Safety, Health & Environment Section

FM SHE 009bProcedural Guidance for the

Management of Health &Safety on Overseas Based Field Trips, Fieldwork & Educational

Visits

March 2018Version 9.0

Document review due: March 2019

Please Note :This is a controlled document, please ensure you are using the most recent version available at: https://intranet.uclan.ac.uk/ou/fm/Pages/Health-and-Safety-Field-Trips.aspx

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Contents Page Summary 31. Introduction & Definitions 42. Scope 43. Legislative Requirements 44. Responsibilities 4

i. Heads of School / Service 4ii. Field Trip Leader 5iii. Fieldwork Supervisors 6iv. Students 6

5. Risk Assessment 6i. Staff/Students ‘Fitness’ to undertake fieldwork activities 8ii. Staff/Students with Disabilities 9iii. COSHH Assessments 10iv. Field trip / Work Supervision Ratios 11

6. Insurance 117. Training & Information 11

i. Information for Students 12

8. Transport 12i. Private Coach 12ii. Hire / University Cars 12iii. Minibuses – University / Hired 13iv. Notification of Routes, Schedules and Attendance 13

9. Immunisation/Vaccination 1310. Pre-existing Medical Conditions and Medication 13

i. Pre-existing Medical Conditions 13ii) Existing Medication 14iii) Reducing the Risk of DVT During Travel 14

11. Equipment 14i) Personal Protective Equipment (PPE) 15

12. Emergency Actions 15i) First Aid 15ii) Emergency Medical First Aid Kits 16

13. Accident Reporting 1614. Lone Working 1615. Non-University Staff 1716. Permission from Premises / Land Owners and Others 1717. Leisure Activities and Leisure Time 1718. Personal Safety 1819. General Personal Safety Advice from the FCO 1820. References/ Useful Contacts 2221. Appendices 23Appendix 1. Health and Safety Field Work Checklist 24Appendix 2. Field Trip Student Code of Conduct 36Appendix 3. Fieldwork Risk Assessment Guidance and Example Templates 38Appendix 4. Procedural Guidance on Travel-Related Deep Vein Thrombosis 39

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Summary

The following guidance document sets out University procedural guidance for the management of health and safety during overseas based field trips, fieldwork and general educational visits undertaken 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 UK 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;

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

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Procedural Guidance for the Management of Health &Safety on Overseas Based Field Trips, Fieldwork & Educational Visits

1. IntroductionHigh 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.

Overseas travel requires additional advance planning, care and common sense. It should be noted that travel abroad may expose staff and students to a number of health and safety hazards arising specifically from the travel itself and/or the conditions within the country being visited. These may not be all necessarily directly work-related.

Definitions: Field trip – a University organised visit overseas into the traditional ‘field’ setting for

instance open countryside, coastal shorelines, high ground, urban environments etc. Fieldwork – practical work carried out overseas in the field by staff, students or

researchers of the University for the purpose of teaching or research, for instance biological or environmental sampling work, archaeological or forensic digs, street surveys, location filming or video work etc.

Educational visit – University organised trips overseas to, for instance, museums, art galleries, theatres, concert performances, exhibitions, etc.

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

2. ScopeThe following document sets out University procedural guidance for the management of health and safety during all overseas based field trips undertaken 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 RequirementsThe 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 overseas. 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:University’s Travel Hierarchy

Procedural Guidance for the H&S Management of Fieldwork /Fieldtrips

Risk Assessment for Activities Involving Disabled Staff & Students

Lone Worker Guidance for all Employees.

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

Procedural Guidance for the Management of Health & Safety during Staff Overseas Travel

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4. Responsibilitiesi) Heads of School / ServiceThe responsibility for safety is carried by Heads of School / Service and 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 / Service must 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 Heads 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 work that 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 LeadersAll 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; checking there are no travel restrictions to the country/areas within county; checking country specific safety advice on the UK’s Foreign & Commonwealth Office

(FCO) website and Red24 AonProtect Personal Accident & Travel Assistance website and complying with their advice / requirements;

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 Starfish 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;

providing the school/service office with a travel itinerary covering issues such as flight numbers, departure times, accommodation address, telephone number, schedule of planned meetings, events etc., and any other relevant contact details; using the University’s Travel Hierarchy;

to select the most appropriate and sustainable mode of travel; 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;

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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.

The Overseas Travel Checklist in Appendix 1 will assist you in planning the health and safety arrangements associated with your travel.

iii) Fieldwork SupervisorsEach activity on a trip (for example, where the party divides to visit different locations) will be the responsibility of a designated Supervisor who 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 School/Service Office before 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) StudentsAll students on residential and day field trips will have the following duties: Informing the Student Services of any medical condition, disability 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;

Where relevant seeking confirmation from their GP that they are fit to travel particularly for ‘long-haul’ flights;

Ensuring they have had the necessary vaccinations as advised by their GP.

5. Risk AssessmentEvery field trip and associated fieldwork activity must be risk 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 and the countries being visited, generic risk assessments will not be suitable and individual specific risk assessment(s) for each field trip or activity must be produced.

Fundamental to risk assessing overseas field trips is consulting the country specific safety advice given on the FCO’s travelling and living abroad website. This is to ensure that you are aware of the country and/or specific region safety advice given so that you can incorporate all such relevant information into the risk assessment.

Please Note : Particular attention should be paid to countries or specific areas where the FCO advise against ‘all’ or ‘all but essential travel’. No member of staff or student is permitted to travel to any country or area where the FCO advise against ‘all’ or ‘all but essential travel’. The FCO define ‘essential travel’ as consular work, emergency humanitarian aid, etc. and not business, personal travel, etc.

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Additionally no member of staff or student should be expected to travel to a country or to a specific area where there are legitimate concerns about personal health or safety expressed by the FCO, e.g. due to a high risk of sectarian violence, terrorism, etc.

Additional practical advice on travel to a specific country can also often be gained by talking to other members of staff who have experience of the particular country.

The University also has a duty in relation to the proposed travel to, ‘so far as reasonably practicable’, make an assessment of persons ‘fitness for travel’ prior to that travel commencing. This is of particular importance as overseas travel may potentially impose additional health related risks.

Staff or students with a pre-existing medical condition or disability that could be potentially worsened by the proposed overseas travel/activity should declare this to their line-manager/field trip leader, so it can be considered as part of the risk assessment process and suitable controls to protect the traveller identified. In such circumstances managers may wish to seek advice from the SHE Section (ext: 2067) and/or the University’s Occupational Health Service (ext: 2336).

Please note: Insurance cover is excluded whilst travelling against medical advice or for the purpose of obtaining treatment or medical advice.

Dependent upon the country being visited and the type of fieldwork activities to be undertaken there may be an increased likelihood of contracting a serious disease e.g. malaria, rabies, Hepatitis B or C, Dengue Fever, Tetanus, Leptospirosis (Weil's Disease), Lyme Disease etc. Where diseases present potential risk to fieldworker’s health and safety they must be considered as part of the risk assessment process.

Additionally dependent upon field trip activities, the season, weather, time to be spent out-of-doors, etc., the issues of Heat Stroke, Heat Exhaustion and Dehydration or Hypothermia may need to be considered within the risk assessment process.

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., checks should be made on the companies competency, copies should be sought of the third parties risk assessment and Public Liability Insurance (or similar), particularly for ‘higher risk’ activities and this should form an integral part of the overall field trip risk assessment.

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 field trip, the relevant Heads of School, Directors of Service must 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.

Where risk assessments are completed several weeks before travel is to commence, they must be reviewed against the latest travel safety advice from the FCO to ensure the risk assessment is still current and the safety advice still relevant.

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Example issues which may require consideration during the risk assessment process include: specific safety advice given by the FCO / red24 / UCLan travel advice; mode of transport - both to, from and within the country and location being visited; staff and students ‘fitness’ to undertake the proposed travel / work activity; suitability / location of accommodation; specific health related travel issues e.g. jet lag, Deep Vein Thrombosis (DVT), manual

handling, etc., and diseases spread by animals, insects and personal contact; essential and advised immunisation/vaccinations that may be required; personal safety e.g. accidents, crime, political instability, local customs and laws; country specific legislation and/or customs; climate/season e.g. hot/cold/humid extremes, some diseases are also weather/season

dependant; planned work activities – conference, data gathering, etc. and leisure time activities; location being visited e.g. urban and rural travel may pose different risks; lone working issues; duration of trip - short trips may be of lower risk; health advice - including food/water hygiene, travellers diarrhoea, risks from local food

and its preparation/handling, contaminated water, soil and airborne organisms; diseases spread by animals, insects and personal contact and those endemic to

particular geographical areas (e.g. valley fever which is endemic to California). emergency and contingency arrangements including medical and travel insurance

(including repatriation).

Further information to inform the risk assessment processThe University’s accident and insurance policy through the use of red24 a leading global security company, gives you access to essential security and health advice for over 230 countries and territories worldwide. The specific information provided by red24 is far more comprehensive and detailed than that provided by the FCO which may prove vital particularly with travel to higher risk destinations.

Red24 will also email travellers a security briefing tailored to your travel itinerary when travelling to a high-risk region, covering the risks, preventative measures and important contacts you require to help you remain safe while travelling abroad.

