Off-campus activities are any University related activities where staff / students travel to places, in the UK or overseas, which are not under University control, but where the University is responsible for the safety of its staff and students and others exposed to their activities. This includes external visits, teaching, study, research or consultancy-related activities, and in particular any practical work, carried out by University staff and/or students.
This Code of Practice and the Higher Education (HE) sector Guidance on which it is based, is primarily intended to cover off-campus activities where a University member of staff or student is planning, arranging and/or carrying out the activity.
The Code does not apply directly to simple visits for activities provided by a host, for example meetings with collaborators, attending conferences and training courses, visits to museums and guided tours. A short has been produced for these simple visits. It may also be of use for some travel between campuses.
This Code also does not cover student work placement activities. See the Code of Practice on Student Work Placements.
Typical examples of relevant off-campus activities are:
- Using hired facilities for teaching or promotional activities
- Supervised undergraduate student group visits to industrial sites
- Independent undergraduate or post-graduate student research projects
- Staff research or consultancy work in remote locations
Although the University retains overall responsibility for the health and safety of its staff and students in all off-campus activities, the University may not have management control in the same way as it does on campus. In practice, responsibility may therefore be shared with third parties, for example the organisation hosting the visit or providing the facilities. However, the University can and must take reasonable steps to ensure that there is a safe system of work for the activity, and that the arrangements it makes with its own staff, students and any third parties are adequate to ensure the activity does not cause harm to them, or to anyone else who may be affected.
Dependent on the complexity of an off-campus activity, the University's responsibilities will include:
- choosing suitable venues and providers;
- cooperating and coordinating with third parties, for example on any special staff/student requirements;
- arranging suitable travel to/from/between locations and suitable accommodation;
- appropriate authorisations, risk assessments and arrangements for practical work involving staff and students;
- competent individuals and adequate supervision;
- adequate communications and emergency arrangements; and
- staff and student briefings on arrangements and codes of behaviour.
Definitions
This Code of Practice includes the following terms:
Competence
This is defined as the ability to undertake responsibilities and to perform activities to a recognised standard on a regular basis. It is a combination of practical and thinking skills, experience and knowledge. It will include the ability to deal with the circumstances likely to be encountered and also foreseeable emergencies, to exercise judgement and take action, perhaps more than would be the case on University premises. Competence under normal University or UK conditions may not automatically mean competence under adverse or stressful conditions overseas, for example the ability to make sound decisions about alternative safe work procedures if facilities are not available. The physical capabilities and maturity of the individual - as indicated by their performance during previous off-campus activities and/or practical work - together with their medical conditions must also be considered. Experience gained in other disciplines, other institutions, or other countries may not provide the same preparedness for the planned work. Demonstrated competence in similar work and conditions, or having already acted successfully as leader, supervisor or deputy may be essential.
The terms 'Organiser', 'Leader' and 'Supervisor' are used to denote the key roles for those planning, leading and supervising the off-campus activity. In some cases, some, or all, of the roles will be combined with those of the individual, especially for independent staff research or consultancy. Responsibilities are set out later in this Code.
Down time
Down time can be defined as a period of time, occurring before, after or within the overall duration of the fieldwork, but outside the jurisdiction of the institution. This must be agreed in advance and is then excluded from arrangements. An example would be staff annual leave taken before, during or after an overseas consultancy.
Insurances
The University's Insurance Policy includes cover for off-campus activities where these have been notified to the University's Insurance team (mailto:insurance@greenwich.ac.uk), and if necessary agreed with the Insurers. In particular, the Insurance Team must be notified of all overseas travel and all UK travel which includes an overnight stay. Faculties and Directorates should have a coordinator who authorises travel plans and coordinates with the Insurance Team on notifications, documentation and emergency contacts. The cover includes third parties, University property, professional indemnity, personal accident and travel insurance, and visits to 'third party properties'. Hired vehicles are not covered. Personal belongings are covered if the travel incorporates an overnight stay in the UK or if travelling abroad for one day or more. Full details are available from the Insurance Team.
