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Field Work Procedures in Rural and
Remote Areas

Field_Work_Plan_Process.doc
Updated 31 May 2005 15:12
Size: 111.0 kb

1 INTRODUCTION

Field activities in rural and remote locations form an essential part of
many teaching and research functions at the University of Western
Australia. Field work may be required in unfamiliar surroundings with
different risks from those that are well known and controlled during
normal campus activities.

2 SCOPE
2.1 These Procedures apply to all staff, students and volunteers of the
University of Western Australia undertaking approved rural and remote
field works in Australia. International Rural and Remote Field Works
must additionally comply with the Universitys Working Overseas
Guidelines and with the Commonwealth Department of Foreign Affairs
and Trade requirements.
2.2 Staff, students and volunteers may only undertake collaborative
field activities with another organization if the field work complies with
the University of Western Australias Policies and Procedures or if the
Occupational Safety and Health Policies and Procedures of the
collaborative organization are of equivalent, or better, level of safety.
2.3 These Procedures outline necessary steps for safe management of


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rural and remote field work. They provide a framework for
identification of hazards, assessment of risks and determination of risk
control strategies so that all persons involved with rural and remote
field work are pro-active towards safety. These Procedures do not
cover Off-Campus activities within 5 km of a populated city, town or
centre where medical assistance and communication is readily available.

3 DEFINITIONS
3.1 RURAL FIELD WORK is defined as any approved practical work
carried out by staff, students or volunteers for the purpose of teaching
and / or research in places more than 5 km outside urban areas which
are not under University control but where the University is responsible
for the safety of its staff, students and volunteers and others exposed
to their activities. This work covers very diverse activities including but
not confined to field excursions, field camps, archeological digs and
wreck research, scuba diving, water research, agricultural activities,
mining activities, oil and gas, surveying, identifying and collecting
geological and biological specimens etc. Voluntary and leisure activities
not forming part of the defined and approved practical work are
excluded.
3.2 REMOTE FIELD WORK includes all Rural Field Work but is further
defined in terms of distance and accessibility:
Working more than 10 km from a facility with telephone or radio
communications;
In areas of little traffic, on waterways, or where hills, dense
vegetation or other topographic features make it difficult to obtain help
using the communication system available; and
If medical or other emergency support is more than 60 minutes away.
3.3 OFF-ROAD Off-road is any location other than a major or minor
formed road.
3.4 HEAD OF ACADEMIC/ADMINISTRATIVE UNIT For the purposes
of these procedures, Head of Academic/Administrative Unit is used to
denote the Head of the area that is undertaking the activity. For
academic areas, this term includes Head of Faculty, School or Centre.
For administrative areas, the term includes Head of the Section or Unit.
3.5 FIELD WORK SUPERVISOR is the University staff member who
supervises the Field Work Leader.
3.6 FIELD WORK LEADER is the person who is directly in control of
and participates in the defined practical field work occurring in the
environment external to the University. In some instances this role may
merge with the Field Works Supervisor role (who plans and organizes
the work), provided this has been agreed with the Head of
Academic/Administrative Unit in advance.
3.7 FIELD WORK PLAN lists the field work to be carried out,
objectives, proposed itinerary, where, by whom, participants, start
date, finish date, hazard identification, risk assessment and risk
controls.
3.7 HAZARD is the potential for something to cause injury or harm.
3.8 RISK is the likelihood that a hazard will cause injury or harm.
3.9 RISK ASSESSMENT is a structured process designed to assess the
nature of a hazard, the likelihood of it causing injury or harm and the
likely consequences.
3.10 RISK CONTROL is the implementation of strategies to minimize
the hazard and reduce the level of risk.
3.11 VOLUNTEER is a pre-recognised person willing to participate in
the field work activities, offering their time and services for no financial
remuneration. They are obliged to follow any directions issued by the
Field Work Leader in the same way as University participants.

