FXpeditions Health and Safety PackVersion 1 – 31/03/2015Please complete and return to FXpeditions Director – fxpeditionsdirector@gmail.com.

Use this template to create your Incident Response Plan. Some generic information has already been filled in, be sure to double check this and amend as appropriate.

Please get your Mentor/Adviser to check through all the documents listed below. Once your Mentor/Adviser is satisfied with the quality and content of these documents, please send them to the FXpeditions Director – fxpeditionsdirector@gmail.com.

Expedition Name Dates

Expedition Leader Name and email address Seen by Mentor/Adviser?

Document Yes No

Logistics PackHealth and Safety PackBudgetDistribution List

Send copies of this document to everyone listed below.

Recipient Location

SMentor/Adviser Insert the name of your staff mentor/adviser

Legal & Insurance Services Provide contact details for your insurer here

FXpeditions Director Send a copy of this document to fxpeditionsdirector@gmail.com

Insert other names in this table Insert all team members and emergency contacts here. Include:

- Collaborators

- Emergency contacts

- Any other relevant contacts

Contents

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Appendix A – Basic Information

1.1 When to use this plan1.2 FXpedition Summary Information

1.2.1 Dates of FXpedition1.2.2 Members of FXpedition1.2.3 Contact numbers at location/country of FXpedition

2.1 Incident Risk Assessment2.2 Incident Guidelines2.3 Actions to take2.4 Key Contacts

Appendix B – Forms

3.1 Incident Log3.2 Call Management Log3.3. Casualty List

Appendix C – FXpedition Risk Assessment

4.1 Identifying Hazards4.2 Table 1 – Risk Assessment4.3 Table 2 – Consequence Score4.4 Table 3 – Likelihood Score4.5 Table 4 – Risk Scoring Matrix4.6 Potentially dangerous diseases in host country4.7 Procedures for bites/stings4.8 First Aid & Safety Arrangements4.9 FXpedition Insurance details4.10 Medical care/Emergency Services4.11 Consulate details

Appendix D – Expedition Contact List/ Team member information

5.1 Expedition Contact List5.2 Passport/Next of Kin Information5.3 Medical information

Appendix A – Basic Information

1.1 When to use this plan

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Use this plan when an incident has occurred that cannot be handled locally, either due to the nature, severity or implications of the incident.

1.2 FXpedition Summary information

1.2.1 Dates of FXpedition

1.2.2 Members of FXpedition Plus X participants/researchers/collaborators (names and contacts in Appendix D)

1.2.3 Contact numbers at location/country of FXpedition

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TEAM MEMBER NAME MOBILE NUMBER EMAIL

Contact Name Field site address

Telephone number Email

2.1 Incident Risk Assessment

First person on the scene use the CHALET reporting template in Appendix E to gather information about the incident. This information will be required by the emergency services if in attendance and will need to be communicated between the Incident Response Teams.

CHALET Examples of Information to gather

Casualties- No. of casualties- No. of displaced people- No. of missing people- Other relevant information

Hazards- Hazard information- Possible sources of contamination- Key buildings affected- Other relevant information

Access- Any issues that might help emergency services to reach you quickly

Location- Single incident- Multiple/ linked incidents- Extent of incident- No. and location of buildings affected by incident- Other relevant information

Emergency Services- Emergency services requested- Other people needed- Other resources needed

Type- Type of incident- Other issues – utility failure, contamination etc.

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2.2 Incident Guidelines

Refer to this table of guidelines to inform a decision about the level of incident.

LEVEL 3 LEVEL 2 LEVEL 1

Category

Function Handle locally

Initiate this plan

Emergency Contacts to Implement Incident Response

Plan

Initiate this plan

Emergency Contacts to implement Incident Response Plan

People Minor delays to itinerary

Short term changes of plans

No serious injury or loss of life.

Some Health & Safety, welfare and/or reputational implications (e.g. illness; minor accident/injury)

Substantial changes to itinerary

Significant change of plans

Serious injury or loss of life (e.g. accidental death)

Significant Health & Safety, welfare and/or reputational implications (e.g. criminal act, road traffic accident, serious illness/injury)

Serious injury or loss of life, multiple injuries or loss of lives (e.g. criminal act, explosion, bomb, fire etc.).

