Field Activity Risk Assessment Tool This form is designed to assist your School/Area comply with the University HSW Policy and Handbook on Field Work. This tool contains all the documents you require to conduct a risk assessment. The process can be viewed as follows: Start Here. Identify items that may pose a hazard or risk eg. activities/tasks, environment, equipment, substances. Use the checklist in appendix 1 to assist you. Use the checklist Attachment 1 Where the risk is low ensure you comply with the Faculty Low Risk Off-Campus Protocol Where the risk is medium or high Assess the risk and document control measures Use Attachment 2 to document this step Identify Field work/activity and the roles of participants Use Attachments 3 & 4 Pepare Field Trip information Notice Obtain medical disclosures from participants. Use Field Trip Information Notice to brief all participants before leaving and obtain a signed record of this safety induction Use Attachment 5 After each field trip review the effectiveness of controls
INTRODUCTION A field activity does not include inter-campus travel or attendance at meetings, lectures, conferences or other events where the venue has safety systems and emergency contingencies in place. The Field Work policy and guideline relates to teaching and research activities conducted off campus. It is applicable to all staff, students, visitors and volunteers who are involved in any University activity, which is defined as field activity, country or remote fieldwork. This policy and guideline does not apply to work experience programs carried out on facilities, which are not owned or managed by the University. Organisers of such activities should ensure that the participating external organisation has appropriate mechanisms for managing health and safety. Refer to the Guidelines for Departments for Safety on Student Placements for further information. If there are any questions concerning the locations, activities or persons covered by the Faculty's Field Activity Guidelines, please contact your local HSO or the Faculty HSW Manager (Paul Roberts) for assistance. DOCUMENTATION YOU NEED 1. Your hazard identification and risk assessment should list hazards that may be encountered on the field trip and detail the controls used to minimise harm to participants - Attachment 1 & 2 2. The medical disclosure form ensures you are aware of any particular needs of participants - Attachment 3 3. The Field Trip Information Notice (FTIN) acts as a summary document for all relevant safety information which needs to be conveyed to participants as a safety induction Attachment 4 4. The acknowledgement form acts as a record that induction has taken place The Head of School/Division is responsible for the management of health and safety in School/Divisional matters. The Head must ensure that for any field activity organised by the School/Division, consideration is given to provisions for health and safety. RESPONSIBILTIES Field trip/activity coordinator The coordinator of any University field activity should consider the possible hazards that may be encountered during the activity and incorporate appropriate strategies to minimise risks to health and safety. Coordinators must ensure that the responsibility for health and safety is communicated to all participants and appropriate information provided. The Field trip/activity supervisor The supervisor is responsible for the health and safety of students, employees or others involved in the field activity. The supervisor must be suitably qualified and/or experienced for the task. The degree of supervision required is dependent on the nature of the field activity. Hence, there is an important need to establish appropriate ground rules for supervision before the commencement of any field activity. The Field Trip coordinator and the Field trip supervisor may be the same person. Employees/Students Employees and students must work safely in the field, taking reasonable care to protect their own health and safety and that of fellow workers and participants. They must use any equipment provided and obey any instructions given for health and safety purposes as far as is reasonably practicable. All unsafe working practices or hazardous working conditions must be reported immediately to the appropriate supervisor. Participants must read any notices produced which relate to the field activity, attend any briefing sessions and return any required forms to the organiser or nominated officer. Statute 12 of the University of Adelaide allows for the dismissal of a student who is disrupting a class, and may be applied during any University field activity. Similar action may be taken against any employee or volunteer who endangers the health and safety of other participants.
UNIVERSITY OF ADELAIDE RISK MATRIX Almost Certain Likely Slight Unlikely Rare Likelihood definitions There is an expectation that such an event will occur There is an expectation that such an event could occur, but not certain to occur There is an expectation that such an event has a small chance to occur There is an expectation that such an event is doubtful or improbable occur There is no expectation that such an event will occur Severe Major Moderate Minor Negligible Consequence definitions Resulting in death Hospitalization or extensive medical treatment Formal Medical treatment (hospital outpatient/doctor) First Aid Minor first aid (e.g. Band-Aid) or short term discomfort Risk Matrix Consequences Likelihood Negligible Minor Moderate Major Severe Almost certain Medium High Very High Very High Very High Likely Medium Medium High Very High Very High Slight Low Medium High High Very High Unlikely Low Low Medium Medium High Rare Low Low Low Medium Medium
ATTACHMENT 1: FIELD TRIP HAZARD IDENTIFICATION CHECKLIST Identify the areas which might pose a problem, including field work, processes/activities, equipment and substances. Because of the diverse nature of activities, this list is designed to assist in the identification of hazards, but is not intended to be comprehensive or exhaustive. Indicate any other hazards in the space provided. HAZARDS Location and accommodation Overall highest rating low Medium High (use University of Adelaide Risk Matrix) Examples of activities or issues that may result in the exposure to hazards Remote locations more than 20 minutes by road to medical assistance Camping in the field Requirement for permits or permission Need for specialised communication or location devices List any other factors that are associated with the hazard category that effect risk Group/Party Overall highest rating low Medium High (use University of Adelaide Risk Matrix) Examples of issues that may result in exposure to hazards Size Composition Experience Medical conditions List any other factors that are associated with the hazard category that effect risk Transport Overall highest rating low Medium High (use University of Adelaide Risk Matrix) Examples of issues that may result in exposure to hazards Use of specialised vehicles (4WD, Motor Bikes, Boats) List any other factors that are associated with the hazard category that effect risk Activities Overall highest rating low Medium High (use University of Adelaide Risk Matrix) Examples of issues that may result in exposure to hazards Use/transport of chemicals Accessing/providing electrical power Use of power tools excavating/entering trench Working alone List any other factors that are associated with the hazard category that effect risk Environment Overall highest rating low Medium High (use University of Adelaide Risk Matrix) Examples of issues that may result in exposure to hazards Exposure to sun/heat/cold Danger posed by insect/reptile/animal bite Presence/danger of disease, viruses, allergens List any other factors that are associated with the hazard category that effect risk
