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Safety regulations on fieldwork and sea-going expeditions
Approved by: Work-environment Committee Date: 94.14.12
CONTENTS
RESPONSIBILITY AND APPLICABILITY
1.1 Objectives
1.2 Applicability
1.3 Definitions
1.4 Responsibility
GENERAL REGULATIONS
2.1 Preparations for fieldwork and sea-going expeditions
2.2 Field equipment/maintaining contact
2.3 Transport/travel
2.4 Safety and communications in case of accidents/emergencies
REGULATIONS FOR PARTICULARLY DANGEROUS ACTIVITIES
3.1 Sampling/drilling rock
3.2 Work in mines/tunnels
3.3 Geophysical surveys/mapping
3.4 Hiking/mountaineering/diving
3.5 Special areas, time limits
SAFETY REGULATIONS FOR FIELDWORK ON SVALBARD
Special regulations apply to field-trips to Svalbard (Spitsbergen)
4.1 The University of Tromsø is responsible for the safety of fieldworkers
4.2 Reporting to the Governor (Sysselmann)
4.3 Report to base daily
4.4 Field equipment
4.5 Weapons
4.6 Camps/bases
4.7 Wild animals
4.8 Using small boats
4.9 Rescue services
REGULATIONS FOR EXPEDITIONS ON THE UNIVERSITY OF TROMSØ'S/CHARTERED SHIPS
5.1 Special safety instructions and rescue plans apply to research ships
5.2 Familiarise yourself with safety instructions and rescue plans
5.3 Responsibility for safety on board rests with the leader/captain
5.4 "Safety course for fishermen"
5.5 Expedition leader
5.6 Reporting to shore base
5.7 Heavy lifting
5.8 Cranes and winches
5.9 Rubber dinghies
5.10 Compressed air
5.11 Diving
5.12 Landing on islands and skerries
5.13 Chemicals
5.14 Weapons and ammunition
1 RESPONSIBILITY AND APPLICABILITY
1.1 Objectives
On fieldwork and sea-going expeditions from the University of Tromsø, the safety of the individual participant must be given priority. The safety of participants is paramount. No-one must take unnecessary risks while on sea-going expeditions or conducting fieldwork. It is important to improve safety by taking preventive measures. Good safety practices, the training of participants, and proper maintenance of equipment used in the field and at sea must be given the highest priority.
1.2 Applicability
These guidelines apply to fieldwork and sea-going expeditions carried out under the aegis of the University of Tromsø when such activities are part of normal research or teaching at the University, or part of an externally financed research project, administrative duties, or externally financed projects for which the University is defined as the legal employer.1) Each department/institute may make supplementary safety regulations.2)
1.3 Definitions
Fieldwork and sea-going expeditions are defined as the gathering and/or processing of data away from the University, whether in mainland Norway, Svalbard (Spitsbergen), at sea, or in foreign countries, for purposes of research or teaching, i.e.:- Fieldwork and sea-going expeditions that are a part of an ongoing research project, master's dissertation or doctoral thesis involving several participants or individual fieldwork.
- Subject to approval (with regard to duration and location), the collection of data away from the University that is not directly connected to research or teaching.
- Externally financed projects are projects commissioned and financed from sources external to the University.
- Fieldwork and sea-going expeditions as part of the normal teaching programme: field courses are defined as organised instruction away from the University, during which groups of students, under supervision, perform certain tasks which are clearly defined with regard to duration and location. An excursion is organised group-teaching away from the University for a certain period in a certain location.
1.4 Responsibility
1.4.1 The employer's responsibility: according to par. 14 of the Working Environment Act,3) the employer has responsibility for the working environment and safety, e.g., ensuring that the work is organised in such a way that it can be conducted in a responsible, safe manner. The employer also has responsibility for notifying participants of the dangers and risks to health that may be entailed by the work in question, and for seeing that they receive necessary training, practice and instructions.
1.4.2 The University of Tromsø is responsible for:- All regular employees who are paid directly by the institution, and all those employed in connection with projects conducted under the aegis of the University of Tromsø. This also includes temporarily employed persons taking part as field assistants.
- All students taking part in field courses/sea-going expeditions as part of their courses, or who carry out such work as part of their master's dissertation or doctoral thesis.
1.4.3 All participants in fieldwork and sea-going expeditions must be insured. In principle the position with regard to responsibility and insurance is the same whether the work is conducted in Norway or foreign countries. As a general principle, the State, i.e., the University, is the insurer, and will pay any resulting compensation. The University is not eligible to take out insurance with insurance companies.
Information regarding insurance arrangements for employees of the University of Tromsø are available from the administrative head of your unit.