Members/collaborator welfare and morale severely impacted.

Adverse publicity / reputation

Local media coverage, short term with little impact on reputation.

Local media coverage, short term/ long term with moderate impact on reputation. Sporadic regional/national media. Non-mainstream international media.

National / international media, negative articles in target staff, student or commercial markets. Serious impact on reputation.

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2.3 Actions to take

The table of actions shown below is provided to assist members in managing the response to the incident. Whilst it is impractical to provide a prescriptive list of actions to respond to every conceivable incident, this document is intended to provide an approach that will help staff to cope with the situation and obtain the support that they need.

Task ID Task Guidance Status

(Assigned to, time)

1 Ensure all staff and members/collaborators are in a place of safety

FXpedition leader

2 Assign admin support. Open Activity and Communication Log to track developments

See Appendix B FXpedition leader

3 If a member/collaborator requires hospital treatment, assign a team member to accompany him/her

Ensure channel of communication is agreed. See Appendix F for mobile phone numbers

FXpedition leader

4 Inform FXU using CHALET mnemonic and agree frequency of updates

See front page and Appendix A for contact details

See Appendix E for CHALET form

FXU should implement the alert procedures outlined in this Incident Response Plan

FXpedition leader

5 If a crime has been committed, inform the police and obtain a crime reference number.

The crime reference number may be required by the insurer to support any claim that arises.

FXpedition leader

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2.4 Key Contacts

Role Name and Contact Numbers Email

Level 1/Level 2 – Emergency Contact Emergency Contacts Provide contact numbers for all emergency contacts

(1) Emergency contact:(2) Emergency contact:(3) Emergency contact:

Provide email addresses for all emergency contacts

Level 3 – Deal with incident locally

Inform Emergency Contacts Hanna.Royle@fxu.org.uk

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Appendix B – Forms

3.1 Incident Log

Star the Incident Log by noting the time the incident was reported to you, the time you declared the incident and a quick note of actions taken so far.

Date/time Activity Action Owner Completed

e.g. 13/07/14

13:00

Joe Bloggs suffered small cut from dog bite, leader reported the incident to FXU and assigned A. N. Other to escort ‘Insert medical facility here’ refer to Appendix C – Medical care/Emergency Services

A. N. Other took Joe Bloggs to ‘Insert medical facility here’. Joe Bloggs was treated

FXpedition Leader

13/07/14

16:20

Completed by ..............................

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3.2 Call Management LogFollowing an incident it may be necessary to call a variety of people, both internal and external to the FXpedition. The table below outlines some of the information that needs to be captured in order to monitor calls:

Person Called & Company By Whom Date/Time Response/Outcome

Completed by ...............................................

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3.3 Casualty ListNB: Accident / Near Miss Forms should always be completed

Name of casualty Details of injury Comment Information provided by

e.g. airlifted to hospital Name

Completed by ...............................................................

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Appendix C – FXpedition Risk Assessment4.1 Identifying HazardsThinking about the FXpedition and the work you will be carrying out, please use the list below to identify all the hazards you will / may encounter during your FXpedition. A hazard is something with the potential to cause harm. You should focus on identifying all hazards that are reasonably foreseeable. You may like to consult with any members who have been on this FXpedition before / use contacts in the destination area to assist you with this. Add any additional sections that are relevant to your FXpedition.

