Working Off-Site
Working off-site encompasses any work (including fieldwork and research activities) that takes place on non-Queen Mary premises. This can range from more simple activities such as attending a conference or organising a trip to a museum, through to research trips in remote or hazardous locations. Please note, however, that it does not relate to remote working from home.
It is imperative that these activities are appropriately planned and controls proportionate to the risk level are implemented prior to the work commencing.
If the off-site work includes travelling abroad, this can incorporate additional hazards which will also need to be considered.
All Schools / Institutes / Directorates at Queen Mary should have their own thorough processes in place for managing off-site work. They should clearly outline how risk assessments are completed, approved, implemented, and reviewed, as well as identifying roles and responsibilities for those involved in off-site working, including Supervisors / Line Managers who will remain on campus as a base contact. This flowchart provides an outline of the overall process for working off-site that should be in place and followed.
The University’s Working Off-site Guidance has been produced to help and guide you when planning all off-site work, including fieldwork and working overseas.
The University considers fieldwork to be ‘practical work conducted in the natural environment (rather than in a laboratory or office) for the purposes of teaching and/or research in places which are not under the University’s control’.
Fieldwork is not exclusive to stereotypical activities such as taking soil samples in a field but can also include a range of other activities ranging from location scouting for a film set, conducting interviews for research purposes, or studying certain species in a rainforest in Borneo.
The University’s Working Off-site Guidance has been produced to help and guide you when planning all off-site work, including fieldwork.
Your School / Institute / Directorate may have additional information, local rules and/or templates for use. Please ensure that you familiarise yourself with this and contact your Fieldwork Supervisor or Fieldwork Coordinator for further information.
The University Safety and Health Association (USHA) has also produced helpful guidance on fieldwork which can be referred to.
Should your role within the University require you to travel abroad there are a number of precautions you may need to take both before you travel and during your stay. These might include securing visas, arranging suitable accommodation, being vaccinated against certain diseases; or taking a prophylactic course of antibiotics.
Some of these preparations may be much like those you make prior to going on holiday, however there are some less obvious things you may need to consider. For example, you may be travelling at a time where your destination is prone to natural disasters such as tropical storms, hurricanes or flooding. Similarly, your destination may be subject to civil unrest or an epidemic. The British Government provides advice regarding travel to all countries which is available on the FCDO website.
Additionally, your destination may not be covered by the University’s insurance policies and alternative cover may need to be arranged. Find out more about the University’s travel insurance arrangements.
The University’s Working Off-site Guidance includes travelling abroad and can be used to help identify the appropriate controls that need to be put in place for your trip. The table below also provides some examples of what actions need to be taken based on your off-site activities.
|
Type of trip |
Paperwork required |
|
Travel within the UK e.g. for a conference |
Section 1 of the Risk assessment for low-risk off-site activities and travel (UK and overseas) form |
|
Low-risk fieldtrips such as walking tours, museum visits, court visits, interviews, workshops etc. |
Planning off-site work risk assessment |
|
Fieldtrips involving hazardous activities or visits to remote locations for example, collecting river samples, studying organisms in their natural environment, conservation trips etc. |
Planning off-site work risk assessment |
|
Overseas travel to a low-risk (green) country for the purposes of a conference, seminar or to work with another university / organisation. |
Section 1 and 2 of the Risk assessment for low-risk off-site activities and travel (UK and overseas) form |
|
Overseas travel to a medium to high risk (amber or red) country |
Planning off-site work risk assessment (Please note – this will need to be signed off and approved by the Faculty Vice-Principal / Chief Officer) |
Risk assessment templates:
- Risk assessment for low-risk off-site activities and travel (UK and overseas)
- Planning off-site work risk assessment
- Off-site working risk assessment checklist – This can be used both at the point of planning your off-site working, as well as when you commence your off-site work activities. When planning the work, it can be used in conjunction with the Planning off-site work risk assessment, whereas if it is used on location, it can be used as a means of checking that all relevant controls are in place.
- Checklist for off-site work - This can be used as a means of ensuring key actions are taken before, during, and after the off-site work takes place.
For common off-site activities, we have developed some example risk assessments. Please note that these assessments are not exhaustive and should be amended and adapted to suit your activity and arrangements.
Example risk assessment – conducting interviews in a low-risk country
Example risk assessment – conference travel to a low-risk country
Example risk assessment – conference travel within the UK
Example risk assessment – trips including museum visit, court visit, walking tour
For Queen Mary researchers who are planning to conduct research involving human participants, their data or samples, please contact the Queen Mary Ethics of Research Committee (QMERC) office to confirm what ethical approval needs to be in place before you start your research.
In all cases, travellers must ensure they have the relevant travel insurance cover in place prior to travelling. For information and queries relating to QMUL insurance policies, please check the University’s insurance website.
For advice and assistance with fieldwork and off-site activities, please contact your relevant Health and Safety Adviser.
All off-site workers should be suitably trained to carry out tasks and activities associated with the work they are engaged in, such as handling hazardous substances or conducting interviews safely and ethically.
The University’s insurance provider has developed a number of e-learning modules to help inform off-site workers of the risks associated with overseas travel. The modules available are:
- General Safety Awareness
- High Risk Security Awareness
- Remote Working and Medical Travellers’ Guide
- Research Travellers’ Guide
- Female Travellers’ Guide
- Managing Travel Risks for Managers Academics
Further details about this training and how to complete it are available on the University’s insurance website.
Bespoke fieldwork training can be delivered (ideally for groups of 6 or more). To enquire please contact the HSD Helpdesk and provide information on what your training needs are and some indication of suitable times for delivery.
