Fxpeditions Health and Safety Pack

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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

EMAIL

1.2.3 Contact numbers at location/country of FXpedition

Contact Name

Field site address

Telephone number

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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

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

Email

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

Email

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

Email

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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