Fieldwork Policy

1. Fieldwork Policy

1.1 Purpose

To ensure that Schools and Directorates have appropriate arrangements in place for complying with their health and safety obligations in relation to fieldwork.

1.2 Objectives

To ensure that School and Directorate management are aware of their responsibilities and put in place appropriate measures to control the risks arising from conducting fieldwork of various types, such as:

• General day trips and visits
• Attendance at conferences
• Recruitment activities off-site
• Social and community-based field research
• Taught & research fieldwork

2. Policy Statement

Schools and Directorates are required to ensure that the health and safety risks associated with fieldwork activities are managed in line with statutory regulation. To ensure the effective management of fieldwork activities, Schools and Directorates will implement the arrangements detailed below and will also comply with other University policies as appropriate to the activities undertaken.

3. Scope

This policy applies to all activities defined as fieldwork (see below). However, it does not apply specifically to the travel or accommodation (if required) aspects of being off-site. These are covered within the University travel policy and associated guidance. This policy covers the work or study aspects of the off-site activity. Voluntary off-site activities are not within scope of this policy. Student work placements are not within scope of this policy and are covered by the Student Work Experience Policy. Leisure off-site activities are in scope of this policy if they have been organised by the fieldwork coordinator as a planned part of a fieldwork trip (whether prior to departure or whilst off-site).

4. Definitions

Fieldwork: Fieldwork is defined by Universities Safety and Health Association (USHA) as “Any work carried out by staff or students for the purposes of teaching, research or other activities while representing the institution off-site”[1].  Therefore, it includes any work and official study activities undertaken off-site and also includes activities not part of work or official study activities where these are conducted under the name of the University.

Voluntary off-site activities: Voluntary off-site activities are those undertaken by staff and/or students in their own capacity and time, and not in relation to any work or formal off-site study activity and not under the University name. This includes volunteering at clubs and other social enterprises in a private capacity.

Leisure activities: Leisure activities undertaken whilst on a fieldtrip are those undertaken by staff or students in their own time and include any activity that is not part of the work or study aspect of the fieldwork. This can include meals, walks, sight-seeing, sporting activities, etc. Where these activities are undertaken by individuals at their own volition, no responsibility is placed on the fieldwork coordinator to manage health and safety aspects of such activities. Where these activities are organised by the fieldwork coordinator, they must comply fully with policy requirements. Fieldwork participants who engage in leisure activities while in the field must ensure that appropriate insurance is in place to cover activities that are not considered to be low risk.

Fieldwork Coordinator: One or more people who organise and/or manage the fieldwork activity. Typically, this will be supervisors, lecturers or managers. These people must be able to appropriately assess the activity to determine hazards likely to be encountered and the control measures required. Whilst they are encouraged to seek assistance with assessing risks, they cannot transfer the responsibility for organising and/or managing the fieldwork activity to another person.

Hazard: Something, arising out of a work/study situation, which has the potential to cause harm to an individuals’ health and/or safety.

Risk: The term used to describe the likelihood that a hazard is realised, taking into account the severity of the outcome.

Adverse incident: Any situation that occurs during a fieldwork activity that either resulted in or had the potential to result in injury of a person or damage to equipment or property.

5. Arrangements

5.1 Duty Holders

5.1.1 Deans and Directors

Deans and Directors are ultimately responsible for ensuring fieldwork activities are conducted safely and in accordance with this policy by:

a. Identifying fieldwork activities and planning for these to ensure the necessary controls are put in place.

b. Putting in place an appropriate fieldwork approval mechanism, commensurate to the level of risk and considering other University policies and controls (e.g. Ethics, Travel Policy).

c. Ensuring staff and others planning and supervising fieldwork (i.e. Fieldwork Coordinators) are suitably experienced and competent to do so.

d .Risk Assessing fieldwork activities and communicating the findings and controls required to participants and others as appropriate.

e. Ensuring other factors are considered and addressed as needed (e.g. Regulatory Authority approvals, legislative requirements, adequate insurance, safeguarding arrangements).

f. Seeking to ensure that fieldwork is, where practicable, inclusive, taking into account the needs and capabilities of potential participants in line with the spirit of the Equalities Act 2010, working with Student Services or People Directorate and other specialist advisers as appropriate.

g. Ensuring all equipment and materials to be used during fieldwork activities are suitable and safe, with records of equipment inspections, maintenance, etc. kept as appropriate.

