damage High Appendix 3b: Hazard Identification, Control and Risk Profiling Chart Multiple hazards and multiple controls may apply. List is not exhaustive. Potential Hazards Illnesses or allergies causing problems, particularly in remote locations Accidents or injuries resulting from inadequate clothing or footwear i.e. not suitable for the environment Health issues resulting from inadequate preparation for the environment: sunburn, sunstroke, wind chill, hypothermia etc. Potential Controls All fieldwork must adhere to School Safety guidelines and will have gone through the RAAP thus reducing all risks All field work leaders have recognised First Aid training A minimum ratio of 1 to 25 First Aid trained staff to students is required on all field courses (UCC guideline) First Aid equipment is carried on all field courses First Aid / Medical Hazards Comment on Risk Levels Accidents and incidents must be reported to Safety Committee & safety protocols updated accordingly - annual review process in place, immediate updating where relevant Health effects on personnel is the risk type of major concern here, multiple controls should be applied to maintain overall low risk level Adequate access to emergency medical care is available: relevant emergency services communicable Alternative transport available from field sites to medical access point for field courses: e.g. staff car follows bus to field site in case of need for transport to doctor/hospital Emergency protocols in place (Appendix 8) Solo researchers Lack of adequate knowledge of risks Where unsupervised/individual fieldwork is carried out, all safety advice, procedures and guidelines are given to the student/researcher, orally and in written form in advance, receipt of such is acknowledged in writing by individual Lack of adequate planning for safety All fieldwork must adhere to School Safety guidelines and will have gone through the RAAP thus reducing all risks Accident/injury in the field Individual researchers advised to carry personal first aid kits Solo researchers unable to contact help if required Individual researchers are advised to provide notification of itinerary, estimated time scale, and activities to a colleague in advance Adequate communication equipment for the situation is available e.g. mobile phones carried by all field leaders/staff on field courses/ a nominated person is advised of estimated departure and return times /in remote/inaccessible areas another form of communication such as radio transmitters/satellite phones used Health effects on personnel are the risk type of major concern, working alone always carries a higher risk level. Multiple controls should be applied to maintain overall low to moderate risk levels. Details of suitable safety equipment/protective gear Supervision requirements Failure of supervision Minimum ratio of staff to students on field courses Health effects on personnel are the risk / vulnerable groups Under 18's or other vulnerable members / members requiring specific support in the group Lack of adequate planning for safety Isolation from main group Risks of accidents/ other during personal/down time Psychological / emotional support requirements Privacy issues All fieldwork must adhere to School Safety guidelines and will have gone through the RAAP thus reducing all risks Buddy system Increased ratio of supervision in particular circumstances type of major concern, working alone always carries a higher risk level. Multiple controls should be applied to maintain overall low risk levels for field courses. Minimise personal/down time Additional supervision from within the student group, appoint student supervisors Under 18's restricted from particular activities Staff go with student groups at night for at least part of time i.e. to restaurant/pub/other Time made prior to and during field course for one to one meetings with students to discuss any concerns Confidential Health Questionnaires examined prior to course and potential needs of individuals highlighted Privacy issues addressed in advance of field courses, i.e. arrangements for private/shared rooms discussed and opportunities for any issues with arrangements to be discussed/altered General hazards relating to exposure / activities Exposure to potentially dangerous insects, vegetation or animals which may pose physical danger, or carry disease / release toxins All fieldwork must adhere to School Safety guidelines and will have gone through the RAAP thus reducing all risks Difficulties in navigation of the particular terrain Fieldwork safety training is given by experienced staff who have completed field based postgraduate and post doctoral work and are familiar with fieldwork hazards Isolation from main group / solo research Advice on specific environments is provided in the BEES field safety manual and can be further detailed in RA form Hazards from portable tools or machinery used for sampling, boring, cutting, trapping etc. particular to the work undertaken Specific courses in field safety/navigation and/or survival training taken by field work leaders and/or individuals where necessary Accidents or injuries resulting from inadequate clothing or footwear i.e. not suitable for the environment Exposure to adverse weather conditions Adequate communication equipment for the situation is available e.g. mobile phones carried by all field leaders/staff on field courses and in very remote/inaccessible areas another form of communication such as radio transmitters/satellite phones/personal location beacon are available Where specialised tools or equipment are used, e.g. portable electric tools, only competent, authorised persons are allowed to operate them All risk types may be a factor here depending on specific activities and potential for effects on people, equipment and environment. As well as general controls listed specific controls should be described to keep risk levels as low as possible. Lack of essential equipment from inadequate planning including maps, compasses, first aid, survival equipment etc. Adequate access to emergency medical care is available: relevant emergency services communicable at all times, and/or alternative transport from field sites to medical access point available Avoidance of potentially dangerous situations, routes, animals, plants, insects, etc. where possible Add controls detailing specific certifications, training, expertise, safety equipment, protection of specific equipment etc. in this section Boating / use of other aquatic transport / vehicles / specialised equipment Dangers of rising waters or changing tidal conditions, unknown currents etc. Diving, snorkeling, swimming, wading, electrofishing, tagging, and other mark/capture-type field work activities Caving, rock climbing, cliff faces, underground workings Danger of falling rocks, subsidence or floods Specific hazards inherent in some sites / activities Dangers of soft/unsafe underfoot conditions Dangers of lack of visibility in dense woodland, whiplash of branches, forest fires Dangerous fauna/flora Hiking, climbing fences/ditches, digging, coring, clearing vegetation, taking samples etc. Exposure to extreme environmental conditions to temperature / altitude / pressure Field activities at night / alone / in poor visibility etc. Damage to property / environment Damage to the environment from unnecessary collection of specimens/ trampling or disturbance of area, littering / other damage/ pollution All fieldwork must adhere to School Safety guidelines and will have gone through the RAAP thus reducing all risks Risk Type 4 is the main consideration here. Controls should be applied to maintain low risk level. Hazards due to problems with travel/accomodation/cateri ng/other third party providers Hazards from vehicular traffic during fieldwork Damage to property from lack of due care All fieldwork participants advised of requirement to adhere to guidelines and code of conduct relating to respect for environment, property, people etc. Complaints and/or altercations due to trespass or sampling without permits Guidelines on requirement for external permissions provided in safety manual and should be highlighted with regard to specific environments Auditing of third party providers in advance of field course Use only reputable and approved providers Avoidance of potentially dangerous situations and routes where possible Use of reflective clothing / markers Advance notice of fieldwork locations to relevant authorities where relevant Requirement for permits in some cases.. If so provide detail in RA Multiple controls should be applied to maintain low risk level for field courses. Health effects on personnel are the risk type of major concern, working alone always carries a higher risk level. Multiple controls should be applied to reduce risk levels Adequate communication equipment for the situation is available e.g. mobile phones carried by all field leaders/staff on field courses and in remote/inaccessible areas another form of communication such as radio transmitters/satellite phones/personal location beacon Individual researchers are advised to provided notification of itinerary, estimated time scale, and activities to a colleague in advance Crime / personal security issues Additional supervision from within the student group, appoint student supervisors Under 18's restricted from particular activities Staff go with student groups at night for at least part of time i.e. to restaurant/pub/other Use of reputable and approved third party providers NOTE: there are limits to insurance cover for theft etc. these should be checked in advance of fieldwork / field courses Health effects on personnel and economic effects (loss of field equipment, personal property etc.) are the risk types of major concern here. Multiple controls should be applied to keep risk levels as low as practically possible. Appendix 4a: Fieldwork Risk Assessment Template Contact details: First Aid qualifications: