Expedition Sector
Operating Guidelines for the
Expedition Sector
Introduction
1.1 Member organisations that run expeditions abide by the Guidelines for Youth Expeditions drawn up by the Young Explorers Trust (YET), (see www.theyet.org or www.rgs.org/eac).
1.2 In addition Year Out Group members take full advantage of the guidance and advice (for adults, under 18s and school groups) provided by recognised sources, such as National Governing Bodies and the Adventure Activities License Authority (AALA) when establishing their operating procedures.
1.3 The Operating Guidelines below are aimed at enhancing the YET Guidelines providing additional detail for members. Year Out Group members are not bound in law by these guidelines/regulations, however members recognise they reflect ‘good practice’. The various lists are designed to be illustrative; organisations may add or subtract from them as appropriate. Where members do not adhere to the guidelines then clear justification should be available if requested.
General
2.1 Terms and Conditions. Unambiguous Terms and Conditions are to be available to all participants at the time of application.
2.3 Operational Procedures. Organisations should draw up and keep current an ‘Operations Manual’, which should be accessible to all staff. The manual may include the following list of topics:
- Planning processes
- Health Safety standards
- Transport guidelines
- Administrative processes
- Budgeting processes
- Staff Terms and Conditions
- Staff and Participants' Responsibilities
- Risk Assessment and Casualty Evacuation Planning
- Recommended personal kit lists
Insurance. The organisation is to have adequate insurance cover, reflecting the size and activities that form part of the expedition. Information is to be available to participants detailing clearly what insurance cover is provided and what is not, and what is their responsibility to arrange. Types of insurance to consider are:
- Public Liability Insurance
- Professional Indemnity and Employers Liability Insurance
- Personal Accident Insurance
- Medical Insurance including Repatriation
- Travel Insurance
- Personal or/and Group Equipment Insurance
- Vehicle Insurance
- Equipment Insurance
2.5 Policies. The organisation is to have clear policies covering the following areas:
- Equal Opportunities
- 'Loco in Parentis'
- Child Protection (For those working with under 18s' and vulnerable young people)
- Criminal Record Bureau checks
2.6 Feedback - There is to be a system by which feedback from participants can be captured and analysed to enable the organisation to learn and change where necessary.
Expedition Staff
3.1 Qualifications. Staff must have the relevant and necessary qualifications and experience to fulfil their role. The organisation should follow the guidelines given by YET and the AALA as to what are appropriate qualifications for any particular activity.
3.2 Recruitment. There are to be established and clear selection/recruitment processes for staff with a clear audit trail.
3.3 Responsibilities. Staff are to be briefed clearly on their role and responsibilities. Specific Job Descriptions may be appropriate.
3.4 Documentation. Where appropriate copies of the following documentation should be kept on record:
- Qualifications
- Evidence of experience
- Medical Form
- Driving Licence
- Criminal Records Bureau Check
3.5 Training. Staff are to undertake appropriate training to ensure they are capable of carrying out their responsibilities, and this may include both a UK and In Country training programme. Training, where appropriate, should include:
- Country Brief and Cultural Issues
- Political and Security Issues
- Programme and Project Briefings
- Safety procedures
- Crisis Management and casualty evacuation
- Risk assessment
- First Aid
- Personal and Group Health and Safety
- Environmental and Conservation Issues
- Communications
- Camp craft
- Specific Activity Safety
- Team Dynamics and management
- Kit and Equipment
- Transport
3.6 Local In Country Staff. In many circumstances members may employ local staff in support of their operations. Members should consider the following:
- Competency of the local staff in terms of skills and experience.
- Local staff's experience of working with young people.
- Local employment law.
3.7 Third Party Providers. If members intend to use the services of third party providers, then a full risk assessment should be undertaken which, where appropriate, may include the following points:
- Quality and safety of the service being provided.
- Ensure suitable insurance cover is in place.
- Check qualifications and experience of staff.
- Check quality and maintenance routines of equipment being used.
- Check incident/accident history and recording systems.
- Crisis Management Plans.
- Check local reputation.
