• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Procedure
• Knowledge of safety and risk management
• Planning, requests and approvals
• Travel requests
• Record keeping
• Solo work
• Risk Management Strategies
• Emergency Response and Communication Plans
• Information from participants
• Reasonable adjustments
• Information and instructions to participants
• Communication during field trips
• Overdue or failed check-in
• First aid
• Incidents and work health and safety reporting
• Vehicles
• Ground vehicles
• Aircraft and drones
• Boats, other vessels and diving
• Animals
• Insurance
• Motor vehicle insurance
• Research ethics
• Section 4 - Roles and Responsibilities
• Section 5 -  Policies
• Section 6 - Definitions

Section 1 - Purpose

(1) This Procedure outlines the safe planning, approval, management and administration of University of Canberra (University) field trips.

Section 2 - Scope

(2) This Procedure applies to all staff, students and volunteers participating in University field trips.

(3) Work integrated learning (WIL) and study abroad is out of the scope of this Procedure. For more information, see the University’s:

1. Work Integrated Learning Policy;
2. Work Integrated Learning Procedure;
3. Global Learning (Outbound Mobility) Policy; and
4. Global Learning (Outbound Mobility) Procedure.

Section 3 - Procedure

Knowledge of safety and risk management

(4) The Faculty Dean, Head of School and Director, Research Centre/Director, Research Institute will ensure that staff and students organising field trips have received training to help them:

1. understand their legal obligations regarding student wellbeing and safety under Standard 2.3 of the Higher Education Standards Framework (Threshold Standards) 2021;
2. understand their legal obligations regarding general work health and safety protocols for field trips and field trip participants;
3. assess likely risks using the Field Trip Risk Assessment Checklist; and
4. develop Risk Management Strategies in line with AS ISO 31000:2018 Risk Management – Guidelines.

(5) Risks are managed under the University’s Risk Management Plan.

Planning, requests and approvals

Travel requests

(6) Before departing, field trip leaders must submit a travel request form via the University’s designated platform for field trip travel.

Record keeping

(7) Field trip leaders must provide the following details to the relevant faculty office:

1. a list of all field trip participants;
2. phone numbers and email addresses for all field trip participants; and
3. details and contact information for the next of kin of all field trip participants.

Solo work

(8) Field trip leaders must seek approval from the Faculty Dean, Head of School or Director, Research Centre/Director, Research Institute for any proposed solo field trip work.

Risk Management Strategies

(9) Field trip leaders must conduct a risk assessment, prepare a Risk Management Strategy and submit it to the Faculty Dean, Head of School or Director, Research Centre/Director, Research Institute for approval at least 2 weeks before the field trip. However, some approvals may require a shorter timeframe due to extenuating circumstances (for example, sampling rainwater).

(10) To determine the appropriate risk management strategies, the ‘remoteness’ of the field trip location must be considered. See ‘Section 6 – Definitions’ for the University’s definition of ‘remoteness’, which can be balanced against the Australian Statistical Geography Standard (ASGS) Remoteness Areas (RA) boundary map. The definition and boundary map together should assist field trip leaders to critically analyse the potential risks of field trip locations as they relate to remoteness.

(11) Staff organising overseas field trips must refer to the Global Learning (Outbound Mobility) Policy.

(12) Risk Management Strategies for short field trips in the ACT urban area must include:

1. an itinerary;
2. a risk assessment for the likelihood of accidents, injury, damage or other incidents and their possible consequences; and
3. measures for controlling all identified risks.

(13) Risk Management Strategies for field trips in remote areas with a high risk rating will need to be more comprehensive and include:

1. an itinerary;
2. a list of work to be done and its objectives;
3. a list of participants and their contact information;
4. a risk assessment for the likelihood of accidents, injury, damage or other incidents and their possible consequences;
5. measures for controlling all identified risks; and
6. an Emergency Response and Communication Plan (see below).

(14) In developing the Risk Management Strategy, field trip staff must consider:

1. transport arrangements;
2. legal and insurance requirements relating to vehicles used;
3. availability of maps, GPS devices, Personal Locator Beacon devices, and satellite phones;
4. relevant licences, permits and permissions to enter private property and Indigenous lands;
5. equipment;
6. first aid;
7. vaccinations;
8. catering;
9. accommodation;
10. clothing;
11. personal protective equipment (PPE) and appropriate clothing;
12. dangerous, hazardous, venomous or toxic environments, substances, animals or plants;
13. weather forecasts and conditions;
14. precautions to ensure the health and safety of participants engaging in medium- to high-risk activities;
15. whether any students or people that students will be interacting with are under the age of 18 or are vulnerable – if so, all relevant field trip participants must have a current Working with Vulnerable People (WWVP) card (or state/territory equivalent); and
16. whether any students are international students.

