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Research Ethics - Overseas Fieldwork

If the proposed research study involves overseas travel for the purposes of fieldwork where UEL is the sponsor, the researcher (undergraduate student, postgraduate taught student or postgraduate research student) must seek seperate approval prior to travel. This process involves an assessment of the risk factors inherent to the proposed country or region where the researcher intends to travel to conduct the research.

Such overseas research may, for example, involve an undergraduate student conducting research toward their final dissertation or a doctoral candidate conducting primary data gathering for their thesis. In all cases, it is imperative that approval from Vice-Chancellor's Group (VCG) is obtained before such research is carried out. The necessary application forms and additional information are detailed below. (Please note: these application forms contain Macros which must be enabled prior to completion.) 

For all international students on a Tier 4 student visa, the Director of Studies is responsible for ensuring a fieldwork status letter is prepared for verification by the UK Border Force, in line with our University’s compliance obligations.

Overseas Fieldwork Letter Template (International Tier 4 Students)

For additional information, please contact Merlin Harries in Quality Assurance and Enhancement (QAE) m.harries@uel.ac.uk

Useful Resources

Before completing the PGR Overseas Fieldwork Application, the student and relevant members of the supervisory team should refer to the following sites:

  • Red24 
    • UEL access code 7797;
    • Country-specific, highly specialised travel security and health advice;
    • the service provision from our insurers for travelling overseas;
    • free SMS travel updates for UEL staff and students on local and national news, emergencies, crisis awareness and avoidance.
  • Foreign & Commonwealth Office (FCO)
    • up-to-date travel advice by country;
    • general advice and guidance on staying safe abroad, ranging from crime and terrorism to natural disasters;
    • advice on good practice in the event of emergencies or unforeseen circumstances.

Important Information

All overseas travel requests MUST be approved IN ADVANCE OF ANY ARRANGEMENTS BEING MADE FOR THE TRIP.

 After completion by the student travelling, the document needs to be:

  • Approved and signed by the Dean of School/Director of Service.
  • Approved by the Pro Vice-Chancellor International. Please send to Charlotte Lowe, Executive Officer to John Shaw, Pro Vice-Chancellor International for signing.
  • Forms must reach the Vice Chancellors Group for signing no later than TWO weeks prior to travel. This is to ensure that all travel undertaken by students is done so safely and in line with UEL Policies & Procedures and external advice.

Please note:

  • If travelling to more than one country during your trip, a risk assessment needs to be filled out for each country.
  • If during the arrangement or course of your trip, your plans change, please reassess the risks and contact your Director of Studies for re-approval.

After approval of the form:

  • One copy should be held by the School Research Administration Link.
  • Executive Officer to Pro Vice-Chancellor International will automatically send one copy to the Facilities Office. It is important that details are passed to the Facilities Office before travelling to enable them to send details of insurance to the person travelling. Certain countries now require special insurance - check with Facilities before arranging trip.

Research Risk Assessment

Our University's regualtory framework for postgraduate research degree fieldwork is informed by both the Risk Assessment Policy and the Fieldwork Policy and Code of Practice.

Before embarking on any fieldwork in relation to the proposed research, a "suitable and sufficient" assessment of all associated risks is required.

Definitions

The Approved Code of practice (AcoP) to the Regulations offers definitions in terms of risk assessments.

  • 'Competency' means having key attributes of sufficient training and experience, knowledge and other qualities in relation to work activities.
  • A 'hazard' is something with the potential to cause harm.
  • A 'risk' is the likelihood of the potential harm from the hazard being realised and its consequences.

The 'extent of the risk' will depend upon:

  1. the likelihood of that harm occurring;
  2. the severity of that harm;
  3. the population which might be affected i.e. the number of people.

Risk assessments do need to be data driven as opposed to opinion driven. Effective risk management requires evidence that all significant hazards have been identified, risks adequately assessed and that the controls have been determined, implemented and are effective.
The risk assessors or risk assessment teams must:identify key tasks;

  • identify the significant hazards which arise from those tasks;
  • assess the likelihood of those hazards occurring, who might be harmed and thus evaluate the level of risk that arises;
  • determine the adequacy of existing controls and identify the need for any further action;

The Dean of School will decide on priorities for controlling residual risks and form an action plan for implementing and maintaining effective risk control in the future.

Check List for Risk Assessment

Before undertaking any activity, the Dean of School must ensure that a suitable risk assessment has been carried out. The aim is to contain risks to acceptable levels by giving consideration to factors such as those indicated in the checklist below. This information is intended as a checklist to support the creation of an appropriate risk assessment.

ORGANISATION CHECKLIST

  1. Define the type of activity
  2. Identify organisational, lead and supervisory responsibilities
  3. Define competencies for named leaders with regard to the proposed activity
  4. Identify group size and membership
  5. Consider weather / seasonal conditions and timing
  6. Consider weather / seasonal conditions and timing
  7. Evaluate required communication to University (how, when, why and to whom)
  8. Assess requirements for transport and accommodation
  9. Consider security and quality of equipment
  10. Evaluate methods for communication, both routine and emergency
  11. Determine ratio of appropriately competent staff to students
  12. Assess security and security needs of the party
  13. Consider independent activities, such as lone working and their justification

EMERGENCY MEASURES

  1. Assess availability of emergency services and provisions for accidents and emergencies
  2. Assess First Aid requirements
  3. Determine and disseminate accident and incident reporting procedures
  4. Assess medication requirements of students and staff / adults accompanying
  5. Consider the fitness of the party (physical and mental well being of all party members)
  6. Issue medical questionnaires and determine exclusions for medically unfit persons
  7. Assess needs of and impact of disabled students / staff

PHYSICAL

  1. Evaluate nature of the environment and local conditions
  2. Ascertain potential presence / impact of overhead power lines
  3. Consider the climate and potential for adverse weather
  4. Consider tide heights / river states
  5. Consider traffic / roads
  6. Consider potential handling of animals, specimens and so forth
  7. Consider potential encounters with wild or dangerous animals

DANGEROUS SUBSTANCES

  1. Consider chemicals (pesticides, dusts)
  2. Consider biological hazards (venomous animals, plants)
  3. Consider potential for and impact of explosives
  4. Consider microbiological issues - pathogenic micro-organisms (Tetanus, Leptospirosis)
  5. Consider environmental issues - dusts, pollution, waste

LEGAL

  1. Determine appropriate Insurance cover and arrange
  2. Determine / seek advice on Liability issues
  3. Evaluate whether there is a need to obtain landowner permission, considering the Law of Trespass (If you go onto someone's land without the owner's ermission you could get sued)
  4. Ascertain need for provision of or requirements for personal protective equipment (PPE)
  5. Consider UK Laws that may be relevant to the activity
  6. Consider relevant University Safety Policy and School or Service Code of Safe Working
  7. Ensure provision to students / party members of information on the nature of activity and associated hazards
  8. Ensure you have your Dean of School or Director of Service authorisation after your Risk Assessment is completed
  9. Determine communication lines and base line and home contacts and telephone numbers
  10. Describe Itinerary and return times - daily timetables
  11. Compile and inform all those affected of appropriate safe systems of work
  12. Ensure all attend briefing sessions and notices and appropriate persons attend planning meetings.

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