4 LEGAL RESPONSIBILITIES
The University must exercise a duty of care under the Occupational
Safety and Health Act. All staff involved in the conduct of field activities
should be familiar with the Universitys Occupational Safety and Health
Policy and the Responsibility and Accountability Policy, in particular, the
responsibilities of supervisors and individuals. A summary of the
important responsibilities relevant to field activities is provided below.
4.1 HEAD OF ACADEMIC/ADMINISTRATIVE UNIT

It is the responsibility of the head of the Academic/Administrative unit
to ensure that satisfactory provisions for safety and health are made for
rural and remote field activities approved by their unit. Heads of the
Academic/Administrative units must institute a system for assessment,
approval and review of all field activities in their unit and ensure that
occupational safety and health issues are reported and resolved. The
Head may delegate this duty to the Field Work Supervisor but
responsibility for ensuring satisfactory provisions for field work safety
and health is not delegable. The Head must be satisfied that the Field
Work Supervisor and the Field Work Leader are competent.
It is also a responsibility of the Head to ensure that all field work
participants are adequately trained as well as being adequately
informed. The distinction between information and training is
significant and should not be underestimated (e.g., field work involving
scuba diving is potentially very dangerous for the untrained, no matter
how well informed they may be).
4.2 FIELD WORK SUPERVISOR

The staff member in charge of a rural and or remote field activity must:

ensure that the risks associated with rural and remote field activities
are managed effectively. To do this they must:

o determine the possible hazards that may be encountered during the
activity;
o assess the risks associated with the possible hazards;
o incorporate strategies to minimise the risks to safety and health.

Many of the hazards likely to be encountered on field activities and
appropriate risk controls are discussed in these procedures. Hazard
identification and risk assessment forms are included to assist.

ensure that the responsibilities for safety and health are
communicated to all participants;
provide appropriate information, instruction and training to all
participants.
The Field Work Supervisor can delegate the supervision or training of a
student to a suitably qualified and/or experienced person, as
appropriate for the task. The Field Work Supervisor is, however,
responsible for ensuring that each participant has received appropriate
training and has gained sufficient competence to undertake the task.
4.3 FIELD WORK LEADER

The Field Work Leader in charge of the practical undertaking of rural
and or remote field work has a particular responsibility for safeguarding
the safety and health of all staff, undergraduate, honours and
postgraduate students in their charge as well as any volunteers who
may be assisting.
Field Work Leaders of rural and remote field activities must:

ensure that safe working practices are developed and maintained at
all times;
arrange for participants to be instructed in safe and healthy working
procedures;
ensure that participants are warned about hazards, and how to avoid,
eliminate or minimise them; and
ensure that participants under their control use safety equipment
provided in the correct manner.
4.3.1 Post Graduate/Honours Student Researchers
In a field work situation where a postgraduate or honours research
student is in charge of the field work (i.e., is the Field Work Leader), it
is their Field Work Supervisors duty of care responsibility to instruct
the Field Work Leader in their responsibilities and to ensure that the
approved Field Work Plan is submitted and adhered to.
4.4 INDIVIDUALS (STAFF, STUDENTS, VOLUNTEERS)

Each staff member, student and volunteer has a moral and legal
responsibility for ensuring that his or her work environment is
conducive to good safety and health by:

undertaking relevant safety and health training;
reading any notices relating to the field activity, attending any briefing
sessions and returning any forms to the staff member in charge;
taking action to eliminate, minimise avoid or report hazards of which
they are aware;
complying with all occupational safety and health instructions;
making proper use of all safety devices and personal protective
equipment;
not placing at risk the safety and health of themselves or any other
person;
maintaining dress standards appropriate for the work undertaken.

