CODE OF PRACTICE FOR SAFETY IN SITE VISITS AND FIELDWORK

CODE OF PRACTICE FOR SAFETY IN SITE VISITS AND FIELDWORK

1.         INTRODUCTION

            The purpose of this Code of Practice is not to produce comprehensive guidance but rather to outline the necessary steps to be taken for the safe management of organised site visits and fieldwork activities.

1.1       Organised Site Visits

As part of a programme of study or professional development, the University may organise staff/student visits to other employers for them to gain an insight and understanding of the work or processes being undertaken. This might be arranged for groups or on an individual basis.

Such visits are similar in many respects to general field work except that, in most cases, the responsibility for managing the visit whilst on the site or premises will rest with the host employer.

1.2       Fieldwork

            For the purpose of this Code of Practice, fieldwork is defined as any practical work carried out by staff or students of a Department for the purpose of teaching and/or research in places which are not under University control but where the University is responsible for the safety of its staff and/or students and others exposed to their activities.

            This definition will therefore include activities as diverse as social survey interviews as well as the well recognised survey/collection work carried out by geologists and biologists for example.

1.3       Legal Background

            The University must exercise a “duty of care” to employees and to those they supervise and this duty is recognised in both criminal and civil law.  There is, of course, also the moral duty that the teacher has towards the pupil.  These responsibilities of the employer are stated in broad terms in Sections 2 and 3 of the Health and Safety at Work etc. Act 1974 (HSW Act).  Under the Management of Health and Safety at Work Regulations (MHSW) this duty of care is defined more explicitly as a duty of line management.  It is the responsibility of the Governing Body, through its officers, to ensure that statutory requirements are met and appropriate standards applied.  Heads of Departments have overall responsibility for health and safety in their Departments and are required by the MHSW Regulations to “make a suitable and sufficient assessment of (a) the risks to the health and safety of employees...and (b) the risks to the health and safety of persons not in his employment arising out of or in connection with the conduct by him of his undertaking”.

            In this context, a “suitable and sufficient” assessment will:

·      identify foreseeable significant risks;

·      be appropriate for the level of risk;

·      enable the assessor to decide on action to be taken and priorities

                 to be established;

·      be compatible with the activity;

·      remain valid for the period of the work; and

·      reflect current knowledge of the activity.

2.         ORGANISED SITE VISITS

2.1       General Requirements

Employers, in addition to protecting their own employees from risk, must ensure that non-employees are not harmed by the processes or activities being undertaken as part of the operation of their business. They should also hold appropriate public liability insurance cover.

In general, no one should be allowed access to a site without an initial induction, provided by the host, which should include how to behave while on the site and what to do in a case of an emergency.

Those who are visiting have a duty to cooperate with the host and observe any health and safety practices that are in place. They must take reasonable care for their own health and safety and that of others who may be affected by their actions.

Adequate, competent supervision should be provided by the host company’s representative throughout the visit. It should also be a requirement for the visiting party to sign in and out at each visit to the premises. 

2.2       Managing the Safety of Site Visits

Before visits take place it will be necessary to assess the level of risk to the party or to the individual when at the host’s site. This is particularly important on sites where operations such as heavy engineering, chemical processing, extraction, manufacturing or construction activities (among others) take place. Those visiting should be advised of any significant outcomes arising from this assessment prior to the visit.

Clearly, it is not possible for the University to assess risks presented by operations at another employer’s premises. It is nevertheless necessary for such risks as may be present to be fully taken into account when a visit is being organised. To do this may require the host to provide information on what control measures they have in place for their own operations and for managing the visit itself.

A checklist may be used (Appendix 1) to ensure that adequate information is available prior to the visit to enable an informed assessment of the overall risk to be made.

3.         FIELDWORK

            Heads of Departments must ensure that a risk assessment of the fieldwork is made so that a safe system of work has been established for all staff and students.  If the Head of Department delegates this duty to the member of staff organising the fieldwork then the Head must be satisfied that the organiser is competent to lead, and has sufficient awareness of the legal obligation to those under supervision.  In any case, the Head of Department must ensure that the organisation of the fieldwork meets departmental safety criteria, that any accidents that do occur are reported and investigated and, where necessary, statutory notifications are made.