Identify the hazards you may encounter on your FXpedition by highlighting them in yellowAccommodation – This applies not only to your field sites, but anywhere you stay during the expedition.Availability, Buildings, Facilities, Hygiene, Suitability, Sanitation, OtherBehaviour – This includes all team members, collaborators, volunteers etc.Alcohol-related harm, Group dynamics, Relationships, OtherBiological/Environmental – This applies not only to your field sites, but anywhere you travel during the expedition. Algal toxins: Campylobacter, E. coli, Food-borne illness, Gastric disorders, Water-borne infection, Wound infection, OtherFarm stock: Buffalo, Bulls, Dogs, Pigs, OtherFlora and Fauna: Amphibians, Arthropods, Avifauna, Invertebrates, Mammals, Poisonous/irritant plants, Reptiles, OtherMicrobiological: Cholera, Lyme Disease, Malaria, Tetanus, Typhoid, Weil’s Disease, OtherCatering – This applies to any catering done by or for the team during the expedition.Food preparation: Burns, Cuts, Food-borne illness, Infection, Water-borne illness, OtherGas cooking/heating: CO poisoning, Fire burns, OtherChemical - This applies not only to your field sites, but anywhere you travel during the expedition.Dumps, Harmful chemicals, Toxic/flammable gases, Wastes, Water pollution, OtherClimate – Include all conditions you may encounter, be sure to check what season you will be undertaking your research during.Low temperatures: Frostbite, Hypothermia, OtherMist/fog/low cloud: Getting lost, OtherStorm/Rain: Isolation, Lack of shelter, Lightning, Snow blindness, Snow/Sleet, Wind (blown over), Wind chill, OtherSun/Heat/Humidity: Dehydration, Electrical equipment failure, High temperatures, Heat exhaustion, Heat stroke, Sunburn, UV exposure, OtherElectrical – This applies not only to your equipment, but the facilities you will be using.Differing safety standards, Exposed circuits, Exposure to extreme cold/heat, Generators, Fire, Old equipment, Portable electrical equipment, OtherFieldwork: Marine – What hazards will you encounter in the field?Diving: ‘Bends’, Entry to water, Getting into/out of boat, Faulty equipment, OtherDiving Prep: Pressure gauge bursting, Tanks falling off benches, OtherDive/Snorkel/Swim - General Abnormal waves, Boat Collision, Currents, Drowning, Flotsam and Jetsam, Trawler Nets, Panic attacks, Riptides, OtherEquipment Entanglement, Failure, Inappropriate clothing/footwear, Loss, Poor maintenance, Sharp edges, Transporting to site, Trapping, OtherSnorkelling: Faulty Equipment, OtherFieldwork: Terrestrial – What hazards will you encounter in the field?Caves Dead ends, Equipment Failure, Flooding/tides, Getting lost, Getting stuck, Oxygen deficient/Poisonous atmosphere, Roof fall, OtherEquipment Failure, Inappropriate clothing/footwear, Loss, Poor maintenance, Sharp edges, Transporting equipment to field site, Trapping, Other