A volunteer information sheet (Attachment C) is provided at the end of
these procedures to record the details of approved volunteers.
4.4.1 Medical Conditions Affecting Field Work
Participation

All personnel involved in field work must be mentally and physically fit
for the tasks required. They must accept appropriate medical advice
where relevant and disclose to the Field Work Leader/Supervisor or
Head of any limitation imposed by their health that may affect their
ability to participate safely in any Field Work activity. This obligation
applies both before and during field work. Information provided must
be treated as confidential information, unless non-disclosure creates a
risk to other participants.
4.5 STUDENTS AND STAFF WITH DISABILITIES

The University of Western Australia is committed to being fair, equitable
and sensitive to the diverse needs of its staff and students in all its
policies and practices and to supporting access by disadvantaged
groups with due regard and respect for the sensitivities of all
stakeholders. With respect to field activities, it is the Universitys
responsibility to avoid discrimination against people who have a
disability by making reasonable adjustments to the working
environment and arrangements.
When students are undertaking a field activity as part of their course
requirement, reasonable accommodations will (where reasonable) be
made to ensure that students who have a disability can participate.
Some students may not, however, be able to undertake some
activities. Alternative arrangements must be made to ensure that these
students can meet the inherent requirements of the course. Advice and
assistance can be obtained from the Equity and Diversity in Human
Resources.
Adjustments to the working environment and arrangements for
students and staff with disabilities may include:

(i) TransportThe type of transport used for the field activity must be
accessible for the staff and students with disabilities attending the
activity. Alternative forms of transport or frequent, scheduled breaks
may be required for participants who have disabilities.

(ii) Facilities
The facilities and accommodation for the field activity must (where
reasonable) be accessible for the participants who have disabilities
attending the activity.

(iii) Communication
Communications regarding the field activity must be provided in a form
that is accessible for the participants who have disabilities attending the
activity. Alternative formats may have to be provided for specific
participants e.g. written information for participants with hearing-
impairment, Braille version or audio for participants with vision
impairment. Participants with hearing-impairment may find Short
Message Service (SMS) on mobile phones useful for communication
while attending field activities (provided they are within a reception
area).

(iv) Student Support Worker participation
Some students may require a Student Support Worker to accompany
them on the field activity to assist as interpreters or note takers.

5 INSURANCE

All persons participating in field work must be adequately insured.
Advice can be obtained from the Universitys Insurance and Risk
Management Officer. Heads of Units undertaking field work should
ensure that appropriate insurance has been arranged to cover all
parties before the field work commences. Details of the Universitys
insurances can be obtained at:
http://www.safety.uwa.edu.au/insurance.

6 FIELD WORK PLAN
There are four steps:

Commence documenting the FIELD WORK PLAN
Identify hazards, assess risks, document and implement control
strategies.
Gain written approval from the Head of Unit one week prior to
commencement of field work activities.
Induct Field Work participants.
6.1 Commence the FIELD WORK PLAN (Attachment A)
listing the field work to be carried out, objectives, proposed itinerary,
where, by whom, participants, start date, finish date etc.
6.2 Identify the HAZARDS and ASSESS the RISKS.

STAFF
The Field Work Leader/Field Work Supervisor must consider the hazards
involved in the field work and make a judgement on the degree of risk,
in terms of the likelihood of exposure and the consequences of being
exposed to the hazard. Refer to Appendix 1.

POST GRADUATE AND HONOURS RESEARCH STUDENTS
Notification for intended field work is given as part of the Programme of
Study, which is submitted by all research candidates. Details of field
work and any hazardous or dangerous activities must be disclosed in
the submission of the Programme of Study and the Annual Progress
Report. Any field work, which becomes part of the research programme
subsequent to the original Programme of Study, must be reported in
the Annual Progress Report. The Researcher/Field Work Leader must
also consider the hazards involved in the field work and make a
judgment on the degree of risk, in terms of the likelihood of exposure
and the consequences of being exposed to the hazard. Refer to
Appendix 1. Appendices 2 and 3 provide assistance in the assessment
of risk.
The Field Work Plan (Attachment A) requires identification of hazards
associated with the field work activities. Risks must be assessed and
control strategies documented. It is recommended that the local
Schools Supervisor / Administrator be consulted at this stage.
Each participant must complete a Field Work Participants Form,
(Attachment B). Volunteers and their supervisors must also complete
the Volunteer Workers Insurance Proposal (Attachment C).
6.3 Gain approval from the Head of Unit

