Anglia Ruskin University Higher Education Corporation Risk Management

Transcription

1 Title Overseas Travel, and Overseas Placements Reference Number AR-RMD-HSMS40 DOCUMENT HISTORY Review dates Issue Date Amendment(s) 0.1 Feb May Oct May Nov Nov Oct March 17 Sect 15 of appendix B. Now includes Risk assessment process for accommodation. Annual Review Minor amendments to terminology, formatting, grammar, and hyperlinks Changed Support Services to professional services. Changed VC name Author Name: P Varley Reviewer Name: HSPG Authorised by Name: I. Martin Vice Chancellor Issued by Name: Risk Management AR-RMD-HSMS40/Issue 7.0 Page 0 of 13

2 Table of Contents Overseas Travel, and Overseas Placements AR-RMD-HSMS40 1. Executive Summary Introduction Legal & Regulatory Framework What the Policy Covers Who has responsibility How is the policy applied Important Links Related Policies... 6 Appendix A... 7 Appendix B AR-RMD-HSMS40/Issue 7.0 Page 1 of 13

3 1. Executive Summary Many staff and students travel overseas as part of their work and/or studies. Whilst generally speaking such activities do not pose any greater risks than similar activities undertaken in the UK, this is not always the situation. It is Anglia Ruskin s responsibility to ensure that in all cases reasonable precautions have taken place to ensure the safety of the student/member of staff. To achieve this, it is Anglia Ruskin s policy that all such trips/placements should not be undertaken without adequate prior planning which will include a thorough risk assessment. 2. Introduction 1.1 Anglia Ruskin University has a legal duty to protect the health, safety and welfare of all persons affected by our undertaking. This includes, students and staff who travel overseas as part of their work/studies. 1.2 The purpose of this policy is to promote practical measures to minimise the risk to the health, safety, and welfare of staff/students whilst travelling, working and studying overseas on University business/placements. 1.3 Anglia Ruskin takes a risk management approach to safeguarding these individuals. Faculties and professional services are required to ensure effective preplanning for these activities including thorough risk assessments, and to take actions to reduce risks to a level which is reasonably practicable. 1.4 This policy only applies to individuals undertaking overseas travel and/or overseas placements. A separate policy exists for supervised field trips. 2. Legal & Regulatory Framework In determining what systems should be in place, the dean of faculty, director of professional service, or the organiser must assess the proposed placement provider and ensure there is a safety policy and sufficient risk assessments in place (governed by The Health and Safety at Work etc Act 1974 and The Management of Health and Safety at Work Regulations 1999). The law is quite clear, that under the Health and Safety at Work Act 1974, that placement providers are responsible for the health and safety of students on placements, regardless of placement duration or whether paid or not. However, universities still AR-RMD-HSMS40/Issue 7.0 Page 2 of 13

4 retain a duty of care towards their students and if placements can reasonably be viewed as part of their courses, even if they take place in vacations, are not linked to assessment regimes and are not arranged by or through the universities i.e., if they are instances of work experience of relevance to degree programmes which students may reasonably be expected to undertake to further their studies the universities may be held to be liable should anything go wrong. Therefore it is best practice to conduct as complete a health and safety risk assessment of each placement provider as possible. Delegation of the procurement of placements to other agencies does not release universities from their legal responsibilities for their students while on placement. 3. What the Policy Covers The guidance contained within this policy applies to work or study activity carried out by staff or students of Anglia Ruskin in places which are not under the direct control of Anglia Ruskin and which are outside the United Kingdom. 4. Who has responsibility The vice chancellor has overall responsibility for the establishment, ongoing development, implementation, monitoring and review of the health and safety management system In the context of this policy, responsibility for ensuring adequate planning and risk assessment lies with the faculty deans, and directors of professional services. Planning and completion of the risk assessment may be delegated to the manager responsible for organising the activity, hereinafter referred to as the organiser, provided that the dean of faculty or director of professional service is satisfied as to the organiser s competence. 5. How is the policy applied AR-RMD-HSMS40/Issue 7.0 Page 3 of 13 The policy is applied primarily by ensuring that faculties and professional services undertake effective preplanning for these activities including

5 thorough risk assessments. To assist in this process this policy includes a range of guidance including checklists and an example risk assessment. Planning/Checklists The checklists provided in Appendix A are not exhaustive and should only be seen as a guide. Risk Assessments The object of risk assessments is to identify foreseeable hazards associated with the activity and assess the risks that these hazards pose in the particular circumstances. Full guidance on risk assessments can be found on the website in Anglia Ruskin s risk assessment policy, together with generic risk assessment forms. Appendix B contains an example risk assessment document for an overseas placement. Each overseas placement will be unique, and this example is provided for guidance only, and is not a substitute for a thorough risk assessment. However, this, and the checklists included in Appendix A can be used as prompts. Reference should also be made to the UCEA Health and Safety Guidance for the Placement of HE Students 2009 Edition, see link; General Considerations As previously stated, the organiser must assess the proposed placement provider and ensure there is a safety policy and sufficient risk assessments in place. Risk assessments should be carried out by the organiser in collaboration with placement providers before commencement of a placement, and the staff/students and, where appropriate, their parents/guardians should be informed of the results of such an assessment. This must all occur before the placement starts. Where possible the staff member/student should be provided with a full briefing from someone familiar with the country and preferably the city and immediate environs of the placement. Our International Office may be able to assist with this. The Risk Assessment must be reviewed and updated upon arrival in the overseas country AR-RMD-HSMS40/Issue 7.0 Page 4 of 13

