Field Trip Flinders University

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					                        Field Trip
                Procedures and Guidelines
These Field Trip Procedures and Guidelines are intended to assist the Field Trip
Supervisor/s and Leaders to adequately prepare for a field trip and ensure the safety
of all participants




                                      OH&S Unit

                                  September 2008
                                                             Contents

Procedures and Guidelines ................................................................................................................. 1
Participant Safety on Field Trip ............................................................................................................ 3
Field Trip Itinerary ............................................................................................................................... 3
Field Trip Checklist .............................................................................................................................. 3
Field Trip Guidelines............................................................................................................................ 3
1 Definition of a Field Trip................................................................................................................ 3
2 Objectives .................................................................................................................................... 4
3 Context ......................................................................................................................................... 4
4 Procedures ................................................................................................................................... 4
5 Supervision .................................................................................................................................. 5
6 Notification of a Field Trip ............................................................................................................. 5
7 Participant Behaviour ................................................................................................................... 5
8 First Aid ........................................................................................................................................ 5
9 Alcohol and Drugs ........................................................................................................................ 6
10      Vehicles ................................................................................................................................... 6
11      Insurance ................................................................................................................................. 6
12      Communication ........................................................................................................................ 6
13      Essential Safety ....................................................................................................................... 6
14      Volunteers and Visitors ............................................................................................................ 7
15      Nominated Contact Person ...................................................................................................... 7
16      Firearms and Other Weapons .................................................................................................. 7
17      Permits .................................................................................................................................... 7
18      Working alone .......................................................................................................................... 7
19      Additional information and references ...................................................................................... 7
20      Web addresses and related documents ................................................................................... 7
21      Documentation......................................................................................................................... 8
Flinders University generic Field Trip Risk Assessment ....................................................................... 7
First Aid Coordinators .......................................................................................................................... 8
Field Trip Vehicles ............................................................................................................................... 9
   Vehicle Insurance Cover .................................................................................................................. 9
   Workers’ Compensation insurance for staff covers personal injury but not vehicle damage. ............ 9
Participant Safety on Field Trips (form).............................................................................................. 10
Field Trip Itinerary and Planning (form) ............................................................................................. 11
Field Trip Checklist (form) ................................................................................................................. 12




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It is essential to complete these three field trip forms before
leaving the campus

Participant Safety on Field Trip

The field trip supervisor/leader is responsible for all participants on a field trip.

All participants are required to complete the ‘Participant Safety on Field Trip’ form and
return it, signed, to the supervisor/leader.

A copy of this form is to be left with the nominated contact person at the University.

For repeated field trips for the same or similar locations the ‘Participant Safety on Field Trip’
form can be completed on a semester basis unless participant’s personal circumstances
change.



Field Trip Itinerary

The ‘Field Trip Itinerary’ form provides all the necessary contact numbers, including accommodation
details and emergency services numbers and must be completed for every field trip.

A copy of this form is to be left with the nominated contact person at the University.

Staff whose plans differ from the Field Trip Itinerary of the majority of the group on a given field trip
must fill in a separate ‘Field Trip Itinerary’.


Field Trip Checklist

The ‘Field Trip Checklist’ form enables the supervisor/leader to make sure that everything is
organized before the field trip commences.

A copy of this form is to be left with the nominated contact person at the University.



                     To be read before going on a field trip
                             Field Trip Guidelines
1     Definition of a Field Trip

      Field activities and field work are defined as any work/research/study/activity approved by a
      school/supervisor and undertaken by employees or students, at any off-campus, urban, rural,
      freshwater or marine location. This often involves work in locations that isolates participants
      from ready access to the emergency services present in an urban centre.


      A field activity does not include :
              inter-campus travel


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              meetings off-site
              attendance at conferences
              work experience placements
              journeys undertaken with the purpose of the supervision of students on clinical
               placement or work experience
              off site supervision of students


2     Objectives
      Flinders University is committed to ensuring that:
          all staff undertaking off-campus field trips have received appropriate training, are aware of
           the potential hazards involved in the field activities and follow established field trip
           procedures and guidelines.
          all academic staff who are supervising students undertaking off-campus fieldwork fully
           understand the degree of responsibility inherent in that task.


3     Context

      Where applicable these guidelines are to be read in conjunction with the
          University Boating Procedures and / or
          University Diving Policy
          University Diving Manual
          Diving Forms


      Activities covered by these guidelines may include but are not limited to
          visits to places of biological, and physical science interest
          aquatic activities
          outdoor education camps and excursions
          activities at archaeological sites including excavations
          diving
          bushwalking
          rock climbing
          film shoots
          dramatic performances
          other outdoor and off-campus activities, which may or may not involve overnight stays.


