Fieldwork is an important part of teaching and research in the Earth, Ocean, and Atmospheric Science Department at UBC. The following forms and resources are provided to ensure your safety off-campus.
Please submit required field safety documentation to the Safety Committee for review 2 WEEKS prior to departure.
Please submit the completed Field Work Safety Plan to Hazel (firstname.lastname@example.org (link sends e-mail)) or the Local Safety Team secretary (email@example.com (link sends e-mail)) 2 WEEKS prior to departure.
The Field Work Safety Plan is required to be completed and approved by the EOAS Local Safety Team and Department Head.
1. Field Work Safety Plan (click to download):
This form consists of two parts.
- PART 1: COMMUNICATION AND EMERGENCY RESPONSE PLAN. This section provides an overview of the type of field work being conducted, where it is taking place, and who will be in the field. It identifies the field trip leader, field safety officer, and home-base check-in person. Emergency contact information, location and contact information of emergency services, communication plan, and emergency response plan are delineated here.
- PART 2: HAZARD IDENTIFICATION AND RISK ASSESSMENT. This section prompts the assessment of known and potential risks and appropriate safety measures that will be taken to mitigate those risks. While it is nearly impossible to foresee every event or hazard that may occur, this section serves to encourage you to think about risks in the field and how best to manage them.
2. Hazard Identification and Risk Assessment Guidance Document (click to download):
This guidance document is a must-read in order to correctly complete PART 2 of the Field Work Safety Plan.
The same Field Work Safety Form applies to both course-based field activity and research-based field work.
For large vessel research cruises that have extensive safety protocols in place, we still require information about your travel plan, communication plan, and emergency contacts. Please communicate this information in the Field Work Safety Plan, and follow the large vessel check-in procedure. Please submit the research cruise safety protocol as well.
After the initial Safety Field Work Plan for the work is approved, subsequent forms are required but expedited. Forms for subsequent trips should be updated to make sure emergency contact info is verified, personnel participating are updated along with contact info, and note any amendments to activities. Please reference the original approval in your submission.
Yes. The purpose of the check-in person is to make sure there is someone who will notice if something bad happens in the field, and to have a contact if needed in case of emergency. This can be someone at UBC or someone who is unaffiliated but has a personal relationship with the individual in the field.
Students must register with Safety Abroad: https://safetyabroad.ubc.ca/
Students must verify that they have insurance that covers them abroad, and purchase additional insurance if not (cost should be covered by the research grant). Staff and faculty are covered under university insurance. Visit https://safetyabroad.ubc.ca/.
University Check-in Person: Receive check-in messages and respond with acknowledgement that message was received (two-way communication). Set alarm for agreed-upon check-in times. Be up-to-date on all field plans prior to and during the trip. Follow “Failure to Check-in Procedure” if check-in not received.
Trip Leader: Organize and delegate all research and logistical elements of the field work trip. Communicate with Field Safety Officer and be knowledgeable on all safety-related elements (Trip Leader and FSO can be same person). Check-in with University Check-in person, or delegate responsibility to FSO (set alarm).
Field Safety Officer (FSO): Complete all field safety forms, gathering all necessary information and distributing Medical Information form to team members. Be point-of-contact for all safety-related issues in the field; ensure safety equipment (e.g. first aid kit, bear spray) is present and in working order. Print this form and distribute to team members. Obtain printed medical forms and carry in sealed envelope.
When students are involved in fieldwork requiring travel outside of Canada, they have obligations under UBC’s Student Safety Abroad Policy (SC12). Students are required to have adequate travel medical insurance, to register their travel on UBC’s Safety Abroad Registry, and to use the resources provided by UBC to support safe travel planning.
For destinations where Canadian government travel advisories are in place, students are required to seek authorization to travel.
For more information see the Safety Abroad Website or contact firstname.lastname@example.org.
Forms to complete with fieldwork team:
- Field Work Safety Plan
For international travel:
- Assess travel insurance (see: https://finance.ubc.ca/travel/plan/travel-health-insurance and https://hr.ubc.ca/benefits/benefit-plan-details/benefits-while-travelling/emergency-medical-coverage)
- Assess visa requirements (see https://finance.ubc.ca/travel/plan/international-travel)
- Undergrads/grad students: contact UBC Safety Abroad for travel approval: https://safetyabroad.ubc.ca/
What you need to do:
- Ensure hazards have been identified and risks mitigated.
- Submit Field Work Safety Plan to the Local Safety Team for review by: i) the Local Safety Team and ii) the Department Head.
- Once approved, send Field Work Safety Plan to supervisor, check-in person, and field team
- Conduct field safety meeting/discussion with team before leaving for the field
- Ensure team has proper safety training and PPE