Field Trip Handbook

The Head of School / Unit is responsible for ensuring that safe systems of work are adhered to within the school / unit, including field trips. The duty of care extends to ensuring that designated leaders are sufficiently trained and competent to lead the designated fieldwork. Training is available from the Health & Safety Office.

A risk assessment of all fieldwork activities must be carried out in advance. The Head of School may delegate preparation of the risk assessment to the staff member leading the field trip.  It is essential that this person understands their duty of care for their students’ health and safety and has the experience and competence, based on the hazards, to lead the field trip.

The Head of School or designate is responsible for authorising the fieldwork activity risk assessment and for ensuring that due regard has been paid to health and safety considerations and a safe system of work has been established. Though the task of approval may be delegated, the overall responsibility rests with the Head of School for the safety of staff and students on the field trip.

The Head of School is responsible for ensuring adequate supervision for fieldwork. This may require the provision of additional staff for staff acting as leaders particularly if the class are to be subdivided into groups on the field trip.

All excursions must have an appointed leader. This person will be responsible for organising the trip and communicating all pertinant information to the other leaders and students.

It is essential that all leaders/supervisors are aware of their duty of care towards all persons in their charge and that they are suitably trained and experienced to act as leaders.

In the event of an emergency a nominated emergency contact should be available to contact during normal working hours via phone and if the trip is local, they may need to attend to assist if a student falls ill. The Leader should ensure their school are aware of the excursion (via the School Assistant, Head of School or a nominated delegate).

All fieldwork must have an appointed Leader. This will generally be the person responsible for organising the trip. It is essential that all leaders are aware of their duty of care towards all persons in their charge and that they are suitably trained and experienced to act as fieldwork leaders.

It is the responsibility of this person to ensure that the fieldwork is organised with due regard paid to the safety of all who will partake. Leaders must ensure that adequate insurance cover is in place and that all required permissions, including statutory, have been obtained to enter lands and collect samples.

Leaders taking students into the field, especially first year students should be aware that any student under the age of eighteen years of age is considered by law to be a minor, and therefore a much greater duty of care is due to these students.

The Leader is responsible for planning the fieldwork at a detailed level and along with the person who approved the fieldwork, they must ensure that a risk assessment of the fieldwork is carried out and be satisfied that a safe system of work is in place for all participants.

The Leader has the task of overall field supervision. They must ensure that there is a detailed knowledge and understanding of safety measures and that these have been communicated to all participants and understood by all. Leaders must be competent and experienced in the relevant area of fieldwork activities, must ensure that a risk assessment of the fieldwork is carried out, a safe system of work has been established, and that roles and responsibilities are clearly understood for any fieldwork activities to be undertaken.

The Leader should nominate an emergency contact within their own school who is available on the day that the field trip is occurring . In the event of an emergency, the nominated emergency contact should be available to contact during normal working hours via phone and if the trip is local, they may need to attend to assist if a student falls ill. The Leader should ensure their school are aware of the upcoming field trip (via the School Assistant, Head of School or a nominated delegate).

Many factors need to be considered when assessing the level of supervision required for any particular field trip. The level of supervision should be assessed using the risk assessment process.

Factors that should be considered include:

• The nature of the fieldwork.
• The environment and conditions in which the fieldwork takes place.
• The experience of the members of staff in supervisory roles.
• The experience of the group.
• The needs of individuals taking into account their age, level of maturity, and any individual special needs.
• The external requirements of regulatory authorities or bodies

Other leaders, staff and students are also responsible for their own health and safety and that of their peers and others affected by them, their activities and behaviours on field trips and excursions.

The rules outlined in the Student Medical and Emergency Contract Details form should be communicated to students. Additionally, as members of the DCU community students are considered ambassadors for DCU and as such should behave in accordance with the Code of Conduct for Students.

Students should be made aware that failure to abide by the above rules and/or the University Code of Conduct may result in sanctions up to and including being sent home and/or expulsion from the University.