Participants
4.1 Training. There is to be an appropriate level of briefing/training in both the UK and In Country prior to starting the expedition. Training may, where appropriate, include:
- Country Brief and Cultural Issues
- Political and Security Issues
- Programme and Project Briefings
- Safety procedures
- Crisis Management and casualty evacuation
- Risk assessment
- First Aid
- Personal and Group Health and Safety
- Environmental and Conservation Issues
- Communications
- Camp craft
- Specific Activity Safety
- Team Dynamics and management
- Kit and Equipment
- Transport
4.2 Acclimatisation. There should be a suitable period of acclimatisation for participants on arrival in country before embarking on the expedition. Acclimatisation may be cultural, climatic or just an opportunity to overcome jet lag.
4.3 Kit Lists. Kit lists are to be provided.
Safety
5.1 Crisis Management. A central organisational Crisis Management Plan is to be in place. Staff are to be familiar with the procedures and have regular briefing and training on crisis management. There is also to be an In Country Crisis Management Plan, which is to dovetail into the central plan of the organization. The plan should include where appropriate:
- Staff roles and responsibilities
- All necessary Contact Details
- Next of Kin Details
- HQ Incident Processes
- Casualty Evacuation Plans and Procedures
- Repatriation Procedures
- Media Handling
5.2 Risk Assessments. Full and comprehensive risk assessments are to be carried out for the expedition and all the activities involved in it. Risk assessments should cover:
- Country of Destination
- Expedition Programme
- Projects
- Activities
Specific risk assessments should, where relevant, consider:
- Political and Security issues
- Environmental and climate issues
- Potential natural disasters (hurricanes etc)
- Local communities
- Participants
- Staff
- Specific activities
- Transport
- Cultural Issues
- Food
- Accommodation and Camp sites
- Health and Safety
- Project Sites
- Wildlife
5.3 Incident Reporting. There is to be a system of reporting and recording incidents with the aim of:
- Learning lessons to improve procedures.
- To identify trends in incidents.
Members are encouraged to submit medical incident reports to the Medical Cell at the Royal Geographical Society (RGS) as part of their on going Survey of Expedition Health & Safety. Report forms are available from www.rgs.org.eac
5.4 Communications. Good communications are essential at all times but especially to enable organisations to respond appropriately in times of crisis. The minimum lines of communications should be as follows:
- Between Head Office and In Country Office/Site - A minimum of two reliable forms of communication.
- In country operations - Project sites should have adequate cover in order to operate safely.
5.5 Emergency On Call. There is to be a 24hr On Call System by which the organisation is able to respond to an incident
Medical
6.1 Medical Screening. Medical screening and risk assessment is to be carried out as part of the application process for participants. This should including medical forms signed by GPs and doctors confirming the state of health of an individual and also recording the vaccinations that have been administered.
6.2 Medical Documents are to go to country and held by volunteers/staff leading the expedition.
6.3 Medical Staff - Working in the field brings its own unique challenges. For organisations that elect to have expedition medics they should have a minimum experience of:
- Doctors - 1 year post registration with ALS
- Nurses - 1 year post registration with A&E experience
- Paramedics - 2 Years post registration with ALS
- First Aiders - Appropriate UK recognised qualification
6.4 Medical Kits - These are to be relevant to activity, country, and terrain. The contents are to be reviewed regularly.
6.5 Medical Facilities. Staff are to know what medical facilities are available to them particularly with regards to location, services, quality, opening times and, when applicable, where specialist facilities can be found i.e. decompression chambers for diving projects.
Transport
Terrestrial vehicles. Vehicles should be:
- UK Roadworthy where possible.
- Serviced according to manufacturers recommendations if owned by the company.
- Appropriate for the terrain
- Users must hold an internationally recognised, valid and full driving licence.
- Have suitable harnessing, e.g. Seat Belts
7.2 Marine vehicles. Vehicles should:
- Have in country worthiness licensing where appropriate.
- Driven by qualified or appropriately trained operative.
- Engines serviced according to manufacturers recommendations.
- To have an appropriate communications outfit (e.g. marine VHF radio and EPIRB).
- Be equipped with medical kits plus appropriate emergency rations/supplies.
- Be equipped with life jackets/personal floatation devices for each crewmember and passengers, which must be worn at all times.
- To have secure and correct seating for all passengers.
- Appropriate for sea conditions
7.3 Aircraft. Internal aircraft should be risk assessed.