            Staff and students undertaking fieldwork should be fully informed of the nature of the work and the associated hazards.  This is a legal requirement under the MHSW Regulations, but will also serve as the first stage in health surveillance as some staff and students may be unable to carry out certain types of fieldwork because of physical or psychological problems.  The early identification of such problems will allow liaison with recognised Trade Union representatives, Health Centre etc. to ensure a suitable resolution of the problems.  Health matters are dealt with in more detail in Section 5.

            In addition to the responsibility of the Head of Department to ensure that workers are adequately informed, there is a separate requirement in the MHSW Regulations that workers should be adequately trained.  The distinction between information and training is significant and should not be underestimated.  (For example, fieldwork involving mountain walking is potentially very dangerous for the untrained – no matter how well informed they may be.)

            The HSW Act also lays duties on employees to take reasonable care for their own safety and those affected by their acts or omissions and to cooperate with their institutions with regard to health and safety arrangement.

3.1       Insurance

            All fieldworkers must be adequately insured.  Certain eventualities such as climbing accidents or acts of war may not be covered by standard policies.  Staff and students visiting commercial concerns may be covered by the site owner’s insurance.  However the laws covering liability are complex and often made more complex by the use of disclaimers, which may or may not be of value in law.  Whether or not the fieldwork takes place on commercial premises, it is prudent to purchase cover for all staff and students.  Even if the fieldwork takes place at a recognised field centre, the organiser must clarify the insurance liabilities.  Heads of Departments should thus ensure that the University has arranged appropriate insurance to cover all parties and eventualities before the trip commences.  Members of fieldwork groups should be informed of their insurance cover through the Associate Head (Facilities), Estates & Facilities Department, and should be advised to take out additional personal insurance if necessary.

3.2       Risk Assessment

           

            The object of any risk assessment procedure is to identify all the foreseeable hazards associated with the work and then to assess the actual risk that these hazards present under the particular circumstances.  Following the exercise, it should be possible to identify areas of the work that present particular problems and act or remove risks to reduce them to an acceptable level.

            The assessment of risk, by definition, calls for a thorough and systematic consideration of all aspects of the work and this level of detail falls outside the scope of this code. However, checklists to aid health and safety planning are given in Appendix 2, which provides a framework for a more practical approach.

            As mentioned above, risk assessment of work activities is now a specific legal requirement, but the complexity of the assessment should be in line with the level of risk.  For local visits of a routine nature which are well supervised, it may be appropriate to make standard generic departmental assessments and this approach may facilitate compliance with other legislation such as the COSHH Regulations.  For distant visits involving small groups working on an irregular basis, there is clearly a need for more extensive planning and assessment (see Appendix 2 - Checklist 2).  The risk assessment procedures for fieldwork should therefore be geared to the perceived level of risk and will run in parallel to the planning procedure.  By recording such planning, evidence is made available to the enforcing authorities that a serious and systematic attempt has been made to establish safe systems of work.

            In performing risk assessment, there will be an identification of hazards specific to the work (see Appendix 2 - Checklists 3 and 4) which will highlight the key elements for action.  A number of unfortunate incidents in the recent past have, however, pinpointed the need for a general approach to safety based upon adequate management.  The manager, usually the Head of Department, can do much to control risk by ensuring that:

·      a suitable number of supervisors are always present;

·      supervisors are competent under the circumstances likely to be

                 encountered and have adequate first-aid training;

·      all fieldworkers are adequately prepared (clothing, footwear, training etc.);

·      suitable lines of communication are available; and

·      accidents are reported and investigated.

            As an extension to this approach, Expedition Leaders should compile details of the relevant emergency services. Contingency planning for reasonable foreseeable emergencies must be made, bearing in mind the likely hazards of the environment and the type of work undertaken.  Items such as those listed below should be considered:

·      provision of adequate emergency equipment (e.g. first-aid kits, stretchers,

                fire fighting equipment, bivouac tents);

·      means of summoning aid;

·      evacuation procedures;

·      liaison with police and emergency services; and

·      correct treatment of casualties and equipment

            The Head of Department and the Expedition Leader are thus responsible for the planning of the fieldwork at broad and detailed levels.  The importance of the “human factor” is such that these topics are considered in more detail in Sections 4 and 5 below.

