Safety, Health & Environment Section
FM SHE 009a
Procedural Guidance for the Management of Health &
Safety on UK Based Field Trips, Fieldwork & Educational Visits
Jan2017
Version 8.0
Document review due: Jan 2019
Please Note:This is a controlled document, please ensure you are using the most recent version.

Contents Page

Summary3

1. Introduction & Definitions4

2. Scope4

3.Legislative Requirements4

4. Responsibilities4

  1. Heads of School /Service4
  2. Field Trip Leader5
  3. Fieldwork Supervisors5
  4. Students6

5. Risk Assessment6

  1. Staff/Students ‘Fitness’ to undertake fieldwork activities7
  2. Staff/Students with Disabilities8
  3. COSHH Assessments9
  4. Field trip / Work Supervision Ratios9
6. Insurance9

7. Training & Information9

i.Information for Students 10

8. Transport10

i.Private Coach Hire10

  1. Private Vehicles 10
  2. Hire / University Cars10

iv.Minibuses – University / Hired11

v.Notification of Routes, Schedules and Attendance11

  1. Mobile Phone use while Driving11

9. Immunisation/Vaccination 11

10. Equipment11
  1. Personal Protective Equipment (PPE)12
11. Emergency Actions13
  1. First Aid12
  2. Accident Reporting
12. Lone Working13

13. Non-University Staff14

14. Permission from Landowners and Others14

15. Leisure Activities and Leisure Time14

16. Personal Safety15

17. References/ Useful Contacts16

18. Appendices17

Appendix 1. Field Trip Student Code of Conduct18

Appendix 2. Fieldwork Risk Assessment Guidanceand Example Templates19

Appendix 3. Health and Safety Field Work Checklist36

Summary

The following guidance document sets out University procedural guidance for the management of health and safety during UK based field trips, fieldwork and general educational visitsundertaken as part of a course of study or research whether in an urban or rural environment and educational visits such as visits to museums, art galleries, theatres, concert performances, factory tours, farms etc.

It is based primarily upon the University's legislative duties identified from statute and case law, sector best practice and guidance from advisory bodies such as the Health & Safety Executive, Universities UK, Department for Education, etc.

Specific guidance for overseas field trips is available separately.

The field trip management system follows a step-by-step process covering:

  • Legislative requirements;
  • Risk assessing field trips, including staff/students fitness to work, disabilities, young persons and COSHH assessments;
  • Responsibilities of Heads of School/Service, field trip leaders, supervisors and students;
  • Supervision ratios;
  • Field trip insurance requirements;
  • Training implications and provision of information;
  • Various transport issues, notification of routes and schedules;
  • Addressing catering dietary issues;
  • Requirements for immunisation and/or vaccinations;
  • Procedures regarding provision and use of equipment;
  • Development of emergency procedures, first aid, accident reporting, personal safety etc.;
  • Lone working and non-University staff on field trips;
  • Gaining permission from landowners and issues regarding leisure time/activities.

The health and safety of staff and students engaged in fieldwork is paramount and overrides all other considerations, including those which are academic related.

Procedural Guidance for the Management of Health &

Safety on UK Based Field Trips, Fieldwork & Educational Visits

1. Introduction

High standards of health and safety in fieldwork are paramount, they are the result of thorough planning, care and common sense and override all other considerations, including academic.

Definitions:

  • Field trip – a University organised visit into the traditional ‘field’ setting for instance open countryside, coastal shorelines, high ground, urban environments etc.
  • Fieldwork – practical work carried out in the field by staff, students or researchers of the University for the purpose of teaching or research, in environments that are not under the direct managerial control of the University, for instance biological or environmental sampling work, archaeological or forensic digs, street surveys, location filming or video work etc.
  • Educational visit – University organised trips to, for instance, museums, art galleries, theatres, concert performances, factory/farm tours, etc.

For the interpretation of this procedure, unless otherwise stated, the term ‘field trip’ shall cover all of the above headings.

