Field Study & Research Safety

• Group ID: List the name of the course, research group or other group participating in the trip.
• Group Leader Contact: Provide contact information of the person in charge of the trip. Include email and cell phone, or other means of reaching the group leader while on the trip. 
• Activity Description: Provide a description of the purpose and activities that will be completed on the trip. 
• Location: Provide details on the location of the trip. List the name of the facility or geographic area where the trip will take place. If possible, provide an address of a facility serving as the base camp.
• Dates of travel: List dates of the trip including travel. 
• Date of plan: List date the plan is completed.
• Location Coordinates: List coordinates for projects completed outside of facilities. If trip involves multiple locations, please attach a separate list with a brief description of the location with the coordinates. 
• Site Details: Describe details about the sites that will be visited. Note any potential hazards such as rough terrain, high altitude, extreme weather, isolated from help or resources, etc. 
• Lodging Information: List details on lodging, including name of facility, address, phone, etc. 
• Means of Travel: List how the group will travel to the study or research location? 
• Site Access: Consider any restrictions or limitations on access to the site. Consider, rough roads, potential for wash outs or flash flooding, gates, if there are multiple routes or any other challenges that may be posed to access the study or research locations.  
• Nearby Facilities: Consider the availability of food, drinks, fuel, supplies, etc. while traveling or at the field study/research locations. Confirm that what is needed is on-hand or available. 
• Side Trips: Consider if side trips will be required and permitted and list how they will be managed. List details with respect to schedule and instructions that will be conveyed to those participating on side trips. Consider means of contacting everyone and expected conduct. 
• Field Team Participants: Assess the purpose of the trip and identify the likelihood of someone being isolated from others on the trip and identify a means to communicate with lone members of the trip. 
• Means of Communication: As best as possible, assess cell phone coverage of all areas that will be visited. Provide primary cell phone number to allow the team to be reached while in the field.  
• Satellite Phone/Device: Provide contact information for satellite phone or other means of communication.  

• Local Contact @ Field Site: Provide local contact information for a representative at the field location who can contact a trip participant if needed.
• University Contact not on trip: Provide contact information for someone at the University who is not traveling with the you and is familiar with the details of the trip.
• Emergency Medical Services (EMS): Evaluate emergency medical services and law enforcement at the trip location(s) and list contact information and procedures for summoning them if needed. 
• Nearest Emergency Department (ED): Note location, driving directions, and contact information for the nearest emergency medical treatment facility.  
• First Aid Training & Supplies: Consider the demands of the trip and the personnel participating, and consider signing out an Automatic Emergency Defibrillator (AED) to take along on the trip. If an AED is included for the trip, note where it will be stored and who is carrying it. Identify if any of the participants are certified in first aid or CPR. List participants who are trained and what certifications they hold. Provide details on first aid kit including brief description of contents, who is responsible for carrying it and where it can be found while in the field location.
• Immunizations & Medical Evaluation: For employees, consult with Penn Occupational Medicine and for students, Penn Wellness/Student Health, to identify if there are medical evaluations or immunizations that are recommended or required.

• Physical Demands: Consider physical demands that the team may encounter during the trip. Some examples including swimming and diving, hiking, climbing, working at heights or in confined or restricted spaces like trenches, excavations or tunnels. Will the team be visiting areas at high altitudes? Will there be inhalation hazards from smoke, chemicals, biological materials where respiratory protection may be needed? Please consider the hazards and list them and the proposed means to mitigate the hazards. Penn Occupational Medicine and Wellness/Student Health are available to provide guidance for employees and students respectively. 
• Mental Demands: Consider mental demands such as high stress settings, long hours, adjusting to different cultural norms and being away from friends and family for an extended period. List potential challenges and proposed means to provide relief.
• Security: Assess the trip for increased potential for harassment or violence. List security concerns and how these will be managed. Penn Public Safety is a good resource to provide guidance for domestic trips and Penn Global for international trips. 
• Environmental Hazards: Consider potential environmental hazards including wildlife, insects (especially mosquitos, ticks and those that sting), endemic disease, water borne pathogens, soil contamination, bacteria, fungi, poisonous plants. List the hazards that may be encountered and how these potential hazards will be managed. 
• Expected Weather: Research expected weather at the field location(s) with a focus on the potential for storms that could produce lighting, high winds or flash flooding and develop a plan to minimize encountering these hazardous weather conditions during the trip. Will the group have a weather alert radio that will have signal in the area to provide warning for hazardous weather? Also consider high heat or cold conditions and list how these will be managed. 
• Drinking Water Availability: Evaluate availability of drinking water at the sites and create a plan that insures that members of the trip have access to potable water.
• Relief from Temperature Extremes: Consider the temperatures that the team may encounter and develop a plan to minimize risk to the team members. Reference the EHRS Heat Illness Prevention Plan and Cold Stress programs to assist.  