Access to Red24 is via: red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online instructions or Login: email: pnhill1@uclan.ac.uk Password SHESection

Please note: The services of red24 must not be used for the booking of flights, accommodation, etc., the University’s Travel Office must always be the first point of contact.

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 1.

i) Staff/Students ‘Fitness’ to undertake fieldwork activitiesThe 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 condition or disability is not worsened by a particular field trip activity;

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that any person with a pre-existing health condition, disability or learning requirement is not disadvantaged or unable to participate in the field trip or its associated activities where reasonable adjustments can be made;

that students have the correct skills and general capabilities for particular field activities.

Therefore, to ensure students health, safety and welfare when overseas 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 Starfish and ensure reasonable adjustments are in place for all students. If new disclosures are provided or concerns are raised about a particular individual, advice can be sought from Student Services by emailing inclusivesupport@uclan.ac.uk

The Leader/Supervisor should then appraise the information given on starfish 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 abroad, it might be appropriate to arrange for their return home. The field trip leader should consult with Student Services to discuss options on extension 01772 893020.

A student who encounters a physical or mental wellbeing issue whilst abroad, can initially be supported by Student Services by telephone/Skype. field trip leader should contact extension 01772 893020 to discuss the circumstances of the case.

If necessary, the Fitness to Study process can still be implemented when a student is abroad.

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 the University’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 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 in consultation with Student Services, 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.

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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:

1) Issues in Providing Learning Support for Disabled Students undertaking Fieldwork and Related Activities.

2) Providing Learning Support for Students with Mobility Impairments undertaking Fieldwork and Related Activities.

3) Providing Learning Support for Blind or Visually Impaired Students undertaking Fieldwork and Related Activities.

4) Providing Learning Support for Deaf and Hearing Impaired Students undertaking Fieldwork and Related Activities.

5) Providing Learning Support for Students with Hidden Disabilities and Dyslexia undertaking Fieldwork and Related Activities.

6) Providing Learning Support for Students with Mental Health Difficulties 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.

iii) Information to Airlines

If staff or students have any medical needs, the chosen airline may ask them to complete an Incapacitated Passengers Handling Advice (INCAD) form and/or a Medical Information Form (MEDIF). These are standard forms used by many airlines to help them organise any assistance or equipment the traveller may need during their journey and to decide whether they are fit to fly.

Travellers can fill in the INCAD form themselves, but the MEDIF form must be completed by their doctor. Most travellers do not have to fill in the MEDIF form, or apply for medical clearance to fly, including people who have stable, long-term disabilities and medical conditions.

Staff/students should contact the airline and discuss their condition with them, even if their doctor says they are fit to fly, as different airlines have different policies about carrying disabled passengers and people with medical conditions. The airline will be able to give them any forms they require to be completed.

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Further information is available from DirectGov - Airport and airline services for disabled travellers website.

vi) Existing Medication

Ensure staff/students keep a written record on their person of any medical condition affecting them and the proper names – not just the trade names – of any medication they are taking. If persons need prescribed medication for a health condition, they should talk to their doctor or practice nurse about their travel plans as they can tell them if they need to make any special arrangements.

They may need to check the rules for all the countries being visited, including countries that they are just passing through. Different countries have different rules and regulations about:

The types of medicine they allow to be taken into the country, and The maximum quantity that may be taken in.

Some medicines available over the counter in the UK may be controlled in other countries and vice versa. Countries such as India, Japan and Turkey have lists of medicines that they will not allow into the country. Contact the embassy of the country you’re visiting for advice. The UK FCO website has a full list of foreign embassies in the UK.

Further information and advice on taking medicines overseas can be found on the NHS website.

iv) Reducing the Risk of Deep Vein Thrombosis (DVT) During Travel

Prolonged immobility on long journeys, whether by plane, train or car, can lead to 'Deep Vein Thrombosis' (DVT) - a blood clot in the leg. To help reduce the risk, move your feet around, or get up and walk around regularly if you can and avoid dehydration by taking regular non-alcoholic drinks. Further information on DVT can be found in appendix 2.

Further guidance is also available in the University procedure Risk Assessment for Activities Involving Disabled Staff & Students and advice on disability awareness can be found on the University’s Disability Advisory Service web site.

6) Field Trip/Work Supervision RatiosConsideration should be given to appropriate staff/student ratios, which will vary according to: the county and specific areas within that country being visited and the likely hazards that

may be encountered; the risks associated with the type of activities being carried out; the nature of the site/environment being visited; the experience of the group in relation to the activities involved; the length of the field trip; the age of the students; types of foreseeable emergencies.

An inexperienced group of first year students will require a higher level of supervision than may be appropriate for postgraduate students. The only guidance readily available for the HE Sector is contained within the CVCP Code of Practice for Safety in Fieldwork (1995), which advises for inexperienced students in low risk activities and environments (e.g. geological or botanical specimen collection, or surveying in reasonably rugged countryside in summer) a minimum ratio of 10:1 (students/staff). Each party however should contain at least 2 Supervisors in case of incapacity.

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No specific guidance is given for low risk urban trips e.g. theatres, museums, businesses, etc. and therefore a common sense approach should be taken. For extended overseas field trips of mixed gender there should be male and female Supervisors. The decision for the presence of both male and female Supervisors should be at the discretion of the Field Trip Leader.

7. InsuranceThe University holds insurance for standard work-related field trip activities carried out by its employees and students, the policy documents and procedures can be found on the Legal Services SharePoint page.

If you have any concerns as to whether a field trip activity is covered under University insurance you should contact the Legal Services insurance helpdesk email: IHelpdesk@uclan.ac.uk.

8. Training & InformationDeans of School, Directors of Service should ensure that all persons who lead, supervise or undertake fieldwork are trained in the basic techniques and practices appropriate to the activities to be undertaken and that they are able to identify and act upon potential hazards and dangers that may arise. Dependent on the type of trip, activities to be undertaken and its location, the following areas of training should be considered: Manual Handling; First Aid; Map and compass reading; Minibus driving (MIDAS); Specialised equipment e.g. climbing equipment; Handling and use of hazardous chemicals; Survival/rescue techniques; Likely impact on the local environment; Disability awareness, including making reasonable adjustments.

i) Information for Students It is the responsibility of the Trip Leader to ensure detailed advance information is given to students attending any field trip. Briefing sessions are recommended before commencement of the trip and it is at such sessions that the Leader/Supervisor can reinforce the expected standard of student conduct and pertinent health and safety information (if applicable) e.g. dates and times of departure/return; reasons for updating personal and next of kin details on Starfish; transport, catering and accommodation arrangements; types of activities to be undertaken; safety, health, and environmental policies and procedures; significant findings of field trip/activity/COSHH risk assessment; essential safety equipment; student responsibilities, code of conduct, leisure time, smoking and alcohol rules; first aid information; recommended immunisation; personal needs list including clothing, footwear, etc.; potential impacts on the environment. health advice - including food/water hygiene, travellers diarrhoea, risks from local food

and its preparation/handling, contaminated water, soil and airborne organisms; diseases spread by animals, insects and personal contact and those endemic to

particular geographical areas (e.g. valley fever which is endemic to California). emergency and contingency arrangements including medical and travel insurance

(including repatriation).

9. TransportPage 12 of 44

Specific University procedures for hiring vehicles, approved contractors, rail ticket purchase, etc. can be found on the Travel Office web site. Whenever practical minimise the carbon emissions associated with the travel by following the University’s Travel Hierarchy.

i) Private Coach You should use a reputable and recommended coach hire company; Where possible coaches should only be used where seatbelts are available for all

passengers. Leaders/Supervisors must ensure these are worn at all appropriate times.

ii) Hired / University Vehicles (<9 seats)All University staff are covered under the University's group insurance policy providing the following details are complied with:

the driver has a valid driving licence, and has not previously been excluded from driving; drivers hiring a car must be aged 21 years of age or older; If a driver holds more than three points on their licence contact the Purchasing Office for

further advice; in the event of an insurance claim, the policy excess will be borne by the relevant

school/service; vehicles hired on behalf of the University should not be used for personal transport by

the individual other than transfer between the University site and home; Please note: hired or University vehicles taken overseas will require additional paperwork

to be taken, further advice is available here.

iii) Minibuses – University / Hired

A minibus is defined as a vehicle (small bus) "constructed or adapted to carry 9 to 16 passengers excluding the driver". Field Trip Leaders/Supervisors must ensure minibuses are hired and used in accordance with the University’s Policy and Procedures for the use of Fleet, Hire or Personal Vehicles on University Business which also contains specific guidance for taking/driving minibuses overseas.

Please Note: If you hire any vehicle overseas you must conduct a pre-trip check of the vehicle (whether your own or hired) including current road tax, tyres, lights brakes, windscreen wash and wipers function correctly – ensure defects are rectified before travelling. The trip must not commence if staff have concerns about vehicle safety.

iv) Notification of Schedules and AttendanceAlong with an attendance list a detailed schedule must also be provided for all overseas field trips together with, mobile telephone contact details, full contact details of the residential accommodation, the date and time of departure and the expected time of return. Where vehicles are to be driven from the UK to overseas destinations a detailed route plan should also be provided.