1.4.4 From time to time the University is involved in projects that are administered by other institutions/authorities. As a rule, each institution will be responsible for its own employees and students, unless otherwise agreed in writing.
1.4.5 Activities for which the University of Tromsø is not responsible:- The University of Tromsø has no responsibility when employees or students of the University of Tromsø are engaged by other institutions or companies on sea-going expeditions or fieldwork conducted under the aegis of these third parties, unless otherwise agreed in writing.
- Leisure, sports and other activities that do not form a natural part of the task in hand.
1.4.6 Employee's responsibilities under § 16 of the Working Environment Act
The employee is obliged to ensure, e.g., that he/she carries out his/her work in accordance with the orders and instructions issued, to use the requisite safety equipment, to take all due care, and to strive to prevent accidents and avoid risks to health.
2 GENERAL REGULATIONS
2.1 Preparations for fieldwork and sea-going expeditions
2.1.1 Before starting fieldwork, a plan of action must be drawn up and submitted to the administrative head of the unit. This plan should include the names of the project leader, participants and contact person(s), in addition to a list of fieldworkers' next-of-kin.
2.1.2 Before departure on fieldwork/sea-going expeditions, the person responsible must ensure that lines of communication between the University of Tromsø and participants have been set up.
2.1.3 Fieldworkers must be given the safety regulations and their own registration form for fieldwork and sea-going expeditions. Confirmation of receipt of the regulations and agreement to comply with them must also be submitted.
2.1.4 Fieldworkers must have a valid contract/certificate of employment as proof of participation in the project and of the employer's responsibility. The contract must state whether insurance has been taken out for external participants, or whether the University of Tromsø is responsible for insurance.
2.1.5 All University of Tromsø personnel conducting fieldwork (both full-time employees and seasonally employed personnel) ought to have attended a first aid course/safety course.
2.2 Field equipment/maintaining contact
2.2.1 Fieldworkers must be equipped with the personal field equipment prescribed/appropriate for the climate and terrain in which fieldwork is to be carried out.
2.2.2 Each institution/department is responsible for ensuring that necessary safety equipment is available and in working order. All safety and field equipment shall be checked and in working order before fieldwork begins. Necessary spare parts and tools for simple repairs and routine maintenance must be available.
2.2.3 Every project/fieldwork/sea-going expedition shall be supplied with sufficient first aid equipment for all participants.
2.2.4 Fieldworkers must be equipped with communications equipment, so that any accidents may be reported quickly. On fieldwork in dangerous terrain, and when fieldwork is being conducted alone, arrangements for maintaining contact must be made. Regular reports should be made to the employer (department/institute) or an agreed contact person.
2.2.5 As a general rule, participants in fieldwork or sea-going expeditions ought to work in pairs. On dangerous and/or long-term fieldwork, participants ought to have assistance, so that at least two persons work together. It is important to maintain contact with the University.
2.2.6 On all fieldwork the general safety codes for working in the mountains or at sea are to be followed.
2.3 Transport/travel
2.3.1 All use of vehicles owned by the state must be in accord with the special regulations listed in the vehicle log book.
2.3.2 When using plane or helicopter transport, fieldworkers are required to acquaint themselves with the helicopter or plane operator's safety regulations with regard to, e.g., boarding and disembarking zones. Instructions from pilots must be obeyed. When hiring a helicopter, the operator is responsible for the necessary safety equipment.
2.3.3 Small boats, etc.:- In all transport using small boats, canoes, etc. in enclosed fjords or lakes, life jackets or equivalent must be worn. In winter a survival suit should be used.
- When conducting surveys in fjords and off the Norwegian and Svalbard coasts, survival suits or overalls with floats should be used.
- Emergency rockets/flares, or signal pistols should be easily accessible.
- When using rubber dinghies, anchors and oars should be easily accessible in the boat and, where conditions dictate, an auxiliary engine should be available. An auxiliary engine is compulsory in Svalbard. If fitted, the failsafe button must be activated.
2.3.4 Snow scooter: All use of snow scooters must be in accordance with current regulations.
2.4. Safety and communications in case of accident/emergency
2.4.1 If an accident occurs during a sea-going expedition/fieldwork, everything possible under the circumstances should be done to limit damage/injury.
2.4.2 In the case of serious personal injury, medical attention must be sought as quickly as possible, and necessary means of transport ordered. The best way to do this is to contact the local police. It is important to notify the University.
2.4.3 After an accident the relevant department/institute, the Personnel Office and the Health and Safety Department at the University of Tromsø must be notified of the accident and the extent of the injuries (use injury report form enclosed).
2.4.4 The National Insurance Administration's injury form will be used in the case of any resulting claims for compensation.