Position/Role on Field Course: Fieldwork Leader / Supervisor: Other participants: If solo fieldwork and/or unsupervised undergraduate / postgraduate fieldwork involved elaborate here : Brief description of and reason for Fieldwork: If applicable: Number of participants: Participants with special needs / under 18's / other: Staff to participant ratio: Fieldwork Details: First Aid staff to participant ratio: Time period / Dates: Activities: Permissions/licenses required: Specialised equipment / training required Other comments: Travel Arrangements: Accommodation details: Other third party providers: Checklist of prerequisites: Read BEES Field safety manual and sign consent at bottom of this RA form. Yes / No / Yet to do / NA / Comment Health Questionnaire (including next of kin contacts) and consent form retrieved from all participants if necessary Contacts for Medical Service and Emergency Protocol Local GP, Hospital & Emergency services School/Base Emergency Contacts Irish Embassy / consulate UCC Overseas 24 hr Emergency Medical Contact: AIG Assistance Phone: 0044 208 762-8514 Travel Policy Number: PAE61285 Hazard identified Control measures in place Further control measures required including methods and timescale for implementation Action by Residual Risk Level (i.e. risk after controls) Low / Moderate / Substantial / High Yes / No / NA Follow Tier 1 or 2 protocol as appropriate: Overall risk level is LOW Overall risk level is MODERATE TO HIGH Tier 1: approval by Fieldwork Leader, forward to Approvals Board for records only Tier 2: forward to Approvals Board for assessment and approval. I have read and understood the School of BEES Guidance on Safety in Fieldwork Manual. I am fully aware of my responsibilities within the School policy, as an individual researcher / Fieldwork Leader / Supervisor to myself and to my co-workers / student(s) (delete as appropriate). Signature of Fieldwork Leader: Date: Tier 2: Date: Signature of Approvals Board member(s): Signature of Head of School: Further Action required: Approved / Not Approved Appendix 4b: Field Course Risk Assessment Template Module: Brief description of Field Course: Module Co-ordinator: Field Course Leader (if different from above) Staff: Contact details: Name: First Aid qualifications: Number of participants: Participants with special needs / under 18's / other: Staff to participant ratio: First Aid staff to participant ratio: Field Course Details: Dates: Travel Arrangements: Accommodation details: Other third party providers: Checklist of prerequisites: Position/Role on Field Course: Activities: Yes / No / Yet to do / Comment Participant information pack provided to all participants, including General Guidelines for Field Course participants, Confidential Health Questionnaire, Consent Form and specifics of Field Course travel, accommodation, requirements and any other relevant details Health Questionaire (including next of kin contacts) and consent form retrieved from all participants Contacts for Medical Service and Emergency Protocol Local GP, Hospital & Emergency services School/Base Emergency Contacts Irish Embassy / consulate UCC Overseas 24 hr Emergency Medical Contact: AIG Assistance Phone: 0044 208 762-8514 Travel Policy Number: PAE61285 Hazard identified Control measures in place Further control measures required including methods and timescale for implementation Action by Residual Risk Level (i.e. risk after controls) Low / Moderate / Substantial / High Yes / No / NA Follow Tier 1 or 2 protocol as appropriate: Overall risk level is LOW Overall risk level is MODERATE TO HIGH Tier 1: approval by Field Course Leader, forward to Approvals Board for records only Tier 2: forward to Approvals Board for assessment and approval. Signature of Field Course Leader: Date: Tier 2: Date: Signature of Approvals Board member(s): Signature of Head of School: Further Action required: Approved / Not Approved Appendix 5: Guidelines for Field Course Participants (with contributions USHA, (2010) OCLA (2011), internal safety documents from the Departments of Plant Science and Geology) Field courses can be extremely enjoyable and educational experiences. However fieldwork may involve some potentially hazardous activities and environments. To ensure the health and safety of Field Course participants at all times we ask that you have read and understood the Field Course participant information pack and complete the required Health and Consent forms. Further detailed information on field work safety is available in the School of BEES Guidance on Safety in Fieldwork available from the BEES Office. You should be aware of the University ‘Code of conduct and safety instructions for students on fieldwork’, UCC, Office of Corporate and Legal Affairs, available at http://ocla.ucc.ie/Insurance/page.asp. Below are some guidelines on preparation for fieldwork, safety procedures, protection of the environment and personal/down time on field courses. 1. PREPARATION FOR FIELDWORK 1.1 General Behaviour 1.2 Clothing and Footwear 1.3 Equipment 1.4 First Aid – Medical Issues 2. GENERAL FIELDWORK SAFETY PROCEDURES 2.1 Setting out 2.2 In the field - general safety precautions 2.3. Safety Procedures for some specific field environments 3. PROTECTION OF THE ENVIRONMENT & PROPERTY 4. GENERAL BEHAVIOUR / PERSONAL TIME PREPARATION FOR FIELDWORK 1.1 General Behaviour A high standard of behaviour is expected and required of all field course participants, in accordance with the University and School Code of Conduct, to ensure the safety of all participants in fieldwork activities and in down time. In accordance with the Health and Safety at Work Act, leaders will follow safety precautions and take every reasonable care to ensure the safety of members of their parties. However each individual is responsible for the observance of safety provisions, and may be held liable if accidents arise through failure to meet obligations. Participants should therefore observe sensible manners and consideration for others in all aspects of the field course respect the property of others maintain the reputation of the School and University for order and discipline cooperate fully with the instructions of Field Course Leaders inform the Field Course Leader of any problems, e.g. fitness, medical problems that may be a problem in the field. observe any additional rules regarding activities and behaviour in personal / down time. 1.2 General Guidelines on Clothing and Footwear for Fieldwork – (as for UCC guidelines: http://ocla.ucc.ie/Insurance/page.asp) You should wear clothing appropriate for the type of weather and terrain likely to be encountered, as well as appropriate to local customs regarding dress. If in doubt, observe how local people dress and adjust your behaviour and clothing accordingly. If working in urban areas, and especially if you are likely to be interacting with local people, smart but casual clothing is more likely to gain you a good reception. Footwear: Field work, whether in rural or urban settings, invariably involves considerable walking, and you should come suitably prepared. Proper walking shoes or boots are essential, even if you are working in town; they should be broad fitting and comfortable, and should be well “broken in” before the start of the field work. General Clothing: Several layers of loose clothing give better control of body temperature than one or two thicker layers. Natural fibres (wool, cotton) are preferable to artificial fabrics. Trousers: Denim jeans are unsuitable for wearing in open country as they have little warmth in them, and if they become wet can be heavy and take too long to dry out. Wool, flannel, or tweed trousers are better. Waterproof over-trousers should be used in bad weather. Snow gaiters are a useful addition in heather or snowy conditions. Skirts and dresses are generally less practical than trousers. Outer clothing: An anorak or other windproof, waterproof and preferably brightly coloured jacket is essential if you are working in remote or exposed conditions. A thermal “body warmer” (waistcoat) can be worn underneath for extra warmth. If working outdoors, the garment should be long enough to be sat on while still being worn. Gloves: protect the hands from scratches and minor injury, as well as helping preserve body warmth. Tough gloves with extended wrist covering are preferable. Headgear: A woollen balaclava or hat and scarf is essential in mountain or coastal environments in particular. Elsewhere (including in town) a waterproof head covering is strongly recommended. Umbrellas are impractical because they require holding and are vulnerable to damage in wind. Spare Clothing: should always be taken with you (i.e. not left on the coach or in the hotel room). It may also be helpful to bring a day-pack or small ruck sack for carrying your belongings. 1.3 Equipment The equipment required will depend on the nature of the work to be undertaken, the terrain to be encountered and the prevailing climatic conditions. Any specific safety equipment will also have been planned for and provided by field course leaders. However basic equipment which can be useful in most situations include a rucksack, watch (waterproof and accurate), water canteen, emergency rations/high calorie snacks (e.g. chocolate, glucose tablets), sunscreen, sunglasses (Polaroid lenses), hat, raingear, compass, whistle, torch/flashlight, insect repellent and mobile phone. An additional equipment checklist is available in the BEES fieldwork safety manual. 