FXpeditions Health and Safety Pack Version 1 – 31/03/2015 Please 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 Expedition Leader
Dates Name and email address
Seen by Mentor/Adviser?
Document
Yes
No
Logistics Pack Health and Safety Pack Budget Distribution 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 Appendix A – Basic Information Page | 1
1.1 When to use this plan 1.2 FXpedition Summary Information 1.2.1 Dates of FXpedition 1.2.2 Members of FXpedition 1.2.3 Contact numbers at location/country of FXpedition 2.1 Incident Risk Assessment 2.2 Incident Guidelines 2.3 Actions to take 2.4 Key Contacts
Appendix B – Forms 3.1 Incident Log 3.2 Call Management Log 3.3. Casualty List
Appendix C – FXpedition Risk Assessment 4.1 Identifying Hazards 4.2 Table 1 – Risk Assessment 4.3 Table 2 – Consequence Score 4.4 Table 3 – Likelihood Score 4.5 Table 4 – Risk Scoring Matrix 4.6 Potentially dangerous diseases in host country 4.7 Procedures for bites/stings 4.8 First Aid & Safety Arrangements 4.9 FXpedition Insurance details 4.10 Medical care/Emergency Services 4.11 Consulate details
Appendix D – Expedition Contact List/ Team member information 5.1 Expedition Contact List 5.2 Passport/Next of Kin Information 5.3 Medical information
Appendix A – Basic Information 1.1 When to use this plan Use this plan when an incident has occurred that cannot be handled locally, either due to the nature, severity or implications of the incident. Page | 2
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)
TEAM MEMBER NAME
MOBILE NUMBER
1.2.3 Contact numbers at location/country of FXpedition
Contact Name
Field site address
Telephone number
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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
Casualties Hazards Access Location Emergency Services Type
Examples of Information to gather - No. of casualties - No. of displaced people - No. of missing people - Other relevant information - Hazard information - Possible sources of contamination - Key buildings affected - Other relevant information - Any issues that might help emergency services to reach you quickly
- Single incident - Multiple/ linked incidents - Extent of incident - No. and location of buildings affected by incident - Other relevant information - Emergency services requested - Other people needed - Other resources needed - 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 Category Function
People
Initiate this plan Handle locally
Emergency Contacts to Implement Incident Response Plan
LEVEL 1 Initiate this plan Emergency Contacts to implement Incident Response Plan
Minor delays to itinerary
Substantial changes to itinerary
Short term changes of plans
Significant change of plans
Serious injury or loss of life, multiple injuries or loss of lives (e.g. criminal act, explosion, bomb, fire etc.).
No serious injury or loss of life.
Serious injury or loss of life (e.g. accidental death)
Members/collaborator welfare and morale severely impacted.
Some Health & Safety, welfare and/or reputational implications (e.g. illness; minor accident/injury)
Adverse publicity / reputation
LEVEL 2
Local media coverage, short term with little impact on reputation.
Significant Health & Safety, welfare and/or reputational implications (e.g. criminal act, road traffic accident, serious illness/injury)
Local media coverage, short term/ long term with moderate impact on reputation. Sporadic regional/national media. Nonmainstream international media.
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National / international media, negative articles in target staff, student or commercial markets. Serious impact on reputation.
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
FXpedition leader
See Appendix E for CHALET form FXU should implement the alert procedures outlined in this Incident Response Plan 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.
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FXpedition leader
2.4 Key Contacts Role Level 1/Level 2 – Emergency Contact
Level 3 – Deal with incident locally
Emergency Contacts
Name and Contact Numbers Provide contact numbers for all emergency contacts (1) Emergency contact: (2) Emergency contact: (3) Emergency contact: Inform Emergency Contacts
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Email Provide email addresses for all emergency contacts
Hanna.Royle@fxu.org.uk
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 e.g. 13/07/14 13:00
Activity
Action
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
Completed by ..............................
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A. N. Other took Joe Bloggs to ‘Insert medical facility here’. Joe Bloggs was treated
Owner FXpedition Leader
Completed 13/07/14 16:20
3.2 Call Management Log Following 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
Completed by ...............................................
