Organising Fieldtrips and Offsite Recreational Trips Safely
This guidance has been produced by the Health and Safety Advisory Service
(HSAS) for members of staff responsible for and involved with organising student
fieldtrips and off-site recreational trips within the UK. The sections
below cover common points to consider at the point when offsite visits are being
planned in order to ensure the safety and wellbeing of all those involved in the
activity.
The University wishes to encourage field trips and organised recreational visits, as they enhance learning and the student experience. Such trips will vary greatly in their complexity and the risks they present. Formal written risk assessments should not be necessary for straight forward, low risk visits, though the use of the Fieldtrip Planning Checklist can be useful in demonstrating that consideration has been given to health and safety.
Fieldtrips which are outside the UK or present unique situations which may not be covered in the guidance below will require further consideration and formal risk assessment. Other examples of where formal risk assessment may be necessary are given in the guidance below. Contact the HSAS if you need assistance with risk assessment. A Group Travel Planning Form is also available for those organising overseas or higher risk field trips for 5 or more individuals.
Quick links:
- Contact details and exchange of Information
- Roles and responsibilities
- Transport
- Activities
- Incidents and Emergencies
- Behaviour
- Other considerations regarding student participation
- Further advice and support
- References
Contact details and exchange of Information
It is important that those being invited to go on a trip are given as much information as possible about what is involved. This would include date, time, location and supervision arrangements. All participants (that is students, staff and anyone else you allow to go on the trip) should also be provided with information on significant risks and any precautions they may need to take (e.g. bring a mobile phone or, if they are to be outside for a long time, suitable weather/sun protection). Participants should be encouraged to inform the trip organiser and/or the group leader/s in good time if they have any special requirements (see Other considerations regarding student participation).
Participants should be given a University emergency contact number (e.g. member of staff or the group leader/s). They should also be asked to provide their contact number and the name and contact numbers (home/work) of an emergency contact (e.g. their next of kin) to the group leader/s. If the trip is during office hours and emergency contact information is readily available to the Department, it may be sufficient for the group leader to know who to contact at the University to access this information.
It is good practice to leave names and contact details of those attending the trip and a planned itinerary with a departmental contact (e.g. the departmental administrator) and for the group leader to check in to confirm the next destination is arrived at (in case of an accident en route) or advise of a deviation from the itinerary. The Fieldtrip Emergency Incident Procedures includes a Participant Information Form that can be used for this purpose. Those based at the Colchester Campus should also provide a copy of the Participant Information Form to the Information Centre just before departure.
Make sure that your department contact (and where relevant the Information Centre) is informed of any last minute changes to the list of those going on the trip.
Roles and responsibilities
Members of staff attending the trip should be clear about their responsibilities. There should be a clearly identifiable trip leader who is a member of staff. Where the trip is a mixture of staff and students, those members of staff who are assisting with the trip organisation and supervision should be clearly identified. The trip leader must ensure that those given responsibility to supervise sub-groups know how many and who they are responsible for.
Participants on field trips also have a responsibility to follow instructions given to them by the trip leader and supervisors and to raise any concerns with them.
Transport
Lack of familiarity with the vehicle, tiredness from travelling long distances or distraction by noisy passengers can increase the risk of accidents. It is therefore important to plan for regular rest breaks (NB: A minimum of 15 minutes breaks every 2 hours is recommended). An additional driver may be necessary for longer journeys. These points should be considered as part of the trip organisers risk assessment, along with the mode of transport:
Staff vehicles
Staff who use their own vehicles for transport must follow their Department's policy and/or risk assessment for driving (see the Driving for Work website). Staff will need to ensure they inform their insurance company, who will most likely require them to have insurance for business use. Vehicles should be roadworthy and suitable for the type of trip being undertaken. A vehicle safety checklist can be found on the University's Driving for Work website .
