Off-Site Working

Definition: Meetings, events and conferences at other institutions or locations in the UK or abroad.

Risks: In general the risks are likely to be no different from those experienced by any traveller or a tourist visiting the location or country. 

Do I need a risk assessment? A risk assessment will be needed if you decide to work e.g. collaborative research or fieldwork in addition to attending the conference or meeting.

A generic risk assessment (subject to further update) covering key risks associated with TRAVELLING TO AND FROM MEETINGS, EVENTS AND CONFERENCES (staff and students) at other institutions or locations in the UK or abroad is available through riskNET - search for RA042911 – Title: UCL Generic Risk Assessment for travelling to and from meetings, events and conferences.

A specific Risk Assessment is needed:

• if you decide to work e.g. collaborative research, hosted research, work placements, home visits, fieldwork, or any off-site working i.e. any teaching, research or work activity carried out by UCL staff, students or visiting research workers on behalf of UCL in places or premises which are not rented or owned by UCL.
• for vulnerable groups, people more at risk due to their ethnicity, age, disability or status as new or expectant mothers.

Safety planning

Step 1: Itinerary (pdf)

Step 2: Risk Assessment

Step 3: Complete the following travel checklists:

1. Working in the UK pdf
2. Working Abroad pdf
3. Hotel Fire Safety Checklist pdf

Definition: Hosted research is defined as visits or placements to other universities or academic institutions, in the UK or abroad, to carry out research using their facilities in collaboration with or with the co-operation of the host organisation.

Risks: The risks will relate to the hazards of the work location e.g. a laboratory and any additional hazards associated with the research activity e.g. chemicals. In some cases the research may simply involve the examination of written material where the most significant risks will be associated with ergonomics e.g. static postures leading to discomfort and pain. The host organisation may have risk assessments in place for all or part of the research work and these should be requested and reviewed before the work commences i.e. to ensure they cover all aspects of the work.

If the hosted research is conducted abroad the following factors must be considered when completing the risk assessment:

• the social and political situation of the destination. The Foreign and Commonwealth Office may advise against travel to some countries and regions. If you decide to disregard this advice UCLs Insurance provider may not provide cover.
• immunisations that may be required in advance of the trip. Some immunisations must be administered weeks in advance to be effective.

If the research involves work with human participants then UCL Research Ethics Committee approval may be required.

Safety planning

Step 1: Itinerary (pdf)

Step 2: Risk Assessment

Step 3: Complete the following travel checklists:

1. Working in the UK pdf

2. Working Abroad pdf

Definition: A Work Placement is the placement of a UCL student with an outside employer, in the UK or abroad, for a definite period of time, as an integral part of their academic course. 

Risks: It is the placement providers responsibility to assess and manage the risks associated with the placement however the UCL academic supervisor must take reasonable steps to ensure that this has been undertaken and that control measures have been implemented.

If the work placement is abroad the following factors must be considered prior to acceptance of the placement:

• the social and political situation of the destination. The Foreign and Commonwealth Office may advise against travel to some countries and regions. If you decide to disregard this advice UCLs Insurance provider may not provide cover.
• immunisations that may be required in advance of taking up the placement. Some immunisations must be administered weeks in advance to be effective.

Safety planning

Step 1: Itinerary (pdf)
Step 2: Risk Assessment
Step 3: Complete the following travel checklists:

1. Working in the UK pdf
2. Working Abroad pdf 
3. Placement (pre-acceptance) pdf
4. Student Induction (self-check) pdf

Definition: Home or community visits involve interviewing research participants in their own home, or a community setting, to gather information or provide clinical or medical assessment which cannot be conducted on UCL premises.

Risks: The significant risks associated with home visits are:

• being subjected to physical assault or verbal abuse (by the participant or family member);
• damage or theft of personal property;
• exposure to domestic pets i.e. cats or dogs may be aggressive or expose the researcher to allergens;
• lone and /or isolated working (the assessment of risk must consider whether lone working is appropriate or whether a colleague should be present).

Research Ethics Committee Approval

All research proposals involving living human participants and the collection and/or study of data derived from living human participants undertaken by UCL staff or students on UCL premises and/or by UCL staff or students elsewhere requires UCL Research Ethics Committee approval.

Safety Planning 

PLANNING 

Step 1: Itinerary (pdf)

Step 2: Risk Assessment

Step 3: Pre-visit Checklist