            Health and safety costs (training, equipment etc.) must be included when preparing estimates, grant applications etc.

3.3       Environmental Considerations

            Many types of fieldwork will take place in open country involving, for example, the study of flora, fauna, soils or geological conditions in that area.  Under these circumstances, it is the duty of the fieldwork organiser to ensure that access to the site is legal.  If the work takes place off public land then the permission of the landowner must be obtained.  The permission of the landowner to enter the site does not free the fieldwork leader from responsibilities under the Wildlife and Countryside Act (1981), and leaders should be familiar with the Act if their work is likely to have any impact, directly or indirectly, upon the flora and fauna.

            If the work takes place on a Site of Special Scientific Interest (SSSI) then the site owner should, in theory, seek permission from the appropriate authorities e.g. English Nature.  In practice, it may be more expedient for the University to liaise with such authorities directly and to inform the landowner that this has been done.  The authorities will be able to advise the fieldwork leader if the work is likely to contravene the Wildlife and Countryside Act and to discuss the granting of a licence if necessary.  Local offices of these authorities will also be able to advise on the hazards associated with the area.  For fieldwork overseas, supervisors are advised to establish a clear and written agreement on permitted work areas and work practices.  This would often be with a host institution, but the country’s embassy will advise.

3.4       Registration and Authorisation

            Once the planning and risk assessment procedure has been completed, then the Head of Department may authorise the commencement of the work.  More detailed advice on the conduct of the fieldwork is given in Section 5, but all fieldwork should be supported by a base which has knowledge of:

·      all work involved;

·      itinerary and return times

·      members of the party and their details; and

·      how they may be contacted.

            Depending upon the nature of the work, the Department may wish to authorise their staff and student workers by the issue of identity cards.  For overseas work, in particular, it is prudent for the base to retain passport and visa details and names and addresses of next of kin.

3.5       Dealing with Press and Public

            Any queries addressed to members of a field trip about their activities should be referred to the Expedition Organiser for comment.  It is important to ensure that the academic purpose of the fieldwork is accurately represented and this is best done through one senior representative.  Participants should be advised not to comment to strangers about the fieldwork so as to avoid distortion and incorrect reporting.

4.         SUPERVISION AND TRAINING

4.1       Responsibility for Safety in Fieldwork

            In the light of the results of an appropriate risk assessment, a safe system of work should be devised and discussed and agreed with the Head of Department and his/her representative (e.g. the Departmental Safety Officer).  The nature of the document will vary with the type of activity being undertaken but it should be made familiar to all participants.  It is not considered sufficient for participants just to sign a declaration that they have read and understood the document; the supervisor should be satisfied that the individual appreciates the salient points.

            Responsibility for the health and safety of participants in fieldwork lies, ultimately, with the Vice Chancellor, the Head of Department or the person in overall authority.  He or she must ensure that fieldwork leaders and supervisors are authorised and competent.  They must be adequately trained in basic work techniques, possess any necessary skills such as first-aid training, be capable and competent in leading a party in the field and appreciate the hazards involved in the undertaking.  They should also ensure that there is a general appreciation of safety measures and that this appreciation has been passed down the chain of management to the individual worker or student.  Supervision will be the last layer of the management effort to implement and ensure compliance with appropriate safety measures.

            It is important that, during fieldwork, there is a clear command structure within the group.  While this structure may be perfectly obvious on most field trips, there can be confusion when command passes from the Expedition Leader to another responsible person.  When this type of transfer occurs, all members of the party must be kept fully informed.

            The Expedition Leader is to be responsible for ensuring that all safety precautions are observed for the duration of the trip, and this duty may require positive logging in high risk areas such as quarries, mines, cliffs or on water.  This duty may be passed to other responsible persons but the overall duty to ensure the safety of the expedition lies with the Leader (see also Appendix 2 - checklists).

4.2       Fieldwork Supervision

            Organisers of fieldwork (which in most cases will be the Academic Supervisor) are responsible to the Head of Department for ensuring that adequate safety arrangements exist and are observed by participants.  Where appropriate, organisers may appoint one or more leaders to act on their behalf in the field.  This may be necessary when parties are split into sub-groups or when a person other than the Academic supervisor has more experience of a locality or work process; such appointees may not necessarily be employees of the University e.g. Mountain Guides, Site Foremen etc.  In law, responsibility devolves along the chain of command and, where a hierarchy exists, responsibility is denoted by rank.  If the field trip leader is not the most senior person present, this should be made clear at the outset.  It should be clearly understood by all fieldworkers that they are in a work situation and are acting under supervision.  It is the responsibility of individuals to heed, understand and observe any instruction given to them by a supervisor and to bring any questions or problems to the attention of their supervisor.

