Fieldtrip & Remote Location Driving Policy

1 INTRODUCTION
1.1 This document sets out responsibilities and procedures for all staff who
undertake field trips to local or remote locations as part of their daily activities.

2 RESPONSIBILITIES
2.1 Arensco Management & Staff

Management Responsibilities

2.2 The company management is ultimately responsible for ensuring:

Allocating two qualified drivers per vehicle, for field-trips in excess of

125km from a designated base camp.

The driver(s) have an appropriate and current driver’s license (domestic or
international).

The driver(s) have completed an off-road driving course, or has undertaken
a similar accredited course if off-road or remote work is to be undertaken.

Each fieldtrip has a log book which is completed by the driver for every trip.

Vehicle users are aware of the procedures for working in remote locations,
prior to departure on any trip.

The roadworthiness of all vehicles at all times, including any hire vehicles.

Employees/Drivers Responsibilities

2.3 The employee/driver will ensure that:

The driver holds a current drivers licence (recognised by local Police &
clients) for the type and class of vehicle.

The capacity for driving time of up 6 hours maximum is at the sole
discretion of the driver.

The driver is totally responsible for all aspects of preparation, ensuring that
the vehicle has been maintained by a competent person, the equipment
required, and the application and implementation of the guidelines.

A check of the vehicle and any towed appliances e.g. trailer, boat for
roadworthiness shall be made prior to departure and then a daily check is
to be carried out for:

a. Tyres ( visual inspection of inflation and tread conditions);

b. Radiator (water level);
c. Oil level;
d. Battery condition.
e. Sufficient fuel.
f. Maintenance history.

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

Obtaining as much information as possible about the conditions that are

likely to be encountered during the trip and making provision for them.

To inform the management or other senior personnel and the client of the
planned driving regime of any trip prior to departure.

Obtaining permits & access passes where applicable.

In all cases where the driver is going to be in an off-road situation or
remote location, to inform the client of the planned driving regime. Regular
call-in schedules may be appropriate and should be set up in advance in
consultation with the local authorities.

Notify instructor or department if vehicle is inoperable, deficient or unsafe.
Do not drive an unsafe vehicle. Driver should focus on the performance
characteristics (the feel) of the vehicle for the first several miles, while
getting used to stopping distances, rate of acceleration, etc.

3 DEFINITIONS
3.1 Driver(s):

The person designated by the department to drive the van on field trips.
The driver must be qualified and prepared to operate the required vehicles.
3.2 Navigator:

Where applicable, the person who sits in the front passenger seat, is
responsible to read the map and assist driver to anticipate turns and
navigate the route, remaining alert while en-route to assist driver as
necessary.
3.3 Fieldtrip

Any activity undertaken outside of the usual office environment

3.4 Remote Work:

Defined both in terms of distance and inaccessibility as any work carried

out at any permanently staffed facility and which entails:
o Working more than 10km from a frequently trafficked road, housing
or other facility with telephone or radio communications;
o Off-road in areas including inland, coastal and estuarine locations
where very little traffic is likely or where topographic features would
make it difficult to summon help either from a house or town
3.5 Off Road:

any location other than a major or minor formed road;

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

4 PROCEDURE
Trip Planning

4.1 A risk assessment of the work to be undertaken during the field trip should be
carried out prior to departure. The nature of the work and the experience of
the staff or students attending the field trip should be considered. In many
cases it will be unsafe for people to be working alone. If it is considered safe
to be working alone, suitable communication sources, equipment, survival
supplies and first aid will required to ensure adequate safety levels.

4.2 Completion of the one day off-road/desert driving course recommended for
staff who wish to undertake a field trip involving remote work using a 4 Wheel
drive vehicle. No other personnel are authorised to drive except in an
emergency and this should be entered into a log book.

4.3 Local rules or modified procedures particularly appropriate to the company, &
client but consistent with this policy may be developed. Agreed rules must be
complied with and personnel who deliberately expose themselves or others to
risk by non-compliance are to be counseled and if necessary excluded from
field work.

4.4 Trip plans shall be submitted to the management for approval by field trip
leaders prior to undertaking field work and basic details provided shall
include:

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

A log book of prior vehicle inspections and the supplementary safety

equipment. This should be signed by a senior manager or technical
manager and kept in a secure location at the beginning and end of each
trip.

Time and date of departure;

Expected time and date of return;

Major roads/towns to be covered "en route";

Approximate work area (map or grid reference);

Names of all staff and students in group;

Any agreed radio or telephone call-in schedules.

Notification of clients of where you intend to be, for how long and when you
will contact them again.

Transport

4.5 An appropriate type of vehicle is to be supplied for field work:

Normal sedans and station wagons are only suitable for asphalt/black-top
and all weather dirt roads;

4-wheel drive vehicles should be used for all off-road situations including
mountainous terrain and desert areas.

Where large amounts of equipment are needed, a 4-wheel drive pick-up
will be used.

4.6 Where vehicles are to be used off road or in remote locations appropriate
spare parts, tools recovery equipment and adequate supplies of emergency
rations and water must be carried. (A comprehensive list of these items is
detailed in Appendix 1). These items are to be checked in a log book prior to
departure, with the log book to be held by the general manager or technical
manager.

4.7 Field work may be cancelled if a suitable vehicle is not made available, or if
local weather conditions are prohibitive.

Communications & Navigation

4.8 All vehicles for remote field work must be fitted with a GPS, a 2-way radio
(Where possible) or satellite telephone with frequencies which include those
of the local authorities and clients remote offices.

