Risk management for off-campus research activities

1. Risk management for off-campus research activities David Camp Carolyn Polson Ryan Stewart

2. Overview • Why is this necessary? • What is an off-campus activity? • The FWRA form and how to fill it in • The review and approval process (where to send your FWRA) • Repeat trips • Useful resources

3. Why is this necessary? • Apart from maintaining a safe working environment for staff & students on university approved activities, the following also comes into play: • Workplace H&S QLD (WHSQ) • The Uni’s Insurance Policy • Griffith University policies • Griffith University workplace H&S accountabilities

4. WHSQ • Griffith University is obliged to notify WHSQ if there is a death, serious injury, serious illness or dangerous incident to staff while conducting their work. WHSQ will undertake an investigation and can prosecute organisations and individuals under the Workplace H&S Act 2011. • https://www.worksafe.qld.gov.au/injury-prevention-safety/incidents-and-notifications/what-is-an-incident • Under section 31 of the Act: • Lowest category offence (failure to comply with a H&S duty) carries a maximum $50,000 fine. • Highest category offence (reckless endangerment of a person to risk of death or serious injury), carries a maximum fine of up to $300,000 or 5 years jail. • https://www.worksafe.qld.gov.au/laws-and-compliance/workplace-health-and-safety-laws/penalities

5. Insurance • The University Insurance Policy will cover students provided work is undertaken with the knowledge & consent of the University • From the Insurance webpage: • Cover for students who are injured while on outside, clinical or practical placement (practicum), fieldwork or other work undertaken off campus with the knowledge and consent of the University. • For students undertaking such activities in Australia, cover is provided under the Personal Accident and Travel Insurance Policy. For students undertaking such activity overseas, specific application must be made to the University Insurance Office in writing by Head of School/Department, providing full details. An overview of the cover provided is available. • Insurance guidelines available; however, check specifics with Trevor Case as the guide is not comprehensive and there are mixed messages to the web pages

6. Griffith policies & accountabilities The Risk Management Policy references the H&S Policy The two documents below are referenced in the H&S Policy Workplace H&S accountabilities Risk management guide See Health, Safety & Wellbeing web pages

7. What is an off-campus activity • There is no hard & fast single definition that the University uses • The term “field activity / fieldwork” has been used in the recent Field Trip Guidelines for activities conducted away from a GU campus, i.e. “any approved research or teaching activity associated with a Field Trip”. • The Insurance Office uses “fieldwork or other work undertaken off campus” . • In the context of research conducted by ENV staff & students, off-campus activities includes work that is undertaken away from the University’s premises. This may comprise such things as fieldwork, reconnaissance trips, surveys in shopping centres, etc.

8. The fieldwork risk assessment (FWRA) form • Main form that all field trip leaders will complete and submit for approval • Can submit and obtain pre-approval for activities that require you to act quickly, e.g. after a weather event in a specific location that occurs once every 10 years • Maximum 5 year life span for staff & HDR students • Resubmit after this time even if still doing same activities at same sites

9. FWRA form • Three basic sections: • Overview • Brief description of activities • Call-in contact details • List of participants and their emergency contacts • Communication devices & numbers, e.g. satellite phone • In-field emergency procedures • Risk assessment • Attachment points for maps and itinerary

10. Example of a (good) completed FWRA • 16-117 Hannah Allan / Mon Repos

11. Review and approval process • Send your FWRA to these people only: • Carolyn Polson (terrestrial – Nathan) • Ryan Stewart (terrestrial – Gold Coast) • Jody Kreuger – all boating and diving activities • If ENV staff and students are not involved in terrestrial activities, Carolyn & Ryan will forward the FWRA to reviewers in each element, i.e. • Erik Prochazka (ARI) • Geoff Lambert (EFRI) • Carolyn Polson (CRI)* • * for research fellows in CRI employed on external grants who are not part of any School; otherwise sent to Anne Krupa who will forward it to the appropriate School contact

13. Behind the scenes of the review and approval process • 16-117 email approvals

14. Some tips & useful information • Submit FWRA at least 1 week prior to travel (preferably 2) • It is ok to include HDR students from other groups on FWRAs • Reviewers will seek approval from all HDR supervisors • Best for HDR students to speak with own supervisor prior to agreeing to assist others in case there are any issues • It is ok to include undergraduates on FWRAs provided they are current students and Chris gives approval • Volunteers are not covered by the Uni’s insurance policy if the form is not submitted • Volunteer form must also be signed by an academic staff member, not a student • Valid for 30 days

15. Use of private vehicles • If a staff or student has an accident in a private vehicle, any damage to the vehicle is not covered under the current University policy • Check that your own private policy covers accidents that the insurer may consider to be undertaken for work-related purposes

16. Repeat trips • No need to submit a full FWRA each time work is conducted off-campus • Because activity and sites have already been approved and FWRA has a 5 year lifespan, can submit a “Repeat Trip” form instead • Can include new people • Can include new sites in same general area • Can use a different call-in contact, car, mobile, etc. • If new ENV students / staff are included, reviewer will seek supervisor & HoS approval

17. Repeat Trips: importance and example • Importance of submitting repeat forms: • Provides knowledge of activity for insurance • If there is an accident or incident, it provides up-to-date details for police or emergency workers, e.g. type of car taken & number plates, mobile number, specific location • Details are uploaded on Google Drive to facilitate search & rescue attempts • Gives police/rescuers the exact number of people, who they are and where they should be • 16-186 Mark Kennard / Mary River catchment

18. Useful resources • ENV Intranet • ENV risk register (located in Risk Management sub-menu)

19. People that can help & provide advice • David Camp • Carolyn Polson • Ryan Stewart • Jody Kreuger(Boating and Diving)