Roles and responsibilities

Deans and Heads of Services

• Ensure an effective system of fieldwork risk assessment is in place to identify and control risks
• Enable the faculty or service Health and Safety Committee to monitor the management of fieldwork and its compliance with the University’s expected standards.

Heads of School / Service

• Maintain an overview of the effectiveness of systems for fieldwork risk assessment
• Ensure that fieldwork only happens once an effective risk assessment has been produced and relevant control measures implemented.
• Implement procedures to ensure that health surveillance is provided as necessary
• Ensure that fieldwork participants receive relevant information, induction and supervision
• Identify an appropriate staff member who will act as the fieldwork coordinator to be a central point of contact whilst the fieldwork is carried out.

Fieldwork Activity Organiser (Course Leader)

• Be responsible for ensuring that an appropriate risk assessment is produced, approved and that the relevant control measures are implemented before the fieldwork occurs.
• Set up emergency procedures and ensure they are practiced if complicated before the fieldwork goes ahead.
• Hold a pre-fieldwork briefing for all participants and ensure training is arranged if necessary to prepare participants.
• Find the resources to ensure any necessary control measures identified are implemented.
• Ensure the fieldwork coordinator is given all relevant information and notified of any changes of plan or emergencies as soon as possible.
• Ensure all relevant people are aware of the relevant parts of the risk assessment and that records are kept for the duration of the activity, unless an incident (accident or near miss to people or property) occurs.
• If an incident occurs, ensure that the School/ Service is notified to keep records for a minimum of 3 years or as appropriate if the incident involves complex legislation (e.g. COSHH, GM or radiation). If the participant involved is under 18, then ensure the School/ Service is notified to keep records until they reach 21.

Fieldwork Coordinator

• Be involved in the risk assessment process as appropriate.
• Collate and keep in a safe place contact details for all participants, next of kin, medical questionnaires (where appropriate), emergency procedures, itinerary and any other control measures information.
• Remain as a central identified point of communication and coordination in case of emergency during the fieldwork.
• Implement emergency procedures following pre-arranged plans should an incident occur.
• Feed into the review process.
• Collate any records to be maintained within the School / Service.

Health and Safety Manager

• Support staff to translate this guidance to support practical implementation at local level.
• Offer advice on writing fieldwork risk assessments and support staff to fulfill this guidance.

Health and Safety Coordinator

• Offer advice on writing fieldwork risk assessments 
• Support staff to present pre-fieldwork briefing and fulfill the guidance including any necessary training/ induction.

Fieldwork participants – staff or students

• Be aware of the content of the risk assessment and follow any control measures that have been implemented.
• Be aware of emergency procedures and follow them should an emergency arise.
• Complete medical questionnaires as appropriate