h. Providing suitable personal protective equipment or stipulating that such should be worn, as appropriate to the fieldwork activity.

i. Ensuring that weather conditions (where they might affect the safety or welfare of fieldworkers) are considered.

j. Confirming third-party fieldwork providers are competent and will implement similar or greater controls as those stipulated by this Policy.

k. Providing all fieldwork participants with suitable information, instruction and training to enable them to understand the nature of the risks involved and how these risks are controlled.

l. Identifying and informing participants of ‘participant borne’ costs and requirements.

m. Establishing, as appropriate to the level of risk, suitable emergency procedures.

n. Ensuring fieldwork adverse incidents are investigated with action taken, including cascading findings within the School/Directorate and / or institution as necessary.

o.Regularly reviewing arrangements for managing fieldwork and complying with this Policy.

Deans and Directors may delegate various of the above duties to other individuals, such as academic supervisors, but will retain the responsibility of ensuring that the policy requirements are met. Further information is provided in the Fieldwork Management Procedures document.

5.1.2 Fieldwork Coordinator Responsibilities

Academic supervisors, managers and others who are acting as Fieldwork Coordinators have a duty to comply with this Policy and their School/Directorate fieldwork management arrangements and systems to ensure risks are considered and suitably controlled.

Anyone who plans and supervises fieldwork is classed as a Fieldwork Coordinator and must always seek to ensure the health, safety and wellbeing of the participants and others affected by the fieldwork activity (including themselves). This includes ensuring that a suitable risk assessment is in place, and that this is maintained and communicated in a timely manner to all relevant persons.

It is imperative that Fieldwork Coordinators understand the limits of their own knowledge and experience and seek the advice and / or assistance of others as necessary.

5.1.3 Fieldwork Participants Responsibilities

All staff, students and other fieldwork participants have a duty to follow any requirements established in the interests of health and safety, including taking care of their own health and safety and that of any other person who could be affected by their actions. In addition, all fieldwork participants must:

a. Attend relevant fieldwork training or briefings.

b. Report concerns, including medical conditions, disabilities or injuries that might affect their ability to participate in the fieldwork to their Academic Supervisor, Fieldwork Coordinator or School / Directorate Health and Safety Adviser.

c. Follow all instruction, controls and procedures pertinent to the fieldwork being undertaken.

d. During group fieldwork, stay with the group at all times, except as agreed by prior arrangement with the Fieldwork Coordinator.

e. Cooperate with those responsible for managing the fieldwork and behave responsibly.

f. Utilise appropriately and not interfere with or mis-use materials or equipment supplied in the interest of health and safety.

g. Obtain any clothing, footwear or other items required for the fieldwork that are not supplied by the School / Directorate and wear these as necessary during the fieldwork.

h. Report any adverse incidents associated with the fieldwork immediately as b) above.

Note: The Fieldwork Coordinator has the authority to exclude from all, or part of, a course any student arriving at the departure point without essential equipment, footwear and clothing. In addition, any unsociable or offensive behaviour (possibly resulting from drinking alcohol, or the taking of illegal substances) may also result in dismissal from the activity, exclusion from future fieldwork courses, and in extreme cases dismissal from the University.

5.2 Equality Considerations

Every effort must be made to support individuals, so they are treated equally and to enable them to undertake their fieldwork activities in the same way as their peers.

However, in some rare instances, there may be a requirement to treat ‘persons with a protected characteristic’ differently to safeguard their own health, safety and wellbeing and/or to ensure that the health, safety and wellbeing of others is protected. Any such consideration will be discussed with the individual and reasonable adjustments agreed.

6. Further Information

6.1 Related University policies

• University Health and Safety Policy
• SPA01 – School/Directorate Health and Safety Management
• SPA02 – Core Health and Safety Arrangements Policy
• University Travel Policy
• Other Dundee University Health and Safety Policies

6.2 Related University guidance and resources

• University Fieldwork Resources Sharepoint site
• University Incident Reporting Form
• Incident Reporting and Investigation Handbook
• Incident Register

6.3 External resources

• USHA Higher Education Sector Guidance on Health and Safety in Fieldwork and Travel

7. Document Information

7.1 Equality Impact Assessment

This policy has undergone screening for impact on protected characteristics covered under the Equality Act 2010 and no impact has been identified.

[1] https://www.usha.org.uk/wp-content/uploads/2023/03/MASTERUSHA_Safety-in-Fieldwork-Guide.pdf

7.2 Approvals & Renewals