In higher risk situations, for example in remote locations, additional details including map grid references may be necessary. This should be prepared by the Trip Leader and filed with the relevant CAS Hub prior to departure.

10. Immunisation/Vaccination and General Health Advice

All staff and students intending to travel overseas are advised to have a medical and dental check-up before travelling. Where necessary, advice on the need for immunisation and other health related issues must be sought in advance of travel commencing.

The University’s Occupational Health provider (ext 2336) can offer staff advice on the requirement for vaccinations to the specific country being visited and provide a vaccination programme.

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Students must be advised to contact their own GP or the Student Medical Centre if they are registered with them for similar advice and provision of vaccinations

Additionally the NHS through its Fitfortravel website issues guidance on the immunisation requirements for various countries. You should be aware that certain vaccinations are mandatory for entry into some countries and ensure you keep a record of all mandatory vaccinations when travelling.

The NHS also provides advice and guidance on the level of health care you are entitled to overseas on its Health Care Abroad website.

11. EquipmentAll equipment provided by the University for field trips must be suitable for the conditions and for the activity for which they are to be used and be well maintained by a competent person with appropriate records kept. Equipment must be carefully checked prior to commencement of the field activity and additionally adequate visual safety inspections must be performed before every period of use.

The Field Trip Leader/Supervisor must ensure prior to commencement of the field activity that participants are given appropriate information concerning any equipment and clothing necessary for health and safety. The choice and use of appropriate equipment is one of the most important aspects of field trip safety, the following should be borne in mind:

equipment must be suitable for its intended use and prevailing conditions; equipment must be checked and tested before use and at appropriate predetermined

intervals during use; programmes of inspections must be drawn up and carried out by ‘competent persons’; reduced voltage should be used outdoors with earth leakage/residual current protection

where practicable (e.g. 110 volts, battery, RCD); if equipment is hired confirmation must be sought that it meets all appropriate standards,

has been properly maintained and where appropriate instruction in its use given.

Further information on the provision of work equipment can be found on the SHE Section website.

i) Personal Protective Equipment (PPE)PPE is defined as ‘all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects him against one or more risks to health or safety’. Waterproof or weatherproof clothing is subject to the Regulations only if its use is necessary to protect employees against adverse climatic conditions that could otherwise adversely affect their health and safety.

The requirement for PPE should be identified as an integral element of the risk assessment process and should include the following considerations:

Example Hazard Protective ItemRisk of falling or striking objects Safety helmetsUsing tools, chemicals etc. Eye/face protectionNoise from machinery etc. Ear defendersDusts, toxic, vapours etc. Respiratory protectionSharp objects, chemicals, cold conditions etc. GlovesRisk of foot injury, Foot protectionCold/wet conditions Warm/weatherproof clothingRemote areas, traffic etc. High visibility clothingCold/wet conditions, drowning Wet suits and life jacketsRisk of splashing ApronsSun burn Hats, sun cream (SPF >15)

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Staff and students must be informed of the requirement for protective clothing prior to the commencement of the field trip. It is the responsibility of the Field Trip Leader/Supervisor to ensure that where protective clothing is required it is worn, where the lack of, or refusal to wear, protective clothing endangers the health and safety of that person or anyone else, then that person must be excluded from the field work activity immediately.

Further information on PPE can be found on the SHE Section website.

ii) COSHH AssessmentsCOSHH (Control of Substances Hazardous to Health Regulations 2002)requires employers to control exposure to health from hazardous substances to protect both employers and others who may be exposed.

The University must be aware of what hazardous substances are used in the workplace or off-campus by staff and students, the associated risks to health and put in place precautions and controls. The University must also ensure that staff and students are properly trained and/or supervised when dealing with hazardous substances.

Any substance of a hazardous nature to be used during a field trip or activity must be assessed prior to its use and checks made to ensure that it is permissible to take that chemical into the country being visited or is permitted to be carried on your particular mode of transport (i.e. aircraft, ferry, road, train, etc.).

It is the responsibility of the Field Trip Leader/Supervisor to ensure that the appropriate controls identified within the assessment are adhered to at all times when using and disposing of the substance. It is crucial that all those coming into contact with the assessed substance fully understand the risks from the substance they could be exposed to.

If any hazardous chemicals are to be taken overseas, relevant checks should be made to ensure these are safe to transport, they are permitted to be taken into the country being visited, etc.

Further information on COSHH and an assessment form can be downloaded from the SHE Section website.

12. Emergency ActionsThe Field Trip Leader is responsible for developing emergency procedures consistent with the hazards identified, the assessed level of risk and the remoteness of the location identified as a result of the risk assessment process. A coherent plan of action should be drawn up to deal with each situation highlighted and the following points should be actively considered:

provision of suitable emergency equipment (e.g. first aid kits, firefighting equipment, tent, spill kits, etc.);

means of summoning aid (e.g. mobile phones, whistles etc.); evacuation procedures from premises or residential accommodation; liaison with police and other emergency services; correct treatment of casualties and equipment (e.g. first aiders, decontamination /

cleaning of equipment etc.); ensuring one accident does not produce another (e.g. withdraw staff/students to a safe

place as conditions may be dangerous or may deteriorate); warning others of dangers if they exist.

It is essential to ensure that all members of the trip are made fully aware of the emergency arrangements.

i) First AidIt is recommended for field trips in remote locations where medical assistance is not readily available that at least one Field Trip Leader or Supervisor be ‘First Aid at Work’ trained (3 day course) and one member of the party be Emergency First Aid trained (one day course).

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Field Trip Leaders should also consider whether specialised ‘Expedition First Aid’ training is also required in these situations.

For low risk, short duration urban-based field trips/activities where ambulances and medical aid are readily available first aid cover may not be necessary. However, you may want to consider having one Field Trip Leader or Supervisor trained in Emergency First Aid.

ii) Emergency Medical First Aid Kits

The University’s Occupational Health provider can loan out emergency medical first aid kits to travellers. Please contact the Occupational Health on Ext: 2336 for further details.

Further information on First Aid can be found on the SHE Section website.

13. Accident ReportingAll accidents/incidents of ANY kind while you are at work (including travelling as part of your work activity) MUST be reported on the University’s Accident Report Form HS3/4. Forms should be available from your CAS Hub or can be downloaded from the SHE Section website.

Serious incidents must also be reported immediately to the University SHE Section by telephone on (+44) (01772 89) 2067. Additionally in the event of a serious injury or fatality the following University services must also be notified:

Human Resources : (+44) (01772 89) 2324 Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff in all

areas of the University: (+44) (01772 89) 2068 Environmental incidents should be reported using FMENVREC040 Report of

Environmental Incident/Near-Miss/Nonconformity.

14. Lone WorkingWhenever possible lone working in the field particularly overseas should be avoided. However, it is recognised that in some situations it is not reasonably practicable to avoid lone working but this should be justified as part of the risk assessment process. Particular care should therefore be taken to establish safe procedures with respect to the working environment, with the lone worker involved directly in the risk assessment process, further information on lone working is available on the SHE Section website.

Only persons authorised by the Field Trip Leader or Fieldwork Supervisor may undertake fieldwork on their own. Where staff/students will be working unaccompanied/out of sight/earshot, then this must be justified and any additional precautions specified. Clear guidelines for the type of activities that the lone worker may carry out should be given.

The Fieldwork Supervisor is responsible for the lone worker and should know the lone worker's location and schedule. Effective communication with lone workers is crucial and the use of mobile telephones should be considered an essential element.

Lone workers must complete a Notification of Route and Schedule plan (Section 7. vi.) and during each day they should, if practicable, phone in at least once to the school/service office indicating their location and their individual locations as the day progresses. The frequency and nature of monitoring/reporting on lone workers depends on the nature of the work and should be defined prior to commencement of the fieldwork.

The lone worker must inform their Fieldwork Supervisor of any changes they may wish to make to the schedule of work and any proposed changes must be subjected to further risk assessment before being implemented.

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In remote rural environments a first aid kit, watch, map and compass should be carried, as should sufficient water and food unless this is available in the field. Lone workers must always obtain weather forecasts and, where appropriate, tide level information.

Lone workers are particularly at risk from deteriorating weather conditions; they must have adequate weatherproof clothing to avoid the risk of hypothermia or frostbite. On visits to remote regions the fieldworker may need to be provided with navigational equipment (where permitted), such as Global Positioning System (GPS) units.

15. Non-University StaffThe University recognises that non-UCLan staff are often invited on and participate in field activities, e.g. guest speakers, guides etc. The relevant Heads/Heads of School, Directors of Service and the Field Trip Leader/Supervisor must ensure that non-UCLan staff are made aware of all relevant University procedures and their responsibilities. The names of non-UCLan staff involved in field activities must be included in documentation relating to the activity.

Please note: non-UCLan staff involved in field activities owe a duty of care to students and other staff members and must be competent in the activities they are undertaking / leading / supervising.

16. Permission from Premises / Land Owners and OthersPermission from relevant persons may be required to enter certain areas such as nature reserves, construction sites, reservoirs, landfill sites etc. Where ever possible this should always be sought in advance of the visit commencing. Additionally, such areas are likely to have their own local procedures for managing health and safety, these rules must be disseminated to all members of the field trip and they should be strictly followed at all times.

