R2 - Create a Work Off-Campus and Fieldwork (WOC/FW) Plan

Work Off-campus and Fieldwork Leader - This is the UQ Staff member who is leading the Work Off-campus/fieldwork, and is responsible for creating all Work Off-campus/fieldwork documents including Work Off-campus and Fieldwork Plan, and Risk Assessment.

Work Off-campus and Fieldwork Approver - This is generally the Work Off-campus and Fieldwork Leader's supervisor or a person senior enough to approve the plan. Additionally, this person should not be attending the field trip.

Communications Person - Nominated campus representative who doesn't participate in the Work Off-campus/fieldwork, and is able to enact the communications plan.

First Aider/s - The UQ personnel nominated to perform First Aid where required during Work Off-campus/fieldwork.

Participants - All UQ personel (including Students) that are attending the Work Off-campus/fieldwork.

To create a work off-campus or fieldwork plan:

• log in to UQSafe R2 system,
• go to the Work Off-campus and Fieldwork Plan. 

 ​ ​

This is where you can access and read work off-campus and fieldwork plans completed by others. 

Click on the ‘New’ button which is located in the top menu and fill in all mandatory fields in the form. The mandatory fields are marked with asterisk symbol. 

 ​ ​

You will need to fill in 5 pages:

• Work Off-campus and Fieldwork Plan Details (page 1), 
• Activity Identification (page 2). 
• Person's Undertaking Work Off-campus and Fieldwork Plan (page 3).
• Work Off-campus and Fieldwork Plan Itinerary / Comms Plan (page 4).
• Vehicle and Attachments (page 5)

At any stage you are able to save your risk assessment as a draft by clicking the ‘Save’ button. This record is not sent for approval.   

Work Off-campus and Fieldwork Plan Name: Include a location identifier and main reason for the trip whilst keeping it clear and concise.

Work Off-campus and Fieldwork Plan Description: This description is considered “establishing the context” of the work off-campus/fieldwork. The description should provide enough detail and context so that anyone who reads or approves the work off-campus and fieldwork plan understands where the work is occurring, why it is occurring and who is attending.

Work Off-campus and Fieldwork Plan Leader: This is the UQ Staff member authorised to lead the Work Off-campus and Fieldwork Plan, and all their contact details.

Work Off-campus and Fieldwork Plan Business Unit: This is the UQ Business Unit that will authorise the Work Off-campus and Fieldwork Plan (typically the school/institute/centre)

 Work Off-campus and Fieldwork Plan Destination: Enter all destinations that will be visited.

 Work Off-campus and Fieldwork Plan Type: Select the type that best describes your work off-campus and fieldwork plan.

External Reference Number (international only): Add any relevent international reference number if applicable.

Start Date: Date the work off-campus and fieldwork is intended to start.

End Date: Date the work off-campus and fieldwork is intended to end.

Work Off-campus and Fieldwork Plan Approver: This is generally the work off-campus and fieldwork plan leader's supervisor or a person senior enough to approve the plan. Additionally, this person should not be attending the field trip.

Communications Person: Nominated campus representative who doesn't participate in the Work Off-campus/fieldwork, and is able to enact the communications plan. This can be the work off-campus and fieldwork plan approver.

I have spoken to the nominated Communication Person and we have agreed on the Communications Plan for this Work Off-campus and Fieldwork Plan: Must be confirmed prior to submission.

Once all are completed click NEXT at the top.

Select all the Activities undertaken: Expand the types of activities that will be undertaken during the field trip or work off campus using the + button and a corresponding list of activities will appear in the below the selected choices. Select all the activities that will occur as part of the field trip.

Risk Assessments: Click either Find a risk assessment, or Create a risk assessment.

• Find: allows you search a previously created risk assessment.

1. Click if you have an existing risk assessment for this field trip.
2. Enter Risk Number or Assessment name and click Search risk assessment (or click search risk assessment to search all risk assessments, but this is probably not a sustainable option).
3. Select the risk assessment(s) from the list.