6 It is essential that the advice to travellers provided on the Foreign and Commonwealth Office website is given serious consideration when undertaking the risk assessment. Furthermore failure to do so may invalidate travel insurance cover. Effective management of overseas working requires review and feedback. It is important to learn from experiences, and a debriefing session should follow each and every trip overseas. Feedback should be provided to the International Office, and the information learnt can then be used to improve arrangements for future trips. Staff and students should be encouraged to use log books in which they can record all their observations. Feedback on health and safety should be sent via the faculty/professional service safety coordinators to to enable this policy to be appropriately updated. Where there is uncertainty the organiser should consult with on any issues involving the health and safety of staff and students travelling and working abroad on university business/placements. 6. Important Links 6.1 Foreign and Commonwealth Office (travel advice) University Insurance Travel Details UCEA Health and Safety Guidance for the Placement of HE Students 2009 Edition UCEA Guidance for Fieldwork AR-RMD-HSMS40/Issue 7.0 Page 5 of 13

7 7. Related Policies Risk Assessment policy (AR-RMD-HSMS22) Fire Safety policy (AR-RMD-HSMS30) Fieldwork Safety (AR-RMD-HSMS37) AR-RMD-HSMS40/Issue 7.0 Page 6 of 13

8 Appendix A Checklist Initial preplanning Check the classification of the country or the regions against the Foreign and Commonwealth Office Where a country or a region features on the FCO s list of countries where staff/students should not be travelling to, dean/head approval obtained before travelling. An adequate risk assessment has been made and that a safe system of operation is devised. Check with insurers for countries not covered for insurance purposes. The current list of exclusions can be found on Anglia Ruskin s website sec_clerk/travel_ins.phtml Access Travel arrangements to, from and at location Permission to work on site Provision for disabled, if necessary Assistance (medical, legal, consular, local, etc.). Additional insurance, if necessary. Our policy only provides limited cover, therefore separate and/or additional cover may be appropriate. Details of cover and exclusions can be found at sec_clerk/ins_index.phtml Ye s Tick Box No N/A Comment AR-RMD-HSMS40/Issue 7.0 Page 7 of 13

9 Planning Travel documents ordered/received Local conditions evaluated Risk assessments made Health questionnaires completed and action taken Next of kin recorded Medical problems noted Vaccination received. Draft itinerary available and updated as necessary Registered with Student Services/Personnel Services Base contact in UK informed of all necessary details Health First-aid kit(s) obtained Training First-aid cover appropriate for work Language differences Hygiene/health education advice Interpersonal skills Information to participants Specific skills Staffing Staff /student ratios (if appropriate) Leaders established Deputising arrangements, if necessary Competency of all leaders for specialist or hazardous activities Equipment taken overseas Equipment fit for purpose and suitable for transport Instructions for proper use available Equipment well maintained Equipment capable of repair on site Is there a need to duplicate equipment? Catering Drinkable water or water purification tablets available Yes Tick Box No N/A Comment AR-RMD-HSMS40/Issue 7.0 Page 8 of 13

10 Personal safety Physical hazards Biological hazards Ability to cater for special dietary needs actioned Availability of food provisions Food preparation and storage facilities Availability of fuel for cooking (remote fieldwork) Risk of attack assessed and provided for Method of routine communication established System for emergency communication established Accident and emergency plans in place Extreme weather (if outdoor work involved) Severe terrain exposure, e.g. mountains, cliffs, glaciers, crevasses, ice falls, caves, mines, quarries, forests, fresh water, sea and seashore, marshes and quicksand Normal weather for the area, e.g. hot and sunny (sun protection factor) recognised Venomous, lively or aggressive animals Plant risks assessed Pathogenic micro-organisms (tetanus, leptospirosis, etc.) and similar risks evaluated AR-RMD-HSMS40/Issue 7.0 Page 9 of 13

11 Appendix B Example Risk Assessment Risk Assessment form (RA1) Subject of assessment (May be an activity, hazard or relate to an individual) Overseas Placements RA conducted by. Date. RA ref. no. List the risk/s involved or describe the hazard Note: This is purely an example of the types of risks that might be relevant 1. Emergencies - Medical, loss of supplies, fire damage, personal security, environmental phenomena (flood, fire, etc.) 2. Natural - Exposure / hypothermia / hyperthermia / sunburn /skin cancer / oxygen deficiency / exhaustion / snow blindness/ frostbite etc. Avalanche, earthquake, volcano, wind storms, tidal / flood, monsoon./ disused mines/ quarries, deep /tidal water, 3. Communication loss - Reception: loss of inward information. Warnings, weather / strife / social contact. Transmission: loss of out-contact /message. 4. Flying - Deep vein thrombosis, jet lag 5. Transportation/vehicles - Road traffic accidents. 6. Confined spaces. Including Excavations, Pots & Tunnels - Atmosphere lethal, flooding, roof /sides cave-in accident underground 7. Electrical - Equipment reliability, malfunction electric shock / burn explosive environments, incendive arcing / fire. 8. Lone working - Immobilising injury / condition / lost AR-RMD-HSMS40/Issue 7.0 Page 10 of 13