1.3 First Aid – Medical issues A CONFIDENTIAL Health Declaration form must be filled in prior to approval for participation in any field course. This is to advise the Field Course Leader / Supervisor on any medical conditions such as diabetes, epilepsy or other condition which might require treatment in the field. It also requires next of kin and home contact information in case of an emergency. A number of qualified first aiders will be in attendance on all field courses and ideally only qualified personnel should render first aid. However, in certain circumstances it may be necessary for an unskilled person to give immediate first aid before a rescue party and professional medical treatment can be summoned. A School first aid kit specifically designed for fieldwork will be carried by the supervisor/fieldwork leader. This kit contains basic first aid equipment including eyewash and foil emergency blanket for treatment of hypothermia. A small personal first aid kit can also be carried in a waterproof container, particularly if you are on medication. If so advise the field work leader in advance, bring adequate supplies, and a note from your doctor/photocopy of prescription in case of restrictions in other jurisdictions. The ‘Guidelines on Health and First Aid in the Field’ and the School ‘Emergency Incident Procedure’ should be read prior to the field course. Sufficient numbers of supervisory and first aid staff will be present on field courses to ensure that you may need these guidelines only as a last resort. Relevant accident and emergency procedures and specific fieldwork safety procedures will be detailed by the fieldwork leader/supervisor at the outset of the field course/particular activity. Accidents must be reported using the University Accident/Dangerous Occurrence Report Form. Note: there are some exclusions as regards conditions of insurance including, for example, relating to pre-existing medical conditions and pregnancy related medical issues. Insurance details can be checked here: http://ocla.ucc.ie/General/insurance.asp. If you think this applies to you please alert the Field Course Leader when completing the Health Questionnaire. You may need to consider additional personal insurance options. 2. GENERAL FIELDWORK SAFETY PROCEDURES 2.1 Setting Out Have a good breakfast. Dress in suitable clothing for the fieldwork. Take note of weather forecast and be prepared. Always inform a friend or colleague of the plans for the field trip, the destination and the expected time of return. Ensure you keep the contact details for your accommodation with you in case of becoming separated from the group. Be aware of local emergency numbers. Any known hazards and/or safety issues will be discussed with the group by the fieldwork/field course leader in advance and any questions in this regard should be directed to them as early as possible. If carrying out unsupervised solo fieldwork always carry a means of contact in case of emergency. 2.2. In the Field – General safety procedures While the planning of fieldtrips will need to be done in advance so as to arrange transport or ensure that suitable tides will occur, for example, students must recognise that fieldwork in Ireland often means rain, cold and windy weather. There may, sometimes, be a need to depart from the schedule, change study area, alter a route plan or cut short the work in cases of severe weather. The person in charge will take these decisions on the day with full regards for the safety of the group. The lecturer and demonstrators that are present to guide the running of the fieldtrip are experienced fieldworkers. They are aware of the potential hazards of fieldwork in Ireland and will not knowingly lead students into areas that present danger if sensible behaviour and guidelines in this manual are observed. Before starting any activity (sampling, observations, etc.), examine the surroundings carefully, note and avoid any hazards present (including power transmission lines). Do not take risks. Decide on the "escape-route" well in advance of having to use it. Keep a constant look out for changes in the weather and rapidly rising tides. Do not tackle anything that is beyond your training or experience. Take regular breaks for resting, eating and drinking. Do not touch suspect or unidentified objects, machinery or equipment. Take care with electrical equipment in damp or wet conditions. Check in with the fieldwork leader/supervisor when you complete a visit to a site. Avoid "horseplay" -this can lead to accidents and will not be covered by insurance. Avoid the consumption of alcohol and/or illicit drugs during fieldwork. 2.3. Safety Procedures for some specific field environments 2.3.1. Low to moderate relief and altitude Watch out for and avoid potentially dangerous animals, especially bulls, and vegetation. Move carefully over wet grass on cliff paths or grassy slopes since it can be slippery. Move carefully over rough, rock, or vegetation-covered ground, avoiding loose boulders, burrows etc. Never run down screes or steep hills and take care not to dislodge loose rocks or other objects. Protective headgear should be worn where there is a danger of falling stones. If necessary shout a warning to those below. In areas where game shooting takes place, wear high visibility clothing. 2.3.2 Mountains and uplands Avoid becoming tired, cold or wet. Watch the weather conditions very carefully as they can deteriorate rapidly. In conditions of poor visibility, constantly refer to a compass and make progress cautiously. Stop frequently and each time take a sight on an object ahead. An alternative is to send a companion ahead 20 yards or so at a time. The sighting should be made while both parties are stationary. Know how and where to shelter from electric storms. If immobilised and separated from the group for any reason, put on all spare clothing and use the survival bag without delay. Call for assistance. Summon aid using the International Distress call. 2.3.3 River crossings Avoid them if reasonably possible. Heavy rain will cause flooding and make streams rise rapidly into dangerous torrents, which can wash away bridges, parts of footpaths and submerge fords. NEVER CROSS such streams in spate. Take a detour, or wait until the spate or flood subsides. If a stream must be crossed, use stepping stones. Do not jump from boulder to boulder. Use short shuffling steps and cross on the diagonal. 2.3.4 Woods and forests Work in woods and forests can be more tiring than elsewhere. There is difficulty in movement and limited visibility. Plan accordingly. If lost, backtrack. Avoid areas where growth is dense and the nature of the ground and any obstructions or holes are obscured. Watch for whiplash of branches or branches sticking out at eye level. Rocks and boulders and fallen trees in forests frequently bear a covering of moss and are slippery when wet. Avoid screes in forests whenever practicable. If climbing slopes, take care not to rely too heavily on vegetation for support. It may not be firmly anchored. Do not smoke or light campfires at times of high fire risk, or as decreed by local forestry regulations. If applicable, do not park your vehicle in tracks or fire breaks. Do not climb trees unless strictly necessary for the research. If you must climb trees use a safety rope and ensure that a ground-based colleague is to hand. Do not climb forest observation towers. Avoid passing through dense plantations of young trees; they are easily damaged. 2.4.5 Bogs, mires, swamps Avoid rafts of vegetation overlying water. (Swaying movement when walked on). Take care when traversing reed swamps on foot. Probe ahead with a pole or auger. Do not attempt to cross a bog-of any type, especially if alone. If it is essential to cross a bog, probe ahead and try to keep to drier upstanding parts (preferably to any tussocks of grassy plants) and avoid un-vegetated areas. If you begin to sink, lie flat on your back, call for assistance. Keep calm. If possible free your legs and feet to the horizontal. If you are carrying a survival bag or other inflatable object inflate it to give buoyancy. A plastic bag or waterproof garment may be used to trap air and provide limited support. Lying flat, move back in the direction of approach using any tussocks for support. If immobilised, try to get behind some vegetation for shelter. Put on spare clothing and use the survival bag. Call for assistance. 2.4.6. Estuaries, mudflats, salt marshes, seashores and beaches Avoid working solo in these areas. Tides and time are the major considerations. Make allowance for local conditions and changes in the weather e.g. an on-shore wind can bring forward the time of high tide. When the terrain is flat the tide advances quickly, sometimes faster than walking pace. Allow ample time to return to base before the flood tide starts to advance across the work area. Because of the time limitation due to the tides, any illness or injury that slows down progress can become fatal. Suitable clothing and footwear are essential in these areas, which are generally very exposed and can be extremely cold. The conditions underfoot are often highly variable and treacherous. Probe ahead. If your boots or waders become stuck, slip one foot out slowly, rest the leg on the surface and gradually free the other foot. Lie on the surface and gradually free the other foot. Lie on the surface and spread your weight to avoid sinking. Move to firm ground using a 'leopard crawl' (spread-eagled face down, keeping the maximum area of the body in contact with the ground all the time). 