• Safety Training: Consider the hazards that may be encountered and review the safety training programs listed on page 6 of the Field HAT form and check those that will benefit the members. EHRS will review selections and the trip details and recommend the appropriate training and present it or coordinate training with a provider. 
• Field Research/Study Activities: Detail the activities that are expected to occur during the trip.  
• Field Transportation: Provide transportation/vehicle details at the field locations. Will the team drive rental vehicles, atvs, boats, bicycles, etc.  
• Field Research/Study Tools: List tools and specialized equipment that will be used at the field locations. Consider power tools, sharp tools or instruments, welding and soldering equipment, using or working close to heavy machinery, etc. 
• Other Field Research/Study Hazards: Consider use of chemicals, working at heights greater than four-feet, working with or close to animals, exposure to chemicals, biological materials and associated waste, radiation, confined spaces such as trenches, excavations, caves, vaults, etc. List potential hazards and the means to mitigate the hazards. 
• Personal Protective Equipment: Consider the potential hazards that may be encountered during the trip and check the personal protective equipment listed on page 6 that would help to control the hazards. EHRS will review the selections and the trip details and confirm or assign additional equipment. 
• Shipping of Materials Required?: Consider the need to ship materials to or from the field location. List any items that could be considered hazardous including chemicals, biological materials and batteries to ensure the proper permits and means and methods are used to safely ship the materials. 

• Insurance: Consult with Penn's Risk Management & Insurance to ensure Automobile, General Liability and Workers Compensation insurance is properly covering the trip. Consult with Wellness/Student health to ensure student's are properly covered for medical emergencies or treatment.  
• International Activities: Consult with Penn Global for all international travel. Consult with Occupational Medicine and Wellness/Student Health for employees and students respectively for medical screening and vaccination requirements. 
• Personal Safety & Security: Consider personal safety and security risks both during the scheduled activities and those that participants may encounter during their free time. Set expectations with respect to alcohol and drug use, separating from the group, situational awareness, sexual harassment or local crime/security concerns and precautions to be taken and convey them to all participants.  

Please add these important health and safety contacts to the phone contact lists of the trip leaders and have them available to to trip participants in case consultation is needed. 

• Public Safety: (215) 573-3333 
• Clinical Services: Employees: Occupational Medicine (215) 316-5151. Students - Wellness/Student Health (215) 746-9355.
• Environmental Health & Radiation Safety: (215) 898-4453. Number is staffed 24/7.
• Risk Management & Insurance: (215) 898-9802
• Report Injuries/Incidents: Please advise everyone to use Penn's Campus Incident Reporting system to report injuries, exposures, accidents, spills, near misses, etc. This data helps EHRS measure the effectiveness of the Field Safety Program and identifies where improvements can be made.  

Carefully evaluate the trip and potential hazards that may be encountered. Review the health and safety training programs listed on page 6 of the Field HAT form. Check those that you suspect will be beneficial for the participants to complete. Many of the training programs can be completed online in Workday and others can be provided or coordinated by EHRS. EHRS will review the trip details and the training selections on the Field HAT form and confirm and/or identify the appropriate health and safety training for the trip.  

Carefully evaluate the trip and potential hazards that may be encountered. Review the personal protective and other safety-related equipment  listed on page 6 of the Field HAT form. Check those that you suspect will be beneficial for the participants to wear, use, or have available during certain tasks completed on the trip. EHRS will review the trip details and the equipment selections on the Field HAT form and confirm and/or identify the appropriate equipment for the trip.

The Principle Investigator, Faculty, Supervisor or Group leader shall sign and date the Field HAT form to attest that the health and safety information captured in the form has been communicated to the participants. 

The names of everyone participating in the trip shall be listed on the the Field Team Roster on the Field HAT form or attached. 

• Safe Collection Techniques: Use tools like sterile swabs, tweezers, or gloves to minimize direct contact.
• Labeling and Storage: Use leak-proof, labeled containers and maintain cold chains for sensitive biological materials.
• Decontamination: Implement immediate decontamination of reusable equipment. Set up “dirty” to “clean” workflow area if enhanced safety measures are necessary.
• Export: Prior to trip, know how specimens should be labeled and shipped. Visit the PennEHRS website for Import and Export information.

• Avoid Direct Contact: Limit interaction with animals (e.g., bats, rodents) unless necessary.
• Vector-Borne Disease Prevention: Use repellents, nets, and clothing to prevent insect bites.
• Handle Carcasses and Feces Cautiously: Wear proper PPE and follow safe disposal practices.

• Hand Hygiene: Use soap and water or hand sanitizers, especially before eating and after handling samples.
• Proper Disposal of Waste: Follow CDC’s and WHO’s guidelines for disposal of biohazard and sharps waste.

EHRS has several Health & Safety fact sheets available for quick reference for a variety of topics. Please evaluate hazards associated with the trip and consider printing the fact sheets and having them available for review if needed during the trip. 

The EHRS Life Science and Safety team is developing a series of fact sheets to address specific biological hazards that researchers may encounter in their field work. We welcome you to reach out to Life Science Safety and Compliance Team if you have suggestions on new factsheets or changes to existing factsheets.

• Ticks: learn how to protect yourself from their bites, which can transmit a greater variety of pathogens than any other arthropod vector

• Field Research Involving Live Animals: Visit the Office of Animal Welfare for detailed information and guidelines.
• First Aid and CPR Training: The Penn Medical Emergency Response Team (MERT) may be able to provide CPR/AED and first aid training for your group. Alternately, training is available through the American Red Cross.
• Natural Disasters and Severe Weather: Find preparedness tips and information on the CDC website.
• For guidance on starting new field research projects, please consult the Office of Research Services (ORS).
• The University’s International Travel Guidance applies to faculty, staff, and students traveling outside the United States for University-related purposes. Penn Global provides steps to prepare for upcoming Penn-affiliated travels abroad. Please review the Pre-Departure Checklist.
• Incidents occurring in the field must be reported in the same manner as those on campus. For more information on reporting incidents, visit the Reporting Incidents page.