4     Procedures

      It is the responsibility of field trip academic supervisors, field trip leaders or topic coordinators to
      ensure that adequate consideration has been given to any Health and Safety issues that may
      arise during any field activity.



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      Any field trips conducted must ensure that the following matters are attended to in advance of
      the commencement of the trip.
      4.1 Provision of Information
           Adequate information needs to be given to participants to ensure that they are not exposed
           to unsafe conditions or risks to their health. This information must include:
                 pre-departure briefing sessions to reinforce written information and to answer
                  questions
                 essential personal equipment required
                 rules about smoking, alcohol and drugs
      4.2 In the Event of an Accident or Incident
           You must notify both the University OH&S Unit and your Workplace OH&S Representative.
           The complete list of workplace OH&S representatives is available here.

      4.3 Risk Assessment
      The University has developed a generic form for assessing and managing any risks associated
      with University field trips.
      The generic Flinders University Field Trip Risk Assessment form for all University field trips
      is available here.
      Please print and keep a copy with the field trip records.
      Field trip coordinators must establish contingency plans for handling emergencies during a
      field trip which for example, may include the evacuation of injured participant/s to medical aid.


5     Supervision

      Field Trip Leaders are responsible for participants and for ensuring that appropriate guidance
      and supervision is maintained for the duration of the field trip, including during free time.
6     Notification of a Field Trip

      For each field trip, a nominated person who is not a participant in the field trip must be
      provided with the following completed forms:
              Participant Safety on Field Trip (from each participant)
              Field Trip Checklist
              Field Trip Itinerary
      If it is anticipated that return time will be after hours or on weekend this information must
      be provided to Flinders University Security.


7     Participant Behaviour

      Participants are expected to take responsibility for their own safety and the safety of those
      around them.


8     First Aid

      An approved First Aid Kit which includes sunblock and insect repellent must be carried on all
      field trips and where possible staff qualified in first aid should be in attendance.

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9     Alcohol and Drugs

      Each participant in a field trip must ensure that he or she is not, by consumption of alcohol or
      other drugs, in such a state as to endanger his or her own safety or the safety of any other
      person on the field trip. Refer to University Student Bylaws.

10    Vehicles

      Where possible, University or hired vehicles should be used for the transportation of staff and
      students on field trips.
      Private vehicles should be roadworthy, registered, comprehensively insured and driven by a
      licensed driver and only used when there is no reasonable alternative. Details of private vehicle
      used on field trips should be kept on file in the school office or relevant lodgement point.
      Use of private vehicles is not covered by University insurance.


11    Insurance

      University staff are covered under the provisions of the Workers Rehabilitation &
      Compensation Act (1986).
      Students
      Volunteers are covered by Public Liability and Professional Indemnity Insurance, they are not
      covered for personal accident and should be advised before field trip commences.
      Fee paying clients, both International and Australian should be advised to take out full
      Travel Insurance.
      High School work experience students are covered by school insurance and University public
      liability insurance.


12    Communication

      Appropriate and approved communication devices (eg mobile or satellite phone) should be
      carried on all field trips. Where necessary, staff qualified in the use of such equipment should
      be in attendance.
      NOTE: Dial 000 or 112 for emergency. Be aware that mobile phones may not work in some
      locations: check before you go on the field trip.


13    Essential Safety

      All safety equipment must be:
              of an approved design
              meet the appropriate Australian Standards for the equipment being used and the activity
               being undertaken
              be regularly inspected and maintained
              a risk assessment must be carried out for all field trips. A generic field trip risk
               assessment form is available here.




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      Briefing sessions detailing the correct use and maintenance of all safety equipment should be
      given to all participants prior to its use in the field.


14    Volunteers and Visitors

      Volunteers and visitors participating in field trips have the same rights and obligations as staff
      and students to contribute to the provision of a safe environment and to abide by policies,
      procedures and rules pertaining to the field trip.


15    Nominated Contact Person

      If the staff/students are not back on campus by the designated time the nominated contact
      person at the university will proceed as follows:
            Phone the leader to ascertain field trip status
            Phone other participants if the leader is not contactable
            Phone Security on 8201 2880, available 24 hrs a day
            Check for returned gear if participants/leader not contactable. Check for return of
             University vehicle
            Call emergency services such as the Police Station in the field trip area, Coastguard, Park
             Ranger, land owner, etc
            Advise the Head of School
            The Head of School should advise the Executive Dean and the Head of Public Affairs
            Public Affairs is responsible for community relations and contact with the media and the
             public.
            If an accident has occurred see item 4.2 of this document

16    Firearms and Other Weapons

      Firearms, spring or gas powered spears and any form of unauthorised explosives must not be
      taken or used on any field trip.


17    Permits

      It is the responsibility of the field trip leader to ensure that all relevant, valid permits are obtained
      for entry into restricted areas or for public areas where permission is required.