3 REGULATIONS FOR PARTICULARLY DANGEROUS ACTIVITIES
These regulations apply to types of fieldwork involving activities and/or taking place in conditions that require special regulations:
3.1 Sampling/drilling rock:- For work requiring the use of power tools, e.g., taking samples of rock, safety glasses must be worn.
- For drilling, helmets, hearing protectors, safety boots and gloves must be used.
- For large-scale drilling (e.g., diamond drilling, sinking wells, etc.) the necessary communications and transport equipment, first aid equipment and stretchers must be available at the site.
3.2 Work in mines/tunnels: 4)- It is forbidden to enter disused mines/tunnels alone.
- Helmets and good lights are compulsory.
3.3 Geophysical surveys/mapping:- Survey equipment for, e.g., measuring electrical conductivity, specific weight, magnetism, radioactive radiation, etc., must be in the condition laid down by the regulations, and fieldworkers must be trained in the use of the equipment.
- While working near settlements, warnings must be issued about the dangers of electrical earths, and these ought to be marked.
- Work involving cables must not be carried out in thundery conditions.
- Use of cables near power lines is to be avoided.
3.4 Hiking/mountaineering/diving:- Glaciers must not be crossed alone. Workers must be roped together in teams on glaciers where a rope is required.
- For surveys on glaciers, ice-covered lakes and larger rivers, ice picks, ice axes and lifelines must be available.
- iMountaineering in the sense of mountain sports must be avoided in connection with fieldwork for the University of Tromsø.
- Diving connected with field projects must only be carried out by personnel with diving experience, in line with the current regulations/safety guidelines.5)
3.5 Special areas, time limits:- Fieldwork may be carried out in military areas only if the necessary permits have been granted by the military authorities. Fieldworkers are obliged to act in accordance with military rules and regulations that apply in the area. Be especially careful of unexploded shells.
- In the hunting season, particular care must be taken when entering hunting areas. The project leader and participants must seek details of where and how the hunt takes place. If possible, fieldwork should be located in other areas in this period.
3.6 For work in restricted areas, etc., the necessary permits from the landowner and authorities must be obtained before beginning the project.
4 SPECIAL SAFETY REGULATIONS FOR FIELDWORK ON SVALBARD (SPITSBERGEN)
Special regulations apply to field-trips and other travel activities on Svalbard. Further information on field-trips to Svalbard may be obtained from the Governor of Svalbard (Sysselmann), the Ministry of the Environment and/or Norwegian Polar Research Institute (cf. revised field handbook, in preparation).
Address:
Sysselmannen på Svalbard, 9170 Longyearbyen.
Tel. 79 02 14 00. Fax 79 02 11 66.
e-mail og webside.
4.1 The University of Tromsø is responsible for the safety of fieldworkers and must ensure that they are familiar with and comply with current law and other regulations, especially those aimed at protecting the environment on Svalbard, its flora, fauna and sites of historic interest (cf. "Forskrifter om vern av kulturminner på Svalbard", "Forskrifter om turisme og annen reisevirksomhet på Svalbard", "Forskrifter om vern av naturmiljøet", "Nye fiskeregler på Svalbard"), and the regulations that apply to national parks, wildlife and nature reserves, and bird sanctuaries.
4.2 The project leader must report all movements to the Governor and register all fieldworkers on arrival in Svalbard. All those intending to enter national parks and nature reserves must report to the Governor. The Governor must also be notified on return from the field-trip.
4.3 Report to base daily: in the case of field-trips outside the settlements, daily communication must be established, e.g., via the Norwegian Polar Research Institute, the Governor, or other means. HF and VHF radio transmitters or equivalent are approved communications equipment. If this is not practicable, fieldworkers ought to be equipped with personal emergency transmitters.
4.4 All field equipment must be of a quality that can withstand rapid changes of weather. Warm, windproof clothes are necessary both summer and winter. Remember that Svalbard is well inside the Arctic Circle, even if the climate is milder than elsewhere at the same latitude.
4.5 The Governor recommends use of weapons for self-defence against polar bears outside the settlements. A 7.62 calibre rifle or equivalent is the best defense against polar bears. Heavy calibre pistols can also be used. the Governor also recommends signal pistols, bangers (to frighten bears off) and flares (around camp sites). It is assumed that fieldworkers will be able to use weapons.
The fieldwork leader is responsible for weapons.
Remember! Polar bears are a protected species and may only be killed in self-defence. Dead or injured polar bears must be reported to the Governor immediately.
4.6 Camps/bases must be protected against polar bears in accordance with the regulations. It is recommended that food and rubbish be placed more than 100m away from the camp site, and in such a way that the depot is visible from the camp. A tripwire around tents is a good precaution.