The Field Work Plan (Attachment A), copies of the Participants Forms
(Attachment B) and Voluntary Workers Insurance proposals'
(Attachment C - if applicable) shall be submitted, via the local School
Supervisor / Administrator, to the relevant Head of School at least one
week prior to departure and this time may need to be longer,
particularly if immunizations are required.
The Field Work shall only commence upon approval and sign off by
the Head of School. Should the Head of School discern that a higher
level of approval is required, the Field Work Plan shall be submitted to
the Dean. Either level of management has the right to refuse to grant
approval, make approval conditional on certain criteria being met or
seek further expert advice or opinion.
6.4 Induct Field Work participants

The Field Work Leader or Field Work Supervisor must instruct Field
Work participants on safety and health matters related to the field
work. It is recommended that an information sheet be developed and
attached to the Field Work Plan for each participant. Attachment B of
this document contains a Field Work Participants Form, to indicate
that the participant has received, read and understood the information
provided. This form also gathers details for contacting next of kin in the
event of an emergency.
6.5 Repeated Field Work

For routine field work undertaken on a repeat basis, the same Field
Work Plan may be used provided that: -

The existing plan applies and there are no foreseeable changes to the
previous Risk Assessment
The Field Work Leader provides updated details regarding participants
and trip dates with the original Field Work Plan
If changes are identified, a new plan will need to be submitted.
6.6 Record Keeping

A copy of the Field Work Plan and Field Work Participants Forms shall
be kept in the School/Units office and a copy kept by the Fieldwork
Leader during the field work.
6.7 Minimum number of people

A minimum of two people should be in attendance during the field
work. In some situations and according to the level of risk, more
people will be required. Likewise for safety reasons, maximum
numbers may need to be enforced, for example boat trips in vessels
licensed to carry a maximum number of people.
6.8 First Aid

First aid provision must be provided in line with the Occupational Safety
and Health Regulations (WA) 1996 and Code of Practice First Aid, PPE
and Amenities. Remote area field work requires a currently qualified
first aid attendant to be present. Senior First Aid qualifications are
preferred and may be required in many circumstances. Contents of first
aid kits need to reflect the types of hazards likely to cause injury, as
stipulated by the Code of Practice.
6.9 Communication with the University

The method of communication and frequency of communication must
be agreed in the Field Work Plan. Mobile phones (where reception is
available), UHF radio, satellite phones and EPIRBs (for when other
forms of communication fail) may need to be considered. Where
possible, contact shall be made at agreed intervals with University staff
on campus. With some types of field work it may be more appropriate
to set up an alternative communication arrangement made with a
reputable contact point. (e.g. Police Station, CALM, National Parks
ranger, other institution, mine site manager, ships master, Farm
manager, etc). The underpinning principles are; that wherever
possible, communication should occur daily; and there must be a
documented emergency back-up plan in the event that contact is not
made.
6.10 Awareness of University Policies

All University policies and procedures apply throughout the duration of
the field work. It is the Field Work Supervisors responsibility to ensure
that people involved in the field work are aware of all relevant policies
such as: -
Conduct in the Workplace Guidelines
Alcohol and Other Drugs Policies
Equal Opportunity and Affirmative Action Policy Statement
Electrical Equipment Testing and Tagging Policy
Food Hygiene Procedures
Immunisation Policy
Driving in Remote Locations
Personal Protective Equipment Guidelines
Sharps Injuries and Disposal of Sharps
Smoking Policy
Underwater Diving Procedures
Use of University Vehicles
Working In Isolation
Working Overseas Safety and Heath Guidelines
For further information visit http://www.safety.uwa.edu.au/
Field Work participants must also be cognisant of and abide by statutory
requirements such as Flora and Fauna collecting, National Parks
regulations, entry into other designated areas, Health Department
protocols, etc.
The Occupational Safety and Health Regulations, Codes of Practice,
Guidance notes, Australian Standards and Industry Codes provide
further information pertaining to legally binding safety requirements.
Supervisors must be familiar with these in relation to the activities
involved in the field work. For further information contact the Safety
and Health on 08 6488 3938.
6.11 Catering