2.4.7. Railways, Motorways and Other Roads Specific permission must be obtained before conducting work on or beside railways and motorways. Comply with safety regulations laid down by the relevant authorities. Wear high visibility clothing (reflective bibs). Never enter rail tunnels without prior authorisation. Avoid road tunnels lacking a footpath. If such work is essential, post a lookout and prominent warning signals or signs at least 100 metres ahead. Display a clear warning signal (orange flashing light or red triangle when working near bends, hill crests or in narrow cuttings). Employ a lookout if feasible. Never leave debris on roadways or verges. Be extra careful if there is a strong wind blowing as it can mask the sound of approaching trains or vehicles. Beware of a second train approaching simultaneously from the opposite direction on the other track. Beware of cars passing out other traffic and approaching your position on the ‘wrong’ side of the road. 2.4.8. Quarries, Cuttings and Cliffs Report to the Quarry Manager on arrival and on safe departure. Comply fully with all local safety rules. Comply with blast warnings. Keep a sharp look out for moving vehicles and machinery. Never pick up explosives or detonators. Wear a safety helmet and appropriate footwear at all times. Wear safety glasses of goggles when hammering or chiselling rock. Avoid hammering near or above another person. Do not look towards another person hammering. Never work under an overhang. Avoid loosening rocks on steep slopes. Avoid the edges of cliffs, quarries and other steep slopes or sheer faces. Ensure that rocks above are safe before going below them. Beware of sludge lagoons. Beware of landslides on clay slopes, in clay puts or on other questionable slope or scree. Watch the tide flow when working beneath sea cliffs. Do not roll rocks down slopes for amusement or run down scree slopes. Do not climb cliffs, rock faces or crags. Do not enter old mine workings or cave systems unless authorised and given proper instruction. 2.4.9. Hot/tropical climates Carry an adequate supply of drinking water and rehydration sachets of salt and sugar. Avoid the temptation to wear shorts, light shirts and light footwear. Contact the University Health Service regarding appropriate immunisation and vaccination, and the hazards associated with prolonged exposure to strong sunlight. 2.4.10 Rivers, lakes, reservoirs and their margins Be aware of the possible health risks from polluted water. Be aware of the hazards associated with waterfalls, weirs and spillways. Watch out for freak waves (localised short and steep) which can be rapidly set up in gusts over open stretches of water and may develop in otherwise calm conditions. Be familiar with the “rules of the road” for river navigation. Always have anchors ready to use to prevent drifting. 2.4.11 Marine environments A thorough knowledge of the local tides and times of movement is essential. The direction of tide flow along the coast will depend on whether it is rising or falling. Always keep a sharp lookout. Beware of ‘FREAK’ waves which can occur in a regular periodic pattern without any prior warning and during otherwise very calm conditions. Keep a very close watch on the sea state constantly while working along rocky coastlines where ‘freak’ waves can appear without warning and inundate areas which are well out of reach of the normal background waves. Know what to do in the even of the boat capsizing. 2.4.12 Other environments: Other environments include: Excavations, trenches, wells and boreholes Mines, adits, tunnels and caves, Glaciers Underwater surveys (diving) If working on these or other environments detailed information should be sought in advance from project supervisors/department safety offices. 3. PROTECTION OF THE ENVIRONMENT & PROPERTY Do not collect specimens unless required for serious study. Observe conservation requirements. Keep to paths where provided. Do not trample crops or disturb living plants and animals unnecessarily. Do not pollute streams or leave litter behind. Keep fire risks to a minimum, remove glass objects that might subsequently cause fire and do not discard smouldering cigarette butts. Respect other people’s property; do not damage property, trample crops, knock stones off walls, leave gates open, or disturb livestock. 4. PERSONAL / DOWN TIME Personal time can be defined as time when programmed fieldwork activities are not taking place but participants remain under the general jurisdiction of the institution. It is unlikely that participants will be directly supervised during these periods. Common examples of personal time activities include sightseeing, social activities and outings. Down time can be defined as a period of time, occurring within the overall duration of the fieldwork but outside the jurisdiction of the institution. Field course leaders will issue instructions on permitted activities and movements during personal/down time. Appendix 6: Template Confidential Health Questionnaire CONFIDENTIAL FIELD TRIP / EXPEDITIONS / HEALTH DECLARATION FORM 1. To participate in a School field trip you must complete and sign the following health declaration form. 2. In the majority of cases the information provided by you in this, your “Health Declaration”, will be sufficient, when signed by the Fieldwork Leader/Supervisor to pass you as medically suitable for your field trip. Some students however may be required to discuss information contained in their Health Declaration in further detail with a Doctor or travel health adviser and may subsequently require a medical examination. 3. Additionally you may need to arrange an appointment for your travel advice and any recommended vaccinations if required. 4. Please note any medical details supplied will remain confidential to the Fieldwork Leader/Supervisor and no information will be provided to others without your informed consent. NB You will be excluded from the field trip, by the School, if you do not complete a Health Declaration form. Your Health Declaration form must be signed by the Fieldwork Leader/Supervisor to pass you as medically suitable for the field trip. Vaccinations are often required when travelling overseas. It is the applicants own responsibility to check their vaccination status is fully up to date and any necessary vaccinations needed for overseas travel have been completed prior to departure. Confidential HEALTH DECLARATION Surname: Forename: Student No: Degree and Year of Study: Next of Kin and contact details: Address: Term: Home: Telephone and mobile: Email: Date of Birth: Name of GP: Telephone No. Academic Year: School/Dept: Previous Overseas travel to exotic locations, if applicable: (Dates & Destinations) Your Health and Functional Capabilities 1. Do you have any medical or other conditions of which we should be aware? These may be classed as any condition which could potentially impact upon you when travelling and/or conducting fieldwork. eg. Allergies, diabetes, epilepsy. If yes please to the above, give details (e.g. when condition developed, severity, effects, medication and other treatment). Continue on another sheet if required. 2. Do you have any special dietary requirements/restrictions? If yes give details: If you would like any further advice on your health in relation to your course, please contact the Fieldwork Leader/Supervisor. NB Ensure you have answered ALL questions as not doing so may result in not being permitted to travel. DECLARATION I certify that my answers to the questions are complete, accurate and no information has been withheld. I understand that if this is later shown not to be the case it may result in exclusion from the Field Course/travel. If, between now and my due date of departing, my medical circumstances should change, I undertake to seek medical advice regarding my suitability to travel and to inform my Fieldwork Leader/Supervisor accordingly of such changes. Signed: Print Name: Date: Appendix 7: Guidelines on First Aid and Health Issues for Fieldwork and Field Courses (with contributions from USHA, (2010) OCLA (2011), as well as internal safety documents from the Departments of Plant Science and Geology) The minimum School requirements for First Aid / Medical Access on field work and field courses are described below, followed by a general guide to common health and first aid considerations in the field, particularly for individual/unsupervised field workers, or in case of isolation from a qualified First Aid provider and/or other medical support. It is not possible to provide comprehensive details of all possible health / medical conditions, this list is not exhaustive; the more common considerations for fieldwork are described, however assistance from qualified medical personnel should be sought first in all cases. The Emergency Incident Protocol is given in Appendix 8. Provision of and Access to First Aid and Medical Services on Fieldwork or Field courses: UCC policy on access to First Aid in terms of accident or injury relates to convenient access to a qualified medical doctor or State Registered Nurse generally. In the case of first aid for employees in the Republic of Ireland access to the aforementioned suffices, or access to a qualified Occupational First Aider OR a designated first aider (designated by the employer) at a place of work (for any place where work is undertaken by employees - fixed or otherwise). In such cases a designated first aider may be a qualified medical doctor or SRN with a current AED & CPR cert, who is designated by the employer/ local head of School/Department as a designated first aider within UCC OR a qualified Occupational First Aider who has a valid occupational first aid certificate. An occupational first aider must hold a FETAC occupational first aid certificate or equivalent, after completion of an approved Occupational First Aid course of some 24 hours tuition minimum, content as prescribed by the national regulatory body, and attainment through examination of the designated standard in both practical first aid and the written knowledge of first aid practice. Attendance at refresher first aid courses with a prescribed duration & course content, at prescribed intervals (generally 2 year maximum) is required thereafter to keep the first aider current and their certificate validated. Note: completion of a 1 day first aid awareness courses does not satisfy the above. SHWW First Aid regulations cover the provision of First Aid at places of Work in Ireland and the provisions of and the training of Occupational First Aiders. School guidelines are as follows: Minimum of 1 staff member with Occupational First Aid qualifications per group, depending on the nature of the fieldtrip, environment and risks. UCC guidelines