Field Safety Program
Scope
The Field Safety Program at Carleton University is designed to identify and assess both existing and potential hazards associated with off-campus field work, which may pose uncommon risks compared to individuals’ daily activities. This encompasses off-campus field activities within the country and abroad. The program emphasizes the role and responsibilities of supervisors in identifying hazards, performing risk assessments and implementing controls.
Applicability
This program is applicable to all university personnel including staff, students, postdoctoral research fellows, volunteers, interns, and faculty engaging in off-campus research activities including but not limited to, data collection, sampling, analysis, academic field trips, and academic courses. Such activities may occur across various disciplines including the Departments of Biology, Geography and Environmental Studies, Environmental Science Program, and Northern Studies, among others.
Activities covered by the program include:
- Domestic field activities at remote sites
- Domestic field activities at non-remote sites
- Domestic field courses and field trips
- International field activities at remote sites
- International field activities at non-remote sites
- International field courses and field trips
Definitions
A remote site is delineated by both distance and accessibility, referring to an off-campus location situated beyond approximately one hour’s travel time from access to definitive treatment for illness, injury, or other unintended consequences. If within Canada, it will be a Domestic remote site, while outside of Canada would be an International remote site.
Definitive treatment denotes the most suitable course of treatment for a patient, as determined by a medical professional, following consideration of all available options (e.g., surgery for internal bleeding, casting for a broken bone, suturing for a deep laceration).
Domestic field activity pertains to off-campus field operations conducted within Canada. This includes the domestic research expeditions, field courses and field trips.
Field Activity refers to any work or task conducted outside of a traditional office setting, usually in a natural environment or an on-site location for the purpose of data collection, observation, testing, research or academic learning.
International field activity refers to all off-campus field activities happening outside of Canada.
Domestic non-remote site is a site within Canada where it takes less than an hour to seek definitive treatment.
Field course is a dedicated academic course where a significant portion of learning happens outside of the classroom, often involving extended periods of hands on research and observation in a relevant natural or social environment.
Field trip is a shorter, more focused excursion usually taken as a part of a regular class to visit a specific location to supplement classroom learning.
Roles and Responsibilities
The “workplace” includes any land, premises, location or thing at, upon, in or near which a worker performs work for the employer. Under this definition, the field site is considered a workplace under the Occupational Health and Safety Act, RSO 1990, c O.1., thereby re-affirming the supervisor is accountable for the health, safety and well-being of participants engaged in field activities The Act stipulates that employers must provide workers with a workplace free from recognized hazards that could cause death or serious physical harm, of which the employer knew or ought to have known. It is the supervisor’s responsibility to conduct a risk assessment for all field activities prior to the activity. In instances where hazards cannot be eliminated, particularly in remote sites, the supervisor is required to formulate risk reduction and mitigation plans.
Pre Planning
Commencing pre-planning activities 6 to 8 weeks before the departure date is recommended. A detailed risk assessment must be performed for each field activity and the relevant documents completed. It is the supervisor’s responsibility to identify and mitigate the risks related to the activity, site or equipment, and ensure that all participants have completed the appropriate training in advance, as deemed necessary by the supervisor. It is also important to take into consideration the time required for obtaining permits or visas. Some sites in Canada also require special permits for access and/or research. Consult the CU Field Safety Guidelines to facilitate planning and risk assessment. The CU Field Safety Program requires the participants to complete the following documents.
1- Field Activity Safety Plan
2- Field Activity Participant Information Form (one form per participant)
3- Informed Consent Form (one form per participant)
The Field Activity may also require approvals from the in-house compliance committees or permits for land access or handling of endangered species. These may include an Animal Care Committee approved protocol, Biohazard Committee approved permit, Indigenous land access permit or Northern Territory permits etc. It is critical that the supervisor collects all the relevant information and acquires the permits before submitting the CU Field Activity Safety Plan for approval.
Field Safety Plan
The CU Field Activity Safety Plan is a tool to assist researchers in collecting and documenting the necessary information and approvals pertaining to their field activities. This plan serves as both a guidance document for researchers and a reference document for the relevant parties at Carleton University in the event of an emergency. Should researchers already possess a similar document, developed in collaboration with another institution or an industrial partner, this document may be appended to the CU Field Activity Safety Plan, provided that sections A, B, C, S, and T are completed, and subsequently submitted for approval to the Departmental Chair and the Dean. For all insurance related matters contact risk@carleton.ca.
Some important considerations for completing the CU Field Activity Safety Plan are:
- Identify the Principal Investigator/ Activity Coordinator.
- List the field activity participants.
- Collect all details related to the field activity including contact persons at Carleton University and on site, the GPS coordinates and accommodations.