Excursions and Fieldwork may have children or vulnerable persons in attendance. Any person under the age of 18 is a child as defined by the National Vetting Bureau (Children and Vulnerable Persons) Act 2012. If any persons under the age of 18 are attending the Head of School must ensure compliance with the DCU Child Protection Handbook. 

Excursions and Fieldwork may include children from Local Primary and Secondary Schools to enable undergraduate students practice teaching as part of their syllabus. Primary and Second level students should be supervised by their own teachers and will be covered by their school insurances.

Required for both Excursions and Fieldwork.

Ensure that the field trip (fieldwork or excursion) has been approved by the programme board / Head of School before proceeding. Fieldwork outlined in module descriptors and approved by the programme board are deemed to have received such approval.

Approval is required in order to ensure appropriate funding is available and that the trip does not coincide or interrupt other scheduled teaching activities.

An individual risk assessment is generally not required for Excursions. A Risk Assessment that captures all Excursions should be performed by the school as part of the School’s Safety Statement.

The ultimate aim of a Fieldwork Risk Assessment is to assess the risk from the planned trip to the health and safety of participants and to identify control measures designed to reduce the risk to as low as reasonably practicable.

All fieldwork is unique and there will be variables that need to be considered for each instance of fieldwork and these must be captured in the risk assessment. For example, the varying experience of the group; participants’ individual needs; changes to / at the field site, use of equipment, etc.

The University has prepared a Fieldwork Risk Assessment Template to assist in this process. Each School/unit should ensure that the risk assessments are stored in a location they can be easily accessed where needed. There should be no personal student information contained in the risk assessment.

For individual fieldwork activities to be carried out on Field Trips, an activity Risk Assessment must be completed by the field trip leader, and submitted to the Head of School or delegate for approval.

Risk assessments must be kept up to date, therefore a revised risk assessment must be submitted one week prior to the Fieldwork activities planned or one week prior to the commencement of schedule repeat activities. Where necessary, additional controls should be put in place to mitigate any risks that are specific to the activity to be undertaken.

It is the responsibility of the leader to ensure any actions identified in the risk assessment are proactively closed prior to the field trip. Risk must be reduced to as low as is reasonably practicable to a level that is tolerable. If the risk cannot be brought to a tolerable level, using controls measures identified, then fieldwork may not proceed.

As the Risk Assessment may have been undertaken in advance of the trip, a Dynamic risk assessment will be required throughout the field trip to ensure a timely response to any change in circumstances e.g. change in weather conditions which may impact route or access.

Dynamic risk assessments are not a substitute for adequate emergency and contingency planning. The findings of dynamic risk assessments should also be promptly communicated and understood throughout the fieldwork team with clear instructions given of any changes to procedure.  

The leader is responsible for ensuring that dynamic risk assessments are carried out if necessary. Further information on carrying out a Dynamic Risk Assessment is available in Appendix 1.

Required for both Excursions and Fieldwork.

The Student Medical and Emergency Contact Details Form, is located in Appendix 2. Submisson of this form is mandatory for all students attending an excursion or fieldwork trip. The leader may refuse student permisson to attend if the form is not completed and submitted in time period specified.

Information on particular/relevant medical conditions/disabilities must be obtained and via the Student Medical and Emergency Contact Details Form and noted by the Leader. Leaders should be aware:

• If students have any known medical condition, including allergies that may affect health and safety on the field trip.
• If students must carry any special medication or medical equipment.
• If students are unable to carry out any fieldwork activities on the field trip due to a medical condition.

The forms should be held securely by the Leader and shall only be accessible to the leader and the emergency contact person(s) in DCU. The information supplied by the students on the Student Medical and Emergency Contact Details Form should be treated confidentially. The forms will be held for up to 6 months after the end of the trip/excursion at which point it will then be erased and /or disposed of in a secure manner.  The leader shall be responsible for ensuring the forms are disposed as per DCU GDPR policy.