(15) Risk Management Strategies must include control measures for each identified risk. The following table (adapted from the Model Code of Practice - How To Manage Work Health and Safety Risks) outlines the hierarchy of control measures:

Emergency Response and Communication Plans

(16) For all field trips to high-risk remote areas, field trip leaders must prepare an Emergency Response and Communication Plan as part of their Risk Management Strategy that must include at a minimum:

1. emergency response procedures for incidents that have a high likelihood of occurring;
2. emergency contact details for a primary and secondary staff member not attending the field trip to act as contacts between the University and the field trip;
3. emergency contact details for all field trip participants (staff, students, volunteers);
4. procedures for communication, including frequency of contact between home base, field teams, the field trip leader, and the University;
5. triggers for concern, such as a failure to meet a daily call-in requirement;
6. clear lines of responsibility when the group is divided into more than one team; and
7. protocols for reporting overdue or missing participants and for raising the alarm in emergencies.

(17) Field trip leaders for overseas field trips must contact the University’s overseas assistance provider for emergency assistance. Country contact numbers should be carried on all overseas field trips. Further information can be found on the University’s Staff Portal.

Information from participants

(18) Staff, students and volunteers who have pre-existing medical conditions or disabilities must notify the field trip leader before the field trip and should register with InclusionUC to discuss a reasonable adjustment plan.

(19) For participants who are concerned that their health may impact their ability to participate in a field trip, the field trip leader must receive both of the following from the participant before allowing the participant to attend:

1. a written clearance from an appropriately qualified health practitioner; and
2. a plan for managing or treating the condition.

(20) Medical information must be provided to first aiders in preparation for the field trip and to emergency services personnel in the case of an accident, emergency or other similar incident.

Reasonable adjustments

(21) Refer to the Inclusive Access to Education Policy and its associated Student Reasonable Adjustment Procedure for more information on reasonable adjustments.

Information and instructions to participants

(22) Field trip leaders must provide all students, fellow staff and any volunteers participating in the field trip with written details early enough to enable them to be properly prepared.

(23) Information provided to participants depends on the nature of the field trip; however, the following must be considered in the written information:

1. the nature of any hazards likely to be encountered;
2. a consent form for the student to sign consenting to information about any relevant health condition or disability to be shared with first responders;
3. details of any appropriate clothing, PPE and other materials needed;
4. whether any visitor inductions will be required, and the need to follow directives arising from such inductions;
5. whether any vaccinations are recommended;
6. expectations about appropriate behaviour, including advice about relevant University rules and policies;
7. a statement about the University’s Tobacco-Free University Policy;
8. the decisions about the consumption of alcohol during and outside of field trip hours as provided for in the Field Trip Policy; and
9. details of any catering arrangements and food hygiene.

(24) Field trip leaders must ensure that all field trip participants have been instructed in the use of any specialist equipment they will be required to use during the field trip.

Communication during field trips

(25) Daily communication is preferable during field trips.

(26) Where possible, contact must be made at agreed intervals with on-campus University staff with protocols if contact is not made.

(27) Field trip leaders in remote areas must consider whether satellite communications are required and be trained to use such devices. Back-up plans must be in place in case of satellite communication system failure.

(28) In some cases, it may be necessary to establish alternative communication arrangements with regular contact people, such as a local police station or national park ranger.

Overdue or failed check-in

(29) If the field trip leader is overdue in checking in with the University during the field trip, the nominated on-campus contact person must enact the protocols in the Risk Management Strategy (and/or the Emergency Response and Communication Plan, for a high-risk field trip).

(30) The nominated on-campus contact person must make reasonable attempts to contact the field trip leader or participants before contacting emergency services.

First aid

(31) If identified through a risk assessment, at least one up-to-date first aid kit must be brought on a field trips.

(32) For remote area field trips, at least one participant must be qualified to administer first aid. Field trip leaders will consider the risk of each field trip location when determining the number of first aid officers required. The following table provides recommended ratios:

Incidents and work health and safety reporting

(33) All incidents must be reported within the University incident management system via the Safe Community webpage.

(34) All notifiable incidents must be reported to Worksafe ACT. Field trip leaders must immediately report a notifiable incident to the University’s Health and Safety Officer, who will report the notifiable incident to WorkSafe Act. The Faculty Dean, Head of School or Director, Research Centre/Director, Research Institute must be cc’d. Notifiable incidents include:

1. the death of a person;
2. a serious injury or illness of a person;
3. a dangerous incident; and
4. a sexual assault incident, including a suspected incident.