Food hygiene in the field is essential to minimize intestinal upsets.
Procedures appropriate to each field trip form part of the scope of work
for that trip.
6.12 Leisure time

In many respects, the potential for injuries is greatest during student
leisure time. Students may wander off without providing information
about where they are going and may engage in dangerous activities
such as swimming alone or climbing cliffs etc.
The abuse of alcohol during leisure time can often be a problem on field
trips; drunken students may engage in dangerous pranks; provoke the
aggressive attention of local inhabitants, or become aggressive towards
one another and/or staff members.
6.13 Reporting hazards, incidents and injuries

The Universitys requirements on reporting hazards, incidents and
injuries must be adhered to in the event of any injury occurring or
where a hazard may have resulted in an injury.
6.14 Medical conditions affecting field work participation

All personnel involved in the field work must be physically and mentally
fit for the tasks required in the field work. They must accept appropriate
medical advice where relevant and disclose to the Field Work
Leader/Supervisor or Head of School any limitation imposed by their
health that may affect their ability to participate safely in any field work
activity. This obligation applies both before and during field work.
Information provided must be treated as confidential, unless non-
disclosure creates a risk to other participants.
6.15 Notification of Next of Kin

Prior to a field trip, the Field Trip leader must ensure that a list of all
participants next of kin details have been provided to the School/Unit
office. These should be retained for the duration of the field work. The
Field Work Leader should also take a copy along on the field trip.
6.16 Notification of changes to proposed field work

During a field activity, a specified contact person at the University must
be notified as soon as possible of any changes to the originally proposed
itinerary or schedule, including changes of dates, location or number of
persons attending the field activity. If the changes cause a flow-on
effect to the existing risk assessment, then a revised risk assessment
must be prepared.
6.17 Notification of return from field work

Participants must notify a specified contact person (e.g., their
Supervisor) on return from field activity. If a staff member or a student
fails to return from a field activity at the pre-arranged time and has not
notified a change in arrangements, the specified contact person is
responsible for notifying a School/Unit representative (e.g. the Head of
the School/Unit). This person is then responsible for notifying
emergency services as applicable and next of kin.

7 BREACH OF THESE PROCEDURES
Breach of these Field Work Procedures will be dealt with at the
discretion of the Head of School and Dean (or equivalent Administrative
Head of Unit), in accordance with the Universitys procedures on
substandard performance of staff and disciplinary procedures in the
case of students/researchers.
Staff members- at a minimum, the Dean must inform the staff member
that the breach is not acceptable and that it will be documented on their
personal file. Further repeat offences shall be referred to the Director of
Human Resources for formal disciplinary action.

8 ACKNOWLEDGEMENTS
Monash University: Guidelines for health and safety during field
activities in country and remote areas. February 2002
University of NSW: Draft Fieldwork Safety Guidelines. 11 October 2002
Murdoch University: Draft Fieldwork Policy. 19 September 2002
The University of Queensland: Fieldwork safety guideline. 15/4/99
UK HSE: Guidance on safety in fieldwork. April 2004
University of Glasgow, UK: Guidelines for personal health and safety
while working overseas. 2004

RELATED INFORMATION
Driving in Remote Locations
Overseas Travel
Underwater Diving
Use of University Vehicles
Appendix1 - Field Work Hazard Identification Checklist
Appendix 2 - Simplified Risk Assessment
Appendix 3 - Risk Assessment Using a Nomogram
Attachment A - Field Work Plan
Attachment B - Field Work Participant's Form
Attachment C - Voluntary Worker's Insurance Proposal


Last Edits: January 2010
Previous
Edits:
April 2005
Position
Responsible:
S&H Manager Approved by:
University Safety
Committee 12 April 2005
Date for
Review:
April 2011 File Ref: F12252
Previous Titles: Procedures for Safety in Country and Remote Areas

Top of Page CRICOS Provider Code: 00126G
Last updated: Wednesday, 13 January, 2010 at 5:45 PM
Location: http://www.safety.uwa.edu.au/page/62029
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