ATTACHMENT 2: FIELD TRIP RISK ASSESSMENT Page 1 of 2 Give a description of the types of activity taking place. IDENTIFYING POSSIBLE HAZARDS All hazards identified in Attachment 1 must appear here Form the hazard takes Description of hazard Current controls (if any) EXAMPLE Busy traffic while on roadside EXAMPLE Possible collision with car or truck EXAMPLE Bright fluoro vest, warning signs for oncoming traffic Identify what training those personnel involved have received with regard to the risks involved and/or the equipment used. (e.g.: First aid certificate, driver training) Person Training required and attained
ATTACHMENT 2: FIELD TRIP RISK ASSESSMENT Page 2 of 2 EMERGENCY CONTINGENCY ARRANGEMENTS Briefly state the established procedures to be initiated in the event of an emergency (e.g. accident, injury or missing parties) Trip supervisors must ensure they have: Assessed the overall structure of the field trip and considered all equipment required Considered terrain, weather conditions, fire bans and risk assessed field activities. Developed strategies for dealing with any problems or emergencies. Determined the type of communications equipment necessary. Had training in the use of the communications equipment. Booked and collected Personal Protection Equipment (respirators, gloves, sunscreen, etc) if required. Considered all the vehicle tools required (jack, pump, shovel, wheel brace, spare)- check before departure. Had experience/training with the type of vehicle under the expected conditions. Have provided students with full details of all requirements for the field trip, excursion or camp. Have attached class list with names, emergency contacts and medical information (special diet/treatment - optional) Organized a designated driver and vehicle for student camps in case of emergency. Ensured staff/students have sufficient quantity of in-date medication required for any medical condition (e.g. Ventolin-asthma, insulin). Arranged suitable storage and safeguards for transportation of chemicals. If taking children, has permission been obtained in writing from the Head of School. If taking visitors or volunteers has the application form been lodged with the School Office To be signed by the key personnel for this field trip. Field trip Coordinator. I, confirm that I have filled out this assessment to the best of my ability: Signature Date: Field Trip Supervisor (if different from Field trip coordinator) I, confirm that I have filled out this assessment to the best of my ability: Head of School Signature Date: Assessment approved Date: Signature
ATTACHMENT 3: MEDICAL DISCLOSURE FORM The University is committed to providing high standards of occupational health and safety and intend to protect the well being of our staff and students. In order to meet our duty of care obligations all people who intend to undertake field activities are required to provide information that may be relevant in carrying out the activity in a safe manner. To be completed by each participant and submitted to a responsible officer of the University Department Participant Surname First name/s Residential Address Proposed activity Personal details Emergency contact Known allergies Known medical or physical conditions Dietary requirements Medical practitioner (if relevant for hospital admittance procedure) Date of birth Contact person Name: Relationship to you: Phone: Work: Home: Mobile: Name of doctor Alternative contact Name: Relationship to you: Phone: Work: Home: Mobile: Contact details Declaration I declare that the information shown here is accurate and to the best of my knowledge all relevant facts have been disclosed. I authorise a responsible officer to consent to my receiving medical treatment as may be deemed necessary in the event I am unable to communicate. Name Date
ATTACHMENT 4: FIELD TRIP INFORMATION NOTICE Page 1 of 2 This form must be completed and distributed to all participants in field trips, including visitors or volunteers (low risk field trips excluded in accordance with the low risk safety protocol). Field Trip Details (Please attach schedule for multiple dates and/or locations) DEPARTURE DATE: RETURN DATE: DEPATURE TIME: RETURN TIME: DESTINATION: IN-FIELD CONTACT No: Personnel Details (include all personnel with key roles or positions of responsibility during the field trip, including visitors, volunteers, and demonstrators. Responsibility must be identified add rows, extra sheet or existing file if required) NAME RESPONSIBILITY e.g. supervisor MOBILE PHONE No. First Aid Officers (A senior first aider must be present on remote area trips) NAME LEVEL OF TRAINING e.g. senior/basic/remote first aid EXPIRY DATE Fieldwork Description (Brief description of activity to be undertaken) Destination and Itinerary (Any itinerary changes must be phoned through to the administration office if changed after departure) DESTINATION (Reference # used in Emergency Plan) DATES AT LOCATION LOCATION CONTACT No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. See over...
ATTACHMENT 4: FIELD TRIP INFORMATION NOTICE Page 2 of 2 Report-In Procedure* PERSON REPORTING IN CONTACT No. Contact schedule e.g. 24 hours REPORTING TO CONTACT No. *If no contact has been received within 24 hours after a missed call schedule, emergency provisions will be put into place Transport Details (include hire vehicles, boats and buses if being used) TYPE/DESCRIPTION REGISTRATION NO. VEHICLES TRAILERS BOATS OTHER Emergency Contingency Contact Numbers Medical emergency contacts Location (medical) Contact number Destination reference # Police emergency contacts Location (police) Contact number Destination reference #
ATTACHMENT 5: FIELD TRIP BRIEFING ACKNOWLEDGEMENT RECORD DATE: Field trip/activity School/Area Field Trip/activity Coordinator By signing the participants listed below acknowledge that they have been provided a Field Trip Information Notice. Field trip supervisor is to carry copies of this information to act as participant list for field trip. Surname (Please print) First Name (Please print) Student/Staff ID Mobile phone # Signature