18    Working alone

      It is inadvisable to allow any person to work alone in a remote area. If deemed necessary for a
      person to work alone, a system must be put into place requiring the person to check in regularly
      with another person.


19    Additional information and references

      AOUs may have separate and more detailed procedures to deal with field trips, in particular
      disciplines and specialised fields of activity.
20    Web addresses and related documents available for:
              Flinders University generic Field Trip Risk Assessment
              Worker’s Compensation
              Reporting an Accident or Incident

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              Use of Vehicles on University Business (Field Trips)
              Diving Policy
              Diving Manual
              Diving Forms
              University Guidelines for Boats and Boating Activities
              Communication Equipment Rental

21    Documentation

All documentation musts be kept for at least seven years for auditing purposes.

                                                     First Aid
It is advisable for a qualified First Aid Officer to be in attendance on all Field Trips.

For information on qualified First Aid Officers in your Faculty contact the Faculty First Aid Coordinator.

                          Faculty First Aid Coordinators
                                                                                                   Phone
     Cost Centre                                 Buildings                      Coordinator
                                                                                                  Number
Central                   Registry, Maintenance, Western Admin,
                                                                                 Dario Ugrin       12177
Administration            Flinders Housing and Information Services.
                          Humanities, Sturt (Education and Screen
EHLT                      Studies), Social Sciences South, Social                Wendy Hill        15516
                          Sciences North, Drama Centre, MFT and Law.
                          Nursing, Medicine, Speech Pathology and
Health Sciences                                                                 Vanessa Eig       464062
                          Mark Oliphant Building.
                          Central Library, Medical Library and Sturt
Library                                                                       Iain Willoughby      12142
                          Library.
Science and               SoCPES, Biology, Engineering, Information
                                                                               Bob Northeast       12203
Engineering               Sciences.
                          Social Sciences North, Social Sciences South
Social Sciences                                                              Vickie Armstrong      12166
                          and Commerce.

First Aid Training

If you would like to do the First Aid Training Course, please obtain permission from your supervisor
and then contact your relevant First Aid coordinator.

First Aid Kits

It is a requirement that a First Aid Kit that includes sunblock and insect repellent be carried on all field
trips.




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                                          Field Trip Vehicles
It is advisable to use a University vehicle on field trips.

Booking a University Vehicle
Contact the Transport Office on 8201 2015.
A booking form (available from School Offices) must be completed at the time of booking a vehicle.
Where possible University, or hired vehicles should be used for the transportation of staff and
students on University field trips.
Use of Private Vehicle
Private vehicles should be registered, roadworthy, covered by comprehensive insurance and driven
by a licensed driver.
If you are using a private vehicle please provide the following details to your nominated
University contact person.

Name:

Registration Number:

Make of vehicle:

Model of vehicle:

Colour of vehicle:

Contact Number:

Vehicle Insurance Cover
In most cases personal/private comprehensive vehicle insurance is valid on work related travel.
However, it may be wise to confirm that this is included in your comprehensive cover, with your
insurance provider.

Private vehicles are not covered by University insurance.

Workers’ Compensation insurance for staff covers personal injury but not vehicle damage.

Security in Car Parks

Lock vehicles left in University car parks and close all windows. Do not leave any valuables in open
view in vehicles. Advise the security office of the field trip and vehicles and length of time of vehicles
left in carpark.

Weekend Departures/Arrivals – Ensure Toilet access is available near the departure/arrival point.




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                                   Participant Safety on Field Trips
                      To be completed by the supervisor/leader and all other participants

As a participant on a field trip you are asked to READ, UNDERSTAND, SIGN and RETURN the bottom part of
this form (in accordance with requirements of the OHS &W Act, 1986). Whilst participating in the field trip you
must carry your personal ID, hat, sunscreen, medications, insect repellent and take food and drink
provisions as required.

The following guidelines are for your personal safety. Failure to comply with reasonable instructions may result
in you not being permitted to participate in the remainder of the field trip.
1. Obey all reasonable directions from field trip leader. All boating operations require that you heed
    instruction and direction of the boat operator, and all diving instructions from the dive leader.
2. Wear appropriate clothing for prevailing weather conditions (sturdy, enclosed footwear is required).
3. Stay clear of hazardous areas or dangerous locations (eg cliff edges, mine shafts, quarry faces and open
    slopes).
4. Behave in an orderly manner at all times.
5. Respect the property of others at all times – such as that of landowners and places where you are
    accommodated.
6. Do not leave your group without notifying the field trip leader of your intended movements in time and
    place.
7. The consumption of alcohol or other drugs is forbidden in all formal University activities.
8. Firearms, spring or gas powered spears, unauthorised explosives and other weapons are not permitted
    on any field trip.
9. All participants are expected to assist in housekeeping duties as directed by the field trip supervisor.
10. University insurance , see page 6

  -------------------Tear along here and return the completed form to the Field Trip leader ---------------------

I have read, understood and agree to the conditions of this field trip. I agree that I will not intentionally cause
any concern regarding my own health and safety or that of others on the field trip.
I hereby give permission for medical treatment to be administered to me in the event of an emergency.