A trip itinerary should be provided to each person attending the field trip and a copy left with a responsible person in DCU who will act as an emergency contact at base (DCU) for the field trip. Take into account daylight hours, park or venue opening hours and plan the time of the trip accordingly.

Include information* as required and as applicable relating to:

●             Appropriate clothing requirements

●             Food/ Drink (is a packed lunch required or will they need water)

●             Welfare facilities or lack thereof (toilets etc.)

●             Weather Forecast (should be checked in advance but re-evaluated on day of trip also)

●             Medical information reminder

●             Communication reminder to bring phone (power pack/charger)

●             Schedule of activities

●             List of Emergency Contact numbers.

For overnight trips the itinerary should include all activities including leisure time. The Itinerary should be distributed to students prior to the trip.                                                                

*This level of detail in the itinerary may not be required for some Excursions.

Walking

For shorter, local excursions and fieldwork, walking may be the best route to take. Where walking over distance is required, the Leader should assess the ability of all participants. This can be done by reviewing the medical information provided on the Student Medical and Emergency Contact Details Form.

Pay attention to the manual handling considerations if equipment must be carried when walking.

Public transport

When transport is required, where possible, public transport should be used in order to minimise the cost and environmental impact of the trip. Students may be instructed to meet at the location. Appropriate conduct and respect for other passengers should be observed at all times. Student must comply with the Student Code of Conduct at all times.

Hazardous or dangerous equipment must not be transported via public transport.

Chartered Bus or Minibus

Where alternative transport is required (e.g. for non-local trips), ensure that a reputable transport company is chosen for the field trip or excursion.

Using a reputable company will ensure that:

• The driver should be fully licenced.
• The vehicle should be fully insured, suitable for its intended use and maintained appropriately.
• All safety regulations should be adhered to.
• Any load to be carried should be safe and secure, and within weight limits of the vehicle.
• Visual inspection of the bus by the driver or operator is appropriate to ensure operation of lights, indicators, windscreen wipers etc. prior to setting out on the journey
• Laws must be adhered to including the provision of safety belts, adherence to speed limits, safety equipment on board

Safety belts must be worn by staff and students and must not be shared. Leaders must not transport students in their own personal vehicles for class field trips. If equipment is to be brought, it should be suitably packaged and stored securely on board.

Weather conditions should be assessed as part of the risk assessment (fieldwork only) and again on the day and considered suitable for the trip to proceed. The trip should be cancelled/postponed if there are adverse weather conditions that may present additional risks to student safety.

During overnight field trips, the itinerary may include leisure time for students. Leisure time will be unsupervised  and students must comply with the  Student Code of Conduct & Discipline and Policy to Promote Respect and Protect Dignity at all times. Students must conduct themselves appropriately at all times as any deviation from this could result in disciplinary proceedings.

The likelihood of an accident or incident during leisure time is significantly increased by the use of alcohol or illegal substances with falls, aggression or violence or ill health far more likely. If this is identified as a particular concern due to the group attending or the location of the trip, the Itinerary should be designed to minimise leisure time with suitable group activities scheduled where possible. Water based activities during leisure time are discouraged. If they are anticipated, it should be accounted for in the Risk Assessment and appropriate controls implemented.

Students must abide by the rules and regulations of transport providers and accommodation providers.

Any accidents must be reported to DCU Health and Safety Office as soon as is practicable.

The Leader may ask any participant to leave the Field Trip if they do not comply with rules or behave in an appropriate manner.

The likelihood of theft or assault while on the Field trip should be considered. Assessment will vary based upon field trip location and the equipment involved. Arrangements should be made to secure equipment particularly during leisure time. Students should be reminded to be mindful of their own personal possessions and travel in groups where possible.