Student vehicles
If you organise travel using vehicles owned or driven by students or other participants who are not employed by the University, you are responsible for ensuring they are competent, appropriately insured and follow the Department's policy and/or risk assessment for driving. Also check that vehicles to be used are suitable and roadworthy (e.g. by asking for confirmation of a current MOT). Remember driving is a high risk activity and younger drivers are much more likely to be involved in a road incident due to their inexperience and perception of hazards. (Statistics published by RoSPA state that an 18 year old driver is three times more likely to be involved in a crash than a 48 year old driver[1]).
Letting participants arrange their own transport
This will be outside the responsibility of the University. You will need to make it clear to students that the trips starts and finishes at the venue and they are responsible for their own travel arrangements and costs. You do need to bear in mind that relying on students to arrange their own transport may disadvantage those without vehicles or with disabilities. Leaving travel arrangements up to the student/s, may not be appropriate if the group includes under-18s. Consideration should therefore be given to the ease with which the venue can be reached by public transport, the duration of travel and time of day the travel takes place. Trip organisers may need to consider whether a student's non-attendance on the trip because of transportation difficulties would significantly impact on the student's studies.
Minibuses
The minibus driver must be qualified to drive the minibus and have a valid, clean driving licence. Minibuses used for educational purposes can be driven under a Section 19 permit, which exempts them from Public Service Vehicle (PSV) Operator Licensing and Passenger Carrying Vehicle (PCV) driver licensing requirements. However certain conditions apply. For example: the vehicle must only be used by members of the organisation for which the permit has been granted; the permit must be displayed and it will only apply in the UK. Appropriate insurance cover must also be in place. Advice on using minibuses safely is available from RoSPA: ROSPA Minibus Safety Code of Practice (.pdf).
The Student's Union minibus operates under a Section 19 permit. This permit covers use by the University to transport students and staff or other helpers accompanying them on trips for educational purposes. Only registered drivers can use the Student's Union minibuses and they must obey the Student's Union's rules for operation. See: Students Union: Book a minibus .
Coaches
You must hire coaches from a reputable company. Coaches hired via Key Travel[2] will have undergone Key Travel's safety vetting process. If you do not use Key Travel you will need to check that the coach company has appropriate PSV operator's licence, public liability insurance to the value of 5million and that seatbelts are fitted. You can check whether the operator has a licence by doing an operator search on the VOSA (Vehicle and Operator Services Agency) website (www.dft.gov.uk/vosa/ ).
The Guild of British Coach Operators offers quality assured coach services. Their guidance on chartering a coach provides some useful advice:
www.coach-tours.co.uk/index.asp
Chartering a Coach with Confidence (.pdf)
Bookings should be made via Key Travel or through Agresso. This will ensure that the coach company is bound by the University's terms and conditions.[3]
Consider safety during boarding and alighting coaches. Check whether there is a safe area for this at any meeting points and at the trip destination.
The group leader/s must inform participants of the need to wear the seatbelts provided (this is a legal requirement) and to avoid behaviour that could distract the driver.
Public transport
The provider will be responsible for the safety of passengers. Do make sure travel times are clearly communicated to participants, that they arrive at airports, train or bus stations in plenty of time and allow sufficient time for transfers. Consider reserving seats in advance where possible. Check on what alternative travel arrangements are available if a train or bus is delayed or missed.
Activities
Visitor attractions
If you are visiting an established visitor attraction, such as a museum, you can assume that they will have appropriate safety measures in place. You should advise the venue in advance of your intention to visit with a large group and check whether there are any specific safety issues/requirements which either you or they need to be aware of. You should also check access/fire evacuation arrangements if group members have permanent or temporary disabilities that could affect their ability to evacuate safely. You will be responsible for the behaviour of the group whilst they are under your supervision.
Visits to other employers establishments
All employers are responsible for providing safe premises and a safe environment for visitors. Check whether the host employer has any specific safety issues/requirements. Participants must obey the other employers safety arrangements and must be provided with and wear personal protective equipment when required. Familiarise all participants with the fire and emergency procedures. The employer should be advised in writing if there are group members with permanent or temporary disabilities that could affect their ability to access areas to be visited or to evacuate safely. Access and fire evacuation arrangements therefore need to be checked.