Please note: Land/premises owners may request that an indemnity is provided in relation to the visit. The University’s insurers have advised that if any document has to be signed in order to permit a visit then this must be referred to Financial Services – Purchasing Office for comment.

Please be aware that in many countries you should not take photographs or make notes near borders, military or other official installations including government buildings and travellers should generally seek permission before photographing individuals.

Areas that require specific permission to be entered should not be entered unless that permission has been granted.

17. Leisure Activities and Leisure Time

There is some uncertainty concerning the University's responsibility for off-campus leisure activities. In general, it should be assumed that whenever activities are organised or led by a member of University staff, they should be treated as fieldwork for safety and insurance purposes.

There is considerable potential for accidents to occur during leisure time on field trips. Leaders and/or Supervisors must ensure that all those involved in field trips are aware of the standard of behaviour expected of them and are considered representatives of UCLan. This applies to periods of transportation, leisure time as well as during work activity.

All persons involved in field activities have a responsibility to ensure that they are not, through the consumption of alcohol or drugs, in such a condition as to endanger their own safety or the safety of others.

It is advised that research be undertaken in advance to ensure that staff/students do not inadvertently go out in the evening to areas that may be deemed risky in regards to personal safety and that if staff /students are going out to unfamiliar areas, that they take the contact

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details of the residential accommodation with them, including a translated version so that this can be given to taxi drivers where necessary.

Additionally always carry with you the telephone numbers of the nearest British Embassy or consulate for the country/area to be visited (listed on the FCO web site).

Students should be issued with a written code of conduct before the field trip begins, reminding them of their responsibilities to the University, staff and fellow students (an example code of conduct can be found in Appendix 3. It is advised that this type of information is carefully explained to students and that a dated signature is received indicating that the student has read and understood the salient points.

18. Personal SafetyField trips can present their own set of personal safety issues, which must be considered as part of the risk assessment process. Staff/students could find themselves in unfamiliar locations in either remote or urban areas, unaware of local crime rates/incidents (theft, vandalism, violent crime etc.) which may put their personal safety at greater risk than if they were working in areas they are familiar with. This is particularly applicable to lone workers or to those who may be especially vulnerable on account of their age, gender or physical condition.

It is essential therefore that Field Trip Leaders/Supervisors consider carefully potential personal safety issues and introduce where necessary appropriate precautions, if required in consultation with relevant persons such as the police, community / social workers etc. Preventative measures could include the following: pre-visit appointments and checks; no lone working - making visits in pairs or with companion in earshot; radios or mobile phones; personal alarms; monitoring and reporting systems; training in interpersonal communication skills; regular reporting back process.

To help ensure all field trip issues have been covered a Health and Safety Fieldtrip Checklist can be found in Appendix 4.

19. General Personal Safety Advice from the FCO for Travellers Abroad

i) General Keep abreast of the local and regional political scene in the media; Try to avoid potentially risky situations - think about what you are doing at all times and

trust your instincts.  It is easy to let your guard slip when you are away from home. Try to be as careful as you would be at home;

Act confidently. Plan your itinerary so you know where you are going and what you are doing.  Try to avoid looking lost or confused, avoid unlit streets at night and vary your route if making regular journeys;

Report daily to a University contact; Be wary of new ‘friends’, don’t tell strangers where you are staying or give out too many

details about your travel plans; Be aware that in many countries you should not take photographs or make notes near

borders, military or other official installations including government buildings and travellers should generally seek permission before photographing individuals;

Mobile phones should be checked with the network provider for compatible operation before departure and ‘roaming’ enabled if available. Programme in useful numbers such as the local police, the British Embassy or Consulate and a trustworthy taxi company; 

Always carry with you the telephone numbers of the nearest British Embassy or consulate for the country/area to be visited (listed on the FCO web site).

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ii) Passports and Travel Documents Ensure you have a valid passport (minimum of six months at return date) and any

necessary visas; Write the full details of your next of kin in your passport; Keep your passport in the hotel safe and carry a photocopy with you at all times,

additionally leave a copy at home and/or with your school/service office; Take another form of ID with you (preferably with a photograph); Always keep your travel tickets and other important documents in a safe place; Note: some countries require you to carry a valid form of ID with you at all times.

iii) Accommodation Avoid ground floor rooms; Never leave your key where someone can note your room number; Do not leave your window open, especially if your room is on the ground floor or has a

balcony; Remember to lock your room door even when you are inside the room; Never open your room door to anyone without checking with reception first that they are

genuine; Recommend that if you intend to take any electrical appliances with you, that you obtain

suitable adapters for the local voltage to ensure that they can be used safely.

iv) Transport Where possible, for higher-risk countries or where recommended by the FCO, organise a

named contact to meet you at the airport;

v) Taxis Keep the phone number of a trustworthy taxi or Minicab Company with you at all times. 

(Hotels and tour companies can normally give you details of such); If possible book taxis through the hotel, the drivers name and approximate fare should be

verified beforehand; Always keep some money for phone calls and a taxi journey home from your destination

separate from the spending money you take out with you; If you are in a vehicle and you feel threatened, firmly ask the driver to stop and try to get

out in a busy public place.  If the driver refuses to stop, try alerting other drivers by shouting or waving out of the window.

vi) Driving Abroad Never drink and drive; Ensure you understand the driving laws, licence requirements and driving conditions

specific to the country you are visiting; Make sure your UK driving licence is current and valid. Some countries require you to

hold an International Driving Permit (IDP) with your UK licence; If you are staying for an extended period of time check what the driving licence

requirements are; Be aware that in many countries there are on-the-spot fines for traffic offences -

exceptions are not made for foreigners; Please note students are not insured to drive hired vehicles overseas, further information

should be sought from the Purchasing Office’s insurance helpdesk email: IHelpdesk@uclan.ac.uk.

vii) Money & Credit Cards Use a money belt or secure inside pocket. Only carry the minimum amount of cash that

you need for the day; Never leave large amounts of cash in your room (unless in a room safe), always use the

main hotel safe / safety deposit box where possible;

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Check local restriction on the use of credit cards. Don't carry all of them with you – leave at least one in the hotel safe. If you lose or have your credit card stolen cancel it immediately by phoning the relevant 24-hour emergency number;

Change money in banks or legal foreign exchange dealers. It may be illegal to change money with unauthorised persons and you run the risk of receiving fake currency and arrest;

Keep all exchange receipts, as you may have to prove you obtained your local currency legally;

Consider carrying ‘universal’ currency such as US dollars up to the value of approximately £50 for emergencies.

viii) Theft Leave your valuables and spare cash in the hotel safe or other secure place; Consider carrying two wallets, one should be prepared as a ‘dummy’ to be thrown down

if threatened. It should contain around US $50, some local currency, a few old receipts, expired credit cards and a few UK notes;

Never resist violent theft; If your money, passport or anything else is stolen report it immediately to the local police; Obtain a police statement about the loss: you will need to claim on the University’s

insurance policy; Phone your bank at home to transfer money or to cancel your credit card using the

relevant 24-hour emergency number; Do not flaunt your (relative) wealth.

ix) Cultural Awareness Get a good guidebook, this will tell you about the country you are visiting and help inform

you about local laws, customs and culture; Take a phrase book and try speaking the local language; Respect local customs and dress codes, particularly if visiting religious sites, markets

and rural communities - think about what you wear and how you fit in; Particular care should be taken not to offend Islamic codes of dress and behaviour with

regard to sexual relations, alcohol and drugs; Be discreet about your views on cultural differences; Always ask an individual’s permission before you take a photograph and respect their

reply. In some cultures you should not attempt to photograph women; Do not haggle too aggressively. In most countries where haggling is the norm, it is done

with good humour and not for too long. Although prices are usually inflated for tourists, it’s also important to remember that the discount you are haggling over could be a few pence for you but a significant means of income for a seller;

It is always best to err on the side of caution. Behaviour that would be regarded as innocuous elsewhere can lead to serious trouble.

x) Going out Always tell someone where you are going and when you expect to return; Be aware of “no-go” areas and avoid them; Make sure you know the address and phone number of where you are staying and how

to get back; Stay aware of what is going on around you and keep away from situations where you do

not feel comfortable; Be aware that alcohol can lead to you being less alert, less in control and less aware of

your environment; If you are going to drink alcohol, know your limit.  Remember that drinks served in bars

overseas are often stronger than those in the UK; Be cautious of people who ignore your personal space, do not listen to you, and make

you feel guilty if you resist their advances or appear to be very drunk.

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xi) If you feel threatened Stay calm, and try to be firm and direct; Remember that you always have the right to say ‘no’ at any point.  Never feel that you

have to go further than you feel comfortable with; If you feel pressured, get out of the situation.  Never assume that it won’t happen to you; Get away from the person you are with and go to a safe place; If you feel uncomfortable or in danger, do not be afraid to draw attention to yourself.  

