Travel Forms

Travel Forms for Staff Only - Normal Travel (Conferences only, No Fieldwork travel)

If you are traveling as a Staff member, you must complete these forms and get approval from the Head of School before you travel:

Travel Type: NORMAL TRAVEL

(NO FIELDWORK/FIELDTRIP)

For eg: Conferences

Forms to Complete To be completed by Submit to
1

Fraedom travel request

Staff member traveling

1. From Fraedom, you must email the travel form to the

2. Submit a hardcopy to Allyson Montenegro so she can get HoS signature.

Travel Forms for Staff and Research Students (Postgrads, Masters, Honours) - Fieldwork / Fieldtrip / Excursion

Travel Type:

FIELDWORK

OR

FIELDTRIP

 

Forms to Complete To be completed by What Submit to
1 Student Travel Overseas or Australia form Student(s) travelling   Hardcopy to Nikki Montenegro
2 HoS Authorisation Form Project Supervisor or Field/Excursion Leader The HoS Authorisation Form is a checklist which details the minimum considerations for the project supervisor or field/excursion leader regarding the field trip / field work. Hardcopy to Nikki Montenegro
3 Risk Assessment Project Supervisor or Field/Excursion Leader

As a response to the requirements of the WHS Act, to undertake fieldwork for the University of Sydney, you are required to adequately assess and control hazards and risks, describe emergency procedures and then communicate this to the participants well prior to the event. It doesn’t matter how this is done, as long as it is done, but the Risk Assessment template and the Emergency Response template cover the main points.

The preparation of the information requested by these documents must be a consultative exercise, there we encourage a discussion (email provides a record and is satisfactory) amongst the organiser and the staff assisting, the safety officer and other relevant people. The contents of these documents can then inform the communication to the participants.

If any of the activities are considered to have a HIGH risk or above, then approval can only be granted through the School WHS committee, and in some cases may be referred higher up if it is considered to be a genuinely dangerous expedition. Same for new fieldtrips. Otherwise, satisfying the rest of below and signing off on the authorisation can be considered as acceptable for approval by the HOS to undertake the exercise.

For new fieldtrips and those considered to be high risk - please contact Tom Savage initially, as approval will need to be received from the WHS Committee.

1. Must be circulated to organisers including Tom Savage.

 

2. Final copy to Tom Savage.

4 Emergency Response Project Supervisor or Field/Excursion Leader As a response to the requirements of the WHS Act, to undertake fieldwork for the University of Sydney, you are required to adequately assess and control hazards and risks, describe emergency procedures and then communicate this to the participants well prior to the event. It doesn’t matter how this is done, as long as it is done, but the Risk Assessment template and the Emergency Response template cover the main points.

1. Must be circulated to organisers including Tom Savage.

 

2. Final copy to Tom Savage.

5 Pre-Field Briefing Form Project Supervisor or Field/Excursion Leader Communicating the relevant information should be done in two ways. Face to face verbal communication (ie a pre fieldwork briefing session), as well as a written document. This can be included as part of course notes for the entire fieldtrip, but should be headed as Safety or similar in that document.

Organisers can use the Pre-fieldwork (only PDF at the moment) briefing checklist to cover all the main points, and ensure participants are fully prepared and informed for what lies ahead of them, and can raise any issues well before time.

1. Must be circulated to organisers including Tom Savage.

 

2. Final copy to Tom Savage.

 

Don't Forget:

 

  Keep a digital copy with you of ALL forms especially the Field Excursion Policy in case you need to access Emergency Contact details.  

Travel Forms for Students Only - Normal Travel (Conferences only, No Fieldwork travel)

If you are traveling as a student, you must complete these forms and get approval from the Head of School before you travel. Please make sure you complete all relevant forms as set out on this table.


Travel Type: NORMAL TRAVEL (NO FIELDWORK/FIELDTRIP)

For eg: Conferences

Forms to Complete

To be completed by What Submit to
1

Student Travel Overseas or Australia form

 

Complete this form if you are travelling by yourself.

1. Student traveling

2. Supervisor to sign off

 

Hardcopy to Nikki Montenegro

Travel Forms for Students (undergraduate) Only - Fieldwork / Fieldtrip / Excursion

If you are traveling as a student, you must complete these forms and get approval from the Head of School before you travel. Please make sure you complete all relevant forms as set out on this table.

Complete this form if you are traveling with a group. For example: if you are traveling for fieldwork, fieldtrip or excursion for a unit of study.

Travel Type:

FIELDWORK

OR

FIELDTRIP

Forms to Complete To be completed by What Submit to
1

Field Excursion Policy

 

Complete this form if you are travelling with a group. For example: fieldwork for a unit of study.

All participants - Staff and Students Finally, in the weeks leading up to the excursion, the Field Excursion Policy document should be handed out to all students/participants, and the information page filled out and returned with emergency contact details. These are NOT Next of Kin, just somebody who will answer the phone and facilitate contact between relevant people. Thus, a friend or flatmate is OK, they do not have to be related or official. We have not required these of day trip students, just fieldtrips involving an overnight stay off campus. Hardcopy to Nikki Montenegro