Off-site travel / Fieldwork

The risk management and notification process required for Off-site travel / Fieldwork activities are described in detail through HS917 Fieldwork Procedure.

Important: The School of BEES uses SafeSys for the creation and approval of ALL Risk Management Forms and Safe Work Procedures and Acitvities.

For "higher than low" risk Off-site travel / Fieldwork then a SafeSys "Activity" is used to assemble RMF's, SWP's, and other relevant documents, in one place and under one document number.

Field WorkPlanning, Approval and Notification – 2 sections


Section 1 - Fieldwork planning and approval FPP (SafeSys)

FPP - Approval for fieldwork is applied for and documented by creating an Activity in SafeSys that draws together in one place the relevant risk management form (RMF’s), safe work procedures (SWP’s), and any other required or useful documents.

Once an Activity has been approved, simply quote the Activity reference in your fieldwork notification (see B).  


  • In Activity you can list all your participants and attach a detailed itinerary or leave those sections blank and include it in your fieldwork notification email – this must be done the method is yours to decide.

  • SafeSys allows you to keep track of the people who have read your HS documents.

  • Students on teaching field trips do not generally need to read the HS documents but are to be provided a safety briefing that covers the risks and controls.

  • You can’t link draft RMF’s and SWP’s to an Activity, they must be approved first.


Section 2 - Fieldwork notification FWN (Email)



Copy To

(HINT - must include all relevant persons!)


Include all participants in the email notification:

Research supervisor/s,

the call back person

Other people such as the Boat/Dive Officer, Snorkel Offier, Collaborators etc




Fieldtrip notification 20/02/19 for XXX (indicate your fieldwork name)




SCI-BEES-ACT-Number then ‘Name’



Start Date


Start Time


Finish Date


Finish Time



Activities usually require the project period.

Email advise the particular dates travelling.

Detailed start / finish and date when moving should be included - this is a guide only.


Field Work Leader


Fieldwork Leader should be on Activity

If different please include here.

Full Name AND Contact Number - include your Sat Phone Numbers here too.





If detailed locations are not listed in the ACTIVITY, in the order that you are planning to complete them, add them to this notification.

** Include Dive Plans etc




If anyone who is going has not been added to the ACTIVITY, please attach or add them to this Fieldwork notification (FWN).

  1. An current Fieldwork Participant Form HS009 must held by the Field Trip Leader for all participants. This does not need to be redone for each trip, but should be uptodate.
  2. HS010 Volunteer Approval Request Form - signed by Head of School or Representative. (This is required for insurance purposes no authorisation means the volunteers may not be insured.)


Contact Details

Contacts for the following

Fieldwork leader - this should be above!

Accommodation Details

Location Details such as national parks, base locations etc

Local Contacts and their phone numbers


Vehicles / Others


Using a UNSW / School vehicle is the recommended and preferred method.

 *** Private Vehicle use is discouraged and requires approval for use, the vehicle MUST BE registered and comprehenively insured.

      1. Send a copy of your vehcile registration
      2. Comprehensive insurance
      3. And a complted MV1 form to BEES Fieldwork PRIOR to departure.
      4. The approved form must be returned to you before you depart.

DON'T FORGET the following:

Boat use - details required so such as registration / name; CC

Drone use - registration / details and RECS approval; CC

Trailer use - registration / details; CC

Call Back Person


Include your call back persons Name AND Phone Number 24/7.

Are they trained in emergency response? Yes

The call back person MUST be trained in emergency response.

If you indicate No - then they cannot be your call back person!


Emergency Plans


Provide copy or refer to SafeSys document {insert numbers here}



*** Please ensure all completed documents are submitted at least 3 business days before intended activity/travel.

Other reference material: 

Table 1: List of Off-site travel /Fieldwork planning documents 

Document or Process

Location or method

Document Type

HS917 Fieldwork Procedure

UNSW Procedure

HS406 Fieldwork Guideline

UNSW Guideline

HS009 Fieldwork Participant Form

UNSW Form (all higher than low fieldwork participants)

HS010 Volunteer Approval Request Form

UNSW Form (volunteers only)

Off-site travel /Fieldwork Approval


SafeSys Activity

Off-site travel /Fieldwork Notification

Email (replaces TR1)


Risk Management


SafeSys Risk Management Form

Safe Work Procedure


SafeSys Safe Work Procedure

 HS009 Fieldwork Participant Form:  Off-site travellers/ Fieldworkers use HS009 to communicate current contact and relevant medical information to the fieldwork leader.   HS009 sets out the first aid response plan for any known conditions. A HS009 is not required for low risk fieldwork (see HS917 section 3.4).  Staff, students, collaborators, and volunteers intending to participate in higher than low risk fieldwork must complete, and maintain the currency of the information in, a participant form.  The HS009 is forwarded by the participant to the Fieldwork Leader, or their delegate, to assist with planning and emergency managment. This form is not held by the School.  

HS010 Volunteer Approval Request Form: Where volunteers are involved in off-site travel / fieldwork they must be approved by the supervisor and registered with the School using the HS010 form. 

Emergency plan & communication: See Sections 305 of the HS917 Fieldwork Procedure

Off-site travellers / fieldworkers must have an emergency plan that includes reliable method/s of communication with emergency services whilst in the field. The School has two satellite phones and some portable VHF radios - to book contact the Health and Safety Manager.  Research groups that conduct remote area fieldwork have additional communication devices, such as satellite phones, SpotTrackers,  and Personal Locator Beacons. 

Vehicles: See Section 4 of the HS406 Fieldwork Guideline.

All drivers must have a current licence for the type of vehicle being driven. Four wheel drive training is recommended for all drivers of such vehicles, especially for off-road use.  Staff members who drive buses (> 12 seat) on a field trip must use National Driver Work Diaries (ie light and medium rigid vehicles), and must adhere to mandatory driving hours restrictions.

Medical conditions and Health (including First Aid): See Section 4 of the HS406 Fieldwork Guideline.

Appropriate first aid kits, as determined during the risk management process, are to be taken on field trips.  The School provides several types, which may be borrowed from the School of BEES First Aid Officers or the Health and Safety Manager. The number of participants determines the number of trained first aiders who should be present on a field trip or excursion. On any trip this number should be at least two.

Boating and Diving: See the Boating and Diving pages.  

Electrical Safety:  See section 7.3 of the HS406 Fieldwork Guideline.

All portable electrical equipment to be used in the field must comply with HS418 Portable electrical equipment inspection, testing, and tagging guideline.   Field equipment used in a hostile environment must incorporate a residual current device or be plugged into a circuit which is protected by an RCD.   The School Technical staff can do testing and tagging - please arrange this with theTechnical Services Manager well in advance of commencing fieldwork.




if you do not have after hours access but do need to come in over the shutdown period you will need your supervisor to complete the attached form and send it back to me before COB Friday 7th December.