Preparing for the Field

Before going out into the field for research groups need to complete a Field Activity Safety Plan (FASP) or Domestic/International Field School Safety Plan (FSSP) which assesses the hazards associated with the trips, controls they implement, and safety contacts in case of an emergency. The Field Research Office is an excellent resource for planning field work, templates, and providing safety equipment. It needs to submitted for review before you leave with enough time for review by all partipiants and the reviewers listed on Step 10. If you have any questions about filling out the FAP please do not hesistate to contact Rebecca Funk (r.funk@ualberta.ca) or Christine Williams (scsafety@ualberta.ca).

1. Determine the risk level of your trip; any field work requires a FASP. If you are travelling for a meeting/conference/workshop and the risk level is low to moderate no FAP is required, instead consult the linked document for registering your trip.
   • The full risk assessment policy can be found via this link
   • For examples of risk assigned to field work follow this link
     
2. Complete the Field Research Safety Training 
   • Online component: Four modules covering an introduction, pre-departure planning, in-field safety, and post incident or return from field work
   • In-person component: 3 hr session in-person covering safety in one of five research enviroments: Arctic/Mountain, Marine/Aquatic, International, Forest/Foothills/Praries, or Urban/Human Participants
3. Complete a hazard assessment using the following template 
   • The CNAS Field Activity Hazard Assessment Library is an excellent starting point for your own hazards asssessment. Pull the hazards you will be encountering and suggested controls. Add additional controls as needed
4. Fill out the Field Activity Plan (FASP) for field work or a Field Safety School Plan (FSSP) for a Field School (Domestic or International): 
   • If running a field school make sure your follow the HSE Requirements for Field Schools and Field Trips 
   • The E-Learning Module on How to Create a Field Activities Plan can be a useful resource before completing an FAP for the first time
   • Use the FASP Instruction Sheet as a guide!
   • Departmental Contact: List either Rebecca Funk, the EAS Chair, or a group member who is not participating in the field work as the contact. Alert them to your upcoming field work and provide a finished copy of your FASP before departing! 
   • Hazard assessment: Just copy and paste into Part 3: Hazard Assessment the link to digital copy
   • Log Book: Fill out the form via the link obtain a log book or use a previously procured one (need one from March 2024 or later)
   • Training: determine what training is required before you go on your trip (e.g. first aid, defensive driving, TDG, ATV, Bear awareness, etc.)
     • Mandatory training everyone needs
       • Supervising or Working Safely
       • Workplace Violence and Harrassement Prevention
       • Field Research Safety Training
     • Additional mandatory training based on field activities:
       • • ATV Safety
         • Bear Awareness and Safety
         • Chainsaw Safety
         • Cougar Awareness
         • Defensive Driving
         • Fire Extinguisher
         • Snowmobile Safety
         • Truck and Trailering Training
         • UV Protection
         • Standard First Aid
         • Wilderness First Aid 
     • It is highly recommended that at least 2 people have first aid so if one person gets injured there is still another to help. ALL Instructors and TAs on EAS field schools are all required to have first aid
       • • The Faculty of Scienes hosts Standard First Aid and Wilderness First Aid courses March/April or September/October. Look out for electrion communications on upcoming sessions.
   • Permits: Permits that you will likely deal with in EAS are X-ray equipment permits, Naturally Occuring Radioactive Materials permits (NORMs), or land access permits
   • Insurance: Ensure that your are either covered by your GSA/SU/NASA/AASUA insurance for off-field work hours. Ensure that if you are ineligible for Worker’s Compensation Board insurance
   • FASP Addendum: If your location potentially requires specialized rescue or if your field work is being done collaboration with another institution
5. Procure Field Equipment
   • Contact Mark Labbe (mjlabbe@ualberta.ca) or Igor Jakab (jakab@ualberta.ca) to get access to EAS department field equipment (tick kits, EpiPens, CSA Type 1 kits, rock hammers, high visibility vests, etc.)
   • Fill out the following google form to request equipment from FRO such as first aid kits, satellite phones, and GPS (inReach)
6. Emergency Information Forms
   • Emergency forms hold important medical information to assist in the event of an emergency situation. A copy is held in a secure envelope to brought out to the field to be opened during an emergency. A copy is also held at the university with the departmental contact (Rebecca Funk) if they need to get in touch with the participant’s emergency contacts.
     • A qualified 3rd party collects these emergency forms. They must be kept confidential and secure. Do not share emergency forms with anyone other than the 3rd party
     • The 3rd party is responsible for alerting the PI of a medical condition that requires an accommodation or prevents the participant from safely performing the field work
     • Make sure your emergency information is also up to date on BearTracks
7. Waivers
   • A waiver is required when you have volunteers or non-UofA community members participating or if work is outside the scope of the employee’s duties
   • If you are unsure that you need a waiver contact Insurance & Risk Assessment
   • To request a waiver fill out the Waiver Request Form
   • Waivers must be signed by a witness; ideally it should be administered in-person by a UofA representative
   • Waivers must be stored for 10 years
8. Register your Volunteers
   • Follow the link for definitions of a volunteer
   • You need to register any volunteers participating in your field work so they are eligible for WCB coverage and generate the waiver
   • All volunteers must complete a volunteer waiver and receive proper training before entering the field
9. Submit your FASP for review – Must be done at least 10-20 days before you departure date
   • Submit the complete but unsigned FASP to the Field Activities Plan Central Registry
     • Level 1, 2, or 3: Please submit within 10 working days
     • Level 4 or 5: Please submit within 20 business days
   • Resolve any revisions
   • Collect signatures from all participants and return the signed FASP to the safety representative
   • The safety representative reaches out to the secondary approver for signature if required and provides the submitter with the final copy
10. Pre-Departure Safety Orientation
    • Talk to the participants about the plan, hazards, controls, and emergency protocols of the trip. Address any safety concerns or comments.
11. Register with UGo and Government of Canada’s Registration of Canadians Abroad if you are leaving Alberta
    • Allows the university and government to know where you are going, how to get in contact with you, and provide assistance in an emergency

Your trip will logged in the FASP Tracker when you submit your Field Activity Plan.