Fieldwork Safety:
A Handbook of Procedures at FCH Campus
CONTENTS
1.
Introduction: Why this Handbook is important and how to use it
1
2.
Fieldwork procedures
2
2.1
The planning stage
2
2.2
Registering medical/health/dietary conditions and requirements
which could affect participation in fieldwork
4
2.3
During the fieldwork
6
2.4
After the fieldwork
8
3.
Definition of terms for major injuries
9
4.
References
10
APPENDIX A
Listing of relevant forms
1
Fieldwork Safety Handbook: FCH Campus
Fieldwork Safety Handbook: FCH Campus
1. Introduction: Why this Handbook is important and
how to use it.
This Handbook is for staff and students at the University of Gloucestershire’s Francis Close
Hall (FCH) Campus who are responsible for organising activities off-campus - academic,
administrative and technical staff; undergraduate, taught postgraduate and research
students. It should be read with the University Guide to Safety in Fieldwork, the FCH
Campus Health & Safety Handbook, and the Keeping safe on field trips: A guide for students
at FCH leaflet (Appendix A). Each of us has statutory and moral responsibility for the health
and safety of ourselves and each other and this Handbook sets out the procedures and
practices which have been adopted by the University to ensure we meet these
responsibilities when engaged in fieldwork. Fieldwork comprises not only class activities led
by module tutors but also independent fieldwork undertaken by students as part of their
University studies. It includes, amongst other things, off-campus dissertation and work
placement activities organised by students as well as research and consultancy undertaken
by staff.
Fieldwork is fundamental to many of the programmes offered on the Campus. The
University recognises the importance of these activities, but also that there are associated
risks which need to be managed. The procedures in this Handbook have been developed
so that staff and students can work safely by identifying potential risks and taking action in
good time to minimise these.
This is therefore an important document and you should do the following things:
a) Please read it! If there are aspects you do not understand, seek clarification.
b) Make sure that you check its contents before planning and undertaking potentially
risky fieldwork activities, whether these are undertaken in a group or individually.
Remember that the procedures for risk assessment apply to all activities connected
with your work or studies at the University, including staff consultancy activities and
student independent fieldwork, dissertation research or similar modules.
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Fieldwork Safety Handbook: FCH Campus
2.
Fieldwork
No activity is without risk, but fieldwork poses specific issues. Responsibility for an
individual’s safety lies largely with that individual. Individuals undertaking any form of
fieldwork are subject to the Health and Safety at Work etc. Act 1974. Fieldwork is an activity
involving some inherent special risks and hazards, for example in coastal exposures,
quarries, river sections, and certain urban settings. Severe and potentially dangerous
weather conditions may be encountered. Care over safe working is important when in
unfamiliar surroundings. It is the responsibility of each participant to take appropriate
personal action to reduce the risk of accidents and injury.
This Handbook sets out detailed procedures to be followed in before, during and after the
fieldwork. The guidance here has been developed with reference to the external documents
listed in the reference section below. It should be read in conjunction with the University
Guide to Safety in Fieldwork. These procedures apply equally to work undertaken as part of
a led field party or as part of a student’s dissertation, project, design thesis or other selfguided study. They apply equally to staff and students.
2.1
The planning stage
Advance planning on fieldwork is essential, in particular to accommodate any students and
staff with special needs. Before any activity is undertaken, Fieldwork Organisers must
ensure that an appropriate and suitable Risk Assessment has been carried out and that a
safe system of work has been devised and agreed. Risk assessments will be checked and
signed off by the Head of Department or a nominee. The location of the forms is given in
Appendix A. Risk assessments must take into account University guidance at
http://www.glos.ac.uk/departments/personnel/hse/handbook.cfm as well as the guidance in
this document.
a. Risk Assessment forms must be lodged with the UMS/PMS Office, and made
available to students. Students must be reminded of the need to read and act on this
Handbook. Students must be reminded of provisions for those with special needs.
b. Contingency plans should be made in advance to meet local emergencies brought
about by accident, weather, or any unscheduled occurrences.
c. All groups must have a named Fieldwork Organiser with clearly defined
responsibilities and functions. All leaders/supervisors must be suitably qualified and
experienced in respect of the work to be carried out.
d. Full details of the proposed programme must be given to all participants and a copy
lodged with the UMS/PMS Office. Emergency contact telephone numbers must be
kept both by the module tutor and the UMS/PMS Office.
e. Field visits should normally be planned with a ratio of 15 or fewer students per
member of staff. Planning should ensure that contact between the leaders and all
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Fieldwork Safety Handbook: FCH Campus
persons engaged in the activity must be maintained on a frequent basis. Telephone
or radio contact may be used in the field in the absence of face-to-face contact.
f.
