Policies & Procedures

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FIELD TRIP SAFETY

Safety off campus is as important as safety on campus and field trips are no exception. While a certain amount of excitement surrounds this break in classroom/lab routine, one must always be cognizant of the inherent dangers in being complacent. These procedures were developed to assist you in ensuring that all field trips exercise utmost regard for safety. They are, however, not exhaustive and are simply meant to provide you with the minimum requirements for achieving a safe environment for participants.

I. PARTICIPANT RESPONSIBILITIES

Field Trip Participants Must:

• Be employees of The University of The West Indies participating in an official capacity as part of their employment and possess official authorization from the relevant authorities processed through the appropriate Department office.

• Be students enrolled in the course(s) officially associated with the field trip receiving the relevant authorization.

Friends, Children and pets are specifically prohibited from accompanying participants.

Each Field Trip Participant is Responsible For:

• Following the safety instructions of the field trip leader(s).
• Acting in a manner that is safe for themselves and their fellow participants.
• Using personal protective equipment (PPE) when necessary, when recommended by the field trip leader or on identification of a hazard requiring its use.
• Informing the field trip leader of any personal dietary/medical needs, health risks or physical disabilities that may limit their full participation in the field trip, or that may affect their health and safety or that of other participants.
• Receiving any immunization that may be necessary before the trip.

Field Trip Leaders are Responsible For:

• Preparing a detailed trip itinerary, which includes details of departure and return dates and times, information on who to contact in cases of an emergency and location and route proposed for the trip. This itinerary must be filed with the department prior to departure.

• Ensuring that a qualified first aider is amongst the field trip participants.

• Ensuing that a First Aid Kit is available for the trip and that it contains first aid supplies relevant to the type of risk that may exist on the trip.

• Organizing and Ensuring that participants have received the appropriate training for the environment and tasks as well as those that may be necessary before accessing a facility.

• Setting a good example by working safely, and implementing all field trip safety rules and guidelines as well as other pertinent Campus Safety Policies.

• Restricting trip attendees to authorized personnel only.

• Planning for all aspects of field trip safety, both general and site-specific.

• Obtaining all necessary permission as required.

• Identifying and mitigating hazards as much as possible.

• Enforcing the use of the appropriate Personal Protective Equipment (PPE) by participants (goggles, gloves, footwear, headgear, life jackets etc).

• Taking immediate action to correct any unsafe action or condition.

• Maintaining a communication plan to ensure prompt and effective communication with authorities and medical assistance if and when needed.

•Implementing emergency procedures in the event of an incident, which also requires the leader to submit a completed “Accident /Incident Report Form” as soon as possible to the Safety Officer.

• Knowing the location of emergency health care facilities along the route of the trip and the fastest route to get there. Field trip leaders should recognize and prepare for situations along the trip that may pose special challenges for evacuation (rivers, caves, hills etc.)

• Ensuring that no alcohol or drugs are used on field trips.

• Conducting a pre-start meeting for all participants prior to the trip, which addresses:

• Safety planning for the trip.
• Hazards that could be encountered.
• Physical demands that may be required (i.e. long walks, climbing hills, embankments) which are likely to be excessive or beyond the capacity of some participants.
• Personal Protective Equipment (PPE) that is available/required and how and when it is to be used.
• Forbidden/restricted behaviors/items.
• Procedures to be followed in case of an emergency.
• Compass use and map use as necessary.

Additional Responsibilities for Field Trip Leaders:

Field trip leaders must provide for the safe traverse of all field trip participants from vehicles to sites and back again. Leaders should have “buddy system” procedure in place to ensure that participants stay together and that none are left behind. A designated person should always be at the back of the group, watching for stragglers.

II. VEHICULAR REQUIREMENTS

Transport Vehicles

Cars/buses/maxis driven on University field trips must be properly registered, inspected, insured, in safe/legal working condition and carry a fire extinguisher. Drivers must be certified by the Licensing Department as having been qualified to drive the said vehicle possessing a valid driver's license of appropriate class.

Travel Rules

No matter what driving arrangements are used, all field trip drivers must be particularly conscious of their responsibilities for the safe passage of the participants. Drivers will, at all times, drive defensively and safely and must know and comply with all applicable driving laws. Drivers shall be rested and may not be under the influence of alcohol or drugs. The number of passengers in a vehicle must not exceed the number of seats. Off-road travel should not be undertaken alone and should be done in pairs of vehicles. Weather must also be monitored by the trip leader to ensure that weather-induced road conditions like floods etc do not trap field trip participants