4.7 Be careful of wild animals, especially animals acting strangely. Svalbard is a rabies-infected area. Dogs, foxes, polar bears, reindeer and seals may therefore be carriers. Never touch dead animals unless this is part of your fieldwork. If you suspect infection, sores or bites must be thoroughly cleaned. Longyearbyen Hospital has rabies vaccine available at all times. Anyone who intends to work with animals must be vaccinated against rabies before beginning fieldwork.
4.8 Whenever small boats are used in Svalbard, survival suits with floats are compulsory. The boats must be equipped with emergency rockets, or signal pistols, emergency transmitters and auxiliary engines.
4.9 Svalbard has its own rescue service, with, e.g., a helicopter on call all year round. All rescue activities are coordinated by the Governor. In case of accidents/emergencies, transport and medical assistance should be requested through the Governor and Longyearbyen Hospital. The cost of searches, rescue operations or ambulance transport connected with field activities on Svalbard is guaranteed by the University of Tromsø.
5 SAFETY REGULATIONS FOR SEA-GOING EXPEDITIONS ON THE UNIVERSITY OF TROMSØ'S SHIPS/CHARTERED SHIPS (CF. EMPLOYMENT AT SEA ACT (SJØMANNSLOVEN), ESP. § 40)
5.1 Special safety instructions and rescue plans apply to the University of Tromsø's research ships, F/F Jan Mayen, F/F Johan Ruud and F/F Hyas, which all persons taking part in sea-going expeditions are obliged to familiarise themselves with.
5.2 Everyone from the University of Tromsø who takes part in a sea-going expedition on chartered vessels, whether Norwegian or foreign, is obliged to familiarise themselves with the ship's safety instructions and rescue plans. If survival suits are not supplied by the owner, these must be taken on board.
5.3 Responsibility for safety on board rests with the leader/ship's captain.
5.4 Employees who frequently go on sea-going expeditions ought to take the "Safety course for fishermen" or equivalent.
5.5 The expedition leader is also responsible for research- and teaching-related work away from or in the immediate vicinity of the vessel. He/she shall at all times ensure that the safety regulations are complied with.
5.6 Prior to departure, the shore base must be informed about who is on board (on the form for this purpose). The captain is responsible for making routine reports to the shore base from the ship by mobile phone/radio at least three times a week. Participants on sea-going expeditions on board a chartered ship must make individual routine reports to their own institutes/departments.
5.7 While on board, heavy lifting and inappropriate working positions should be avoided. Where it is necessary to move heavy equipment, e.g., rock samples, lead weights, etc., approved lifting gear must be used.
5.8 Only the vessel's crew shall operate cranes and winches. When trawls or geological sampling equipment, etc., are being lowered or raised, fieldworkers must not be present in the area of the deck where this work is being carried out, and must also obey the instructions of the crew.
5.9 On sea-going expeditions where rubber dinghies with personnel are to be launched or taken on board, approved lifting equipment must be used.
5.10 While using compressed air for diving, responsibility rests with the diver.
5.11 If anyone other than the University's own diver is to dive, this must be done by arrangement with the permanent diver.
5.12 When landing on islands and skerries, the expedition leader shall, by arrangement with the watch on the bridge, ensure that communications equipment (VHF radio, walkie-talkie, mobile phone, etc.) and emergency equipment like emergency rockets are taken ashore.
5.13 The expedition leader is responsible for seeing that all chemicals are brought ashore on completion of the project/expedition.
5.14 Weapons and ammunition must be stored in a responsible manner in cooperation with the captain.
THE FOLLOWING FORMS ARE AVAILABLE FROM YOUR DEPARTMENT/UNIT OFFICE:
1) Fieldwork registration form and participant list
2) University injury/damage report form
3) Standard contract for temporary fieldworkers
4) Participant list for sea-going expeditions
5) Confirmation of receipt of Safety on fieldwork and sea-going expeditions
6) Guidelines for the University of Tromsø's research ships
NOTES
1) It is assumed that the persons responsible for conducting fieldwork activities or sea expeditions have general permission to do so, in accordance with their terms of employment and duties, or have been given a specific commission by the department/institute, or other authority.
2) Tromsø Museum issues its own fieldwork regulations and guidelines. Special safety instructions and rescue plans apply to the research ships owned by the University of Tromsø.
3) § 2 of the Working Environment Act excludes shipping, whaling/sealing and fishing from the scope of that law. For crews on expeditions with the University's ships, the relevant law is the Employment at Sea Act (Sjømannsloven) (esp. § 40). For whaling/sealing in the Arctic, the law of 6 August 1915 applies, as does the National Insurance Act of 17 June 1966, No. 12.
4) Cf. regulations on work in mines from the Directorate of Labour Inspection.
5) Cf. regulations on diving from the Directorate of Labour Inspection.
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