suggest 1 per 25 students if the fieldtrip is not particularly hazardous, and 2 per 25 if fieldtrip is more hazardous. All participants must be made aware of the availability and identity of qualified First Aid staff at the outset. A School first aid box must be carried on all field courses, and personal first aid kits are advised on all fieldwork. School first aid boxes should be routinely inspected and updated according to School policy. Contingency plans must be put in place for all field courses and are advised for all field work activities. Information on local health care facilities and services, emergency numbers should be obtained in planning fieldwork and particularly field courses abroad. This information must be made available to all participants prior to field courses and field work. If other particular first aid/medical training needs are considered to be required and/or beneficial in fieldwork/field courses these should be highlighted in the planning stage and risk assessment. Provisions should be made for access to these services and/or arrangements made for training of staff members where necessary. In the case of Field Courses all participants must fill out a confidential health questionnaire (Appendix 6) prior to the Field Course, including contact details of next of kin. The list of participants, next of kin details and any relevant medical information should be held by the Fieldwork Leader at all times. It is advisable for all fieldwork activities that participants are made aware of potential health risks and plan accordingly. General first aid and medical advice for fieldwork are given below. General First Aid & Medical Advice for all field workers: Basic field equipment: The equipment required for fieldwork will depend on the nature of the work to be undertaken, the terrain to be encountered and the prevailing climatic conditions. However it is advisable that basic field equipment which can be useful in most situations, and can help avoid the most common medical considerations is carried by all field workers. Rucksack containing a water canteen, emergency rations/high calorie snacks (e.g. chocolate, glucose tablets), Sunscreen, sunglasses (Polaroid lenses), hat, raingear Insect repellent Watch (waterproof and accurate), compass, whistle, torch/flashlight with batteries, and mobile phone Basic personal first aid kit*, including provision for any personal medical conditions which may be problematic in the field *Basic first aid kit contents: Sterile un-medicated dressings in various sizes, sterile eye pad with dressing, wash-proof assorted plasters, non-adhesive bandages, safety pins, sterile cleansing wipes, saline and sugar solutions/salt and sugar sachets, antiseptic cream, small blunt ended scissors, and First Aid Notes for guidance. General Principles Always seek help from qualified First Aid staff / other qualified medical personnel first. If no help is available ensure your own safety and that of the party before attempting to give first aid or rescue the casualty. Check the airway. Check it frequently and keep it clear. (Clear the mouth. Remove any obstructing solid or liquid. Make sure the tongue does not block the back of the throat). Stop the bleeding. Do not move the injured person unless you are quite sure that there is no injury to the spine and unless there is imminent danger in thin location. Treat for shock. Keep the patient warm and relieve the pain. Immobilise broken limbs to prevent pain and prevent further damage. Do not experiment. When in doubt, do as little first aid as possible, since an unskilled person can do considerable damage by applying the wrong treatment. Common Health and Medical Conditions 1. Cramp / Strain 2. Sprained and twisted ankles 3. Bleeding 4. Broken Bones 5. Sunstroke / Heat stroke / Hyperthermia 6. Hypothermia / Exposure 7. Travel / Altitude /Sea Sickness 8. Diarrhoea 9. Jet Lag 10. Deep Vein Thrombosis 11. Contact with / ingestion of toxins / dangerous poisonous species 1. Cramp / Strain Massage the affected part and apply warmth. Relieve by drinking a dilute salt solution. When carrying loads keep the load light, well balanced and if on the back keep the weight of the load high, close to the back and as directly above the spine as possible. Carrying a load will upset your balance, be careful on scree, ridges or other awkward places. Learn how to lift objects -lift with the legs bent and the back straight When lifting keep the load close to the body, turn with your feet and do not twist with the back. 2. Sprained and twisted ankles Do not remove boot as it forms an excellent splint. Loosen laces to give relief from swelling. If the boot is removed, apply a cold compress and bandage firmly to limit swelling. 3. Bleeding Wash your hands (if possible) or use cleansing wipes. Control severe bleeding by direct pressure and (where possible) elevate the injured part. Apply a sterile dressing and a firm bandage. 4. Broken Bones Do not move the casualty unless absolutely necessary. Support the injured parts and secure them so they cannot move. Keep the patient warm and still. Reassure the patient. 5. Sunstroke / Heat stroke / Hyperthermia Never underestimate how ill you can become following exposure to the sun. It is sensible advice to: • Wear a hat with a brim, long loose clothing, sunglasses etc. • Use appropriate sun block. • Avoid the midday sun. • Avoid dehydration and ensure that you drink copious fluids (non alcoholic), especially if exercising. Hyperthermia results from a dangerous gain in body heat. The main causes are muscular activity in hot sunshine and/or high ambient air temperature. High humidity will accentuate these conditions by reducing the body's ability to lose heat by perspiration. In extreme cases hyperthermia can lead to coma and death. Symptoms are weakness, dizziness, pale, clammy skin, person becomes close to state of collapse. Avoid by: limiting excessive activity in hot weather, wearing loose fitting clothing, taking regular rest breaks in shade, taking regular intakes of salt and fluids. Basic Treatment: If person becomes ill keep the casualty still, in shade and receiving the maximum of any breeze available. Sponge the casualty with tepid water to provide evaporative cooling. Provide cold salted water to drink but keep the rate of intake moderate to avoid stomach cramp. 6. Hypothermia / Exposure Hypothermia results from a dangerous loss of body heat. The main causes are wind chill through inadequate clothing in land-based operations and accidental total immersion in cold water in waterways and during marine operations. Unless the symptoms are recognised and preventative action taken immediately it can rapidly result (in extreme cases) in death. Typical symptoms: slowing down of pace or effort, which may alternate with sudden outbursts of energy, aggressive response to advice or counsel, abnormality of vision, stumbling and slurring of speech shivering and tiredness. Avoid by: wearing good clothing (windproof and waterproof), not getting overtired and eating energy-giving foods at regular intervals. Basic Treatment: If person becomes ill provide shelter from the wind and keep the casualty dry. Insulate the casualty against further heat loss, particularly from the cold ground. Cover the casualty with additional clothing or a large plastic bag/survival bag. The bag should be pulled up over the patient and tied at the neck Provide hot food and hot sugary drinks (sugar, glucose, condensed milk) if the patient is conscious. Do not rub the patient to restore circulation. Do not give alcohol. Avoid rapidly re-heating the patient. 7. Travel / Altitude Sickness Travellers who arrive at high altitude airports, and those who climb mountains above 2400 metres, are at risk of developing altitude sickness. There is no way of anticipating who will be affected, and neither does a previous episode predict whether a traveller/participant will be vulnerable on another occasion. It is important to allow time in your schedule for acclimatisation which allows for the physiological changes required to cope with the potentially fatal effects of low oxygen at altitude. On arrival at a high altitude airport from low altitude/sea level, you should try to schedule one to two days of rest before attempting ascent to a higher level. If walking, plan to climb no more than 400 metres each day. However, this should be reduced to 150 to 300 metres per day if your total ascent will be more that 4300 metres. For those visiting multiple destinations, it is important to remember that any physiological changes gained are lost within one to two days after descending to sea level and you should therefore plan your itinerary with this in mind. Basic Treatment: simple headaches can be relieved by using analgesics such as paracetamol. Acetazolomide at 125-250mg twice daily may provide a useful prophylaxis against acute altitude sickness. However in the case of persistent symptoms e.g. headaches, nausea etc it is advisable to descend 300 metres immediately and if the symptoms fail to subside you should continue descent. 8. Diarrhoea This is the most common ailment to affect travellers, especially in hot countries. It may result purely from a change in routine, temperature, diet etc but may also be due to infection which can largely be avoided by taking simple hygiene precautions. • Wash hands before handling food and after going to the toilet. • Check the potability of the water supply and if appropriate or in doubt use bottled or sterilised water (use this also to clean teeth.) • Eat only hot, freshly cooked food from appropriate sources, e.g. avoid street vendors. • Avoid ice cream and ice in drinks. • Only eat “peelable” fruit. • Avoid salads which may have been washed in contaminated water. • Avoid shellfish. • Avoid unpasteurised milk. 9. Jet Lag Crossing time zones can result in fatigue and disorientation. • Try to adapt as quickly as possible to the new local time, e.g. by resting at night even if not tired; and avoid “naps” as this delays adaptation. • Be cautious with the use of drugs to induce sleep as these may prolong adaptation. • If at all possible avoid driving for at least twenty-four hours after arrival. 