            Departments must be kept aware of the activities of fieldwork groups; a plan of work which includes the proposed itinerary and timetable should be deposited with the departmental office and updated as necessary.   If the work is in a remote or hazardous environment, a detailed and accurate itinerary should be deposited with a suitable person or organisation (e.g. Police, Coast Guard, Mountain Rescue Team, etc.).  Independent workers should do this on a planned and regular basis and also maintain communication on a planned basis.  Suitable response action should be decided upon in the event of contact times being missed.

            Supervision levels of fieldwork will vary tremendously.  An inexperienced group of first year students will require a higher level than is appropriate for postgraduates or experienced staff and, while fieldwork cannot usually be as closely supervised as other activities, a responsibility lies with the leader to ensure that the level of supervision is adequate for a given situation. Three different levels of supervision can be recognised:

·      fully supervised courses (4.3);

·      expeditions (4.4); and

·      lone working (4.5).

4.3       Fully Supervised Courses

            These will normally be of short duration (a working day or less) and usually conducted in low hazard environments although visits to tidal zones, rugged terrains, industrial sites or urban localities for sample collection or observation can have their own particular associated risks which should be assessed beforehand.

            Participants may be inexperienced; safety instruction should be an integral part of the excursion and they should be made aware of any local rules applying to industrial or commercial sites.  People should not normally be allowed to work independently and must not be exposed intentionally to hazardous situations.

            Consideration should be given to appropriate staff/student ratios which may vary according to the activities being carried out and the nature of the site being visited.  As a basic standard, the maximum number of inexperienced students involved in low risk activities (e.g. geological or botanical specimen collection, surveying etc.) in reasonable rugged countryside in summer should be 10 per experienced staff member.  Each party should contain at least 2 such staff members and adequate deputising provision should be made for the leader and driver(s) in case of incapacity.  Maximum and minimum party sizes should be set bearing in mind the environment, the activity undertaken, and the logistics of foreseeable emergencies.  Parties of more than 15 inexperienced people may be difficult to manage in rugged country and a minimum of 4 people to a sub-group will mean that, should an accident or injury occur, one person can stay with the casualty while two others go for help.

4.4       Expeditions

            Expeditions may be prolonged and in environments which are remote and potentially hazardous.  Participants will normally be experienced and/or will have received instruction in work techniques and safety procedures.  The leader of such a trip must be adequately trained in appropriate skills which may include survival, communication and navigational techniques; he or she should be aware of local hazards and conditions and be familiar with particular precautions to be taken where the terrain is particularly hazardous (e.g. glaciers, rock faces) or where dangerous animals, diseases or substances may be present.  The Head of Department should be satisfied that the leader has the personal capability and competence to lead, especially under adverse conditions.  The authority and responsibilities of the leader must be clearly defined and understood by all members of the party and serious consideration should be given to excluding people unable to accept such authority.  Adequate deputising arrangements should be made in case of incapacity or if the party splits up into smaller groups so an adequate number of experienced and trained persons should accompany the trip.

4.5       Lone Working

            Working alone by employees and students is to be discouraged as far as possible but it is recognised that in some situations it is not reasonably practicable to avoid it.  Lone working should only be sanctioned after a thorough assessment of the risks has been carried out taking into account the nature of the work, the hostility and location of the site and the experience of the worker.  A safe system of work should then be devised in order, as far as is reasonable practicable, to safeguard the health and safety of the worker as required by Section 2 of the HSW Act and reduce risks from foreseeable hazards to an acceptable level.  There are specific situations in which lone working is highly inadvisable or contrary to legal requirement (e.g. work in confined spaces, fumigation or diving operations).