Any activities which could present high risk to the group or to an individual, must be risk assessed in advance of the trip. The employer you are visiting should be able to provide their health and safety precautions for such a visit which should be reviewed for adequacy. Examples include laboratory work, use of specialist equipment such as high power magnets/lasers, work with or potential exposure to hazardous substances, or an environment where there is a particular risk of violence. This is not an exhaustive list. Contact the HSAS if assistance is needed.
Remote supervision / lone working
High risk activities should be risk assessed in advance and welfare arrangements closely monitored throughout. This means establishing and maintaining appropriate contact with a responsible person, such as a tutor, mentor or alternative responsible adult.
For activities where supervision will be indirect, establish clear ground rules in advance of the trip. Ensure participants know how to contact group leaders in an emergency and agree times for reporting back; this may be at the start, during and conclusion of the trip. Make it clear that it is not acceptable for participants to leave the group at any point during a trip without first notifying the group leader. If students are permitted to leave, a check must be made that they are able to get to their destination or home safely.
Fieldwork involving interviewing members of the public should be subject to risk assessment and specific safety procedures (e.g. work in pairs and carry out interviews in public areas).
Adventurous activities
Adventurous activities are activities that involve an accepted level of risk, challenge or adventure and so require specialist skills for their safe management. Examples are trekking, climbing or water sports. Those leading activities must be competent in the activity. In the UK this can be demonstrated through holding the relevant NGB (National Governing Body) qualification. The trip organiser may have to appoint a competent third party provider if the trip leader is not suitably qualified. A check will need to be made on the providers safety procedures and insurance (public liability with minimum cover 5million).
Trips that involve adventurous activities must be risk assessed. For example, if you are planning any water based activities the assessment should take account of what lifesaving / rescue facilities there are at the location/s being visited.
Coastal trips
Visits to the coast can present a number of hazards. In parts of Essex there is a high risk from deep mud and rapidly advancing tides, which can be a serious danger to those unfamiliar with the area.
Before arranging visits to the coast you will need to call the local coastguard for advice. For Essex call the Thames Coastguard on 01255 675518. They will be able to tell you about tides, weather conditions and location specific risks, such as areas of deep mud.
NB: To call a lifeguard in an emergency call 999 or 112 and ask for the Coastguard
General advice on beach safety can also be found on the RNLI website: See:
Staying safe on the beach with the RNLI
Incidents and Emergencies
First Aid Emergencies
You will need to assess first aid needs. If you are using public transport and visiting established visitor attractions or employer premises it is unlikely that additional measures will be needed. If undertaking fieldwork to remote areas you will need to organise first aid resources, including first aid equipment and staff trained in first aid. Contact the Occupational Health Service for further advice.
A means of calling emergency services should be available. If travelling to remote areas consider whether there may be difficulties with mobile phone charging or signal reception.
Serious Health and Safety Incidents
The University has procedures in place for serious health and safety incidents on or off campus. This ensures that those involved in the incident are supported, an investigation is initiated, media enquiries are managed and those that need to know are kept informed of developments. The procedure is initiated by contacting the Colchester Campus Information Centre on: (01206 87) 2222. The Information Centre then makes a decision about who to call to initiate a response.
Whilst working offsite (e.g. field trip) the procedure in the event of an emergency is to call:
- The emergency services (e.g. 999 or 112)
- Colchester Campus Information Centre (0044) 1206 872222.
- If on an overseas visit, the travel insurance company using their emergency number shown in your travel insurance documents.
- Your agreed departmental contact (see contact details/exchange of information) or Head of Department.
It is recommended that the Fieldtrip Emergency Incident Procedures is completed and used.
Further information on serious incident reporting can be found at:
Health and Safety Bulletin: Serious Accidents.pdf
Incident Reporting and Investigation
Group leaders must ensure that the Health and Safety Advisory Service (HSAS) are informed should an accident or incident occur. Group leaders should also keep their Head of Department informed.