- Review the hazards related to field activity by referring to the CU Field Safety Guidelines .
- For international travel verify any public health issues, political concerns and cultural limitations in the field site location. Visit Travel advice and advisories – Travel.gc.ca for more details.
- For an international field activity, all participants must have registered in the International SOS and the Carleton Travel Registry through Carleton Central.
- Check the emergency medical insurance coverage for the location.
- Gather the completed Informed Consent Forms (contact risk@carleton.ca for the form).
- Make sure to start the process well in advance of the departure date.
Field Safety Plan Review and Approval
The completed CU Field Activity Safety Plan should be sent to the Department Chair and the Dean at least two weeks prior to departure, for review and approval. The approved form should then be sent to Environmental Health and Safety at ehs@carleton.ca.
Hazard and Risk Analysis
Field activities can present a variety of hazards, which may be associated with the site, tasks, travel, equipment, weather, human factors, etc. To effectively identify these potential hazards for the planned field activity, please refer to the Appendix A of CU Field Safety Guidelines. Appendix B of the guidelines should be consulted for the risk assessment and the determination of residual risk, which will aid in the completion of Section J of the Field Activity Safety Plan.
Resources
CU Field Activity Safety Plan (more user friendly version is under development – stay tuned)
Sample CU Field Activity Safety Plans (coming soon)
Responsible Conduct of Research Policy
Carleton University’s Travel Registry
Hazard Assessment and Control Tool
Emergency out-of-country medical coverage
Global Affairs Canada emergency information
Field Activity Participant Information Form
Field Activity Informed Consent Form (contact risk@carleton.ca for the form)
FAQ’s
This FAQ section is meant to address questions that have already been raised, or that we anticipate could be raised. It will be regularly updated based on new questions received, or any changes to Policy or Program that can easily be addressed through an FAQ. For questions related to this section, please contact ehs@carleton.ca
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If you are submitting the Field Activity Safety Plan as a supervisor or activity leader, including with multiple participants, you can submit an “umbrella protocol” for the activity which is good for 1 (one) year. During the year if there are any changes to the procedure, hazards or participants, an email can be sent to EH&S and the Departmental Chair identifying the change and attaching the original plan. The same applies to individuals submitting the Field Activity Safety Plan for their independent field activities. If the same activity will continue after the completion of one year, a new plan must be submitted.
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If nothing in the plan has changed, and no new hazards have been identified, you can copy the same information to the most recent version of the plan and submit with new dates.
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The Field Activity Safety Program does not apply to conferences and meetings. For such activities, please contact Risk at risk@carleton.ca
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Yes, off campus local, national and international field activities focused on observations and interaction also requires submission of Field Activity Safety Plan. The hazards in such activities may vary from activity to activity, but they do exist. Based on the location, weather, political situation, local customs, socioeconomic conditions, proximity to healthcare facilities and other factors, these activities can subject individuals to various levels of risk. A hazard assessment is therefore required.
International SOS https://carleton.ca/riskmanagement/international-sos/ can be consulted for information on local hazards and risks. This applies for International activities but may also identify local/provincial and national hazards.
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In such situations, you only need to complete sections A, B, C, S and T and attach the document completed for the partner organization.
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You can complete the Field Activity Safety Form, but it is to be reviewed with the Principal Investigator/Faculty member, and they will be the individual signing off on the Plan.
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Sometimes, despite the best planning, the unexpected can still occur. It is how you react to the unexpected hazard that is important. If you have already gone through the hazard assessment and mitigated those anticipated risks, you will be better prepared to deal with the unanticipated.
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The plan is reviewed and approved by the Principal Investigator, the Departmental Chair and the Dean. The approved form is sent to EH&S ehs@carleton.ca for review and record.
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The intent of the Field Activity Safety Plan is not to provide a basis for denial. The purpose is to identify the applicable risks and identify mitigation strategies. If the risks, after mitigation, are deemed exceptionally high, a recommendation may be provided to not undertake the activity. A directed conversation would be required involving Senior Leadership.
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The Go/ No Go decision should be made by the supervisor or the activity leader based on the daily and situational monitoring and assessment of conditions.
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There are various versions of informed consent forms available from Risk based on the nature of the activity. To obtain the relevant form contact Risk at risk@carleton.ca
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For collaborative work in a built environment in Ottawa, where the risk is the same as at Carleton campus, you are not required to submit the Field Activity Safety Plan, however, you are encouraged to contact Risk at risk@carleton.ca for discussing vehicle insurance related matters.
Field trips and Field Courses will require submission of the Field Activity Safety Plan with a list of all participants attached to the plan.