Shout, make a fuss and make people aware that you feel threatened;

xii) Food SafetyWherever you travel overseas be careful of what you eat and drink, food and water may be contaminated in a variety of ways. Traveller’s diarrhoea, as well as diseases such as cholera, typhoid and hepatitis A can all be caught from contaminated food and water, but they can also largely be avoided by simple precautions.

xiii) Personal Hygiene

Always wash your hands after going to the lavatory, before handling food and before eating;

If you have any doubts about the water available for drinking, washing food or cleaning teeth, boil it, sterilise it with disinfectant tablets or use bottled water - preferably carbonated with gas - in sealed containers;

Avoid ice unless you are sure it is made from treated and chlorinated water. This includes ice used to keep food cool as well as ice in drinks;

It is usually safe to drink hot tea or coffee, wine, beer, carbonated water and soft drinks, and packaged or bottled fruit juices;

Eat freshly cooked food which is thoroughly cooked and still piping hot; Avoid food which has been kept “warm”; Avoid uncooked food, unless you can peel or shell it yourself; Avoid food likely to have been exposed to flies; Avoid ice cream from unreliable sources, such as kiosks or itinerant traders; Avoid - or boil - unpasteurised milk; Fish and shellfish can be suspect in some countries, uncooked shellfish, such as oysters,

are a particular hazard.

xix Data and information SecurityAs an international traveller, you should take measures to ensure not only the safety and security of yourself but also the security of University information while traveling overseas. There are a number of things you must do to protect your laptop and mobile devices from loss and theft whilst travelling. LIS advise you to use your common sense and avoid making yourself an easy target for thieves however you must also consider that the data stored on your devices can be just as if not more valuable than the device itself.

Tips on how to help protect your laptop and mobile devices from theft when travelling overseas can be found at: LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);

SHE SectionMarch 2018

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20. References/ Useful Contacts

AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online instructions or Login: email: pnhill1@uclan.ac.uk Password SHESection

CVCP. (1995). Code of Practice for Fieldwork. CVCP. London.

The Field Studies Council (FSC)

Outward Bound International

The Royal Society for the Prevention of Accidents (ROSPA)

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 and Hearing-impaired Students undertaking Fieldwork and Related Activities. Providing Learning Support for Students with Hidden Disabilities and Dyslexia undertaking Fieldwork and Related Activities.Providing Learning Support for Students with Mental Health Difficulties undertaking Fieldwork and Related Activities.

NHS Choices: Health Advice for Travellers :

University Health, Safety & Environment Section:

University Travel Office:

University Sustainable Travel:

LIS Virtual Conferencing

Foreign and Commonwealth Travel Site:

World Health Organisation:

Health & Safety Executive (HSE):

TravelHealth Advice (detailed advice on various travel related issues):

NHS Fit to Travel:

NHS Taking medicines overseas: DirectGov - Airport and airline services for disabled travellers

LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);

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21. Appendices

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Appendix 1. Risk Assessment Guidance

Example hazards relevant to field trip/work activity:

Physical hazards - difficulties with the location e.g., cliffs, caves, mines, forests, roadside, extreme weather conditions, tides and currents; Biological hazards – venomous, lively or aggressive animals, plants, pathogenic micro-organisms; Chemical hazards – pesticides, dusts, chemicals brought onto site i.e., sample reagents, contaminated land; Man-made hazards – vehicles, electrical or mechanical equipment, diesel generators, power lines and service pipelines, insecure buildings, slurry

and silage pits, military activity, civil disorder; Hazards to environment – waste minimisation, disturbance of eco-systems, pollution, Personal safety – lone-working, procedures for summoning assistance, etc., risk of attack, routine communication, emergency communication;

Example Hazards/Risks/Control Measures

Working in an isolated area:Risk – problem in summoning help when in difficulty.

Leave details of the field site, work schedule and contact detail with colleagues and/or school/service office prior to any trip;

Specify dates and times of departure and return; Where possible carry a radio or mobile phone; Avoid lone working.

Weather:Risk - variable weather conditions.

Consult daily weather forecast for the area before setting out; Wear clothing suitable for the expected weather conditions, be prepared for sudden changes and where possible

take addition clothing; Use sun protection cream; Drink plenty of fluids in hot weather – (recommended 3 litres per day in hot weather). Alcohol enhances

dehydration.Terrain:Risk - slips, trips and falls.

Wear footwear suitable for the conditions; Plan the routes where possible to avoid the most uneven ground; Avoid working in poor light conditions.

Equipment: Incorrect use/failure of equipment Risk - personal injury, injury to others.

Read risk assessment associated with specific equipment; Seek proper training in use of equipment; Inspect equipment carefully before use; Do not use equipment if found to be defective or dangerous, report it immediately to Trip Leader/supervisor.

Manual Handling:Loading/unloading vehicles, moving/using equipment

Maintain good posture when lifting or lowering equipment; Avoid twisting or bending to reduce the chance of back injury; Wear protective gloves to reduce the risk of damage to hands; Do not single-handedly attempt to lift anything that is “too heavy”;

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Risk - injury due to poor lifting techniques.

Be aware of awkward shaped loads and unevenly balanced loads; Manual handling training;

Field Boundaries - electric and barbed wire fences; hedgesRisk - minor electric shock, cuts and abrasions.

If working close to fences etc. avoid working with your back to the fence, in case you back into it; Do not climb over fences - use gates or stiles

Lone Working:Risk – difficulty in summoning help when in difficulty;

Risk – attack / abuse.

Where possible work, as a minimum, in pairs; Where possible carry a radio or mobile phone; Carry a personal alarm; Instigate a "check-in" system with a colleague or supervisor - Phone in at regular intervals. If you do not phone or

return at a certain time arrange for suitable action to be taken; Do not carry valuables or large sums of money unless you need to Trust your intuition - If you feel scared or uneasy, do not ignore it.

Dealing with People: Visiting domestic premisesRisk – personal attack / abuse.

Do not enter the house if the appropriate person is not available; If the person is drunk or aggressive, do not enter; Ensure you can get out quickly if necessary; Where possible work, as a minimum, in pairs; Instigate a "check-in" system with a colleague or supervisor.

Accidents:Risk - personal injury.

Staff trained in First Aid provision of First Aid kit Be aware of where medical Supplies or treatment can be bought or received if there is an accident Have plans of action and be aware of where help can be sought should an accident occur in a remote location. Remember that it is essential to fill out an accident report and return it to the SHE Section

Getting lost:Risk - personal injury.

Study maps of the area before setting out; Plan your route carefully. Ensure you know of a second route should the first be impassable; Ensure you have a means of raising alarm if you are lost.

Working beside major roads:Risk - personal injury, injury to others.

Wear brightly coloured, conspicuous Hi-Viz clothing; Avoid having your back towards the traffic flow.

Working with soil:Risk - agrochemicals, micro-organisms, sharp objects etc. Risk of tetanus, cuts and absorption of chemicals.

Ensure tetanus immunisation is up to date; Wear protective gloves; Clean hands frequently, especially before eating, smoking etc, - preferably use antiseptic medical wipes.

Working with Plants: Wear protective gloves when handling plant material;Page 25 of 44

Risk – agrochemicals, micro-organisms on plants, plant poisons.

Do not eat any plants as they may carry parasites or they may be poisonous; Clean hands frequently, especially before eating - preferably use antiseptic medical wipes.

Working in / near water:Risk - microbiological infection from water e.g. Weil’s disease, Hepatitis A etc.Risk – slips, trips, falls, personal injury.

Hepatitis A vaccination is recommended; Ensure waterproof protective gloves are worn; Clean hands frequently, especially before eating - preferably use antiseptic medical wipes. Use a pole to probe ahead to assess the stability of shoreline terrain; Take special care on slippery rocks around lake shores and river banks; Always look ahead at ground when walking around the water's edge; When sampling in flowing water environments, be careful of slippery or steep banks and fast currents. If the

current is fast or the water looks deeper than knee height, do not enter the water. If you must enter the water, a rope should be tied around your waist and secured to the bank.

Crop spraying:Risk of poisoning through ingestion and absorption of agrochemicals

Seek information from land owner as to when crop spraying is likely and when entry to field will be safe. Do not enter fields until safe to do so;

Avoid pools and puddles which may contain chemicals; Ensure waterproof protective gloves are worn; Clean hands frequently, especially before eating, smoking etc., - preferably use antiseptic medical wipes.

Allergies:Risk - Allergic reactions causing discomfort, severe cases anaphylactic shock.

If aware of an allergy, carry any necessary medication; Be aware that some forms of anti-histamine can cause drowsiness; If affected do not continue with fieldwork.

Remember it is imperative to detail arrangements specific to the fieldwork in question that are not covered above. This may include special training requirements, specialist equipment or clothing, or immunisation/vaccination. You must monitor both existing and any new controls you have identified to ensure that they are effective and implemented correctly.

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OVERSEAS FIELDTRIP: TRAVEL HEALTH & SAFETY INFORMATION FORM & RISK ASSESSMENT

Staff Details

Fieldtrip Leader Name: Faculty/Service/School & Division:

Job Title: Email Address & Tel No, including personal in country contact details:

Expected dates of overseas travel/return:

Country / specific city / town / areas being visited:

Outline the fieldtrip activities:

Institution, organisations, etc., being visited and/or providing support, including contact details of a named person:Details of overseas accommodation including contact details:

Insert here contact details of the British Embassy or Consulate in the country you are visiting:

Please ensure your emergency & next of kin details are up to date on iTrent and students are encouraged to update their details on Starfish.