12 9. Hazardous substances - Breach of transportation / CHIP legislation. Drug, medicine control laws. Fire, chemical or thermal burns, dermatitis, infection 10. Biological - Breach of legislation, controls etc. Allergies, food poisoning, Hepatitis A diarrhoea, legionelia, cholera, polio, typhoid, leptospirosis, parasitemia (drinking, washing and swimming) allergies, asthma, bites, rabies stings,.dermatitis, zoonosis, lyme's disease, malaria, yellow fever, poisoning. Violent contact, HIV / hepatitis, STD 11. Human factors - Medical conditions/ medications. Recent injury. Pregnancy. Competence & fitness 12. Psychological - Difficulty adapting to new surroundings, language and customs. Alcohol or drug abuse. Stress / alienation - may result from perceived lack of support(especially family / peers) loneliness 13. Social - Culture (customs, dress, religion) 14. Laws / custom - Law enforcement practice, local legislation, by-laws, procedures & standards. Alcohol restriction. Punitive drugs laws 15. Accommodation Access/egress, fire safety including smoke detection/alarm/extinguishers/lighting List the current control measures in place. Please check the RM website for help and advice available at; These are suggested responses to the risks identified above. This list is by no means exhaustive. 1. Contingency plans & arrangements communication with help numbers (local / base / home (24hour)). Emergency medical evacuation cover. Access to medical back-up, antidotes, emergency supplies 2. Geographical and weather planning / information. personal protective equipment (PPE); suitable clothing (hot /cold/ wet.) field work clothing high visibility vests, head wear / helmets head protection eye / face protection hand, gauntlets / gloves / creams skin protection 3. Voice communication: mobile phones power traveller/power monkey, radio, (TX/RX) emergency communication: torches / radio beacon / mirror reflectors / distress flares / smoke markers / RADAR; reflectors / transponders. AR-RMD-HSMS40/Issue 7.0 Page 11 of 13

13 4. Avoid dehydration by drinking water and avoiding alcohol. 5. Competent driver(s), properly maintained vehicles, suitable transport, spares / fuel. Driver trained to service / repair &.load vehicles / store samples and equipment 6. Risk assessed / safe systems of working. Permits to work. Recovery equipment. 7. Transformers, converters, battery chargers, adapters / travelling kits, dry cells etc intrinsically safe for use in wet, dusty, gas, explosive, extreme cold environments. 8. Notify others where you are working. Leave a copy of map /route plan at base. Schedules of movement & routine call-ins. Good voice communication / survival kit / distress flares. Lone worker alarms /transmitters /beacon 9. COSHH Assessments, Supplier s Safety Data. Legal clearance. Package & clear labelling (CHIP) Containment /spillage/ handling / storing transportation containment arrangements, 10. Generic precautions: Good personal hygiene, avoiding contact with carriers / infected people /animals/ contaminants. All relevant immunisations prior to travel. Good food hygiene: Cook all foods thoroughly (especially fish /meat). Wash & cook vegetables & fruit (areas where sanitation is poor). Avoid: contaminated water- do not swim or wash. Be particularly wary of still pools. Mosquito control. Protect from stings & bites (clothing, heavy tight fitting / head & body cover / footwear / nets.). Anti malarial if risk present. 11. Carry emergency first aid kit including needles, syringes and giving sets if travelling to areas with limited medical facilities. All relevant immunisations prior to travel Avoid casual sex and always use condoms when having sex. Advice from GP. Consult with Occupational Health. Required to fill in health declaration. Experience, training, physical fitness, Visitors to be informed and trained 12. Mental compatibility with demands. Alcohol /drug policy occupational health assessment 13. Preparation: Before departure, research culture, advice from International Office, briefings on what to expect and local custom and practice, field practice. 14. Check legal restrictions on import /export controls on substances, including samples. Make enquiries about custom & practice. 15. Check suitability in advance, reputation of provider, consult hosts, internet reviews, check on arrival General control measures AR-RMD-HSMS40/Issue 7.0 Page 12 of 13

14 a) Review travel website and travel checklist b) Undertake overseas travel safety course c) Obtain security report through Current risk level. (See risk matrix) High / Medium / Low (Delete as appropriate) List the actions required to reduce the risk, include reference to any written safety procedures. Please check the RM website for help and advice available at; Date actioned Actioned by Revised risk level. High / Medium / Low (See risk matrix) (Delete as appropriate) RA verified by (usually dean/director of professional service/line manager) Date. Risk assessment issued to the following; Date. Risk assessment review date. (Usually annually) Risk assessment reviewed by. AR-RMD-HSMS40/Issue 7.0 Page 13 of 13