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Lowlands: Floods, Radon, Soft ground, OtherUplands: Exposure, Falls, Loose/falling rocks, Mudslides, Reduced oxygen, OtherWoodland: Fire, Getting lost, OtherWorking at height (>2metres): Access equipment, Integrity of fall harness, Lack of training, Safety ropes, OtherLegal/Security/Work Abroad - This applies not only to the host country, but anywhere you travel during the expedition (including the UK).Crime: Assault, Theft, Violence, OtherLegal: Conservation areas, Private ownership of areas, Sites of Special Scientific Interest, OtherLocal factors: Language/communication problems, Local (differing) customs/Sense of humour, Restrictions on photography, Sexual harassment, OtherSecurity Armed conflict, Civil unrest, International Tension, Terrorist activity, OtherHuman Activity – What human activity are you likely to encounter during your expedition?Farming: Agrochemicals, Buildings, Felling, Industrial machinery, Large machines at open sites and quarries, Static and mobile machinery, Vehicles, OtherExcavations: Asphyxiation, Dead ends, Drowning, Explosive gas mixes, Failure of props/supports, Hidden Shafts, Mines, Quarries, Roof fall, Toxic gas, OtherMilitary Ammunition: Explosion, Hazardous materials, Waste disposal, OtherPersonal Health – This will be expanded upon in Appendix D ‘Medical Information’.Health: Asthma, Food intolerance/allergy, Illness, Infection (e.g. hepatitis and HIV), Joint problems, Lack of fitness, Pre-existing conditions, OtherLone working: Isolation, OtherPersonal: Differing expectations, Isolation, Lack of family/peer support, Stress trauma, Workload, OtherRecreation – What hazards might you encounter during any recreation time?General: Climbing, Collision, Firearms, Hiking Other sports, Horse riding, Hunting/shooting, Rock-falls, OtherSkiing: Avalanche, OtherWater sports: Body boarding, Diving, Jet Skiing, Snorkelling, Surfing, Swimming, OtherTerrain/Location – Outside of your fieldwork (above), what other terrains will you encounter?Caves Dead ends, Equipment Failure, Flooding/tides, Getting lost, Getting stuck, Oxygen deficient/Poisonous atmosphere, Roof fall, OtherInland waters, lagoons: Drowning, Flotsam and Jetsam, Flash Floods, Loose rocks, Quicksand, Sludge pits, Tides, Underwater obstacles, Unstable substrate, OtherLowlands Floods, Oxygen deficient/Poisonous atmosphere, Soft ground, Radon, OtherMarine/Coastal: Abnormal waves, Currents, riptides, OtherTropics: Heat exhaustion, OtherUplands: Falls, Loose/falling rocks, Mudslides, Reduced oxygen, OtherUrban: Roads and railways, Trains, Vehicles, OtherWoodland: Fire, Getting lost, OtherTransport - This applies not only to the host country, but anywhere you travel during the expedition (including the UK).All Terrain: Collision, Damage to vehicle, Vehicles (ATV’s)/Off-roaders, OtherBoats: Blown out to sea, Boarding/departing boat, Capsizing, Collision, Damage to vessel Falling overboard, Sea sickness, Sinking, Swamping, OtherFlight: Poor maintenance, OtherGeneral/Other: Incompetent driver/pilot, Insufficient fuel, Insufficient protection, Poor weather conditions, OtherSelf-powered: Exhaustion, Getting lost, OtherTrains: Boarding/departing train, Insufficient space, Poor maintenance, OtherVehicles Collisions: Being struck by, Fuel fires, Hazardous terrain, Loose loads, Other

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Risk Assessment

In this section following the instructions below, you need to assess the hazards and identify the measures you are going to take to reduce the risks.

Step Instructions Guidance

1. For each Hazard you have identified in the previous list, please enter it into table 1 below. Table 1

2. Please then identify the most likely consequence (how bad / severe could it be if it happened?) Table 2

3. How likely is it to happen? Table 3

4. Multiply the two scores together and enter your risk score into the assessment (Consequence x Likelihood = Risk Score) Table 4

5. Now describe all the steps you are planning to take to either eliminate, reduce or control the risks you have identified (e.g. take factor 30 suncream, wear long trousers etc)

6. Do the controls you have listed do enough to control the risks, re-assess with a residual risk score (carry out step 1,2,&3 again and enter score into section x). Your have now assessed the residual risk (the remaining risk, taking into account all the controls you are taking)

7. If the residual risk score is 9 or over (amber), you will need to discuss your trip further with your Staff mentor/adviser and FXU. This is unlikely to affect your trip, but there may be more that can be done to support you to reduce the risks further

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4.2 Table 1: Risk Assessment

Hazard number

What is the hazard (e.g. low temperature, falling rocks) Action to be taken to control the risk (pleas list all actions you will be taking)

Residual Risk (the remaining risk once your controls are put in place)

C X L = RS

Accommodation

Use hazards from 4.1 Identifying Hazards for each row What action will you implement?

e.g. ‘Buildings’

Insert rows as appropriate

Behaviour

Biological/Environmental

Catering

Chemical

Climate

Electrical

Fieldwork: Marine

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Fieldwork: Terrestrial

Legal/Security/Work Abroad

Human Activity

Personal Health

Recreation

Terrain/Location

Transport

C = Consequence. L = Likeliness. This risk assessment must be shared with all FXpedition members taking part in the FXpedition.

