Before going out into the field for research groups need to complete a Field Activities Plan (FAP) 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).
- Determine the risk level of your trip; any field work/school requires an FAP. 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.
- 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.
- Complete the E-Learning Module on How to Create a Field Activities Plan
- Complete a hazard assessment using the following template or the HAWapp
- The Field Research Hazard Control library is an excellent list of hazards you may encounter in the field and the various controls that may be implemented to decrease risk
- More information on hazards is also available on the Field Safety section of this website
- Fill out the Field Activit Plan (FAP): Field Work pre-loaded with directions, Field School preloaded with directions
- Use the FAP Instruction Sheet as a guide!
- Departmental Contact: List either Rebecca Funk, Stephen Johnston, 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 FAP before departing!
- Hazard assessment: Just copy and paste into Part 3: Hazard Assessment and Control/attach to FAP/provide 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.)
- Complete a training needs assessment to determine the training all participants need to complete before embarking on field work
- 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
- Permits:
- Insurance:
- FAP Addendum:
- Procure Field Equipment
- Contact Mark Labbe (mjlabbe@ualberta.ca) or Igor Jakab (jakab@ualberta.ca) to get access to EAS department field equipment
- Fill out the following google form to request equipment from FRO such as first aid kits, satellite phones, and GPS (inReach)
- 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) in 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
- 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) in they need to get in touch with the participant’s emergency contacts.
- Waivers
- A waiver is required when: 1. Trip involves undergraduates, 2. Trip involves graduate students performing field work not related to their research, 3. High or extreme risk trips
- If you are unsure that you need a waiver contact Insurance & Risk Assessment
- To request a waiver fill out the Waiver Request Form
- Instructors can contact Melissa Dhillon or Sarah Rees to obtain the template for field schools
- 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
- Please contact Melissa Dhillon (dhillon2@ualberta.ca) and Sarah Rees (slrees@ualberta.ca) if you need to administer waivers for fieldwork or a field school
- 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
- Submit your FAP for review – Must be done at least 10-20 days before you departure date!
- Review the Field Activities Approval and Action Document and proceed following the instructions based on your risk level and who will be conducting work
- Submit complete but unsigned FAP to the Field Activities Plan Central Registry
- Level 1, 2, or 3: should receive a reseponse from an HSE Advisor of Faculty Helath and Safety Advisor within 10 working days
- Level 4 or 5: should receive a response within 20 business days
- Resolve any revisions
- Collect signatures from all participants and reutrn the signed FAP 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
- Pre-Departure Safety Orientation
- 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 Departmental field calendar when you submit your Field Activity Plan.