All equipment must be suitable for the purpose or function for which it is intended and
must be regularly checked and maintained in a safe condition at the commencement
of, and during, the activity. Adequate training must be given on the use of this
equipment prior to any external activity.
g. Lone working is discouraged. Where independent activities are integral to a course
of study, they may only take place after a risk assessment has been carried out and
clear safety guidelines established. This will normally require a reconnaissance visit
unless clear details are available through other means. Details of routes and
schedules should be left with a responsible person. Emergency contact addresses
and telephone numbers should be carried.
h. If a survey requires entering people’s homes or visiting neighbourhoods where there
could be an element of danger, the local police should be notified in advance and in
writing, stating that the survey is taking place. Permission should be obtained from
responsible persons before conducting interviews with individuals living or working in
institutional or organisational settings. Surveys should be undertaken in daylight
hours, and premises only entered if it is judged safe to do so.
i.
Only recognised, competent, licensed and insured drivers, who have undertaken the
University’s approved minibus training course, may drive hired passenger-carrying
vehicles and vehicles belonging to the University. Paperwork in relation to this must
have been completed and lodged with the UMS/PMS Office.
j.
As part of the risk assessment for overseas visits Foreign Office advice (available
from http://www.fco.gov.uk/) should be consulted to establish any specific guidance,
for example, in relation to crime, terrorism or health. The Control Risks website
(http://www.crg-online.com/Summaries.aspx?ap=5) should also be consulted.
k. Any employee/student travelling abroad on fieldwork must take out University
medical insurance
l.
Care and consideration must be taken with regard to the environment at the risk
assessment stage. All participants in fieldwork should be familiar with the
Countryside Code, conservation regulations and byelaws affecting access to the
countryside. Special permission may be required to carry out fieldwork on private
land, National Parks etc. When planning self-guided study, it is the individual's
responsibility to ensure this permission has been granted. All potential
environmental impacts should be assessed in advance and, where these are
potentially adverse, consideration given to their mitigation. Where mitigation
measures are needed these should be clearly communicated to all involved.
m. Checks should be made for seasonal activities, such as hunting and grouse shooting.
Local conditions, such as weather, tides, flood warnings, traffic and quarry blasting
must be checked in advance if possible.
n. Up to date tetanus immunisation is recommended for activities involving manual
contact with soil or animals. For some foreign fieldwork this and other immunisations
are a requirement. Certificates of immunisation must be carried where appropriate
(e.g. Yellow Fever). For working in other EU nations a European Health Insurance
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Fieldwork Safety Handbook: FCH Campus
Card (EHIC) is required. Important note: E111 forms issued prior to 31st December
2004 are no longer valid.
o. First Aid kits, available from the Laboratory Technicians, must be taken on all
fieldwork. For some overseas destinations sterile medical equipment must also be
carried. Fieldwork will often take place in remote areas. In deciding the level of first
aid cover required, consideration should be given to the proximity of the emergency
services, the means to contact them and the length of time that it may take for them
to arrive. At least one member of staff attending fieldwork in a remote location
should hold an “Appointed Person” First Aid Certificate. A first aider is not likely to be
required if the fieldwork is in an art gallery in a town centre, but a trip to a remote
farm where students will be out on site, a few miles from a phone or transport, would
require a first aider and first aid kit.
p. All participants must be capable of meeting the basic physical requirements to
complete the activity, and complete a Health and Safety Student Declaration form,
before being accepted onto the activity. All participants must declare any
physical/medical condition that could incur risk to the person or members of the
group or others involved, such as rescue services. If a student declares a condition
which has not previously been declared to the University the student should complete
the Consent Form (Recording disclosure of an impairment/ additional support
requirements) with a member of staff (see 2.4 below). Planned activities may need
to be adjusted to accommodate disabled students. Some disabilities may require an
additional risk assessment to be undertaken.
q. Participants should be told that it is the responsibility of the individual to provide
appropriate sun-protection cream, sunglasses, etc.
The following SP Factor creams should be recommended:
a. UK high summer and European locations – minimum SP Factor 30;
b. Southern Mediterranean and sub-tropical locations – minimum SP Factor 35;
c. Tropical locations – SP Factor 60 is obtainable.
For some locations, protection against biting insects will be required. This will
include insect repellent sprays and creams as well as appropriate clothing to cover
exposed skin, especially after dark. Risk assessments will identify the appropriate
advice for particular destinations.