2. Scope

The following document sets out University procedural guidance for the management of health and safety during all UK based field tripsundertaken by staff and students on University business, research etc. It is intended to assist you in complying with relevant University procedures, the law and offers practical advice to help ensure your health, safety and welfare.

3. Legislative Requirements

The University has a statutory duty of care to protect, so far as is reasonably practicable, the health, safety and welfare of its staff and students whilst undertaking field trips. Managers, under the requirements of Regulation 3 of The Management of Health & Safety at Work Regulations 1999, must ensure that all field trips and associated work activities are covered by a suitable and sufficient risk assessment and that appropriate control measures have been adopted.

Procedural guidance also relevant to field trips:

Travel/Transport Environmental Management Procedure

Policy and Procedures for the use of Fleet, Hire or Personal Vehicles on University Business

Risk Assessment for Activities Involving Disabled Staff & Students

Lone Worker Guidance for all Employees

Procedural Guidance for the Management of Health & Safety During UK Travel

4. Responsibilities

i) Heads of School / Service

The responsibility for safety is carried by Heads of School / Serviceand others with overall authority for field trips. They must ensure that any person who is to lead or supervise:

  • is trained in the appropriate techniques and procedures to be used;
  • understands the potential hazards and risks which might arise;
  • is capable of leading the operations in the field;
  • has, where appropriate, attended a course of training in first aid;
  • has the ability to ensure that the information regarding risks to health and correct safety procedures to be followed are cascaded down the line of authority to each individual field trip participant.

Heads of School / Servicemust ensure that Field Trip Leaders are made fully aware of their main legal obligations:

  • to ensure that no field trip, activity or visit is undertaken which has not been subjected to a suitable and sufficient risk assessment;
  • that risk assessments must be forwarded to, and retained by, Head of School / Service;
  • that as Leaders they are responsible for ensuring, where practicable, the health, safety and welfare of students, other employees and other persons during field trip/work operations;
  • that as Leaders of fieldwork activities involving staff, they must provide such information, instruction, training and supervision as is necessary to ensure, so far as is reasonably practicable, the health, safety and welfare of those staff;
  • that they must provide systems of workthat are, so far as is reasonably practicable, safe and without risks to health;
  • to provide reasonable adjustments and support to disabled students during the field trip.

ii) Field Trip Leaders

All residential and day field trips will be the responsibility of a designated Field Trip Leader, who will have the following duties:

  • to ensure that all planned activities have been risk assessed using standard University procedures/forms;
  • encourage students if they have not already done so to declare any relevant disabilities, pre-existing medical, mental health conditions or learning support requirements to Student Services well in advance of travel;
  • consult with Student Services Learning Support Co-ordinators to identify if any students have already declared a disability/learning support need and identify what is required;
  • to ensure all activities on the field trip are fully covered by University insurance policies;
  • to minimise the impact of the trip activities on the environment for example by ensuring waste/litter is disposed of correctly and the trip does not cause unnecessary nuisance (i.e. noise) to local residents;
  • to provide a route plan and contact details as required;
  • to arrange for appropriate supervision of all activities planned as part of the educational objectives of the trip, via a designated Fieldwork Supervisor;
  • to ensure Fieldwork Supervisors are made fully aware of their main legal obligations;
  • to arrange for mobile phones to be available for staff supervising each separate activity planned as part of the trip;
  • to exclude any student from an activity where, in their judgement, the further participation of that student may harm themselves or endanger other members of the party;
  • to report any accident that occurs, using standard University procedures/forms;
  • to ensure disability related adjustments and support during field trips are provided.

iii) Fieldwork Supervisors

Each activity on a trip (for example, where the party divides to visit different locations) will be the responsibility of a designated Supervisorwho will be an employee of the University. The Supervisor will have the following delegated responsibilities:

  • to complete a risk assessment for the activity in advance, and to lodge copies with the Trip Leader and relevant CAS Hub;
  • to provide a route plan and contact details for the particular activity;
  • to take a definitive list of those taking part in the activity and lodge this with the Trip Leader or and relevant CAS Hubbefore departure;
  • to brief all students on health and safety issues (including risks and control measures) before any activity commences;
  • to carry a mobile phone at all times;
  • to exclude any student from a given activity where, in their judgement, the further participation of that student may harm themselves or endanger other members of the party;
  • to report any accident, using standard University procedures;
  • to ensure disability related adjustments and support during field trips are provided.

iv)Students

All students on residential and day field trips will have the following duties:

  • Informing the Student Services of any medical condition, disability, learning requirement or the taking of any prescribed medication during the field trip period which may require reasonable adjustments to be made to ensure that their health is not detrimentally affected by travel, or a particular field trip activity;
  • Complying with the requirements of the University’s Field Trip Code of Conduct (Appendix 1).

5. Risk Assessment

Every field trip and associated fieldwork activity must berisk assessed in advance,and approved by, the relevant Heads of School / Service. The responsibility for completing suitable and sufficient risk assessments lies with the Leader of the trip, or the Supervisor of a particular activity.

Due to the potentially diverse nature of field trips, generic risk assessments in most instances will not be suitable and individual specific risk assessment(s) for each field trip or activity should be produced.

In some instances, where activities have been arranged through, or are to be delivered by a third party, for instance guided tours through industrial/rural sites, provision of adventure/sports activities, boat trips, etc., copies should be sought of the third parties risk assessment, evidence of competency and Public Liability Insurance,particularly for ‘higher risk’ activities and this should form an integral part of the overall field trip risk assessment.

Although the likelihood of contracting a serious disease through fieldwork in the UK is small, it is important to be aware of the following diseases, which may present potential risk to fieldworker’s health and safety and therefore may need to be considered as part of the risk assessment process; Tetanus,Leptospirosis(Weil's Disease), Lyme Disease.

Additionally dependent upon field trip activities, the season, weather, time to be spent out-of-doors, etc., the issues of Heat Stroke,Heat Exhaustion andDehydration orHypothermiamay need to addressed within the risk assessment process.

Particular attention should also be paid in the risk assessment process to vulnerable groups such as young persons (i.e. above minimum school leaving age but under the age of 18 years), pregnant and nursing mothers, and those with a disability etc.

It should be noted that any unplanned activity, which is undertaken during a field trip, for instance a change of activity due to bad weather, must be risk assessed before it commences.This will also include any leisure activities which have been arranged by the University for staff/students.

The significant findings of each risk assessment, together with the preventive or protective measures to be taken must be communicated to all persons who will undertake the fieldtrip work.

In approving the proposed fieldtrip, the relevant Heads of School / Servicemust be satisfied that the Field Trip Leader is competent to lead that particular excursion, is aware of the legal requirements, that a suitable and sufficient risk assessment has been completed and that the proposed organisation of the fieldwork meets the University’s Field Trip Procedure and any local rules.

Please contact your University Safety, Health & Environment Adviser if you require any assistance with the risk assessment process. The SHE Section also provides risk assessment training,dates and booking details are available on the HR website.

Further guidance on fieldwork risk assessments and example templates can be found in Appendix 2.

i) Staff/Students ‘Fitness’ to undertake fieldwork activities

The University has a duty in relation to the proposed field trip/activity to, ‘so far as reasonably practicable’, make an assessment of staff and students ‘fitness for work’ and general capabilities prior to the trip commencing. Assessment is crucial to ensure:

  • that any pre-existing health conditionor disability is not worsened by a particular field trip activity;
  • that any person with a pre-existing health conditionor disability is not disadvantaged or unable to participate in the field trip or its associated activities where reasonable adjustments can be made;
  • thatstudents have the correct skills and general capabilities for particular field activities.

