There is some confusion around what is and what is not Fieldwork/trip the definition of a field trip is:

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1 Faculty of Arts A Guide to Arranging Field Trips Introduction There is some confusion around what is and what is not Fieldwork/trip the definition of a field trip is: Any work carried out by staff or students for the purposes of teaching, research or other activities while representing the institution off site. This definition will therefore include activities as diverse as attendance at conferences and recruitment fairs, visits to museums and galleries, as well as activities more traditionally associated with the term fieldwork. This document must be read in conjunction with the University of Brighton Code of Practice and Guidance on Safety in Fieldwork Including offsite visits and travel in the UK and overseas. Where roles and responsibilities can be found. Categories fieldwork/travel The University of Brighton has identified three categories of fieldwork to assist fieldwork leaders identifying where a risk analysis and written risk assessment are required. Category 1 Fieldtrip pro forma Category 1 Europe (EC and EEA), USA, Canada, Japan, Australia, New Zealand low risk activities such as conferences, meetings and recruitment fairs, gallery and museum visits etc. would require minimum detail such as the information contained in travel plans and accommodation, as well as basic contingency and emergency plans. Category 2 Risk analysis and written risk assessment required Category 2 Europe (EC and EEA), USA, Canada, Japan, Australia, New Zealand medium/high risk activities such as fieldwork, building and exhibiting shows at external venues research within other institutions or companies, including consultancy work etc. would require a written risk assessment setting out control measures and emergency procedures as required by university codes of practice. Category 3 Written risk analysis and written risk assessment required Category 3 Countries other than those listed in Category 1 or 2 above a written risk assessment is required for all activities and travel to such destinations. Further advice and guidance from the FCO will dictate the necessity for additional detail and approval.

2 Category 1 Guidance Health and Safety 1. All field trips must be accompanied by at least one member of staff trained in first aid. This needs only to be to the level taught on the Appointed Person (First Aid), one day courses organised by the School. 2. A field trip pro forma must be undertaken prior to the field trip. This should summarise any detail the relevant arrangements that are in place. These should also be submitted to the programme assistant, who will forward copies onto the School Admin manager (REASE & Dev). The School Admin Manager (REASE & Dev) will inform the head of school of any field trips that are taking place, ensuring the head see relevant paper work. Any field trip paper work which the School Admin Manager (REASE & Dev) deems needs further safety arrangement will be forward to the Faculty Safety Adviser to give further advice. 3. Before a fieldtrip students should be receive an information pack and be briefed, including; travel arrangements, regular meeting place in the Town/City to be visited where the student can find a member of staff at certain times of the day; the address and telephone number of the accommodation; any issues particular to the area being visited; how to deal with an emergency situation and the telephone number of the emergency services and what to do in case of a robbery/mugging; care of valuables; etc. Students should receive details of this and any other information relevant to their trip, including guidelines on conduct and behaviour. 4. Before the field trip students should be reminded that they are ambassadors for the University while they are on their field trip and that they are expected not to bring the University into disrepute. Guidelines on suitable behaviour should follow University safety codes of conduct and discipline, including any indiscipline, intoxication or other drug related offence. 5. For field trips in this country a list of student names must be filed with the Course Administrator prior to the trip. 6. For overseas field trips a list of all students attending the field trip must be collected. This must include Next of Kin names and addresses, a local contact telephone number for emergencies and a record of all the students passport numbers and should be lodged in the relevant school office prior to departure. 7. University Mini Buses may be used for field trips involving small numbers of persons if they are available but only University qualified drivers are permitted to drive the vehicles and adequate breakdown cover needs to be organised if the vehicle is to go abroad Insurance

3 1. The University insurance policies cover staff and students on University business within the UK 2. For overseas field trips it is the responsibility of the organiser of the field trip to ensure that insurance forms are completed for both students l/doc pdf and staff pdf. These must be lodged with the University s Insurance Officer at least 1 week before the trip is due to take place. C.W.Bench@brighton.ac.uk or A.C.Roberts@brighton.ac.uk Student insurance forms only require the signature of the trip organiser or travel co ordinator if different. Staff forms must be authorised by the Head of School and should be submitted to the Head of School accompanied with any required staffing cover arrangements, at least 1 month in advance of the field trip. Further guidance can be found on the rear of the insurance notification form 3. Emergency cards and a copy of the insurance policy can be obtained from the Insurance Office. Students should be advised to ensure that they have adequate personal insurance cover for any single personal and costly items of equipment such as cameras or computers that they may choose to take with them on the trip. NB. The insurance policy does not provide cover for University owned equipment. Administration/ Financial Planning 1. Field trips must be self financing. All expenses need to be met through the charge made for the field trip, including costs such as staff expenses. The only exception to this being those trips connected with Extension Study units where different rules may apply. 2. Key Travel is the university s preferred travel operator and should be used wherever possible. If not using Key Travel, it is a university financial requirement that 3 quotes must be obtained for all purchases over 2,000. It is important that this is done for all field trips and proof sent to the Finance department at the time of purchase (ordering). 3. It is recommended that a contingency fund be built into the cost of the field trip to cover unforeseen expenses. The balance can always be refunded to the students at a later date. 4. Once it is finalised, the Head of School must validate the budget plan for the field trip, before any final orders can be placed. 5. Arrangements for all payments for field trips should be made in advance of the field trip. All financial transactions must be guaranteed and cleared before the trip, with the payment deadline set well in advance of the date of the trip and taking account of any other course commitments. Students who fail to pay must not be permitted to travel and will not be issued with a ticket. 6. The preferred method of payment is by credit/debit card using the University s On Line Store. A store product should be set up for each field trip. Guidance/Training for staff using the On Line Store is available via your Faculty Management Accountant. Other payment options should only be offered in exceptional circumstances and are subject to point 5 above. Strict guidelines should be given to all students indicating a date by which they must agree and pay for the field trip and what financial penalty (if any) will be imposed if they later

4 change their mind. Refunds can only be made with the agreement of the Head of School. Guidance may also be helpfully given regarding acceptable reasons for a successful insurance settlement on a missed trip (such as medical reasons, accident, death in family, etc). NOTE: Not being able to gain a visa in time does not normally result in a successful insurance claim. 7. Students should be reminded that is their sole responsibility to ensure that they have the correct visas for their field trip, which will need to be ratified by the University. As these applications often take some time to process (regularly in excess of 4 weeks) it is advisable to notify overseas students of any requirements for these well in advance. Not getting a visa or late application for visas are not generally acceptable as a reason for a student to withdraw from a field trip at short notice and any costs incurred are unlikely to be refunded. Field trips in this country will not be affected by this restriction. 8. For overseas trips students are advised not to organise independent travel arrangements or excursions for field trips as these are deemed to constitute a personal safety risk. For cost efficiency independent travel is expected on some UK trips. 9. For field trips in this country a list of student names must be filed with the Course Administrator prior to the trip. 10. For overseas field trips a list of all students attending the field trip must be collected. This must include Next of Kin names and addresses, a local contact telephone number for emergencies and a record of all the students passport numbers and should be lodged in the relevant school office prior to departure. 11. In the event of a high risk emergency with any Field trip overseas or within the UK the trip organiser must have an emergency contact within the school and phone this number to inform the University of the emergency event. If this contact is unavailable then they should contact the University 24 hour emergency help line on 0044 (0)

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