Field trips

Field trip online training

Information targeted at specific roles in the field trip process including field trip leaders, endorsers and approvers and participants is available as online training that provide videos, information and frequently asked questions.  The training is via self enrolment and can be accessed at any time.

University Nominated Contact training

Information specific to the University Nominated Contact role is featured in a short online course describing the role and managing the overdue or late check-in process should this occur during a field trip. The training is via self enrolment and can be accessed at any time.

Field trip leaders

Field trip leaders must

• ensure that adequate consideration has been given to any health and safety issue that may arise during a field trip.
• provide appropriate guidance and supervision, appropriate resources and prepare for any emergencies that may arise.
• ensure a risk assessment is carried out, that the trip is approved, participant and volunteer information is completed and emergency information is provided.

A field trip leader is the person who has the authority to influence or direct the actions of students, staff members and volunteers involved in the field activity. This responsibility extends for the entire duration of the field trip including any free time.

Responsibilities of staff, students, other participants and volunteers

All persons undertaking field work must take reasonable care for their own health and safety and take reasonable care that their acts or omissions do not adversely affect the health and safety of other persons, including physically or psychosocially.  This is a legal obligation under the Work Health and Safety legislation.

All areas undertaking field work should read the  Field trip safety manual. It has an extensive range of information around the management of field trips and associated hazards.

Field trips must be documented, risk assessed and approved via the Field trip process prior to undertaking the field trip.  The duration of a field trip in FlinSafe must be no longer than 12 months.  The Copy Field Trip function in the Field Trip Portal can be used to repeat a field trip with the period up to 12 months for another subsequent approval. When this is used, the field trip leader is required to review and update the new field trip instance to ensure it reflects the current hazards and appropriate risk management of that particular trip.

Each field trip must have a nominated field trip leader who is responsible for ensuring appropriate guidance and supervision is maintained for the duration of the field trip.

Field trips are divided into two tiers, depending on the level of risk.

Tier 1 – low level risk – applies to field trip proposal responses for Tier 1 questions that reflect ease of access by emergency services, communication is readily available for the location and involves low risks activities and equipment.

Submission deadline: At least 5 business days prior to the Tier 1 field trip commencing.

Tier 2 – includes higher risk activities and applies (but not limited to);

• Rural, remote, interstate or overseas locations.
• Involves activities such as diving, boating, climbing, use of tools, animals etc

Field trip leaders need to ensure the required field trip information is completed, including

• itinerary (each destination should have location specific emergency contact information), checklists, vehicle, participant and volunteer information
• any relevant permits, licences or ethics approvals
• risk assessment form.

Submission deadline: At least 10 business days prior to the Tier 2 field trip commencing.

Field trip supervisors must ensure that risks, as far as reasonably practicable, are managed on the field trip. The field trip risk assessment must consider hazards associated with travel, emergency provisions, communication, accommodation and the specific tasks that will be undertaken.

For each field trip, field trip leaders must:

• identify the hazard
• assess the health and safety risk
• implement risk controls to eliminate or minimize the risks.

A field trip risk assessment form (DOCX | PDF) ( you must download this form first by right clicking and 'save as') must be completed for Tier 2 field trips, before the field trip begins. The risk assessment needs to be attached to the field trip record in the FlinSafe Field Trip system and be approved along with the rest of the field trip information.

Further guidance on the management of the following hazards is available from the following links:

• Driver and vehicle safety procedures and information
• Bushfires
• Children on field trips 
• International travel
• Diving
• Boating
• Drones (RPAs / UAVs) - please contact the University Chief Remote Pilot via drones@flinders.edu.au.

University vehicles need to be booked prior to use on a field trip.

Field trips often involve working in locations that isolate participants from ready access to the emergency services present in larger towns and cities. Mobile phone coverage cannot be assumed. Outside metropolitan areas communication devices such as satellite phones and SPOT Trackers are important tools to allow contact in the event of an emergency. It is important to read and understand the satellite phone,  SPOT user information (SPOT Gen 3 and SPOT Gen X) or other communication device operations before commencing the field trip.

It is important to include local, destination specific emergency contact details in the field trip record in the FlinSafe / Field Trips system for each destination including contact name / organisation, address and contact phone details and local emergency contacts (i.e. accommodation, local hospital, local police and fire / emergency services) to assist in an emergency response.

The emergency response templates for medical and vehicle emergencies provide guidance on developing an emergency response plan for the field trip and must be developed by the  field trip leader.  There is also a quick guide highlighting the response steps for a University Nominated Contact regarding the overdue or failure to check-in process.

Bushfire information

Bushfire risk needs to be considered as part of the field trip risk assessment process and particularly if there is catastrophic weather conditions or total fire ban days. Consideration must be given to managing the risks including postponing the field trip or not entering areas of high fire danger.

The current daily Fire Danger Rating is available for states and territories of Australia on http://www.bom.gov.au/?ref=hdr under the relevant state or territory link, under Forecasts.

For the fire service relating to each state and territory, please refer to the bushfire safety page.

A car is one of the deadliest places to be in a bushfire.  The only sure way to survive is to be nowhere near the fire.  Considerations when encountering a bushfire in a car can be found in the Field Trip Manual.  This covers encountering smoke or flames, positioning your car, what to do when inside your car and when the fire front passes.

Other weather information

There may be other emergencies that may occur relating to marine / ocean warnings, cyclones, floods and tsunamis.  These can be accessed for Australia under http://www.bom.gov.au/?ref=hdr, under Warnings.

All field trips must have as a minimum

• A first aid kit, with all contents in date.
• If Tier 2, the field trip must have someone with first aid training on the field trip.
• Where emergency services could be delayed (e.g. remote areas) a remote first aid kit must be carried and a person with remote first aid training needs to be on the field trip or available at all times.

For more information on first aid requirements consult the field trip safety manual.

All accidents/incidents that occur as part of a field trip must be reported. Where the accident/incident is minor in nature and internet access is available, it should reported on FlinSafe. Where internet access is not available, the accident/incident should be recorded and reported by phone or other communication method to the injured person’s supervisor or the University contact, where possible within 24 hours. 

Where the accident is serious, notifiable or there has been a death, University Security (contactable 24/7 – 8201 2880) or the WHS Unit must be notified immediately. Further details are available in the field trip safety manual.

Staff

For Flinders University staff based in South Australia, cover for a work related injury sustained while undertaking work in the field, is via under the provisions of the SA Return to Work Act 2014,  when in Australia . For Staff based in other states/territories, covered is determined by the relevant jurisdiction’s Workers Compensation schemes. Note: Workers compensation does not cover medical expenses for staff overseas and travel insurance must be in place.

For all other questions about insurance for staff please refer to the University staff insurance webpages.

Students

For all other questions about insurance for students please refer to the University student insurance webpages.

Volunteers

More information about volunteers is found here.