Therefore, to ensure students health, safety and welfare when on a fieldtrip if they have not already done so they should be actively encouraged to declare any relevant disabilities, pre-existing medical, mental health conditions or learning support requirements to Student Services well in advance of travel.

The field trip organiser / leader should consult with Student Services Learning Support Co-ordinators to identify if any students that have already declared a disability/learning support need. If a declaration has been made the Co-ordinators will require full details of the student’s travel, so they can accurately assess any reasonable adjustments that might be required, the Course Team will evaluate advice and identify how reasonable adjustments can then be made.

The Leader/Supervisor should then appraise the information received from Student Services in relation to the proposed fieldwork activities to ascertain whether this needs to be included specifically within the trip risk assessment.

If there is any doubt as to the significance of a particular health condition or disability in relation to the general trip, travel or a specific activity, the Leader/Supervisor should seek advice from Student Services, the University’s SHE Section and/or Occupational Health Service.

If a student’s health deteriorates whilst on a trip, it might be appropriate to arrange for their return home. The field trip leadershould consult with Student Services to discuss options on extension 01772 893020.

A student who encounters a physical or mental wellbeing issue whilst on a trip, can initially be supported by Student Services by telephone/Skype. Thefield trip leadershould contact extension 01772 893020 to discuss the circumstances of the case.If necessary, the Fitness to Study process can still be implemented.

Further guidance is also available in the University procedure Risk Assessment for Activities Involving Disabled Staff & Students.

The Leader/Supervisor should ensure that they are familiar with the procedures to be followed relating to disclosure and the keeping of any personal information about staff or students in accordance with theUniversity’s Data Protection Code of Practice.

ii) Staff/Students with Disabilities

‘Institutions should ensure that, wherever possible, disabled students have access to academic and vocational placements including field trips and study abroad’.

(QAA, 2000)

The Special Educational Needs and Disability Act 2001 (SENDA), applies to all the activities institutions undertake wholly or mainly for students, including field trips. The University has a legal responsibility towards the student to ensure that discrimination does not take place and reasonable adjustments are made during the work field trip.

Students may feel reticent to reveal a disability for fear of embarrassment or compromising their field trip place and therefore should always be encouraged to discuss any health or other related issues with the Trip Leaders/Supervisor, particularly if they would potentially affect the health, safety and welfare of themselves or others during the normal course of the trip, or in the event of the unexpected occurring.

Students need to be made aware that sometimes adjustments cannot be made without disclosure being given (although the University has a duty to take reasonable steps to encourage students to disclose a disability, students do have the right to confidentiality).

Please Note: Information on a disability should only be used to inform the risk assessment process and to determine what reasonable adjustments are required.

Not all information about a student’s disability may be relevant to the field trip/work and therefore it should only be passed on a need-to-know basis in accordance with University Policy. “Information which is disclosed in confidence to a member of staff will be kept confidential to that member of staff unless there are risks to health and safety or the University has a statutory duty to release the information” (UCLan Policy Statement on Disclosure of Disabilities 2003).

All information must be kept in accordance with the University’s Data Protection Code of Practice.

Six web-based guides have been produced by the HEFCE funded 'Learning Support for Disabled Students Undertaking Fieldwork and Related Activities' project, these include:
  • Issues in Providing Learning Support for Disabled Students Undertaking Fieldwork and Related Activities
  • Providing Learning Support for Students with Mobility Impairments Undertaking Fieldwork and Related Activities
  • Providing Learning Support for Blind or Visually Impaired Students Undertaking Fieldwork and Related Activities
  • Providing Learning Support for d/Deaf or Hearing Impaired Students Undertaking Fieldwork and Related Activities
  • Providing Learning Support for Students with Mental Health Difficulties Undertaking Fieldwork and Related Activities
  • Providing Learning Support for Students with Hidden Disabilities and Dyslexia Undertaking Fieldwork and Related Activities

Further advice from the University’s Disability Advisory Group on the arrangements for deaf or disabled students to go on field trips or activities organised off-campus can be found in Appendix 5.