2.2
Registering medical/health/dietary conditions and
requirements which could affect participation in fieldwork
Many modules undertaken by students in the University involve fieldwork. This work is
important, valuable and enjoyable. In order to ensure everyone's safety, and to plan
academic activities so as to ensure no one is excluded on the basis of
disability/medical/health/dietary conditions or requirements, it is necessary to collect
information from everyone involved in modules with a fieldwork component.
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Fieldwork Safety Handbook: FCH Campus
All students intending to participate in any of the programmes run within the Campus
with a fieldwork component MUST complete the Health and Safety: Student
Declaration form. This includes details of their medical, health and dietary conditions
and requirements.
If a student has any medical, health and dietary condition or requirement, which might
require special arrangements to allow participation in any fieldwork activities, they should
upon entry into the programme raise this issue directly with their Personal Tutor or the
module tutor of the individual module. If students disclose a disability, as defined by the
Disability Discrimination Act 1995 and 2005 (see list below), which has not previously been
disclosed to the University, they should complete a Consent Form (Recording disclosure of
an impairment/additional support requirements) (Appendix C) with a member of staff. A copy
of this form will be sent to the Disability Co-ordinator and she will contact the student to
discuss their support requirements. She will also request consent to pass on information
relating to a student’s disability to other members of staff. If a student does not want the
Disability Co-ordinator to contact them, then this wish can be indicated on the Consent
Form, and a copy will be filed with Academic Registry, no other staff being informed. In this
latter case, a student cannot expect any adjustments to provision, other than those which
are reasonably provided by the University as an anticipatory duty. Special arrangements for
the completion of the field requirements will be prepared where appropriate following
discussions between the student, Tutor, Field Chair and Head of Department.
Specific conditions, which should be discussed in advance of fieldwork activities include:
a) blindness or visual impairment or sight difficulties
b) deafness or hearing impairment or hearing difficulties
c) mobility difficulties;
d) mental health difficulties;
e) speech and language difficulties;
f)
specific learning difficulties (e.g. dyslexia, dyscalculia);
g) chronic medical conditions such as asthma, diabetes, epilepsy, chronic fatigue
(myalgic encephalomyelitis [ME]), Crohn's disease, HIV-AIDS and others.
If in doubt the matter should be discussed in confidence with a Personal Tutor or other
member of staff.
Students on group visits should normally assume that appropriate arrangements would be in
place to allow access to lavatories during the day. However, in some remote or overseas
destinations the provisions may be poor. If students have concerns they must consult the
module tutor or another appropriate member of staff.
As well as providing information on their medical/health/dietary conditions or requirements
immediately upon entry to modules, students should complete and sign the form before any
residential fieldtrip. Although it is possible and desirable to keep this information on file for
the total period that a student is registered in the University, it is also wise to ensure that upto-date information is collected before each excursion in case conditions have changed.
Students are advised that staff will take this information into account when planning fieldwork
activities and arranging accommodation, to accommodate needs most effectively.
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Fieldwork Safety Handbook: FCH Campus
At least a week in advance of short fieldtrips (with no residential element) a verbal request
will be made by the module tutor during the timetabled session of the module concerned, for
students to provide any new information on medical/health/dietary conditions or
requirements, which will be kept on file. This request should be repeated on introductory
material handed out to students in advance of the trip.
Failure by the student to provide information on medical/health/dietary conditions or
requirements may inhibit participation in fieldwork and jeopardise chances of completing
module, course or Field requirements.
Information collected by the means described above will be kept on file in the UMS/PMS
office. The information will be treated as confidential and will be released solely on a ‘need
to know’ basis to academic/support staff involved in fieldwork activities. In cases where a
student prefers not to make a statement which will be kept on file, they are urged to
approach their Personal Tutor or another member of staff for advice: see section 2.2 above
for procedures.
2.3
During the fieldwork
a. It should be made clear that everyone is required to observe sensible standards of
behaviour, to conduct themselves with good manners and consideration of others.
Individuals are responsible for their own conduct. Drunkenness, use of illegal
substances and violence are unacceptable. Any action or behaviour which causes
disrepute to the University will be the subject of a disciplinary hearing. All
instructions given by party leaders or other members of staff must be obeyed.