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

4.9 All personnel undertaking field work must be trained in the use of the GPS &
communication equipment and liaise with local authorities as outlined above.

Clothing and Safety Equipment

4.10 The appropriate kind of safety equipment and clothing of an occupational

nature needed for the field trip should be dictated by experience and common
sense.

4.11 Where requested, the management must provide staff the necessary special
items as part of their management and legal responsibility to provide a safe
place of work and a safe system of work for employees.

4.12 For outdoor work this may include the provision of hats, sunscreen, field
boots and other protective clothing to protect against harsh climatic conditions
which may be encountered.

Health

4.13 All people who participate in remote field work should be of moderate fitness
and have no existing medical conditions which could reasonably be expected
to give rise to a life-threatening situation. If anyone is taking regular
medication it is vital that adequate supplies are carried on the trip.

First Aid Equipment

4.14 Field work locations should be treated in the same respect as office location
and as such compliance with relevant regulations is required.

4.15 Regulations which concern first aid requires an employer to provide for every
50 people or part thereof, however as a fieldtrip is a specific task, the risk
assessment should dictate the level of first aid. A dust proof first aid box or
cabinet stocked with such medical supplies as are appropriate for treating
injuries caused or likely to be caused to people, having regard to the work
being carried out. In addition at least one person must have control of the use
of the contents of the first aid box or cabinet.

4.16 For field trips the box or cabinet should be portable, light, compact and
durable as it may have to survive and remain sterile in adverse conditions and

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

it should be stored carefully in the vehicle to prevent damage and be readily

accessible. Such equipment is to be supplied by the management and the
condition of such equipment is to be monitored and a log kept.

4.17 A person trained in first aid should be included as a member of each field trip
group. A first aid kit should only be seen as supplementary to the essential
requirements of training in first aid for field trip personnel and reliable 24 hour
communication facilities.

Driving For Extended Periods or In Remote Areas

4.18 Where this type of driving is to be undertaken, the following should be

observed:

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

No more than 10 hours in a 24 hour period should be taken up with driving.

The total time spent travelling, inclusive of breaks, should not exceed 12
hours, even where the driving is shared;

A rest period of 20 minutes should be taken on completion of each 3 hour
period of driving, or as required. Where driving is shared, each driver shall
drive for no longer than 3 hours in succession;

Ordinary duty (which does not involve driving duty) combined with driving
duty shall not exceed 12 hours in any period of 24 hours;

Prescription drugs which may affect the ability to drive safely, should not be
consumed within 8 hours prior to working or during the period of the
journey by any person involved with driving duties;

The distance which can reasonably be covered during the space of a day's
driving will be governed by (a) above and
o Driver fatigue;
o Legal speed limits;
o Climatic conditions & weather;
o Type of vehicle used.

The general well being of the driver, in particular fatigue, is paramount and
takes precedence over agreed guidelines particularly when the driver is
subject to fatigue.

The time at which the journey is to be undertaken, its duration and the
distance to be covered shall be reasonable in the circumstances and be
planned in advance.

Provision shall be made for regular and adequate rest breaks to avoid
driver fatigue.

If the driver has to perform duty immediately before or after the official
journey; the duration of the journey shall be limited accordingly.

Wherever practicable more than one driver shall travel in vehicles,
especially where all or part of the journey is to be undertaken in isolated
areas or under arduous climatic conditions.

There should be no likelihood that the undertaking of any particular journey
will result in unusual risks.

Extra Equipment

4.19 When operating a vehicle that is fully loaded, drivers are to exercise caution
and be aware of reduced rear or side visibility and extended stopping
distance.

4.20 Drivers are to ensure that each vehicle is not loaded for more than it is
designed for.

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

4.21 If equipment is carried on top of the vehicle, it shall be properly secured on a

rack and tied down. No loads are to extend out the sides of the vehicle at any
time.

5 REVIEW
5.1 This procedure will be reviewed annually by the Technical Manager, and the
General Manager to ensure that it continues to meet purpose

6 DOCUMENTATION
6.1 Trip Log Book

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010
Fieldtrip & Remote Location Driving Policy

7 APPENDIX ONE
Recommended Equipment for Field Work in Remote Locations

ESSENTIAL ITEMS REMOTE AREA ITEMS

• Vehicle Handbook • Jerry cans

• Maps and compass • 2 Way Radio or satellite
• GPS phone
• Mobile Phone • Shovel
• First-aid kit • Tarpaulin
• Fire extinguisher • GPS
• Knife (pocket or sheath) • Workshop manual
• Trouble lamp • Addition Water/Fuel
• Portable warning signs • Camping Equipment
• Tool Kit

MISC REPAIR ITEMS RECOVERY EQUIPMENT

• Spare nuts, bolts, washers • High lift jack

etc • Leather gloves
• Gasket cement • Snatch strap 6m & 20m
• PVC fuel hose • Rope
• Contact cement • Shovel
• Silicone adhesive • Snatch block
• Araldite, Plastibond etc. • Axe
• Radiator stop leak • Shackles (Rated &
• Fencing wire Stamped)
• Dewatering fluid (eg CRC)
• Duct Tape
• Insulation Tape
• Light Bulbs
• Fuses
• Fan Belts

On Behalf of: Arensco 25 August 2010

Document Ref: Fieldtrip & Remote Location Driving Policy © Arabian Environmental Science Ltd Company 2010