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Response/Outcome
3.3 Casualty List NB: Accident / Near Miss Forms should always be completed
Name of casualty
Details of injury
Comment e.g. airlifted to hospital
Completed by ...............................................................
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Information provided by Name
Appendix C – FXpedition Risk Assessment 4.1 Identifying Hazards Thinking 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 yellow Accommodation – This applies not only to your field sites, but anywhere you stay during the expedition. Availability, Buildings, Facilities, Hygiene, Suitability, Sanitation, Other Behaviour – This includes all team members, collaborators, volunteers etc. Alcohol-related harm, Group dynamics, Relationships, Other Biological/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, Other Farm stock: Buffalo, Bulls, Dogs, Pigs, Other Flora and Fauna: Amphibians, Arthropods, Avifauna, Invertebrates, Mammals, Poisonous/irritant plants, Reptiles, Other Microbiological: Cholera, Lyme Disease, Malaria, Tetanus, Typhoid, Weil’s Disease, Other Catering – 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, Other Gas cooking/heating: CO poisoning, Fire burns, Other Chemical - This applies not only to your field sites, but anywhere you travel during the expedition. Dumps, Harmful chemicals, Toxic/flammable gases, Wastes, Water pollution, Other Climate – Include all conditions you may encounter, be sure to check what season you will be undertaking your research during. Low temperatures: Frostbite, Hypothermia, Other Mist/fog/low cloud: Getting lost, Other Storm/Rain: Isolation, Lack of shelter, Lightning, Snow blindness, Snow/Sleet, Wind (blown over), Wind chill, Other Sun/Heat/Humidity: Dehydration, Electrical equipment failure, High temperatures, Heat exhaustion, Heat stroke, Sunburn, UV exposure, Other Electrical – 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, Other Fieldwork: Marine – What hazards will you encounter in the field? Diving: ‘Bends’, Entry to water, Getting into/out of boat, Faulty equipment, Other Diving Prep: Pressure gauge bursting, Tanks falling off benches, Other Dive/Snorkel/Swim - General Abnormal waves, Boat Collision, Currents, Drowning, Flotsam and Jetsam, Trawler Nets, Panic attacks, Riptides, Other Equipment Entanglement, Failure, Inappropriate clothing/footwear, Loss, Poor maintenance, Sharp edges, Transporting to site, Trapping, Other Snorkelling: Faulty Equipment, Other Fieldwork: 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, Other Equipment Failure, Inappropriate clothing/footwear, Loss, Poor maintenance, Sharp edges, Transporting equipment to field site, Trapping, Other Lowlands: Floods, Radon, Soft ground, Other Page | 11
Uplands: Exposure, Falls, Loose/falling rocks, Mudslides, Reduced oxygen, Other Woodland: Fire, Getting lost, Other Working at height (>2metres): Access equipment, Integrity of fall harness, Lack of training, Safety ropes, Other Legal/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, Other Legal: Conservation areas, Private ownership of areas, Sites of Special Scientific Interest, Other Local factors: Language/communication problems, Local (differing) customs/Sense of humour, Restrictions on photography, Sexual harassment, Other Security Armed conflict, Civil unrest, International Tension, Terrorist activity, Other Human 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, Other Excavations: Asphyxiation, Dead ends, Drowning, Explosive gas mixes, Failure of props/supports, Hidden Shafts, Mines, Quarries, Roof fall, Toxic gas, Other Military Ammunition: Explosion, Hazardous materials, Waste disposal, Other Personal 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, Other Lone working: Isolation, Other Personal: Differing expectations, Isolation, Lack of family/peer support, Stress trauma, Workload, Other Recreation – What hazards might you encounter during any recreation time? General: Climbing, Collision, Firearms, Hiking Other sports, Horse riding, Hunting/shooting, Rock-falls, Other Skiing: Avalanche, Other Water sports: Body boarding, Diving, Jet Skiing, Snorkelling, Surfing, Swimming, Other Terrain/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, Other Inland waters, lagoons: Drowning, Flotsam and Jetsam, Flash Floods, Loose rocks, Quicksand, Sludge pits, Tides, Underwater obstacles, Unstable substrate, Other