10. Deep Vein Thrombosis It is believed that there is an association between long haul travel and the risk of Deep Vein Thrombosis even though the incidence is low. It is possible that aircraft conditions and sitting in a fixed position for long periods of time may contribute to this risk which can be reduced by the following:• If you have concerns vis-à-vis your medical history, discuss this with the Occupational Health Service / your General Practitioner / Specialist. • Wear compression stockings (below the knee and correctly fitted) • Avoid sleeping tablets • Exercise legs and calf muscles during the flight • Avoid dehydration by drinking lots of water and fluids during the flight but try to avoid alcohol. 11. Contact with / ingestion of toxins / dangerous poisonous species There are many species of plant, animal and aquatic life that present a health hazard to humans (e.g. bites/stings etc). An ability to recognise the dangerous/poisonous species indigenous to the particular field environment under study is desirable. So far as reasonably practicable, avoid those dangerous/poisonous species of flora and fauna. Symptoms of ingestion are: vomiting, diarrhoea, flu-like symptoms, fever. Avoid: ingestion of dangerous/poisonous species. Symptoms of contact are: skin irritation, rashes. Avoid by: Wearing protective clothing and gloves to prevent contact. Keep cuts covered with waterproof dressings. Wash thoroughly or use cleansing wipes to remove splashes. Some examples are given below: Leptospirosis (Weil’s Disease) Bacterial disease caused by exposure to infectious animals (e.g. pigs, rats, dogs, cattle) or to water contaminated by their urine (e.g. near banks of canals, stagnant ponds, landfill sites). The infection may enter the body through damaged skin or inhalation and is particularly liable to occur in wet or damp conditions. The symptoms are similar to those associated with flu. Wear protective clothing and gloves. Keep cuts covered with waterproof dressings. If in contact with rodents, farm animals or any areas that may have been contaminated by them, wash hands and rinse thoroughly. If clothes or footwear have been contaminated, wash thoroughly after handling them. Lyme Disease A tick borne bacterial disease, which is becoming increasingly common in areas where there are sheep and/or deer. It can be treated successfully if detected early but if undetected it can produce serious and permanent debility. Protect against bites by wearing trousers made from fine, closely woven materials. Wear high boots or wellingtons. Cover the gap between footwear and trousers with smooth gaiters. Light clothing shows up ticks better than dark clothing. Wear insect repellent. Keep your arms covered. On return from fieldwork remove any ticks found on the body. To remove cover the attached tick with petroleum jelly or suntan oil to suffocate them, then grasp as close to mouth parts as possible. Pull without squeezing with a twisting motion, tweezers may help. Remove all traces of the mouthparts and apply skin disinfectant. Keep a tick/other biting insect if possible, it may be useful for identification purposes. Be aware of the symptoms which often commence with a "bulls-eye" red ring around the original tick bite and/or persistent flu-like symptoms. If you notice these symptoms consult a doctor. The rash may appear two to forty days after a bite. The disease is easily treatable if caught early. Giant Hogweed This plant has been introduced into Ireland and has been spreading along watercourses. It is poisonous and even contact with the skin produces severe blistering and, in some cases, permanent and painful photosensitivity. Bracken Bracken is known to be toxic and carcinogenic to livestock. Avoid cutting, handling or working with bracken. If bracken is handled, wash thoroughly before eating, drinking, smoking or applying cosmetics. Do not eat bracken. Breathing in of the spores of bracken has been implicated in chronic lung problems. It is suggested that a dust mask be worn if walking through a lot of bracken is likely at the time of spore release (August/September). Toxic Blue Green Algae These are common in many inland waterways. Avoid contact with, or ingestion of, water containing high concentrations of these algae. Symptoms of ingestion are: vomiting, diarrohea, flu-like symptoms and fever. Symptoms of contact are skin irritation and rashes. Wear protective clothing and gloves to prevent contact. Wash thoroughly or use cleansing wipes to remove splashes. Emergency Survival Electrical Storms Get as far away from exposed ridges as possible. Sit, with knees drawn up and feet together, on a clean dry rock. If you have a rope or insulating clothing, sit on it. Avoid caves and dirt-filled crevices. Do not sit under trees and in small hollows. Bivouacs Choose a sheltered spot out of the wind. If necessary build a windbreak out of rocks. Put on spare clothing with dry clothes next to your skin. Use a rucksack or rope to sit on. Use a 500 gauge plastic sheet, a groundsheet or a plastic mac to shelter from wind and rain. If it is very cold, try to stay awake and keep warm by gently exercising arms and legs at regular intervals. Loosen clothing and slacken boot laces so that circulation is not restricted. Snow bivouacs Dig or cut a cave into a slope. Keep the entrance small. Hollow the cave out to form an arched roof. On level snow excavate a hole two feet deep and then use an ice axe to scrape the snow into a compact wall or walls fro a wind break. Ground sheets can then be used to form a cover or lean-to shelter. Capsize If the boat capsizes away from shore, stay with the boat if possible. Inflate your life jacket. Do not exercise to keep warm as this increases heat loss and wastes energy, increasing the effects of hypothermia. Use the whistle on the life jacket to summon assistance. Emergency Procedure: (see also Emergency Incident Protocol, Appendix 8) DON’T PANIC – THINK: Speed, First Aid, Send for help Act quickly to reduce danger to the injured part/other members of the group/yourself. First Aid should be given to injured persons by qualified personnel if possible. If no qualified personnel are available use guidelines above. Decide whether the injured part can be moved, if not send for help. Contact the emergency services. Provide as much information as possible on the location, number of injured persons, nature of injuries, number in party. Reassure injured parties. Await rescue. Contact institutional emergency contacts as soon as possible. Fill in form/write emergency incident report. Once back at the School a full incident report must be completed. You may require the International Distress Signal: Six: blasts of whistle shouts flashes of a torch waves of a bright coloured cloth Pause for one minute, then repeat the sequence. Continue until answered by three whistle blasts, shouts or flashes, followed by three more after an interval of one minute. Fieldworkers should also be familiar with the distress signal from divers on the surface: Hold arm up and wave from side to side. Appendix 8: Fieldwork Emergency Incident Procedure Guidance Notes for the Fieldwork Leader and Supervising Staff, (adapted from USHA, 2010) Definition: An emergency incident is defined as, An accident leading to a fatality, serious or multiple fractures, amputation or other serious injury, or Circumstances in which a fieldwork team member might be at serious risk or have a serious illness, or Any situation in which the press or media are or might be involved. Introduction: The following procedure is intended as a guide to enable staff to follow a course of action covering the main priorities at times of stress. Obviously no such list will ever be finite and there will be other necessary actions depending upon the situation. However, it is important that the relevant information is quickly and easily available whenever groups are off-site and whatever the time of day or night. All staff supervising a group undertaking fieldwork, partic ularly an overseas visit, need to be familiar with the emergency procedures to be followed in the event of a serious accident/incident or fatality. Planning and Preparation: The fieldwork leader and supervising staff must have the following emergency contact information at hand: School and Security Emergency Contact telephone numbers. UCC’S travel policy emergency number in case of emergencies abroad. Lists of all participants, with address and telephone number of next of kin. Copy of Risk Assessment together with complete details of the itinerary. Copy of the Emergency Incident Response Form and the Narrative Log (below). In the even of a medical emergency in Ireland contact the relevant emergency services followed by the Head of School or next available contact on the emergency contact list. In the event of a medical emergency abroad, contact the emergency services. You must also contact American International Group's 24-hour emergency service, AIG Assistance, quoting the UCC travel policy number (see table below), and the Head of School or next available contact on the emergency contact list. The medical emergency service (AIG) must always be contacted in the event of hospitalisation. The medical emergency service must not be used for general enquiries or requesting claim forms. Therefore, if you are planning a trip abroad on University business, it is advisable you contact the above named, for the relevant advice and certificate of insurance - this documentation has all of the above information along with a schedule of benefits. ACTION TO BE TAKEN BY THE FIELDWORK LEADER OR SUPERVISING STAFF 1. Assess the situation. 2. Protect the group from further injury or danger. 