• Create: Enables the creation of a new risk assessment

1. Click if you do not have a risk assessment for this field trip and need to create one.
2. Opens new window to UQSafe – Risk.
3. Refer to Risk Assessment Guide to assistance in preparing risk assessment(s) associated with fieldwork.
4. Once risk assessment is completed, submit to supervisor.
5. Return to Find Risk Assessment to find the risk assessment(s) you have created.
   • Note: The new risk assessment(s) will not appear in the list until approved by the risk approver.

Click the tick box to confirm the field trip leader has read the relevant field trip risk assessments and will ensure controls are in place and all participants aware of the risk.

Once all are completed click NEXT at the top.

Add First Aider: Enter the name and contact details of the UQ personel nominated to perform First Aid where required during work off-campus/fieldwork. First Aiders must have in date First Aid Qualifications for the entire duration of the work off-campus and fieldwork plan.

Add Participant: Enter the name and contact details of the all UQ personnel (including Students) that are attending the Work Off-campus/fieldwork.

Once all are completed click NEXT at the top.

Work Off-campus and Fieldwork Plan Details

• Start Date/Time: Enter the start date and time of the work or journey.
• Start Location: Enter the starting location of the work or journey.
• Highest Risk Activity: Enter the highest risk activity that will be undertaken during the work or journey.
• End Date/Time: Enter the end date and time of the work or journey.
• Ending Location: Enter the ending location of the work or journey.

Reporting Details

• Reporting Method: Select the communication method, intended to be used during, before, or after the work or journey.
• Report in Date/Time: Enter the date and time it is expected for reporting in to occur
• Time Zone: Select the Time Zone the person being reported to is located within.
• Report To: Enter the name of the person being reported to (Generally the communications person).
• Frequency: Select how often reporting will occur.

Non-Contact Response (Optional)

• Field Contact Name: This can be used for a non-UQ site contact.
• In-Field Contact Number: This can be used to provide non-UQ site contact details.

Other Functions

• Add: Click save the current work activity and journey, and start the next. Please complete this for each work activity and journey seporately.
• Clear: Click to clear currenty entered data.
• Pen icon: Edit a previously entered work activity or journey.

Once all are completed for each work activity and journey click NEXT at the top.

Vehicles

• Add Vehicle: Add known details of all vehicles used for work activities or journeys.
• Vehicle Type: Select the most approprieate type of vehicle from the dropdown.
• Vehicle Sub Type: Select the make of the vehicle if available from dropdown.
• Model: Enter the vehicle model information if known.
• Colour: Enter the vehicle colour if known.
• Registration Number: Enter the vehicle registration number if known.
• Registered Country: Select the country the vehicle is registered in.
• Registered in State: Select the State the vehicle is registered in.
• Save: Once all know details are entered click save.

Attachments

• Click to add an attachment: Click to add all relevant documents related to the work off-campus/fieldwork.
• Browse: Click to search your comupter for the relevant documents.
• Notes: Enter a shot description of the document and why it is being added.
• Upload Attatchent: Click to upload to the Work Off-campus and Fieldwork Plan. 

Please note the work off-campus/fieldwork emergency plan must be one of the attached documents.

Notes

• Click to add an note: Add notes related to the work off-campus/fieldwork.
• Note Date: Select the date the note is related to.
• Time: Select the time the note is related to.
• Description: Add details of the note.
• Save: Click to save the note.

Notes are intended to be used for minor variations to the work off-campus/fieldwork plan, for example delays.

Please Respond

•  Emergency Plan has been attached: This field must be ticked to continue the Work Off-campus and Fieldwork Plan. 

Once all are completed for each work activity and journey click NEXT at the top.

To Submit the Report click the Submit button at the top of the page.

At any point of the Work Off-Campus and Fieldwork (WOC/FW) Plan creation process per reviews can be engaged. It is recommended that a subject matter expert, a participant of the work off-campus/fieldwork, or other relevant party is engaged to perform a peer review to ensure details are correct and all relevant risks are captured.

To initiate the peer review process click the 3 horizontal dots on the far right side of the record. 

 ​ ​

A drop down will appear, from which, select peer review.

Search the peer you wish to engage using their First and/or Last Name. and adding them to the Assigned box.

Click OK once all Peers have been selected.