A report form must be completed for each accident, near miss incident or dangerous occurrence, along with an investigation form. It may be helpful to also take photographs of the incident area, if this is appropriate in the circumstances and it is safe to do so. Both documents should be forwarded promptly to the HSAS. Incident and investigation report forms plus guidance can be found at:
Health and Safety Incident Reporting.
Behaviour
Make sure that participants understand that they are under the jurisdiction of the University; inappropriate behaviour will affect the University's reputation and could affect the safety of others. Establish clear ground rules and make it clear that for students the University's student disciplinary regulations would apply to those who do not comply. An example of a code of conduct is provided and could be used to gain group agreement to acceptable standards of behaviour.
Alcohol
If there are opportunities to consume alcohol, participants should be advised that excessive drinking is not acceptable and that they will be excluded from fieldtrip activities if their alcohol consumption puts them and others at risk. It is important that those in a supervisory role are at work and need to be fit for work. They may, for instance need to deal with an emergency situation.
Leisure time
The best way to minimise the risk of students drinking excessively is to minimise downtime (see below).
Personal time: This is time when programmed fieldwork activities are not taking place, but participants are under the general jurisdiction of the University. Examples of personal time could include sightseeing or organised social activities. Group leaders can agree appropriate behaviour / expectations for personal time. The University's student disciplinary regulations would continue to apply.
Down time: This is time before, during or after a fieldtrip where participants are outside the University's jurisdiction. An example would be where students arrange their own transport. Although students will not be under the University's control, any incident that occurs during student downtime may affect the University's reputation and group leaders may have to deal with the consequences of a serious incident or delay to the fieldwork programme. It is therefore better to minimise downtime and organise social events as part of personal time.
Other considerations regarding student participation
Under 18s and Vulnerable Adults
The University is legally obliged and committed to safeguarding and promoting the welfare of under-18s and vulnerable adults who participate in its organised activities or services.
Any fieldwork involving participants under the age of 18 or classified as vulnerable adults must comply with the University's Policy for the Protection of Under-18s and Vulnerable Adults and the requirements of the Safeguarding Vulnerable Groups Act 2006. See:
Policy for the Protection of Under-18s and vulnerable Adults
Participants with additional needs
The successful experience of a field or recreational trip can rely on appropriate planning and communication between participating students, organisers, group leaders and any venue/s to be used. It is advisable to provide students with sufficient information and detail about the fieldwork and/or programme of event so that students have the opportunity to express any concerns or to discuss any additional needs they may have. Examples might include group leaders organising the provision of a prayer room or separate male and female rest areas, informing food providers of any known food allergies, or ensuring transport providers and venues have suitable arrangements in place to cater for the needs of any students with physical disabilities that are participating. Some students may volunteer such personal information. Others may choose not and there is no legal obligation on an individual to do so. Some issues may also need to be kept confidential.
Under the Equality Act 2010 the University must make reasonable adjustments to enable all students to participate in fieldwork. However, it may also be reasonable to restrict the activities of participants if it can be shown that their safety or the safety of others could be compromised. In such cases specialist advice must be sought before making such a decision.
If a participant is pregnant a risk assessment may be necessary. See Protection During Pregnancy.
Further advice and support for fieldtrip organisers and group leaders
Assistance is available from a variety of University sources:
- Student Support
- The Human Resources Equality and Diversity team
- Your Departments Health and Safety Officer (DHSO) or Health and Safety Liaison Officer (HSLO)
- The Health and Safety Advisory Service (HSAS).
- The Occupational Health Service
Guidance on Health and Safety in Fieldwork, including offsite visits and travel in the UK and overseas, published by USHA & UCEA.
References
[1] Source www.rospa.com/RoadSafety/info/youngdrivers.pdf
[2] To find out more about Key Travel contact the Central Purchasing Unit by emailing procure@essex.ac.uk
[3] The University's terms and conditions, indicates
the liability for accidents, insurance and rules on sub-contracting services.
See:
http://www.essex.ac.uk/purchasing/unrestricted/terms_and_conditions.shtm