UCLan Insurance: Insurer: Ace European Group Ltd / Axis Speciality Europe SEPolicy Number: 16 PAT-0000000458Policy Period: 1 August 2017 to 31 July 2018Emergency Assistance Helpline (Aonprotect Assistance):Telephone outside of the UK +44 (0) 20 7173 7797https://intranet.uclan.ac.uk/ou/sds/Pages/Insurance.aspx

UCLan Out of Hours Emergencies: Security (24-hour security lodge) holds a cascade list of senior staff within the University: (+44) 01772 892068. Email: sservice1@uclan.ac.uk

Human Resources Emergency Page: https://intranet.uclan.ac.uk/ou/student-services/emergency/SitePages/Home.aspx

Field trip mobile number for staff / students for emergency contact:

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Please complete all areas in red text - Note: not all of the hazards or controls listed below will be relevant to the intended trip – you must delete those that are not List significant hazards here:

List groups of people at risk:

List existing controls, or refer to safety procedures etc. For risks, which are not adequately controlled, list actions needed.

Remaining level of risk: high, med or low

Personal ‘fitness’ to travel – disabilities, pre-existing medical conditions, country specific diseases, illnesses, etc. (e.g. Malaria, Typhoid, Hepatitis A, Diphtheria, Yellow Fever, contaminated water/food, other physical or mental health problem.).Risk - Ill-health, long haul flight - DVT / Dehydration.

To ensure your safety and welfare when overseas if you have not already done so please declare any relevant disabilities, pre-existing medical, mental health conditions or learning support requirements to Student Services or staff to HR well in advance of travel.

UCLan staff and students

Procedural Guidance for H&S During Overseas Travel

Students advised to see their GP and seek medical advice on their fitness to travel. No member of staff permitted to travel on University business against advice of their GP or Occupational Health.

Staff to ensure they contact the University’s Occupational Health Provider or their GP in good time to ensure assessment of required vaccinations can be undertaken and vaccinations can be administered with correct lead in time.

Students to be encouraged 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.

Fieldtrip leader to consult Starfish and ensure reasonable adjustments are in place for all students. If new disclosures are provided or concerns are raised about a particular individual, advice can be sought from Student Services by emailing inclusivesupport@uclan.ac.uk

Regular travellers overseas to have medical examinations via Occupational Health;

If prescription only medicines are being taken abroad c heck availability of prescribed medication.

Where necessary ensure you have any necessary vaccinations, have purchased anti-malarial drugs prior to travel where applicable and have sufficient supplies of any prescribed medication for the duration of their travel.

Ensure University medical and emergency insurance policy details are up to date and easily accessible.

If travellers are EU nationals and are going to an EU country they must obtain a European Health Insurance Card (EHIC) before leaving the UK.

Only drink water from bottled sources and avoid food prepared by unlicensed vendors at all times – NHS Food & Water Safety Abroad

Ensure staff receive required vaccinations and health surveillance as appropriate via University Occupational Health Provider / GP

Consult AonProtect Personal Accident & Travel Assistance

Consult FCO: Disabled Travellers

Specific risk assessment as required for persons with pre-existing medical conditions which may be worsened by the travel, activities or egress from buildings in the event of a fire alarm activation.

Adequate preventative measures should be taken prior to departure to minimise the risk of Malaria and mosquito bites in general.

Use an insect repellent with 30%-50% DEET, remain indoors in a screened or air-conditioned area during the peak biting period for malaria (dusk and dawn).

Insert level of risk for each hazard identified. after controls have been implemented

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Carry Imodium or similar medication and rehydration sachets.

Specific risk assessment as required for persons with pre-existing medical conditions which may be worsened by the travel, activities or egress from buildings in the event of a fire alarm activation.

If a student’s health deteriorates whilst abroad, it might be appropriate to arrange for their return home. Trip organiser to consult with Student Services to discuss options on extension 3020.

A student who encounters a physical or mental wellbeing issue whilst abroad, can initially be supported by Student Services by telephone/Skype. Course Leader to contact extension 3020 to discuss the circumstances of the case.

If necessary, the Fitness to Study process can still be implemented when a student is abroad.Specific safety advice from FCO / Red24 to be included where relevant

Sleep in beds covered by nets treated with permethrin, if not sleeping in an air-conditioned or well-screened room. Spray rooms with products effective against flying insects, such as those containing pyrethroid.

Risk of discrimination, verbal or physical assault, arrest or detention due to age, sexual orientation, disability whether physical or mental, gender, gender identity, religious beliefs, nationality, caste, race or ethnicity.

UCLan staff and students

See also Safety and Security controls;Ensure you thoroughly research the country you are travelling to especially the FCO - Local laws and customs and Red24 Security Issues and Cultural Factors sections for warnings of potential discrimination threats or local laws;Consult the ILGA’s global sexual orientation laws page to assess whether criminalisation, protection and recognition laws are enacted;Contact your line manager for advice if you believe you are the subject of any form of discrimination;If you are the victim of a hate crime overseas please contact the local Police and notify the University as soon as possible.

Gov.UK: Lesbian, Gay, Bisexual and Transgender foreign travel advice

Contact your Embassy if you incur problems overseas, especially if you feel that you can’t approach the local police.Consult FCO: Disabled TravellersFCO - Foreign travel advice for people with mental health needsFCO - Transport if you're disabled

General safety issues at locations being visited including Residential Accommodation

Fire, personal security

UCLan staff and students

Procedural Guidance for H&S During Overseas Travel

If travellers has any serious concerns regarding safety of accommodation this should be reported as soon as possible to the accommodation provider. If issues are not addressed traveller should contact the University Travel Office.

Travellers advised to read the evacuation procedures in the accommodation and ensure they are familiar with the appropriate escape route from their rooms and how to raise the alarm should you see smoke or fire.

Any activities that are undertaken as an addition to those outlined before the trip begun, must be assessed prior to them starting.

Local security arrangements.

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Premises / site / activity safety procedures / instructions to be followed at all times. Any safety equipment provided by staff at premises must be used and as directed

Remember to lock your door at night and when you go out during the day, as you would at home.

Obtain suitable electrical adapter for the local voltage/plug type.

University & premises accident reporting procedures.

Traveller to check country specific residential accommodation information from FCO / Red24 and act upon advice given

AonProtect Personal Accident & Travel AssistanceWeather Possible extremes of hot, cold or wet.

Risk - Hot – heatstroke, heat exhaustion, sunburn, dehydration,

Risk - Cold – hypothermia .

UCLan staff and students

Research expected weather conditions prior to travel.

For hot climates: Exposure to extreme midday heat will be minimised. Drink lots of water at regular intervals throughout the day (3 litres per day) and take re-hydration sachets to replace lost salts as required. High alcohol consumption to be avoided. Pack a variety of clothing in case of sudden weather changes, wear a hat with a brim wide enough to shade your face, wear loose-fitting clothes made of breathable fabrics such as linen or cotton. Protect yourself from sun and insects. Wear long-sleeved shirt and long skirt or trousers. Light colours are reflective and therefore cooler than dark colours.

For very cold climates: Always wear warm, wind and water proof clothing, protect extremities (such as fingers, toes, nose, and ear lobes). Dress in loose-fitting multiple layers to trap air and create an insulating effect, wear warm socks and robust, waterproof shoes/boots. Always take a change of dry clothing. Avoid prolonged exposure and shelter from high winds and avoid drinking alcohol when it is very cold.

First aid kits available from University Occupational Health.

Transportation (by air, hired vehicle, public transport, taxi, etc.) including Manual handling (e.g. luggage, equipment, etc.)

Air travel / airport. Risk -

UCLan staff and students

Procedural Guidance for H&S During Overseas Travel

Travellers advised to follow all DVT / dehydration precautions advised by aircraft cabin crew. Procedural Guidance on Travel Related Deep Vein Thrombosis (DVT).

Use hotel or other recommended taxi companies. Always pre-book taxis. Requirements of any train / public transport safety information provided to be followed at all times.

NHS - Preventing DVT when you travel

NHS – How to beat jet lag

FCO - Transport if you're disabled

FCO - Driving in Europe

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Long haul flight - DVT / Dehydration, theft

Hired vehicle, public transport, taxi, etc. Risk - Potential breakdown / accident, theft, etc.

Injuries arising from incorrect lifting techniques

Hired vehicles - Assess vehicle suitability for basic safety features e.g. working brakes – many hire vehicles do not meet the standards of the UK. Trip not to commence if staff have concerns about vehicle safety; Driver to familiarise themselves with controls of vehicle and country specific driving laws before setting off; Mobile phones must not be used when driving even with a hands free kit. Care should be exercised to ensure that alcohol consumed on the previous day does not affect driving performance; Seat belts must be worn at all times during vehicle journeys, water and food will be carried on all lengthy trips in case of such scenarios.

AonProtect Personal Accident & Travel Assistance

Manual handling Information provision; Maintain good posture when lifting or lowering equipment, avoid twisting or bending to reduce the chance of back injury.

Specific safety advice from FCO / Red24 to be included where relevant

FCO – Driving Abroad

Roads may be in a poor state of repair, use recommended local guides/drivers where appropriate.

