Field Research Safety

Responsibilities

Safe and successful fieldwork is the responsibility of everyone involved, from trip planner to participant, each utilizing learnt knowledge from previous experiences as well as additional MIT provided resources. Below are some key members of the MIT community that share this responsibility to ensure that all field research is done as safely as possible with minimal adverse social and environmental impacts.

Professor, Instructors, and/or Trip Organizers

People who plan and lead field work are responsible for several things:

Complete trip-specific Field Research Safety Planning documents outlining pertinent details about the trip. Easy-to-complete templates are available on this page – email fieldsafety@mit.edu for more information.
Once the Field Research Safety Plan (Form A) is completed, submit it to the MIT EHS Office. It can be sent as an email attachment to fieldsafety@mit.edu. The MIT EHS Office will review your Plan, but this review will not hold up your trip (see MIT EHS Office responsibilities described below).
Ensure that those going on the trip review the Field Research Safety Planning documents before they depart.
Ensure that those going on the trip leave emergency contact information and any other pertinent, relative information with a designated, responsible person in the department office.
Answer any questions from trip participants.

Trip Participants

People who plan to participate in field work are responsible for the following:

Review the Field Research Safety Planning documents before you depart.
Provide your trip organizer with emergency contact information and other pertinent information (e.g., special medical needs) to be left with a designated, responsible party.
Ask the trip organizer or MIT EHS Office any questions that you have about the trip.

MIT EHS Office

The MIT EHS Office is responsible for the following:

Review the trip-specific Field Research Safety Planning documents and provide the Plan preparer with suggestions on any improvements that could be made or areas where information needs to be expanded. This review process will not delay the trip – formal “approval” of the Plan is not required.
Assist and provide information to the Plan preparer if requested.
Answer questions from the trip organizer and/or participants.

Departments, Labs, and/or Centers EHS Coordinators

Planning and Preparation

Fieldwork is an essential component of several academic programs at the Institute.

These activities may be for just a day or for an extended length of time and may take you to local, international, urban or rural environment. Undergoing careful planning and preparation for such dynamic work can help you when you encounter potential hazards and emergencies and can aid in reducing risks.

Planning a successful field research trip will take time, effort, organizing, and review. EHS has created the Planning a Field Research Trip Flow Chart (Figure 1) and three Field Research Safety Planning Documents which should be used to help you develop and organize a safe trip.

Figure 1: Planning a Field Research Trip Flow Chart

Form A – Field Research Safety Plan – Consider sharing this form with EHS Field Safety for review. They may pose questions for your consideration and provide additional advice.

This form should be completed well in advance of your fields research trip. It will help you plan for the safest possible outcome, while considering unusual and infrequent events.

This form only needs to be filled out once even if numerous field excursions will take place over consecutive semesters or years. You need only review and add amendments if modest changes are anticipated.

Form B – Field Research Coordination Plan – This form will be shared with your on-campus partners to ensure that communication is maintained in the event of an emergency. EHS does not need to review this form.

This form should be completed for each field research trip as it provides information about the trip participants, their level of training and language fluency.

Form C – Travel Resources & Logistics – This form can be printed out and provided to each trip participant as it will have important information that will need to be accessed even in remote locations or areas with limited online capabilities. EHS does not need to review this form.

Once all logistics have been finalized, this form should be completed and distributed prior to each field research trip. It provides information on travel and accommodation plans, as well as, providing emergency contacts.

In addition to Form A above, for any activity occurring in potentially hazardous environmental conditions or where potentially hazardous materials and/or equipment will be used, please contact EHS or call us at 617-452-3477 to review requirements for:

MIT EHS trainings
Local permits and research registration, which must be obtained by the PI
Personal protective equipment which may require extra planning for purchase
Policies and procedures related to emergency preparedness
Safe storage, use, and disposal of hazardous materials, e.g. biological material, chemicals, radiological material

An awareness level web course has been developed for shipping of hazardous materials from MIT to anywhere, domestic or international, including chemicals, biological material, and radiological material. It is encouraged that anyone in your DLCIs who may ship hazardous materials or may assist with providing information about shipping to the MIT community, complete this course: EHS00792w – Hazardous Materials Shipping Awareness Training (certificate login required).

Planning for International Travel

MIT Global Support Resources provides resources that guide MIT faculty, researchers, students, and staff in planning, negotiating, and implementing international activity, including a collection of administrative resources for traveling abroad.

Other important resources include:

The Program Manager for International Safety and Security— provides advice and resources for mitigating travel risks, and reviews the policy and processes relating to high-risk travel.
MIT Health Department’s Travel Health Clinic — provides advice and can help you obtain appropriate immunizations and prescriptions.
The Office of Insurance — helps with documentation of health insurance requirements for visa requests and obtaining additional international health insurance, if needed.
Research Administration Services (RAS) — provides important information about export control laws and international shipping requirements.
MIT Information Systems & Technology (IS&T) — provides secure travel recommendations and technology tips for travelers.

Planning for Collaborative Research

If your research will take you to facilities outside of MIT or to other institutions, it is important that you are familiar with local safety policies and emergency preparedness procedures. The host facility is responsible for reviewing their emergency plan with you so that you can react accordingly in the event of an emergency.

If you will be entering your host facility’s laboratories you should be provided with the appropriate personal protective equipment and safety training for any potentially hazardous materials such as biological, radiological, or chemical.

It is important that you reach out to your host facility early in the planning process so that you are aware of their requirements and expectations.

Injury/Illness Reporting Requirements

The requirements for reporting work-related injuries while participating in field research are the same for employees working remotely or on campus. Any injuries related to work must be reported to your supervisor immediately after you receive any necessary medical attention. Your supervisor will need to submit an injury report (certificate login required) within 24 hours. Remember, regardless of the need for medical treatment, all injuries should be reported immediately.

For unpaid students who sustain an injury while participating in field work please complete the Non-Employee Incident Report as soon as possible. For injuries that occur in international locations, International SOS (ISOS) should be contacted to coordinate medical care and payment. Failure to engage ISOS could result in uncovered medical costs.

Additional Resources

Field Research Safety Plan – Form A
Field Research Safety Plan – Form B
Field Research Safety Plan – Form C
SOPs/SOGs/other Fact Sheets related to Field Research Work (certificate login required)