The successful experience of a field or recreational trip relies on appropriate planning and communication between participating students, organisers, group leaders and venue. You should provide students with sufficient detail about the fieldwork/event so that they can express any concerns or discuss any additional needs they may have.
You will need to ask participants to inform the trip organiser/group leader in good time if they have any special requirements, (eg disabilities, medical needs, dietary requirements. Participants should be given the opportunity to provide information confidentially). Some students may volunteer personal information, others may not and there is no legal obligation on an individual to do so.
Under the Equality Act 2010 the University must make reasonable adjustments to enable all students to participate in fieldwork.
Examples of adjustments might include provision of a prayer room or separate male and female rest areas, notification of food allergies, or ensuring transport providers and venues have suitable arrangements for students with physical disabilities.
In some cases, 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, you must seek specialist advice before making such a decision. Refer to the guidance on people especially at risk for further information.
If a member of staff or student is pregnant a risk assessment may be necessary.
Occupational health considerations (staff only)
Have any of the trip participants answered Yes to any of the following questions*?
- Do you have any underlying physical or mental health problems or disabilities that affect your fitness to travel?
- Are you having, or waiting for any treatment or investigations for any condition that would affect your ability to travel?
- Have you ever required or do you require any adjustments for travel based on an underlying medical condition?
Do you have any medical problem, or disability which you would like to discuss with Occupational Health?
If participants answer Yes to any of the above occupational health questions the participant will be required to complete a confidential health questionnaire prior to UK travel, that will be sent to them directly. This needs to be requested directly from firstname.lastname@example.org
*Participants should be given the opportunity to declare the information confidentially