Manual handling training available through SHE Section

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Terrorism, personal security / safety, working in an unfamiliar area

Specific terrorism/security information from FCO website and Red24 to be included here

There is considered to be a heightened threat of terrorist attack globally against UK interests and British nationals, from groups or individuals motivated by the conflict in Iraq and Syria. You should be vigilant at this time.

UCLan staff and students

Procedural Guidance for H&S During Overseas Travel

Check FCO website and AonProtect Personal Accident & Travel Assistance website prior to travel to ensure there are no restrictions - no member of staff/student permitted to travel to a country against advice from FCO.

Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff within the University: (+44) 01772 892068. Email: sservice1@uclan.ac.uk

If travelling in Europe register your UK mobile with 112 before you go to Europe, as it will default to 999. Text REGISTER (in capitals) to 112 and wait for the reply and then answer YES (again in capitals) to complete process.

Travellers to ensure the School/Service has their latest contact details whilst abroad in case emergency contact required.

Travellers to ensure they have contact details for the Embassy or Consulate in the country being visited.

Set up a reporting plan with a designated time when you can contact your school/service, spouse partner, etc., to let them know you are safe. If you do not call then they can try contacting you to see if you are safe.

Personal attack alarms available from Security;

Ensure mobile phones will operate within the country being visited;

Travellers to ensure they keep up-to-date when abroad with issues within the country via FCO website / AonProtect Personal Accident & Travel Assistance website

Travellers should remain vigilant in all public places and take sensible precautions for personal safety and avoid public gatherings and demonstrations, which have the potential to turn violent.

Only take with you the cash you will need for the day and leave valuables in a hotel safe / safety deposit box.

You should respect local traditions, customs, laws and religions at all times and ensure your actions and comments do not offend nor bring yourself, others or the University into disrepute.

Avoid wearing any clothing which could be mistaken for or form part of a military

Travellers strongly advised to research the county / specific area which they are visiting e.g. personal safety, areas to avoid, local customs, legislation, etc.

‘AonProtect Sanctioned High Risk Country Questionnaire’ must be completed for travel to: Afghanistan, Columbia, Iraq, Mexico, Nigeria, Pakistan, Somalia, Venezuela, Yemen, Iran, Syria, Cuba, Sudan, North Korea, Libya and Myanmur Burma).

FCO: Your Trip Advice

Tailored Travel Briefings available via Red24 for travel to higher risk counties

Any activities that are undertaken as an addition to those outlined before the trip begun must be risk assessed prior to commencement.

FCO - Help for British nationals travelling overseas

FCO - Get help if you're a victim of crime abroad

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uniform at all times e.g. camouflage jackets, trousers, etc.

Lone Worker Guidance for all Employees.

Accident Reporting Procedures;

Specific safety advice from FCO / Red24 to be included where relevantTerrain - walking and trek-based activities

Slips, falls and trips

UCLan staff and students

Suitable footwear will be worn – staff/students are given a full briefing session and an equipment list prior to the trip commencing.

Work will not be undertaken in poor light conditions where the ground is uneven. Trip instructors/guides have assessed the locations for activities on previous visits.

Procedural Guidance for Field Trips & Field Work ActivitiesWorking beside roads:

Risk – RTA, personal injury, injury to others.

UCLan staff and students

Provision of safety information and guidance;

Wear high visibility / conspicuous clothing;

Care taken to ensure while photographing / filming persons do not step into road.

Avoid having your back towards the traffic flow.

Specific risk assessment maybe required if risks not covered in generic assessment

Working near water:

Risk - microbiological infection from water e.g. Weil’s disease, Hepatitis A etc.

Risk – drowning, slips, trips, falls, personal injury.

UCLan staff and students

Ensure waterproof protective gloves are worn;

Clean hands frequently, especially before eating - preferably use antiseptic medical wipes.

Take special care on slippery rocks around lake shores and river banks;

Always look ahead at ground when walking around the water's edge.

Specific risk assessment maybe required if risks not covered in generic assessment

Work in rural environments

UCLan staff and students

See also Lone working, Environmental conditions and Working in an isolated / unfamiliar area section.

Working at height

Risk: falls from height

UCLan staff and students

Specific risk assessment must be completed and advice sought from University SHE Section.

Derelict buildings / dangerous structures

Risk – general accidents

UCLan staff and students

Provision of safety information and guidance;

Specific risk assessment must be completed and advice sought from University SHE Section.

Land/premises owners may request an indemnity is provided in relation to the visit.

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and incident, difficulty in summoning help when in difficulty.

Permission from premises / landowner must be sought in advance of entering such an area.

The University’s insurers have advised that if any document has to be signed in order to permit a visit then this must be referred to Financial Services – Purchasing Office for comment.

Work with children or vulnerable adults

Risk - abuse or false allegations

UCLan staff and students

Best practice in child protection to be followed at all times;

Supervision by parents / school teachers

DBS checks where appropriate;Staff/students should not work on a 1-2-1 basis unless specifically assessed.

Parental consent will be required especially if filming / photography is taking place.

Dealing with People: Visiting / interviewing in domestic premises

Risk – personal injury, attack / abuse.

UCLan staff and students

Provision of safety information and guidance;

Health and Safety Guidance for Door to Door or Street Canvassing and Interviewing

Do not enter the premise if the appropriate person is not available;

If the person is drunk or aggressive, do not enter;

Ensure you can get out quickly if necessary;

Where possible work, as a minimum, in pairs;

Instigate a "check-in" system with a colleague or supervisor.

Specific risk assessment maybe required if risks not covered in generic assessment

Working in an isolated area

Difficulty in summoning help

UCLan staff and students

Details of the site and schedule will be left at the accommodation.

Lone working should be avoided in remote or areas where summoning help is difficult.

Mobile phones to contact emergency services.

All party members will inform other party members as to their whereabouts and their expected time of return.

Lone Worker Guidance for all Employees.Minimising Environmental Impact

Environment

Actively consider if overseas travel particularly to long haul destinations is really necessary and whether there are alternative methods to undertake proposed

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activities e.g. Skype, teleconferencing, Lync, etc.Excessive consumption of alcohol, or use of drugs

Risk – personal injury, attack / abuse.

UCLan staff and students

Ensure the consumption of excessive alcohol or a drug does not endanger their own or others safety or personal security.

University disciplinary procedures.

Adherence to Student Alcohol & Drug Misuse Policy & Staff Drugs & Alcohol Policy

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Document control and money

Risk - Loss of passports, visas, insurance details, IT security, insufficient funds, etc.

UCLan staff and students

Follow LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);

Travellers advised to take photocopies of all important travel documents keeping them separate from originals;

Inform your bank you are travelling overseas so they can clear bankcards to work in your destination. Note cash/credit card numbers and ensure emergency numbers for contacting bank and/or credit card companies are available in case of card loss.

Note there is a requirement in many countries to carry your passport or a copy with you at all times for identification purposes.

Ensure any UCLan confidential information on laptops is encrypted and never put in bank or personal details into a shared PC or lap top;

Placement/study organiser to ensure that students have properly considered the full costs of the trip and have confirmed that they have sufficient funds in place;

Students who are in receipt of benefits or additional support/income should seek advice from the SU before they travel, as these may be terminated/amended if abroad;

If you encounter financial difficulties whilst abroad, contact the Student Financial Support Team – on 01772 892583 or email financialsupport@uclan.ac.uk or refer to the website at https://www.uclan.ac.uk/students/money/alf_loans.php;

Students should check their student profile to ensure they are registered for the appropriate modules/placement, to ensure their fees are correct.

UCLan accident emergency insurance and procedure.

Assistance from relevant Consulate.

FCO Passport advice

Additional specific risks related to the fieldtrip’s travel, work activities or intended leisure activities with inherent risks which are not covered above.

You must now identify existing control measures already in place to ensure the hazards you have identified do not harm anyone

You must now identify any additional control measures required to ensure the hazards you have identified do not harm anyone

Finally decided what level of risk these hazards now pose

I agree to take note of the risks identified above and abide by the control measures outlined, I will review my risk assessment prior to travel to ensure risks/controls remain accurate and appropriate and will share the findings of the risk assessment with colleagues and students attending the trip. I will notify the University of any significant changes to my stated travel or in country activities and agree not to travel until my risk assessment has been signed off.

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For reference and emergency purposes take a copy of the completed risk assessment with you when you travel

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Assessment undertaken by: Signed by Head of School / Service or their nominee: Assessment reviewed by:Name: Name: Name:

Date: Date: Date:

Sources of information to assist you complete your travel risk assessment:UK Foreign & Commonwealth Office Country Specific Safety Advice: http://www.fco.gov.uk/en/travel-and-living-abroad

AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online instructions or Login: email: pnhill1@uclan.ac.uk Password SHESection

The University’s accident and insurance policy through the use of red24 a leading global security company, gives you access to essential security and health advice for over 230 countries and territories worldwide. The specific information provided by red24 is far more comprehensive and detailed than that provided by the FCO which may prove vital particularly with travel to higher risk destinations.

Red24 will also email travellers a security briefing tailored to your travel itinerary when travelling to a high-risk region, covering the risks, preventative measures and important contacts you require to help you remain safe while travelling abroad.