            In many cases the lone worker will be postgraduate or final-year undergraduate undertaking project work.  The worker should be involved in the risk assessment process and must be made aware that he or she is still under the supervision of the Academic Supervisor back on campus who must take immediate responsibility for his/her safety.  The worker must not leave campus without informing the Supervisor (or department) of his/her destination, nature of the work (hence hazard  involved) and estimated time of return.  He/she must then advise the department upon return.  If the worker departs for the field directly from home, the supervisor must be given the relevant information by telephone and appropriate emergency plans should be in place should the lone worker fail to check in at the arranged time.  Departments must formulate clear guide-lines on the scope of activities which may take place, the supervisory arrangements (check-in, emergency plans, etc.) and the training and experience required on the part of the worker.

            Because the lone worker may be at greater risk than a group member, it is important that an effective means of communication is established.  Any safe system of work should include arrangements to determine the whereabouts of a lone worker and contingency plans in case of failure to make contact.  As well as the danger of personal injury, the possibility of exhaustion or hypothermia should be considered, although any such risk should have come to light during the risk assessment and would strongly mitigate against lone working.

            Checks on lone workers must be made on a regular and planned basis.  The frequency should be dependent on the nature of the activities and the perceived hazards.  Checks might take the form of periodic visits by the supervisor or regular communication by telephone or radio.  If contact is made through intermediaries, departments must ensure that these are reliable.  See Lone Working Code of Practice.

4.6       Training

            Various skills may be required for field trips and it is important that personnel are adequately trained before or during the expedition; training requirements should be clearly specified in codes of practice (see Appendix 2 - checklists).  All staff engaged in trips to remote locations must be trained in first-aid and, if the expedition is particularly remote or long-term, survival, and rescue techniques (see also 6.9 and 6.10).  At least one other member should be qualified to take over should the leader become incapacitated, and at least one reserve driver, (or boat handler etc.) should be included in the party.  All participants in activities on or near water should be able to swim at least 50 metres under the conditions expected and an appropriate level of physical fitness for the activities to be undertaken should be attained.

            The training of leaders is particularly important and for some activities, formal qualifications may have to be sought in excess of those relating to the work process.

5.         CONDUCT OF FIELDWORK

5.1       Expeditions on Foot

            Itineraries must be planned carefully with adequate time allowed to accomplish objectives.  Leaders must exercise considerable vigilance, particularly if the terrain is hostile or participants inexperienced.  Great care must be taken when crossing dangerous terrain (e.g. ski slopes, glaciers, crevasses, rivers, estuaries, mud flats etc.). A watch for stragglers should be kept and an experienced walker should be at the rear.  Loads must be tailored to physical ability and walking pace matched to the capabilities of the slowest walkers.  Regular breaks should be taken.          

            Walkers in remote areas should be alert to possible sudden weather changes and must be adequately equipped.  If skis, snowshoes, crampons, climbing gear and other aids are necessary, participants must be adequately trained in their use.  People walking roads at night should wear light or reflective clothing and a rear light should be carried.

5.2       Transport

            Control of transport hazards is an integral part of risk assessment and must include vehicle suitability, prevention of driver fatigue and provision of adequate rest periods.

            Vehicles play an essential part in many expeditions, particularly in remote areas, and it is essential that they are suitable for the required use and in a travel worthy condition in compliance with relevant legislation.  Adequate backup transport must be available and sufficient spare parts carried to meet foreseeable emergencies.  Transport must be maintained in a safe state by competent persons.  Lights, indicators, brakes, tyres etc. must be checked as appropriate.  Drivers must be in a fit physical state and possess the appropriate licences.  Additional training (e.g. minibus driving or defensive driving) may be necessary.  Adequate rest breaks must be taken during journeys.

            Transport must not be used in a reckless, careless or dangerous manner. Loads must not be excessive, dangerously distributed or improperly secured.  Local regulation (speed limits, etc.) must be observed (see the Highway Code etc.) and seat restraints must be used if available.

            Animals used for transport must be cared for humanely and be handled and/or ridden by people with adequate expertise.

5.3       Equipment

            Legislation requires that equipment must be selected carefully to ensure that it is suitable for the intended use and conditions.  All safety considerations must be taken into account and appropriate British, European and International standards should be complied with.  If equipment is hired, confirmation must be sought that it meets appropriate standards and has been properly maintained.