Students behaving inappropriately may be excluded from the trip by the tutor or other
person in charge and required to return home at their own expense. Further
penalties may follow. Illegal behaviour will be reported to the local police.
b. There must be adequate supervision of students undertaking the activity or activities
at all times. Judgements of what is adequate must take into account the nature of
the task and the experience and skills of the participants.
c. No pressure must be placed on any individual to attempt tasks that are beyond his or
her competence, confidence or level of fitness.
d. Everyone participating in fieldwork must have appropriate clothing, including where
appropriate waterproofs, warm clothing, headgear and sturdy footwear. In exposed
situations high visibility clothing is advised and may be obtained from the University
before departure. In certain instances, most notably when on foreign fieldwork or
conducting interviews, social appropriateness and modesty in personal dress is
important.
e. Some activities call for special protective clothing. By law safety helmets must be
worn when visiting mines, building sites and quarries. The University requires the
wearing of safety helmets when working on or beneath cliffs, screes, or where there
is a risk of falling debris. The use of safety goggles is a legal requirement when
using a geological hammer. Hammers must not be used when bystanders are
nearby. Protective gloves must be worn when handling unidentified substances, such
as effluent, mineral waste or slurry. High visibility tabards should be worn when
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Fieldwork Safety Handbook: FCH Campus
working alongside busy roads. Some quarries require the use of steel-capped boots
and high visibility tabards. Staff reserve the right to prevent students from
undertaking fieldwork if they are not adequately equipped. Staff can advise students
on where to obtain appropriate equipment.
f.
By law, seat belts must be used in vehicles where they are provided. When travelling
in a minibus, the rear door should be unlocked and the central aisle left free of bags
and equipment.
g. When in the Field, the party should stay together except by clear arrangement with
leaders. The leader should be informed upon completion of tasks. Participants on a
trip should be able to read maps or use a GPS system as appropriate. Full briefings
for the day’s activities are required, including the names of sites and, where
appropriate, grid references. Maps and handouts or GPS systems should be carried
when provided. Mobile phones are useful and pairs of radios are available for loan if
required. It is important to make note of instructions concerning the place of
assembly and location of field sites plus details of the location of accommodation.
Notebooks and pens together with any required medication should be carried.
h. All safety rules and rules governing legal access including ‘rights of way’ whether or
not supported by legal requirement, must be strictly observed when visiting sites.
i.
It is important that, at all times, reasonable standards of personal hygiene are
maintained, and that suitable facilities are available. Staff must be aware that
students may be embarrassed to ask about access to lavatories. They must ensure,
in a sensitive and appropriate manner, that students express their requirements.
j.
All activities must be conducted in a manner that will cause minimum harm to the
environment and no harm or damage to any person’s property unless this has been
agreed with that person.
k. Confrontations with dogs, livestock and wild animals, especially when on foreign
fieldwork, should be avoided. If bitten or injured by an animal seek immediate
medical attention.
l.
All hazardous substances, specimens, and items of equipment must be used,
handled, stored and transported safely, and kept away from food and clothing.
m. Fire risk must be kept to a minimum and care must be taken in the transportation and
storage of flammable substances and in the use of field kitchens and cooking
facilities in temporary accommodation. A fire extinguisher of a type appropriate to
the activity should always be at hand.
n. Take particular care when working alongside machinery or farm implements. Never
touch or handle suspicious metal objects close to firing ranges or MoD property.
o. Do not drink from any water source unless it is classified as drinkable. If in doubt use
bottled water, or purifying tablets and an appropriate filter. Vacuum filters can be
loaned from the laboratory technicians.
p. Shoes or boots should always be worn on dry land and in streams and lakes.
Particular care must be taken regarding water depth and velocity. Staff must give
guidance with regard to working from boats or in wet suits. Chest waders should not
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Fieldwork Safety Handbook: FCH Campus
be used. Rubber gloves should be worn when in contact with water where rats may
be present. Avoid all contact with water which could be infected with bilharzia.
q. Group members should be told that accidents, however minor, must be reported as
soon as possible to a member of staff, and recorded on the sheet in the first aid kit.
Under field conditions, minor injuries may well become serious if they are not treated
quickly or properly. Leaders should be alert for the signs of illness or fatigue and
should know the nearest source for medical assistance.
r.
In the event of an emergency or serious accident, and after securing of appropriate
services, there must be NO public statement made by any of the party. All
statements must be agreed and released by the University. Initial contact should be
made with the Head of Department, or if not available, a member of the Directorate.
