Aide Memoire for Fieldwork

Transcription

1 Aide Memoire for Fieldwork Description of Fieldwork Full Itinerary Dates Name of Work Organiser Name of Travel Organiser This Aid Memoire can be used by Work Organisers, Travel Organisers and Authorising Persons. It should be used in conjunction with the guidance in the USW Site Visits, Fieldwork and Working Overseas Procedure and the UCEA Guidance. Some items on the aide memoire may not be application to individual fieldwork trips Is there sufficient time before the proposed departure to allow for planning, authorisation and arrangements to be made? Purpose Has the purpose of the fieldwork been defined and do the activities support the purpose? Yes/ No N/A Comments Participants has the following information been collected Names Dates of birth Gender Nationality Fieldwork Medical Questionnaire Have warnings been given to participants about non disclosure? Have disabilities and special needs and capability to participate in the field work identified been addressed in the risk assessment and planning? Additional medical opinion sought where necessary? Has information been collected about GP details and next of kin? Have child protection or protection of vulnerable adult policies been invoked where required? Have parental/guardian permissions been obtained? OHSS Page 1 of 7

2 Has behavioural code of conduct been signed by participants? Have participants been briefed on travel arrangements, accommodation, catering arrangements, physical and cultural environment, health precautions, availability of medical services, suitability or clothing and footwear? Have all participants got a valid passport and have visas been applied for where required? Leadership Has the level of competence need to lead the field work been identified including experience, training, qualifications? Do the proposed leaders have an adequate level of competence? Is additional training required due to specialist or hazardous activities or due to participant needs? Is the deputy capable of replacing the leader if necessary? Are any deputising arrangements clear? Home Contact Is the Home Contact suitable and have they been provided with the names of participants, itinerary and emergency arrangements? Are arrangements in place to deal with press and other queries? Have Q park been provided with the following information? Faculty or Department undertaking the fieldwork Location and dates of work Faculty or Department Home Contact daytime and out of hours telephone number Supervision Does the risk assessment identify the level of supervision required and is that then arranged for the work? Is the student to staff ratio acceptable? Where supervision is indirect does the risk assessment consider:- The participant competence to work unsupervised The boundaries set for participants Means of communication Means of monitoring Check in arrangements at end-point OHSS Page 2 of 7

3 Personal time (under University jurisdiction) Are arrangements for personal time including any prohibitions identified and communicated to participants? Down Time (not under University jurisdiction) Are the participants own health, safety and insurance responsibilities for down time clearly explained to them? Third Party Provider Public Liability Insurance Health and safety management arrangements Are the incident and emergency planning arrangements provided by the provider adequate? Are there contingency arrangements if the provider proves unsuitable if required? Have the Faculty previous experiences of the provider been checked? Have the responsibilities of provider and University during the fieldwork been confirmed? Has a risk assessment been undertaken of the use of the Third Party Provider? (transport, competency of instructors, membership of professional bodies) Planning Is location suitable:- for activities For participants Is a pre visit necessary before the filed work? Has a pre visit been carried out? Is full itinerary in place? Has access been arranged to sites not owned by the University? Insurance Is insurance in place and confirmed with the University Insurance Officer? Have copies of the University insurance information been given to participants? Does the team leader have a copy of the University insurance policy? Are any activities not covered by the insurance and has this been OHSS Page 3 of 7

4 communicated to participants? Has the University Insurance been made aware of any participants with pre-existing medical conditions? Training Are training requirements identified? Has training been arranged to be delivered before departure? By whom? Dates? Is training arranged during field trip? By whom? Dates? Are staff trained in the incident, contingency and emergency procedures? Is language training required? Have participants been briefed on the requirements of the fieldwork? Travel Are arrangements in place for travel to, from and at the location? Are travel arrangements suitable for the fieldwork? Are travel arrangements suitable for participants including those with disabilities? Has any necessary independent travel at the beginning or end of the fieldwork been identified? Have tickets and bookings been sourced from a University approved applier? If University staff drive minibuses do they have the correct licences? Do minibuses have seatbelts? Accommodation Is accommodation safe and suitable? Are there arrangements for it to be reviewed on arrival? (Consider fire safety, personal safety, pools, lifts, balconies, electrics and gas) Is accommodation arranged for the whole itinerary? Is it suitable for any participants with disabilities? Environmental related illnesses Are the leadership team aware of relevant environment related illnesses? Have participants been provided with advice about vaccinations and asked to confirm that they have received the appropriate vaccinations? Catering Are catering arrangements in place for the fieldwork? OHSS Page 4 of 7

5 Are arrangements in place to access clean drinking water? Are arrangements in place for preparing food? (consider hygiene, storage and fuel for stoves if required) Have participants been informed of the catering arrangements? Have specialised dietary requirements been met? First Aid Has the first aid requirements for the fieldwork been assessed? Is it adequate? Are first aiders identified by name? Have specialised First Aid requirements been identified? (Due to the environment or participants needs) Do first aiders hold the appropriate qualifications and are those qualifications current? Copies of certificates should be attached to risk assessment. As additional training been organised where required? Finance Are arrangements in place should additional finance be required during the fieldtrip? Communications Are arrangements in place for routine communications? Are arrangements in place for emergency communications? Do the mobile phones carried by the fieldwork staff work in the location to be visited? Have contact numbers been circulated? Security/Personal Safety Is security and personal safety considered in the risk assessment? Are arrangements in place to monitor security threats prior to departure? (Foreign and Commonwealth Office website and UMAL website) Are arrangements in place to monitor security threats during fieldwork? Have staff and participants been briefed? Emergency and Contingency Planning Are contingency plans in place? Are emergency plans in place? Including the availability of a University Credit Card. Are staff and the Home Contact briefed on the plans? OHSS Page 5 of 7

6 Accidents and Incidents Are arrangements in place to record, report and investigate any significant accidents, incidents or near misses? Equipment Has necessary equipment been identified and obtained? Is equipment appropriate for intended use? Is provision made for duplication of safety critical equipment or to ensure that repair is possible? Have training needs with regard to equipment been identified and training arranged? Is personal protective equipment provided where necessary? Is hired equipment sourced from a reputable supplier and is suitability verified? Evaluation Have arrangements been made for a documented post field work evaluation? Do risk assessments consider? (in addition to the above list) Risks to independent fieldworkers, Risks inherent in the activities to be undertaken Risks from weather Risks from the environment e.g. rough terrain, work in trenches, avalanches Hazardous plants and animals City environments Locations with low infrastructure and support Fitness and competence of staff and students Inherently dangerous activities Poor communications Poor or inappropriate participant behaviour Are there any additional risks that need to be considered in the planning of the fieldwork? Are there any residual risks that the existing arrangements do not adequately control? Please detail OHSS Page 6 of 7

7 Any additional comments OHSS Page 7 of 7