(35) Field trip leaders must report the following to the Faculty Dean, Head of School or Director, Research Centre/Director, Research Institute within 12 hours (or immediately, if they are a part of a notifiable incident as mentioned above):

1. all incidents requiring first aid;
2. all near miss incidents;
3. all incidents resulting in the loss or damage to University property; and
4. all incidents involving emergency response or police investigation.

(36) The Faculty Dean, Head of School or Director, Research Centre/Director, Research Institute must report all incidents involving students through the incident reporting system as soon as possible. Such incidents will be addressed by the Director, Student Life.

(37) The Faculty Dean, Head of School or Director, Research Centre/Director, Research Institute will investigate all incidents and review the field trip’s Risk Management Strategy.

Vehicles

Ground vehicles

(38) Where possible, University vehicles or hire vehicles should be used for field trip activities.

(39) All vehicle drivers on field trips must be appropriately licensed.

(40) If a private vehicle is used, it must be registered and have comprehensive insurance that covers the use of the vehicle for business travel.

(41) Vehicles must be appropriate for the field trip location, and should be well maintained and suitably equipped.

(42) For field trips to remote locations, drivers must be trained in how to operate the vehicle in the expected field conditions, including basic vehicle maintenance and the use of recovery equipment, if supplied.

(43) The University recommends that drivers take rest breaks every 2 hours and refrain from driving more than 12 hours in any 24-hour period.

(44) Under the University’s Tobacco-Free University Policy, smoking is prohibited in University vehicles.

(45) The University does not accept any liability associated with the use of the University’s vehicles, a hire vehicle or a personal vehicle by a person under this Policy.

Aircraft and drones

(46) Field trip leaders must that ensure that:

1. anyone operating aircraft for the field trip is competent and appropriately licenced; and
2. all field trip activities involving aircraft and drones adhere to the regulatory framework of the Civil Aviation Safety Authority (CASA) and any other jurisdiction in which the University conducts field trips.

Boats, other vessels and diving

(47) Field trip leaders must ensure that:

1. anyone operating boats and other vessels is competent and appropriately licensed;
2. passengers on boats or other vessels receive and understand the safety instructions related to the specific model of boat/vessel;
3. participants involved in diving receive and understand safety instructions about diving equipment and methods;
4. a risk assessment is conducted for all boating and diving operations, and is submitted along with itineraries and planned courses; and
5. all field trip activities on boats and other maritime vessels, as well as diving, must adhere to the regulatory framework of the Australian Maritime Safety Authority and any other jurisdiction in which the University conducts field trips.

(48) The Insurance Office must be notified of the insurance requirements under the boat or vessel’s charter agreement.

(49) Evidence of a chartered boat or vessel’s insurance must be supplied to the Insurance Office, including third-party liability insurance.

Animals

(50) Field trip leaders must ensure that all participants working with animals:

1. are competent for the tasks involving specific animals;
2. are appropriately licensed, if required; and
3. have relevant animal ethics committee approvals.

(51) Field trip leaders must ensure that a risk assessment for working with specific animals is conducted and submitted.

Insurance

(52) Staff, enrolled students, and volunteers participating in field trips officially organised and approved by the University are generally covered by the University’s insurance.

(53) Sub-contractors participating in field trips must have their own insurance cover.

(54) Field trip leaders must notify the University’s Insurance Office at least 14 working days before field trips involving travel in helicopters or chartered aircraft. This is to allow for any necessary additional insurance cover to be arranged.

(55) All insurance or protection arrangements are subject to certain exclusions, terms, conditions and limitations.

(56) A student’s Personal Accident Insurance has limitations on claims relating to medical expenses.

(57) No cover is provided where the expense can be claimed under Medicare or the participant’s private health insurance fund.

(58) University staff members undertaking employment duties are covered under Workers’ Compensation.

(59) For questions about insurance on field trips, please contact the University’s Insurance Office.

Motor vehicle insurance

(60) If private vehicles are used for field trips (University vehicles or hire vehicles are preferred), they must:

1. be registered and in a roadworthy condition
2. have comprehensive insurance that covers the use of the vehicle for business travel
3. be driven by someone who is appropriately licensed.

(61) The University’s Motor Vehicle Insurance does not cover damage to private vehicles used for field trip activities.

(62) The owner of the private vehicle is responsible for private vehicle insurance claims, including the payment of any excess.

(63) Any passenger personal injury claims should be lodged under the vehicle owner’s compulsory third part (CTP) insurance.

Research ethics

(64) Research conducted during field trips must have the relevant ethics approvals in line with the University’s research policies.

Section 4 - Roles and Responsibilities

Section 5 -  Policies

(65) Refer Field Trip Policy.

Section 6 - Definitions