            Equipment must be checked and tested before use and at appropriate predetermined intervals during use.  Schemes of examination must be drawn up and inspections by competent persons must be carried out if necessary.  Equipment must be maintained in a safe state by competent persons and damaged equipment suitably repaired or taken out of service.  Items essential for survival should be duplicated where practicable.  Duplicate items should be transported separately.  Equipment must be operated safely by competent trained persons.

           

            Current legal requirement on use and maintenance of electrical equipment must be followed.  Reduced voltage (e.g. 110 volts) should be used out of doors with earth leakage/residual current protection where practicable.  Waterproof/spark proof etc. equipment must be used as appropriate.  Damage to cables and insulation must be avoided.

            Firearms etc. must be used by competent persons and stored safely and securely.  Licences must be obtained as appropriate.

5.4       Protective Clothing

            Adequate and appropriate protective clothing must be worn by all participants.  It must be checked regularly, maintained in good condition and worn correctly as required by current legislation.  Equipment complying with appropriate British, European and International standards should be used where practicable.

            The following types of clothing should be considered:

·      safety helmets where there is a risk of falling objects;

·      eye/face protection (tools, chemicals etc.);

·      ear defenders (machinery etc.);

·      respiratory protection (dusts, toxic vapours, etc.);

·      warm/weatherproof clothing for cold/wet conditions;

·      high visibility clothing (remote areas, traffic etc.);

·      wet suits and life jackets;

·      aprons (risk of splashing);

·      gloves (sharp objects, chemicals, cold conditions); and

·      foot protection where there is a risk to the feet.

            After use, protective clothing must be removed carefully and stored, repaired, decontaminated or disposed of safely as appropriate.

5.5       Dangerous Substances

            Suitable and sufficient assessments of risks from dangerous substances (explosives, chemicals, biological hazards, radioactive sources etc.) used or encountered on field trips must be made and adequate arrangements made for their control.  Risks from potentially dangerous substances which might be encountered as a result of the work undertaken or sites visited must also be assessed and controlled.  For example, a trip to sample river sediments for heavy metals might also entail a risk of leptospirosis.

            Dangerous substances must be used only by competent persons and handled so far as is reasonably practicable, with the same degree of care as in the laboratory and in compliance with statutory requirements.  Risk assessments must be carried out and effective systems of control adopted.  Where practicable, hazards should be eliminated or reduced by substituting less harmful substances.  Dangerous substances must be disposed of safely and in accordance with environmental legislation.

5.6       Excavations, Boreholes etc.

            Excavations must be carefully planned and made by competent persons.  They must be protected against collapse and inspected regularly.  Precautions must be taken to protect against toxic and flammable gases and oxygen depletion, also hazards from underground services and spoil heaps must be avoided.  Sites must be adequately cordoned off and appropriate warning signs displayed.  Visitors must be supplied with adequate safety information and protective clothing.  Construction Regulations must be complied with where appropriate.

5.7       Manual and Mechanical Handling

            Loads carried must be matched to physical ability.  Where it is not reasonably practicable to avoid operations with a risk of injury, a risk assessment must be made and safe working procedures instituted in accordance with legislation.

            Operators of cranes, hoists etc. must be trained in correct lifting and slinging techniques.  Lifting equipment must be suitable for use and inspected as necessary by competent persons.  Safe working loads must not be exceeded.

5.8       Making Observations

            Before starting, the surroundings should be examined carefully and any hazards noted.  Examples are given in Appendix 2 - Checklists 3 and 4.  The possible effect of reasonably foreseeable climatic conditions must be considered and up to date weather forecasts obtained where practicable; local knowledge can be very useful.

            Workstations should be suitable for persons using them and for work to be done.  Arrangements should be made to protect against adverse weather (if reasonably practicable), to guard against slipping of falling and to allow swift evacuation in emergencies.

            A safe scheme of work (including emergency action) must be devised and communicated to all participants.  Examples of precautions that could be necessary are given in Appendix 2 - Checklist 6.