3. Render first aid or other service as appropriate. Call Emergency/Rescue Services and/or Police as appropriate. State the nature of the emergency. Give your name and address/location and telephone number followed by: The location of the i ncident. The nature of the incident. The names of the individuals involved. The condition of those involved and where they are located. 4. Phone your School/Department/Base Emergency Contact as soon as possible. Before making contact, it is advised that a copy of the Emergency Incident Response Form (below) is completed, to ensure all relevant information is reported. It is likely that both leaders and participants will be in a state of shock, therefore: Remove remainder of the group to some secure accommodation and place under the care of a member of staff able to protect them from the attention of the press/media. If necessary request the police to assist. Calm and comfort the participants and arrange for their evacuation. 5. Do not make any statements to press/media or allow anyone else to make statements other than expressions of sympathy. Refer the press/media to the Press Office at the institution. 6. If possible, do not allow group members to contact home directly until you have received authorisation. This measure is intended to ensure that relatives of those involved are contacted either by the institution or the appropriate authorities. 7. Retain all equipment involved in an unaltered condition. 8. Do not allow anyone external to see any group member without an independent witness being present. 9. No one, unless they are in a relevant official capacity, has the right to see anyone who does not wish to see them. WORLD WIDE EMERGENCY MEDICAL ASSISTANCE UCC’s contracted provider (American International Group's 24-hour emergency service) will assist in a medical emergency worldwide. SCHOOL / BASE EMERGENCY CONTACT(S): Name: 24 Hour Contacts: Gardaí / Fire / Ambulance 999 / 112 Head of School: Dr. Sarah Culloty 00 353 490 4646 00 353 087 7822253 00 353 490 4654 Phil 00353214904619 Dr. Barbara Doyle Prestwich 00 353 490 4559 00 353 86 8609818 UCC Security 021 490 3111 School Manager: Ms. Alison O Connell Chair of Safety Committee: Emergency Services in Country of Fieldwork (insert as appropriate) American International Group's 24-hour emergency service, AIG 0044 208 762-8514 Assistance UCC Travel Policy Number: PAE61285 EMERGENCY INCIDENT RESPONSE FORM SECTION 1 - to be completed when making telephone call a) Name of person reporting the incident: b) Contact Number: Fax Number: c) Name of person receiving telephone call: d) Date: Time: SECTION 2 - to be completed before telephoning the institution a) Fieldwork Leader’s Name: b) Location: c) Representing Establishment: d) Name of Contact (if different from 1a above): e) Dedicated Telephone Number to Use (if different from 1b above): SECTION 3 a) Nature of incident: b) Location of incident: c) Date of Incident: Time of Incident: SECTION 4 a) Number of people involved in incident: Injured: Fatalities: b) Names of Casualties and Witnesses: Casualty or Surname and First Name Adult Witness or Initial or Child Injuries SECTION 5 a) Are all party members accounted for? If not what measures are being taken to locate missing party members? b) Who is co-ordinating this search? SECTION 6 a) Which services or advice have been called? (e.g. Police/Ambulance/Fire & Rescue/Mountain Rescue/Coastguard/Doctor/Health & Safety Team etc) b) Which services or help are at scene of incident? c) What other action has been taken? d) What immediate assistance is required? SECTION 7 a) Location of Hospital where injured taken: b) Telephone Number: c) Name of member of staff accompanying injured to Hospital: d) Name of member of staff who is supervising the uninjured members of the party: e) Location of uninjured members of the party: SECTION 8 Following the initial report of the incident, the Officer identified below is now nominated as the Contact Officer in respect of this incident. Name :________________________________ Tel No:_____________________________ FIELDWORK INCIDENT NARRATIVE LOG DATE The Narrative Log should include a record of: the event action taken duty times of staff visitors instructions received instructions given This column can be used to highlight any outstanding action to be taken, any remarks made or crossreferences to another narrative entry. When recording conversations ensure that the names/titles of all parties are given. any queries TIME NARRATIVE REFERENCE Appendix 9: Guidelines on External Permissions, Licenses and Certifications It is the responsibility of the fieldwork leader to identify permissions needed to carry out fieldwork on public or private lands, i.e. permissions of land owners/state bodies/other may be required for access to potential field work sites. This must be sought in advance. This does not remove the fieldwork leader/individual from responsibilities under the Wildlife Act (1976), relevant EU legislation or equivalent legislation overseas. Field work leaders should be familiar with any relevant local legislation regarding potential impacts on habitats, flora and fauna. It is the responsibility of the field work leader to assess whether access to, for example, protected areas including e.g. Special Areas of Conservation, National Parks, and Marine Reserves are required for field work. It is also the responsibility of the field work leader to assess whether certain permits/certifications or licenses for specific fieldwork activities are required. In these cases the relevant authority must be contacted and permissions sought in advance. A list of such authorities and permissions are provided below. This list is not exhaustive. In the case of overseas fieldwork it is the responsibility of the fieldwork leader / worker to establish clear and written agreements on permitted work areas and work practices from the relevant host institutions, embassies, licensing authorities etc. Checklist :(not exhaustive) Permissions may be required for access to private or public land by private individuals and/or public bodies Contact relevant landowners / state bodies etc. Is your fieldwork area designated or protected under any of the following designations in Ireland: National Park Nature Reserve Check with National Parks and Wildlife Natural Heritage Area (NHA) Service http://npws.ie/ Special Area of Conservation (SAC) Special Protection Area (SPA) Does your fieldwork involve working with/tagging/capturing/disturbing/or otherwise wild animals/plants and/or protected species in Ireland? Licenses may be required to: To Mark or Ring Birds or Wild Animals To Take Nests or Eggs of Wild Birds To Take, Capture or Humanely Kill Protected Wild Animals for Educational or Scientific Purposes Contact National Parks and Wildlife Service To Take, Capture or Humanely Kill Protected Wild Birds for http://npws.ie/ Educational or Scientific Purposes To Interfere with or Destroy the Breeding Places of Any Wild Animals To Stop Damage to Flora and Fauna by Wild Animals To Disturb Bats or Otters or their Breeding or Resting Places Permits to import/export wild animals/birds To Take or Interfere with Protected Plant Species Permits that may be required: Research Diving Permits for Lough Hyne and the Upper Lake Glendalough Marine Scientific Research Permits for: Belgica Mound Province SAC (002327) Hovland Mound Province SAC (002328) South-West Porcupine Bank SAC (002329) North-West Porcupine Bank SAC (002330) Does your fieldwork involve fishing/electrofishing? Contact National Parks and Wildlife Service http://npws.ie/ Contact relevant Fisheries Board Does your fieldwork involve any of the above but Contact relevant bodies overseas overseas? If so permissions may be required . Do your fieldwork activities require specialised skills, equipment and/or training? Examples Potential Training/Certification Equipment / Activities Requirements Driving motorised vehicles Relevant driving licenses Various levels of certification required, see Diving BEES Code of Conduct for Scientific Diving Boating, sailing, use of aquatic vehicles inc. submarines/ROVs/other Sea survival courses Specific medical examination required: Seafarers medical certificates Boat handling courses Relevant safety training, and potentially licenses required Exposure to potentially chemicals/toxins/substances chemical handling training/licenses appropriate permits/licenses/training certification may be required for all below Use of helicopters/planes/other aerial vehicles Firearms safety certificate and training Shooting Contact with potentially dangerous animals/plants Rock climbing / abseiling Fire safety course Fire safety First Aid courses, survival courses for First aid and other e.g. survival training specific habitats/terrains Manual handling courses Heavy lifting Drilling Use of safety equipment Use of any other specialised equipment Other Appendix 10: Internal Code of Conduct for Scientific Diving School of Biological, Earth and Environmental Sciences University College Cork Experience and Qualifications All intending divers must be at least CMAS 2* equivalent diving qualification (BSAC Sports Diver / Dive Leader; PADI Advanced Open water etc) – preferably divers will have European Scientific Diver or Advanced European Scientific Diver qualifications based on these sports diving qualifications. Cf HSE requirements under UK Commercial Diving Regulations - hence introduction of separate Scientific Code of Conduct in UK. BUT Ireland introducing commercial equivalents not scientific diving. All intending divers must have at least 100 logged dives in TEMPERATE WATERS. Tropical diving experience will be assessed on a case by case basis by the Diving Officer. All intending divers must have at least 30 logged dives below 20m deep as part of their 100+ logged dives. All intending divers must present their qualifications and log books to the BEES Diving Officer, Dr Rob McAllen prior to