 Name: (BLOCK CAPITALS):

 Sign:                                    Date:                      Mobile 

 If you are under 18 years old, your care-giver also needs to sign the form, below.

 Sign:                                                               Date:

Medical condition: Please advise if you suffer from any known medical conditions, including allergies which
may affect your health or safety on any field exercise, and if you will be taking any medications during any
activities, as follows:

 Medication:

 In the event of any emergency please contact the following person: (Next of kin)

 Name:                                                               Contact No:

This is a confidential form.
For the duration of the field trip/s this document will be held by the nominated contact person in the University.


 Valid from:                                                  To:



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                                   Field Trip Itinerary and Planning

 1. Field Trip Leader: (Name)

      Contact Phone:           Work:                                  Mobile:
 2. Departure:                 Date:                        Time:          Location:
 3. Return:                    Date:                        Time:          Location:
 4. Destination Contacts (if applicable):
      National Park:                                                         Contact No.
      Landowner:                                                             Contact No.
      Accommodation:                                                         Contact No.
      Other:                                                                 Contact No.
 5. Transport arrangements:
 6. Emergency contacts:
      6.1 Nominated Contact Person at the University OR Security after hours (to initiate late return procedures *
      below)
      Name:                                                                  Contact No.

                          Contact person must be advised of return from the field trip.

6.2 6.2 Emergency Services locations and contacts nearest to destination:
      Hospital:                                                              Contact No.
      Country Fire Service:                                                  Contact No.
      Royal Flying Doctor
      Service:                                                               Contact No.
      Police:                                                                Contact No.
      Other:                                                                 Contact No.

7. Late return procedures:
    *Procedure to be followed by nominated contact person OR Security at the University if field trip group is not
    back on time:
     Phone field trip leader
     Phone other participants if the leader is not contactable
     Phone Security on 82012880 (24 hours) Check for returned gear if other participants not contactable
     Check for return of University vehicle
     Call Emergency Services in field trip area (Police, Coastguard, Park Ranger, landowner etc)

8. Please Ensure (tick):

                        Copy to the Field Trip Supervisor /Leader to take on the field trip
                        Copy to the Nominated Contact Person at the University
                        Completed Participant Safety on Field Trips form for each participant also given to the
                        nominated contact person at the University.

Signed: (Field Trip Supervisor/Leader)                                                 Date:

Signed: (EHLT Faculty;OH&S Officer)                                                    Date:

Signed: (Executive Dean; EHLT Faculty )                                                Date:



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                                                 Field Trip Checklist
                                                                                                         Yes        No         N/A
1.       Obtained & read the University Field Trip Guidelines.

2.       All participants briefed and issued with the Field Trip Itinerary

         A copy of the Participant Safety on Field Trips form issued to all Participants
3.
         (to be signed and returned to Field Trip Supervisor/Leader).
         Completed the Field Trip Risk Assessment, Management and
4.
         Emergency Contingency Plan.

5.       All relevant permits and permissions obtained from National Parks and land owners.

         Obtained appropriate and approved communication devices
6.
         (the hire of a satellite phone if necessary).

7.       Approved First Aid Kit (including animal bite, allergy treatments and sun block).

8.       Trained First Aid person attending, particularly for large groups.

9.       Volunteers & visitors advised to arrange their own insurance coverage.

         Ensure safety equipment is of an approved design and meets the minimal legal requirements
10.
         & is inspected (eg personal flotation devices).
         If working alone in remote areas, participant/s are advised that regular contact must be made
11.
         with the field trip supervisor/leader.
         Ensure that vehicles are registered, roadworthy and covered by insurance
12.
         It is recommended a university vehicle be used.
         Advise staff if private vehicle is used details of the vehicle must be given to the nominated
13.
         University contact person.

14.      No firearms, spears, explosives or other weapons are permitted on field trips.

15.      Any other relevant safety items to be considered?




              Forms to be left with the nominated contact person at the university
Please tick
                 Completed, Participant Safety on Field Trips forms from each participant

                 Copy of the completed Field Trip Itinerary form

                 Copy of completed, Field Trip Checklist form

                 Private vehicle details (if applicable)

Nominated contact person at the University


 Name:                                                                       Phone:                      Date:

 Sign:

 Trip Leader; Name:                                                          Phone:                      Date:

 Sign:



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