           

            Participants must be warned not to become too engrossed in their tasks and to be alert to changing conditions.  They must inform a responsible person of any situation which a person with their level of instruction and training would necessarily consider to be a serious and immediate threat to health and safety or a shortcoming in health and safety arrangements (see also 6.10)

5.9       Security - the Human Hazard

            Theft, vandalism and violent crime can be a problem in both remote and urban areas.  Hazards to workers, particularly people working alone and to those who may be especially vulnerable on account of their age, sex or physical condition, must be considered carefully and appropriate precautions taken.  Local crime rates and social and political factors should be considered and police, social workers etc. consulted if necessary.  Preventative measures could include the following:

·      pre-visit appointments and checks;

·      making visits in pairs or with companion in earshot;

·      security locks on vehicles, buildings, stores etc.;

·      anti-theft devices and alarms;

·      personal alarms (preferably linked to a central control system)

·      radios or radio phones;

·      monitoring and reporting systems;

·      training in interpersonal communication skills; and

·      regular, planned reporting back.

5.10     Catering

            Although it may be difficult to maintain adequate food hygiene in the field, every effort should be made to do so as intestinal upsets can have a devastating effect on an expedition.  Organisers should aim to provide a wholesome, balanced and varied diet.  Special dietary needs must be taken into account.  Local foods should be selected carefully and high risk foods avoided.  Food should be stored so as to minimise risk of spoilage or contamination.

            Food should be prepared in as hygienic a manner as possible and, if practicable, expedition cooks should have a food hygiene qualification.  People with skin, nose, throat or bowel infections should not prepare food.  Preparation areas must be kept as clean as practicable.  Prepared food should be kept clean and covered.  It should be cold (below 5^oC) or piping hot (above 70^oC).

            An adequate supply of potable water must be obtained.  If necessary, water should be sterilised by boiling, filtration or the use of tablets.  Toilets must be maintained in as clean and hygienic condition as is practicable.

5.11     Leisure Time

                       

            The potential for accidents to occur during leisure time is considerable.  Participants may wander off without providing information about where they are going or engage in dangerous activities.  The abuse of alcohol during leisure time can often be a problem: participants can engage in dangerous pranks, become aggressive, provoke the aggressive attention of local inhabitants or become unfit to drive vehicles and carry out fieldwork tasks.

            Participants in fieldwork must be made aware of the standards of behaviour expected of them.  All members of a fieldtrip or expedition will be regarded as representatives of the University by locals and other people encountered, and any unsociable or offensive behaviour will be interpreted accordingly.  Students should be issued with a written code of behaviour before the fieldtrip begins, reminding them of their responsibilities to the University, staff and fellow students.  This should be endorsed by the Head of Department.  It should also be pointed out that unacceptable behaviour may mean offenders being excluded from future trips which could have a bearing on their final qualification.  Warnings about behaviour and dangerous activities should be recorded (i.e. written warnings or witnessed verbal warnings).

6.         HEALTH MATTERS AND EMERGENCY ACTION

6.1       Health Matters

Organisers of fieldwork expeditions and outdoor activities must give careful consideration to the maintenance of the health of participants and, where necessary, the advice of the University Medical Adviser (or other expert help) should be sought.  If necessary, participants should be asked to make a declaration that they are not knowingly suffering from a condition that could compromise their health and safety during particular activities eg diabetes, asthma, epilepsy, vertigo etc (see Appendix 3).

            Activities may be much more strenuous than the normal work of the participants and organisers should ensure that, so far as is reasonably practicable, the people intending to take part are sufficiently fit.  If necessary, they should be encouraged to improve their level of fitness (see also 4.6).

6.2       Disabled Persons

            Every effort should be made to ensure that disabled persons have access to fieldwork activities and are able to participate fully in them.  This may include the provision of special safety arrangements.

6.3       Exclusions on Health and Safety Grounds

            There may be some circumstances where, after consultation with the University Medical Adviser, persons with certain disabilities or illnesses may have to be excluded from specific activities on health and safety grounds.

6.4       Health Surveillance

            The need for health surveillance and/or immunisation must be considered.  Where necessary, consultations must take place between the University Medical Adviser and the person(s) concerned.  These consultations may, when appropriate, be extended to include Trade Union Representatives or other interested parties.  The following items could be necessary and might be a condition of engaging in the work:

·      questionnaire, interview or medical examination;

·      immunisation (6.6);

·      serum samples;

·      tests (e.g. of immune status); and

·      health reviews.