2.4 After the fieldwork
a. All programmes, safety arrangements and safety method statements must be
reviewed and regularly updated in the light of experience. At the end of each activity
there must be a review of the safety system to ensure that any problems, which
arose, are noted, and any actions necessary to prevent a recurrence are instituted
immediately, and any factors, which require modification of the risk assessment,
noted.
b. All accidents must be reported and a University Accident Form completed (Appendix
E). Serious accidents must be reported immediately, including a statement of action
taken, to the Head of Department and the University Health, Safety & Environment
Office. Serious injury accidents that must be reported immediately are as follows:
a) any injury requiring admittance to hospital;
b) any fracture, other than to the fingers, thumb or toes;
c) any amputation;
d) dislocation of the shoulder, hip, knee or spine;
e) loss of sight (whether temporary or permanent);
f) a chemical or hot metal burn to the eye or any penetrating injury to the eye;
g) any injury resulting from an electric shock or electrical burn (including any
electrical burn caused by arcing or arcing products) leading to unconsciousness
or requiring resuscitation or admittance to hospital;
h) any other injury:
a. leading to hypothermia, heat-induced illness or to unconsciousness,
b. requiring resuscitation,
c. requiring admittance to hospital, including admission for observation;
i) loss of consciousness caused by asphyxia or by exposure to a harmful substance
or biological agent;
j) either of the following conditions which result from the absorption of any
substance by inhalation, ingestion or through the skin –
a. acute illness requiring medical treatment, or
b. loss of consciousness;
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Fieldwork Safety Handbook: FCH Campus
k) acute illness which requires medical treatment where there is reason to believe
that this resulted from exposure to a biological agent or its toxins or infected
material.
3.
Definition of terms for major injuries
1. fracture includes a break, crack or chip;
2. amputation means either traumatic amputation at the time of the accident or surgical
amputation following the accident);
3. acute illness means illness which:
i)
progresses rapidly to a crisis after the onset of symptoms, and
ii)
has severe symptoms;
4. medical treatment covers hospital treatment, treatment by a general medical
practitioner, or treatment by a firm’s medical and nursing staff;
5. loss of consciousness means the injured person enters into a state, for however
short a period, where there is a lack of response, either vocal or physical, to people
trying to communicate with them;
6. biological agent is defined in the Control of Substances Hazardous to Health
Regulations 2002 as meaning ‘any micro-organism, cell culture, or human
endoparasite including any which have been genetically modified, which may cause
infection, allergy, toxicity or otherwise create a risk to human health’. In the context
of the infection hazards relevant to RIDDOR 1995 this will in practice cover bacteria,
viruses, fungi and parasites.
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Fieldwork Safety Handbook: FCH Campus
4. References
This Handbook has been prepared with reference to the following documents, which can be
consulted for further information.
Association of University and College Lecturers (1996) Guidelines and Code of Practice for
Fieldwork, Outdoor and other off-Campus Activities as part of an Academic Course
Southsea: AUCL
British Ecological Society and Young Explorers’ Trust, (2002) Environmental Responsibility
for Expeditions available at
<http://www.britishecologicalsociety.org/articles/education/responsibilities/environmental_res
ponsibilities_for_expeditions.pdf/> cited 10 August 2007
British Standards (2007) Specification for the provision of adventurous activities, expeditions
visits and fieldwork outside the United Kingdom BS8848:2007 London: BSI
Geography Discipline Network (2002) Learning Support for Disabled Students Undertaking
Fieldwork and Related Activities, [online], Available at:
<http://www2.glos.ac.uk/gdn/publ.htm - disability> cited 10 August 2007
Social Research Association (2007) A Code of Practice for the Safety of Social Researchers,
[online], Available at: <http://www.the-sra.org.uk/staying_safe.htm> cited 10 August 2007
The University Safety and Health Association (2005) Guidance on Safety in Fieldwork,
London: Universities and Colleges Employers Association
(Copies of this guidance are available for loan from the Health, Safety & Environment Team)
Winser, Shane (ed.) (2004) RGS-IBG Expedition Handbook, London: Profile
Books.
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Fieldwork Safety Handbook: FCH Campus
APPENDIX A
Listing of relevant forms
A: Keeping safe on field
trips leaflet
http://www.glos.ac.uk/faculties/ehs/healthandsafety.cfm
B: Student Declaration
Forms
http://www.glos.ac.uk/faculties/ehs/healthandsafety.cfm
C: Risk Assessment
Form
http://www.glos.ac.uk/faculties/ehs/healthandsafety.cfm
D: University Accident
Form
Available from FCH Reception
E: Consent Form Recording disclosure of
an impairment
/additional support
requirements
http://www.glos.ac.uk/adu/clt/iee/index.cfm
11