Lowlands Floods, Oxygen deficient/Poisonous atmosphere, Soft ground, Radon, Other Marine/Coastal: Abnormal waves, Currents, riptides, Other Tropics: Heat exhaustion, Other Uplands: Falls, Loose/falling rocks, Mudslides, Reduced oxygen, Other Urban: Roads and railways, Trains, Vehicles, Other Woodland: Fire, Getting lost, Other Transport - 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, Other Boats: Blown out to sea, Boarding/departing boat, Capsizing, Collision, Damage to vessel Falling overboard, Sea sickness, Sinking, Swamping, Other Flight: Poor maintenance, Other General/Other: Incompetent driver/pilot, Insufficient fuel, Insufficient protection, Poor weather conditions, Other Self-powered: Exhaustion, Getting lost, Other Trains: Boarding/departing train, Insufficient space, Poor maintenance, Other Vehicles Collisions: Being struck by, Fuel fires, Hazardous terrain, Loose loads, Other
Risk Assessment Page | 12
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
4.2 Table 1: Risk Assessment
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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)
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
Fieldwork: Terrestrial Page | 14
Residual Risk (the remaining risk once your controls are put in place) C X L = RS
Legal/Security/Work Abroad 4.3 Table 2: Consequence Score Consequence Score 1 Human Activity Description Insignificant
Personal Health
Minor injury not requiring first aid
2 Minor
3 Moderate
4 Major
Person absent for Major injuries, or Minor injury or more than 3 days / long term incapacity illness, first aid bad sprain / broken / disability (loss of treatment needed bone limb)
5 Catastrophic Death or major permanent incapacity
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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4.4 Table 3 – Likelihood Score 1 Rare Descriptor Frequency
Probability
2 Unlikely
3 Possible
4 Likely
5 Almost Certain
Not expected to occur for years < 1%
Expected to occur Expected to occur at Expected to occur at Expected to occur at at least annually least monthly least weekly least daily 1 – 5% 6 – 20% 21 – 50% > 50%
Will only occur in exceptional circumstances
Unlikely to occur
Reasonable chance of occurring
Likely to occur
More likely to occur than not
4.5 Table 4 – Risk Scoring Matrix Consequence 1 Insignificant
2 Minor
3 Moderate
4 Major
5 Catastrophic
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
Likelihood
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4.6 Potentially dangerous diseases in host country Disease
Inoculation required
4.7 Procedures for bites/stings Bite/sting E.g. Venomous or unidentified snake
Medication required
Notes
Procedure 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 Page | 18
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
Non-Emergency Phone
British Embassy (Insert country) Insert details of embassies for any nonBritish team members
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Emergency (in hours)
Emergency (out of hours)
Appendix D – Expedition Contact List/Team Member information 5.1 Expedition Contact List Last Name
First Name
Nationality
Role
Joe
British
Expedition Leader
Joe@bloggs.org.uk
UK Telephone Number
In-country Telephone Number
Team members Bloggs Team member 2 Team member 3 Team member 4 Team member 5 Team member 6
Host country members/collaborators (Research students, NGOs, GOs, charities, companies) Collaborator 1 Collaborator 2 Collaborator 3 Collaborator 4 Collaborator 5 Collaborator 6
N/A N/A N/A N/A N/A N/A
Emergency contacts/next of kin (Please provide general emergency contacts as well as next of kin for all team members) Emergency 1 Emergency 2 Emergency 3 Emergency 4 Emergency 5 Emergency 6 Emergency 7 Emergency 8 Emergency 9 Emergency 10
Team contact UK 1 Team contact UK 2 Team contact UK 3 Joe Bloggs’s mother Joe Blogg’s father
N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
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5.2 Passport/Next of Kin Information Surname
Forename
Passport No
Next of Kin/Emergency Contacts
Bloggs
Joe
000000000
Mrs Bloggs
Address
Phone
07######### 01######### 07######### 01#########
Mr Bloggs
5.3 Medical Information Surname
Forename
Allergies
Dietary Requirements
Conditions
Medications
Additional Notes
Bloggs
Joe
Peanuts
No nuts
Mild asthma
Epipen, antihistamines, inhalers
Carries medication at all times
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