Please note: The services of red24 must not be used for the booking of flights, accommodation, etc. the University’s Travel Office must always be the first point of contact.

Advice on completion of this form can be requested from your SHE Adviser or contact the SHE Section: Ext 2067

University Safety, Health & Environment Section: http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php

NHS Fit to Travel: http://www.fitfortravel.nhs.uk/home.aspx

US Department of State – travel safety: http://travel.state.gov/content/passports/en/alertswarnings.html

Travel Health Advice (detailed advice on various travel related issues): http://www.travelhealth.co.uk/advice/index.html NHS Taking medicines overseas: http://www.nhs.uk/chq/Pages/1074.aspx Safe Travel: http://www.safetravel.co.uk/ DirectGov - Airport and airline services for disabled travellers http://www.direct.gov.uk/en/DisabledPeople/TravelHolidaysAndBreaks/GettingThere/DG_4017242

NHS Health Care Abroad - http://www.nhs.uk/nhsengland/Healthcareabroad/pages/Healthcareabroad.aspx TripAdvisor: http://www.tripadvisor.co.uk/

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Appendix 2. Procedural Guidance on Travel-Related Deep Vein Thrombosis (DVT)

1.0 IntroductionDeep Vein Thrombosis (DVT) may be associated with long distance travel in situations where passengers are immobile (usually sitting) for long durations. Although medical journals suggested that there may be a possible link between long-haul air travel (in excess of 4 hours) and DVT in the 1950’s, risk factors, prevalence and prevention methods still remain unclear. The actual number of people who get DVT from travelling on long-haul flights is unknown as the condition can be symptomless and may not occur for some time.

2.0 PurposeThe purpose of this procedural guidance is to advise on how to minimise the risks when travelling long distance by providing general advice.

3.0 Definitions

3.1 What is DVT?DVT occurs when blood flows too slowly through the veins. The blood then forms a clot that blocks up deep veins, usually in the legs. DVT doesn’t generally have any immediate symptoms, making it difficult to detect. However, typical signs include swollen or painful calf or thigh, paleness and increased heat noted around the affected area. DVT is treatable with blood-thinning drugs or anticoagulants with timely medical intervention. If left untreated, a person with DVT is at risk of developing a pulmonary embolism, which happens when part of the blood clot breaks away and travels to the lung and can be fatal.

4.0 Risk FactorsAnyone can develop DVT but it becomes more common with age. Other risk factors also include:

previous venous thromboembolism a family history of blood clots medical conditions such as cancer and heart failure inactivity – for example, after an operation being overweight or obese smoking being overweight pregnant women and new mothers women taking the contraceptive pill that contains oestrogen or taking hormone replacement

therapy (HRT)

5.0 Travel RisksThere is evidence that long-haul travel (lasting over four hours) can increase your risk of developing DVT. The risk is mainly the result of being inactive for long periods of time. In fact, this could happen during any form of long-distance travel whether by car, bus, train or air. Therefore, many people refer to ‘travel-related DVT’.

6.0 Symptoms of DVTWhen blood clots occur they can very often be small and don’t cause any symptoms, with the body gradually breaking them down with no long-term effects. Larger clots can partly or completely block the blood flow in the vein and cause symptoms in your affected arm or leg as follows:

swelling pain and tenderness (it may be difficult to stand with full weight on the affected leg) skin that feels hot or warm to the touch and looks red a mild fever

7.0 Risk ReductionIf you think that you have a higher risk of developing DVT, see your GP before you travel. If you are identified as being at high risk you may need to discuss treatment with blood-thinning drugs or the use of elastic/compression stockings. The latter are widely available to buy from pharmacies.

While you are travelling:

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Wear loose comfortable clothes; Consider buying flight socks (compression stockings – these are for women and men!); Store luggage over-head so that you have room to stretch out your legs in front of you; Do anti-DVT exercises: raise your heels, keeping your toes on the floor, then bring them

down. Do this 10 times. Now raise and lower your toes 10 times. Do it at least every half an hour (you can do it more often if you like);

Walk around whenever you can; Drink plenty of water; Don’t drink alcohol or take sleeping pills.

After the trip:Symptoms of DVT may appear after arrival. If you develop swollen, painful legs, especially where one is more affected than the other, or if you have breathing difficulties, see a local doctor urgently or go to the nearest A&E Department.

Further advice can be obtained from your GP and from the NHS website.

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Appendix 3.Field Trip Student Code of Conduct

As a student taking part in fieldwork you are considered to be representatives of the University of Central Lancashire and as such are asked to observe sensible standards of behaviour at all times. You should have consideration for others particularly in hotels and other residential accommodation, you must always act in a manner that does not jeopardise either your own, a fellow colleagues or member of the public’s health, safety and welfare.

You are specifically instructed to:

obey all safety instructions given by Field Trip Leaders and/or Supervisors. Anyone not conforming to the standards required may be dismissed from the field course;

stay with the party, except by clear arrangement with the Field Trip Leaders and/or Supervisors. Always assemble where instructed in order to receive specific instructions regarding likely hazards;

always report any personal injury, illness, near-miss or dangerous occurrence;

wear suitable clothing and footwear for the type of weather and terrain likely to be encountered and the activity to be undertaken as identified by the Field Trip Leader / Supervisor;

wear all personal protective equipment identified by the Field Trip Leader / Supervisor;

take special care of traffic at all times;

you are generally encouraged not to smoke unless at rest periods. There is a strict No Smoking Policy in all University/Hired vehicles. You must take great care to extinguish butts;

do not leave litter;

do not disturb the environment more than is absolutely necessary;

do not cause unnecessary nuisance (i.e. noise) to local residents.

avoid touching any machinery or equipment other than when instructed to do so by the Field Trip Leader/Supervisor;

working on motorways and railway cuttings is strictly forbidden, unless special permission has been obtained;

avoid the edges of cliffs, quarries, and other steep or sheer faces, particularly in windy conditions;

do not climb cliffs, rock faces or crags, unless this has been approved as an essential part of the work;

you have a responsibility to ensure that you are not, through the consumption of alcohol or a drug, in such a condition as to endanger your own or others safety.

Remember: As part of your department’s responsibility to ensure safe working practice in the field, Trip Leaders/Supervisors have the power to exclude any student from a given activity/trip where, in their judgement, that students participation may harm themselves or endanger other members of the party.

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Appendix 4. Overseas Health and Safety Field Work Checklist

Faculty/School / ServiceModule

Field Work Location:

Date / Time Leaving & Return:

Field Trip Leader:

Field Trip Supervisors:

Number of Students:

Issues Yes No Commentsa) Have you checked the FCO website / Red24 / UCLan travel advice for relevant travel advice on the country you are visiting?

b) Are there any travel restrictions to the country you are visiting?

C) Do FCO or Red24 identify any major concerns with travel to this country?

Has advice been sought on:

a) Any necessary/advised vaccinations you may require?

b) Personal health needs, if applicable, e.g. climatic extremes? allergies? mobility issues? medications? special dietary requirements? long haul flights? contact with venomous, poisonous or

aggressive animal or any plant that may pose health risk?

Has a risk assessment been completed covering travel and all fieldwork activities?

a) Have you consulted Starfish to ascertain whether any students will require reasonable adjustments to be put in place?

b) Have you asked students who have not already done so to notify Student Services of any pre-existing medical conditions or disabilities?

c) Have any relevant pre-existing medical conditions or disabilities been declared?

d) If yes have any issues been included within the risk assessment?

If new disclosures are provided or concerns are raised about a particular individual, advice can be sought from Student Services by emailing inclusivesupport@uclan.ac.uk

a) Do you have a copy of the University’s travel insurance policy and medical emergency numbers?b) Do you understand what the insurance covers?

c) Do you know whom to contact to receive medical, legal, consular, local, and University assistance while abroad?d) Have emergency procedures / contact lists been drawn up?e) Will students be given a number to call for emergency use whilst on the trip?f) Has a copy of schedule of activities, locations, contact details, attendance list to be lodged with the school/service office?

Issues Yes No Commentsa) Will a University vehicle be taken overseas?

b) Will a vehicle be hired overseas and driven by a member of staff?

c) Has a check been made on driving license, insurance, paperwork requirements been made?

d) Are you aware of driving patterns in that country?

e) If a vehicle/driver is being hired through a third party overseas will checks be made on vehicle/s road worthiness, not overloaded etc.

a) Are all Fieldtrip Supervisors aware of their responsibilities?

b) Are Leaders / Supervisors suitably trained?

c) Are adequate supervision ratios in place?

a) Copy of schedule of activities, locations, contact details, attendance list to be lodged with relevant CAS Hub?

a) Will any equipment be taken/used overseas?

b) Has it been checked? (Use separate equipment checklist if appropriate.)

c) Have users been trained in its use?

a) Will any personal protective equipment be required?

b) Have staff/students been made aware of this?

a) Is there adequate first aid cover available?

b) Are portable first aid kits available and fully stocked?

a) Has any lone working been assessed and control measures put in place?

a) Has permission of landowners/premises been given?

a) Have all staff/students been advised of all fieldwork health and safety requirements, including personal safety issues and associated risks?

b) Students made aware of their personal responsibilities (code of conduct)?

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Comments:

Signed:

Position:

Date:

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