6.5.      Health Education

            Participants must receive adequate instruction from a competent person on the likely hazards associated with the work.  Particular attention should be given to:

·      physical hazards of the environment (hypothermia, frostbite, snow blindness, dehydration, altitude sickness, nitrogen narcosis, sunburn etc.);

·      chemical hazards;

·      infection by pathogens (including leptospirosis);

·      dangerous animals and plants;

·      avoidance of gastro-intestinal disorders and food poisoning;

·      basic personal hygiene and care of the feet; and

·      safe use of insect repellents.

6.6       Immunisation

            Medical advice on the need for immunisation must be sought where necessary.  The Department of Health issues guidance on the requirements for various countries.  Immunisation should also be given if the fieldwork could result in exposure to certain pathogenic organisms and immunisation against tetanus is recommended for all fieldworkers, but is particularly important for those performing manual tasks in contact with soil or animals.  A record of immunisations must be kept.  If a new worker is being asked to undertake a project that would require immunisation, then this immunisation would normally be carried out by the University Medical Adviser, but individuals may make other arrangements, provided that the records are made available to the University.

6.7       Dental Health

            Members of expeditions are strongly advised to have a dental check up before undertaking extended fieldwork visits.  For visits to very cold climates, or to areas with a high incidence of HIV infection, leaders may wish to make such a check up obligatory.

6.8       Injury and Illness in the Field

            Prompt medical attention must be sought in the event of an illness.  Under field conditions, relatively trivial injuries may become serious if not treated quickly and Expedition Leaders should be alert for signs of illness, injury or fatigue in the party.  Expeditions should know where the nearest health care facilities are.  As part of the expedition planning, there should be adequate medical insurance and, for visits with the European Community, fieldworkers should carry a certificate of health insurance (Form E111, available from the Post Office).

6.9       First-Aid Coverage

            It is recommended that at least one member of staff attending a field trip should, as a minimum standard hold a HSE approved first-aid at work certificate

            (i.e. 4 day training) and have authorisation from the University to administer first-aid.  Other supervisors should be trained in emergency first-aid (i.e. ½ day training) and all members briefed in specific procedures (e.g. cuts, bites etc.).  Provision of specialised training (e.g. mountain first-aid) should be considered.

            A first-aid kit is to be taken on every field trip.  The Nursing Officer should be consulted on the composition of the kit which should be appropriate for the nature of the work and the expertise of the Leader.  A field first-aid kit should be available to all groups working away from the field base control point.

6.10     Accident and Emergency Procedures

            For each group, the Expedition Leader is to be responsible for organising emergency procedures and ensuring that all members of the group are aware of the arrangements.  Fieldwork will often take place in remote areas and some of these areas will have been used by the armed services for training.  It is self evident that, under these circumstances, fieldworkers should be instructed not to touch suspect objects.  These are to be left in place, the place marked and the emergency services alerted.  Similarly, scrap and material that has been dumped should be treated with caution.  Fieldworkers handling such scrap should receive medical attention if cut or scratched.  Fieldworkers working with fresh water should be aware of the dangers of leptospirosis.

            If an accident does occur then there should be a clear plan of action to deal with the situation and the following points should be borne in mine:

·      ensure that one accident does not produce more - withdraw the remainder of the team to a safe place as conditions may be dangerous or may deteriorate;

·      attend to the injured person, keeping only the minimum number of persons to assist

                 as necessary;

·      send for help if the injuries are serious and ensure that the emergency services are given the exact location (e.g. by OS map reference);

·      warn others of dangers, it these exist (e.g. falling cliffs);

·      inform the University Health and Safety Officer; and

·      do not discuss the situation with anyone other than the emergency services and

                 emergency officials.

6.11     Accident Reporting

            As stated above, it is important that all accidents are investigated and, as soon as conveniently practicable, a factual report, including any statements taken, should be forwarded to the University Health and Safety Officer.  This procedure is important because serious accidents may have to be reported to the appropriate authorities.  All members of the expedition must be aware of the emergency arrangements and the means of contacting the emergency services.

            Expedition Leaders must be aware of the legal duty (for incidents in the UK) to notify the Health and Safety Executive immediately in the case of a death, a specified major injury or a specified dangerous occurrence at work, or within seven days in the case of any injury resulting in an incapacity for work for more than three complete days.  Reports should be made through the usual channels i.e. the University Health and Safety Officer from whom full details may be obtained.