Where the Foreign and Commonwealth Office (FCO) advises against all travel to a country or part of a country, visits must be avoided whenever possible. Specific approval is required for every such visit from the Insurance Team and Insurers, Faculty Operating Officer (FOO)/Director of Professional Service (DPS), and, if necessary, University senior managers. The decision-making process must be clear and will include the academic and/or business justification for the visit to the specific location at the specific time (including alternatives) and the detailed risk assessments and arrangements to ensure safety. This may include written confirmation that a host organisation, such as a non-government organisation (NGO) or agency working in that location, will include the member of staff or student in arrangements for their own team, specifically in relation to emergency evacuation, should it become necessary.
Local conditions
This includes all geographical, climatic, seasonal, political, cultural and social elements that may contribute to the safety or otherwise of University staff and/or students in the country or area being visited. It may also include the resources and facilities available to the Leader/Supervisor and participants, for example from third parties. Changing local conditions may be a key factor in making an otherwise safe activity become hazardous, for example by reducing the effectiveness of the arrangements.
Practical work
This includes laboratory work, sports teaching, exhibitions, archaeological digs, social survey interviews and scuba diving in addition to the well-recognised survey/collection work carried out by geologists, geographers, environmental scientists and biologists and field-based scientists. This work may be considered hazardous but may also involve routine low risk activities away from the institution. It includes any associated storage, handling, setting up, clearing away and disposal of equipment and materials.
Personal time
This is time when programmed fieldwork activities are not taking place but fieldworkers remain under the general jurisdiction of the institution and under the overall supervision of the leadership team. This must be included in the arrangements. An example would be a student group being allowed to split up to look around or have meals during a visit to a museum.
Recording of arrangements for off-campus activities
A has been produced setting out the key arrangements that must be considered and where necessary made, for all off-campus activities covered by this Code. The checklist also includes arrangements specific to overseas travel, and to practical work involving staff and/or students.
The checklist should be completed by the Organiser during the planning of each relevant activity (and where appropriate for each visit in a series) and included in the approval of the activity.
Faculties/Directorates may, if they wish, adapt the checklist and/or incorporate it into the planning of other aspects of the proposed activity, for example academic value.
The University's general risk assessment form should be used to record the formal risk assessment for any practical work involving staff and/or students.
Approval of off-campus activities
The Faculty Operating Officer (FOO)/Director of Professional Service (DPS) with overall responsibility for the off-campus activity, resources and personnel must ensure that adequate arrangements have been made before the resources are released and the activity commences. The arrangements must take full account of any practical work, any special requirements of participants (such as disabilities), and the latest official medical advice and guidance on local conditions, for example from the FCO for overseas activities.
A suitable and sufficient risk assessment must be carried out for any practical work involving staff and/or students, and the risk assessment must be included in the approval by the FOO/DPS. Arrangements must also be made for the assessment to be reviewed and if necessary revised at the start of the activity and throughout. The assessment must also be reviewed/revised for each visit if there is a planned series during the life of the activity. See the Code of Practice on Risk Assessment for further information.
Faculties/Directorates may also introduce a formal comment stage in the planning and approval process. For example, a Health & Safety Manager (HSM) or Local Officer (HaSLO) may be nominated to comment on the checklist and arrangements for the activity (and any associated risk assessments), and to advise the Organiser on improvements to the arrangements, if necessary, or to advise the FOO/DPS of any concerns.
Arrangements, and where necessary risk assessments, may also be considered in the marking of student projects, particularly where awards have relevance to professional competence.
Responsibilities under this Code of Practice
Faculty Operating Officers and Directors of Professional Services
Faculty Operating Officers (FOOs) and Directors of Professional Services (DPSs) have overall responsibility for the off-campus activities undertaken by their staff and students as part of their work or study. FOOs/DPSs must ensure that adequate arrangements have been made before the activity is approved, resources released and the activity commences. They must ensure:
- Adequate resources (time, budgets and personnel) allocated for planning and carrying out the activity safely
- Fieldwork leaders and supervisors are authorised and competent, training is arranged where necessary and all role holders are clear on their responsibilities.