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4.3 Table 2: Consequence ScoreConsequence Score 1 2 3 4 5

Description Insignificant Minor Moderate Major Catastrophic

Minor injury not requiring first aid

Minor injury or illness, first aid

treatment needed

Person absent for more than 3 days / bad sprain / broken

bone

Major injuries, or long term incapacity

/ disability (loss of limb)

Death or major permanent incapacity

4.4 Table 3 – Likelihood Score 1 2 3 4 5

Descriptor Rare Unlikely Possible Likely Almost Certain

Frequency Not expected to occur for years

Expected to occur at least annually

Expected to occur at least monthly

Expected to occur at least weekly

Expected to occur at least daily

Probability

< 1% 1 – 5% 6 – 20% 21 – 50% > 50%

Will only occur in exceptional

circumstancesUnlikely to occur Reasonable chance of

occurring Likely to occur More likely to occur than not

4.6 Potentially dangerous diseases in host country

Disease Inoculation required Medication required Notes

4.7 Procedures for bites/stings

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4.5 Table 4 – Risk Scoring Matrix

Likelihood

Consequence

1Insignificant

2Minor

3Moderate

4Major

5Catastrophic

1 - Rare 1 2 3 4 5

2 - Unlikely 2 4 6 8 10

3 - Possible 3 6 9 12 15

4 - Likely 4 8 12 16 20

5 - Almost Certain 5 10 15 20 25

Bite/sting ProcedureE.g. Venomous or unidentified snake Immediate evacuation to hospital while keeping casualty as inactive as possible. DO NOT attempt to suck out venom, nor

apply a tourniquet, nor give painkillers or anything else. None of this works, but may actually cause harm and, most importantly, causes delays.

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4.8 First Aid & Safety Arrangements

Arrangement Provide details

Will you (or your collaborators) be carrying a comprehensive first aid kit including neck braces etc.?

Will everyone carry a first aid kit?

Will all team members be trained in first aid?

Will any team members have advanced first aid training?

Will you have a satellite phone for emergencies?

Will carry charged mobile phones at all times when signal is available?

What will be your minimum group size when in the field?

Will you be accompanied by a guide during your time in the field?

4.9 FXpedition Insurance details

Insurer

Emergency number

Policy number

Policyholder

4.10 Medical care/Emergency Services

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Centre Name/Address Telephone Numbers

Hospital/medical

MEDICAL EMERGENCIES (Insert country) Emergency number (e.g. 999)

Fire: Fire Type/Location e.g. Emergencies, forest fires etc.

Police: Police Type/Location e.g. emergencies, local, national

EMERGENCY NUMBER (Insert country) Emergency number (e.g. 999)

SEARCH AND RESCUE (Insert country) Emergency number (e.g. 999)

NATURAL DISASTER (Insert country) Emergency number (e.g. 999)

4.11 Consulate details

Embassy Address Email Non-Emergency Phone

Emergency (in hours)

Emergency (out of hours)

British Embassy (Insert country)Insert details of embassies for any non-British team members

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Appendix D – Expedition Contact List/Team Member information

5.1 Expedition Contact List

Last Name First Name

Nationality Role Email UK Telephone Number In-country Telephone Number

Team membersBloggs Joe British Expedition Leader Joe@bloggs.org.ukTeam member 2Team member 3Team member 4Team member 5Team member 6Host country members/collaborators (Research students, NGOs, GOs, charities, companies)Collaborator 1 N/ACollaborator 2 N/ACollaborator 3 N/ACollaborator 4 N/ACollaborator 5 N/ACollaborator 6 N/AEmergency contacts/next of kin (Please provide general emergency contacts as well as next of kin for all team members)Emergency 1 Team contact UK 1 N/AEmergency 2 Team contact UK 2 N/AEmergency 3 Team contact UK 3 N/AEmergency 4 Joe Bloggs’s mother N/AEmergency 5 Joe Blogg’s father N/AEmergency 6 N/AEmergency 7 N/AEmergency 8 N/AEmergency 9 N/AEmergency 10 N/A

5.2 Passport/Next of Kin Information

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Surname Forename Passport No Next of Kin/Emergency Contacts

Address Phone Email

Bloggs Joe 000000000 Mrs Bloggs 07#########01#########

Mr Bloggs 07#########01#########

5.3 Medical Information

Surname Forename Allergies Dietary Requirements Conditions Medications Additional Notes

Bloggs Joe Peanuts No nuts Mild asthma Epipen, anti-histamines, inhalers

Carries medication at all times

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