any diving operations. All intending divers must submit in date medical evidence of fitness to dive and must be reassessed every two years following Irish Underwater Council rules by a Medical Doctor. All intending divers must be covered by DIVERS ALERT NETWORK (DAN) medical insurance and details should be readily available at Lough Hyne or on the dive site and should go with any diving casualty to the recompression chamber. Diving Team Minimum of 3 persons required for the diving team operation – 2 divers and 1 boat cox acting as diving supervisor. Preferably, the cox will have diving experience and all the diving team should be first aid and preferably oxygen administration trained. Diving supervisor is responsible for checking divers are fit to dive, equipment operating correctly and conditions are safe for diving. Diving Supervisor should log times of departure from surface of divers and their time returning to surface as well as diving cylinder air pressure values before and after the dive. Diving Team number should be increased depending on the nature and duration of the diving operation, the location of the dive and the weather conditions expected. Separate boat cox and diving supervisor are advisable where conditions or diving operations dictate. NO solo diving is allowed. Medical Oxygen must be readily available either on the boat itself or at the Renouf lab if diving within the inner Lough at Lough Hyne to deal with any diving emergencies. Diving Operations BEES have a self imposed depth limit of 30m – no diving operations are allowed beyond this depth without clear planning and prior permission from the Diving Officer. Only in exceptional circumstances will this depth limit be exceeded and with justifiable project reasons – this must be agreed in advance. NO planned necessary decompression stop diving is allowed. All dives below 20m must incur a precautionary safety stop at 5m depth. All divers should carry an alternate air source on the dives. All divers should carry at least two instruments giving depth readings (e.g. computer / dive timer and a separate depth gauge). All divers must notify the diving supervisor of any problems with themselves or their diving kit as soon as they become apparent. Dives must be aborted in the event of any equipment issue however small. Post Diving Operations Lead diver should conduct a post dive briefing to ensure well being of diving buddy and successful conclusion of diving operation. All dive operations must be logged in the departmental logbook sheets as soon as practical to do so using information supplied by diving supervisor and divers own computers. All kit to be washed down and stored correctly. Any kit problems should be directed to the diving officer as soon as possible. Only trained users may operate the compressor to refill diving cylinders. Appendix 11a: Consent form for field course participants I, , have read and understood the School of BEES General Guidelines for Field course participants, the specific risk assessment for this field trip, the Guidelines on Health and First Aid in the Field and the Emergency Incident Procedure. I am fully aware of the Code of Conduct of both the University and the School. I have completed the Confidential Health Questionnaire, which I have already submitted to the School Office at the start of the year. I agree to fully participate in the field course for the module below in accordance with these guidelines and the instructions of the Field course leader. Module Code & Title: Destination of trip: (Note: all of the relevant guidelines and forms for field course participants can be printed separately as a ‘Participant information pack’ if that is of interest, in which case the following consent form is more applicable) I, , have read and understood the Field course Participant information pack. There have been no changes to my medical circumstances since completion of the confidential health questionnaire which I have submitted to the School Office at the start of the year. I agree to participate fully in the field course below with full regard for the guidelines and codes of conduct provided and in accordance with the instructions of the Field course leader. Module Code & Title: Destination of trip: Appendix 11b: Consent form for fieldwork leaders, supervisors and individual researchers. I, , have read and understood the School of BEES Guidance on Safety in Fieldwork Manual. I am fully aware of my responsibilities within the School policy, as an individual researcher / Fieldwork Leader / Supervisor to myself and to my co-workers / student(s) (delete as appropriate). Appendix 13: Pre-Booking & Supervisory Accommodation Checklist Standard Accommodation/Property Audit - UK and Europe (USHA, 2010) Property Name: Property Address: Telephone No: Fax No: Email: Website: Date of Audit: Before we can confirm our contract we require this short, simple safety audit to be completed. It should take no more than 5 minutes. Please complete as accurately as possible, and answer all questions. Thank you for assisting us in the important management of safety. Type of Building A Ground floor only - eg chalets B Up to 3 floors only (inc ground floor) with all corridors & stairways open to the air C Up to 3 floors only (inc ground floor) with internal corridors and stairways D Accommodation with more than 3 floors Number of rooms Bed Capacity: Questions Does the property have an operating licence? Does the hotel have liability insurance? Date of Issue: Copy of insurance obtained? Does the hotel have a systems test log book for: a) Gas? b) Electrics? c) Lift? d) Boiler? e) Emergency Lighting? If gas appliances are present is a carbon monoxide detector fitted? Fire Awareness Are groups given a fire talk by management on arrival? Are combustible materials stored in escape routes (Should be kept clear)? Does electrical wiring appear to be in good condition? Are there ‘No Smoking’ signs in risk areas? Are ashtrays provided in smoking areas? Is there 24hr active staffing at the hotel? Do members of staff receive regular H&S training, and have they been trained on what to do in case of a fire? Is there an electrical or manual fire alarm system fitted? Is the alarm tested regularly? Is there a formal record? Does the alarm include: a) Sounders (Bells or sirens)? b) Manual call points (Alarm push buttons)? c) Back up power supply (battery back up in control panel)? Questions Are smoke detectors interconnected to each other and a fire alarm panel? Are smoke detectors fitted? If Yes, are they: a) In the bedrooms? b) In the corridors? Yes No N/A Yes No N/A c) In stairways? d) In public areas? e) In risk rooms (kitchen, meeting rooms)? If individual detectors (domestic type) how are guest alerted in the event of a fire? Please State: Is the alarm linked to the Fire Service? If No how is the Fire Service called? How far away is the Fire Service? Means of escape in case of fire Are there adequate stairways/escape routes (2 or more for buildings more than 4 floors)? Do all stairways lead to a place of safety? Are escape routes leading to the outside fitted with fire doors or partitions to prevent the spread of fire and smoke? Do all internal fire doors either automatically close when the alarm sounds, or are they always shut at night? Are all bedrooms within 20m of the escape staircase or within 35m if there are 2? Are all exit doors free to open from the inside without the use of a key? Are escape routes (corridors and stairways) totally unobstructed? Are any dead end corridors less than 10 metre in length? (if no dead end corridors tick YES) Signs and Notices Are all escape routes clearly signed throughout their length with pictogram type signs? Are there clear evacuation signs posted: a) In the bedrooms? b) In the corridors? c) In the reception? Is the fire assembly point clearly identified? Where is it? Are there safety instructions in English posted in the bedrooms? Emergency Lighting Is there an emergency lighting system? If YES does it appear to be operational? Fire Fighting Equipment Are fire extinguishers or hose reels available: a) In corridors? b) In stairways? c) In or near risk rooms? d) In public areas? Are fire extinguishers well positioned (at most 30m apart) and wall mounted (1m from ground)? When have the extinguishers last been checked? Security Are all final exit doors to outside secure from intruders? Do bedroom doors lock from the inside? Do bedroom windows have means to prevent intruders whilst allowing ventilation? Will groups be accommodated together? Food Hygiene Is food prepared and cooked on the premises? Have food preparation & service employees been trained in food hygiene procedures? Are temperature records maintained for hot food? Are temperature records maintained for chilled food? Are formal cleaning records maintained? Is there a current pest control contract in force? Are you inspected annually by an external organisation/authority? General Are all electrics in good working order and all switches and sockets fixed correctly? Do all plate glass windows or patio doors have ant-collision stickers? (if no plate glass or patio doors tick YES) Are all carpets on stairways in good condition and fixed securely? (If all stairways are uncarpeted tick YES) Do all balconies have guard rails at least 1m high? (If no balconies tick YES) Are any individual water heaters in rooms electrically powered rather than gas? (If no individual water heaters in rooms tick YES) Pool Does the property have a swimming pool? Is the poolside safe and in good condition? Are there any trapping risks in the pool construction? Are depth markings in place around the pool? Are sudden changes in depth clearly indicated? Is water clarity checked regularly? Is rescue and first aid equipment available within 5m of the poolside? Are there any other Health & Safety issues that our group leaders should be aware of?
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