- Competent authorised personnel appointed at all levels, including training if necessary
- Safe systems of work are established for the planned activities and foreseeable emergencies
- Suitable and sufficient risk assessment(s) are carried out, and necessary actions taken, for any practical work involving staff and/or students
Organiser
The Organiser is the person responsible for the planning, organisation, monitoring and review of the activity and all the associated arrangements. The Organiser may delegate specific tasks but is responsible to their FOO/DPS for ensuring that adequate safety arrangements exist and are observed. Organisers must:
- Liaise with any third parties hosting activities or providing resources and facilities, to ensure coordination of arrangements for safe working
- Obtain appropriate authorisations and insurances for the planned work
- Ensure the approval process includes risk assessments(s) of any practical work involving staff and/or students
- Ensure adequate provision of competent (subgroup) Leaders and Supervisors for the planned activities, including training and information if necessary
- Make adequate arrangements taking full account of planned activities and foreseeable emergencies, up-to-date information on local conditions, individual competence, and any declared disabilities/medical conditions
Fieldwork Leader/Supervisor
The Leader/Supervisor is the person directly responsible for leading the activity and the arrangements, ensuring there is a detailed knowledge and understanding of safety measures and that these have been communicated to the other members of the leadership team and participants and understood by all. They may have Supervisors of sub-groups under their control. Leaders must:
- Ensure arrangements, and any risk assessment(s), are reviewed and kept up-to-date and all safety precautions are observed for the duration of the fieldwork.
- Take action to ensure safe working, including stopping work or adjusting itineraries, if necessary, in the interest of safety.
- Ensure Supervisors, participants and the Faculty/Directorate have up-to-date, comprehensible and appropriate information on arrangements
- Delegate tasks to competent Supervisors, including explicit responsibility to know the total number and identities of the fieldworkers they are responsible for supervising.
- Deal with emergencies and disciplinary issues; Where the fieldwork has been assessed as carrying a high level of threat, this includes implementing and monitoring control measures, reviewing these threats and alerting the University immediately of any changes to that level of threat.
- Seek advice from the Organiser if necessary
Independent Fieldworkers
Any individual who is undertaking fieldwork on their own without direct supervision is considered an independent fieldworker. These individuals have a responsibility to take reasonable care in their activities.
In practice, they will assume the role and associated responsibilities of the fieldwork leader. Any exceptions to this must be agreed in advance with the Faculty Operating Officer/Director of Professional Service.
Hosts and third parties
- Are responsible for ensuring their own premises and arrangements are safe and do not cause harm to University staff and students
- Provide information to the Organiser (and Leaders and participants if necessary) on their own arrangements and any specific requirements or constraints for the planned activity
- Coordinate with the Organiser to ensure adequate arrangements
Insurance Team
- Make available information on the University's insurance arrangements and cover in relation to off-campus activities
- Inform the University's insurers of notified activities
- Provide the Faculty/Directorate travel coordinator, FOO/Director and/or Fieldwork Organiser with information on any specific requirements or conditions imposed by the insurers
Transport Manager
- Ensure any University vehicles provided for an off-campus activity are in a safe condition and have competent drivers
Individuals
Individuals must take care that their actions do not put themselves or other people at risk. Where the individual is an Organiser, Leader or Supervisor their actions may have crucial effects on the safety of fellow staff and/or students, the Host and local people. Individuals must:
- Ensure they are competent to undertake the allocated tasks, seeking additional information or training if necessary.
- Ensure they are fit to undertake the planned activities, and give full and accurate information on any relevant special requirements, medical conditions or disabilities
- Follow instructions given by the Organiser, Leader, Supervisor or Host, and immediately report any concerns about the arrangements or procedures
- Give feedback to the Leader or Organiser during or after the work to improve arrangements for future work
- Report accidents, injuries and ill health as they occur, particularly if they may present a risk to safety of self or others. Report any illnesses that occur later but may be attributable to overseas travel.
Occupational Health Service
- Advise Organisers on first aid provision for off-campus activities if appropriate
- Provide advice on medical matters for staff in relation to planned off-campus activities if appropriate
Disability and Dyslexia Team
- Advise on students' disabilities in relation to planned activities, especially where practical work is a required part of the course
Sources of further information and guidance
This publication sets out current HE-sector guidance and should be consulted when planning and making arrangements for off-campus activities, particularly overseas, and when carrying out risk assessments for practical work. They include various useful checklists of topics to be considered.
Other sources of information include:
- give advice on access to health care abroad and the European Health Insurance Card
- British Standards Institution BS 8848:2014 Specification for the provision of visits, fieldwork, expeditions and adventurous activities, outside the United Kingdom; This sets out what must be done by organisations if they wish to demonstrate compliance with the Standard. It does not set out good practice as practised in the sector, or the methods and arrangements to be adopted.
Reviewed March 2023