Lone Working is to be discouraged as far as possible but it is recognised that in some situations it is not reasonably practicable to avoid it. Lone working must be subject to Risk Assessment taking into account the nature of the work, the location of the site and the experience of the student. Control measures should be implemented and a safe system of work devised.

Whilst lone working, the student shall still be under the supervision of the leader who must take  responsibility for the student's safety. Students are advised to tell family or friends of their destination, nature of the work, and estimated time of return.

Schools must formulate clear guidance on the scope of activities which may be undertaken alone, the types of terrain where these may take place, the supervisory arrangements (checking-in, emergency plans, etc.) and the training and experience required on the part of the student.

It is important that an effective means of communication is established. In the event of an emergency, Safezone may be used to determine the location of a lone worker.

All Incidents/Accidents, however minor, should be reported as soon as possible by the leader or deputy leader to the Head of School and the Health and Safety office via the incident report form.  In the event of an incident involving the welfare of a student(s), the Office of Student Support & Development (claire.bohan@dcu.ie) may also need to be contacted by the Leader.

Pre-planning for an emergency is essential in order to enable people to respond appropriately.   It will also highlight any deficiencies or lack of resources, which can then be addressed before an actual emergency occurs.  The plan should be familiar to all and should contain and outline clear roles and responsibilities.  The following steps should be followed:

• Assign an Emergency Contact person in your faculty (not attending the trip) who will hold information relating to the trip,  who can support or activate a response in the event of an emergency
• Provide the Emergency Contact person with the full itinerary including attendance list, Student Medical and Emergency Contact Details Form, accommodation details, estimated time of return.
• If the leader becomes unwell on the excursion/ field trip this could result in a dangerous or undesirable situation for the students, then a second leader who can deputise if required must be appointed and attend the excursion/field trip.  The assistant leader should have the skills and competency required and be fully briefed on plans.  This should be identified in advance as part of the risk assessment.
• The Leader should have a copy of each of the following on the trip in case of emergency:
  • DCU Emergency Contact telephone numbers  (01 700 5999) and where possible have the Safe Zone app on their mobile device.
  • DCU’S travel insurance policy emergency number in case of emergencies abroad.
  • Student Medical and Emergency Contact Details Forms with telephone number of next of kin and medical information which can assist in an emergency situation.  
  • Copy of Risk Assessment together with complete details of the itinerary.
  • An optional but recommended mini first aid kit

Emergencies are accidents/incidents which could lead to a fatality, multiple fractures or other serious injury, where a staff or student might be at serious risk or have a serious illness or a mental health emergency. It should be noted that a minor injury in a difficult location may put your party at serious risk and should be treated as an emergency.

In the event of an emergency on a field trip, the following procedure should be followed:

For injury:

• Act quickly to reduce danger to the injured party/other members of the group/yourself.
• Decide whether the injured party can be moved, if not send for help.
• First Aid should be given to injured persons by qualified personnel if possible or call the emergency services on 112 or 999 if in Ireland if required.
• Provide as much information as possible to the emergency services contact, including the location, number of injured persons, nature of injuries, number in party.
• Reassure injured parties and await rescue.
• Contact DCU emergency contacts as soon as possible.
• Using SafeZone, a geo-zone can be placed around an area to locate persons with the app on their phone. DCU 24 hour control room should be contacted as soon as possible if this is required.
• When back at DCU, a full and detailed incident report must be completed in good time.
• The Office of Student Support and Development (claire.bohan@dcu.ie) and Head of School should also be informed of any incidents or accidents.

For a mental health emergency:

• Leader will triage the situation and depending on severity may:
  • Contact the emergency services on 112 or 999 if in Ireland
  • Contact the next of kin as listed on the students  Student Medical and Emergency Contact Details Form
  • Seek support of DCU Student Support and Services Team (clare.bohan@dcu.ie)

Working in and around water presents a number of hazards due to the unpredictable nature of rivers, lakes and seas which can lead to dangerous situations. It is important to into account the following precautions:

• Ensure you are familiar with area and check water levels, tides or tidal effects prior to the trip. Take into account eddies, water clarity and floating debris.
• The weather forecast must be checked in the days leading up to the trip and no chances should be taken if there is unfavourable weather. Adverse weather can affect tidal assessments, the condition of the water, buoyancy and can contribute to hypothermia. Ensure to check the temperature, wind, sea conditions, currents, etc.
• Wear the appropriate clothing, including high visibility vests where possible. The type of clothing recommended to students should be suitable for the task, time of year, weather conditions and the conditions of the location. A life jacket should be worn when working on or near water. Wear appropriate footwear and headgear as necessary to stay warm and dry. Ensure the appropriate clothing requirements are communicated to all parties attending via the Itinerary.
• Never work alone near water.
• It is essential to maintain a safe and clear means of communication with fellow workers on shore if necessary. Ensure that there is a way of seeking assistance in an emergency.
• Waders should not be worn in deep water.
• On location, assess potential hazards prior to undertaking any work, ensuring you are aware of your surroundings, including but not limited to: 
  • the weather, 
  • tides,
  • temperature,
  • currents,
  • unseen objects underwater,
  • depth,
  • sudden shelving,
  • stability of substrate underfoot,
  • animals,
  • contaminants (flag system on beaches).
• Travelling on Boats/watercraft will require additional approval from head of school. Only those with appropriate training should operate a boat. 
  • If hiring a boat, a reputable company should be sourced to ensure that: 
    • The skipper should have formal qualifications
    • The vessel is licensed to carry passengers
    • The vessel is maintained and seaworthy and has appropriate navigational lights and flares and fire extinguishers for emergency
    • The vessel is carrying enough fuel
    • Life jackets or buoyancy aids are worn by all staff and students.
    • Radio and communication equipment is present on board
    • Emergency procedures and chain of command are clearly explained to all attendees.

Where walking over distance is required, the leader should assess the ability of all participants. This can be done by reviewing the medical information provided on the Student Medical and Emergency Contact Details Form. While hill walking is permitted as long as the weather and underfoot conditions are favourable, however no mountaineering without appropriate navigation and map reading skills is permitted.

Appropriate clothing, food and welfare requirements should be identified and the walking/hiking requirements should be clearly outlined in the itinerary.

It may be necessary to bring equipment on a field trip to enhance the learning experience and for more practical fieldwork sessions. It is important to consider the following:

Manual Handling

Manual Handling training is available from the Health and Safety Office. Ensure that correct manual handling practises are considered when organising field trips involving equipment and a safe mode of transport of equipment is available (trolleys/storage boxes etc). Ensure that all equipment to be brought is easy to manage and carry, it should not be too heavy and loads should not be imbalanced or pose a risk to staff or students. 

Equipment hazards

Equipment should be fit for purpose and suitable and safe to be used in the field under the specific conditions of the field trip. Weather should be considered and the equipment must be safe to use (e.g. electrical or battery powered equipment should not pose an electrical hazard and  should be protected from malfunction in the case of rain).

Ensure that correct and safe use of all equipment is communicated to leaders and students who will be using the equipment.
Where necessary PPE should be brought and provided.

The DCU Code of Discipline and Code of Conduct

The Policy to Promote Respect and Protect Dignity

Safety, Health and Welfare at Work Act, 2005

The President and Governing Authority of Dublin City University acknowledge our responsibilities under the Safety, Health and Welfare at Work Act, 2005. In accordance with the requirements of the Act, DCU is committed to providing and maintaining, in so far as is reasonably practicable, a safe and healthy work environment for all DCU employees and to meeting our responsibilities under the Act in relation to our students and authorised visitors. 

This includes any excursions or fieldwork undertaken by the University for the purpose of teaching and/or research in places which are not under University control, but where the University is responsible for the safety of its staff and students and those exposed to their activities.