Chapter 2: Incident Response and Reporting

It’s impossible to foresee allof the potential hazards that might lead to injuries or incidents that may occur when working in uncontrolled environments, but first aid skills and having emergency plans in place will help manage situations effectively and potentially mitigate negative consequences. Once a situation is stable and urgent medical care needs are met, report incidents to campus to trigger planning of possible University support and evaluation. Reporting procedures, as well as mechanisms to debrief and review lessons learned are outlined below. As a University, we also comply with a variety of reporting regulations, including but not limited to, reporting of injuries and fatalities, Title IX reporting of sexual harassment and criminal behavior, environmental releases or spills, and loss/theft/misuse of research materials or funds. Related campus-specific policies and resources are listed in Appendix B.

When incidents occur in the field that result in injury to people or damage to equipment, there is a natural human tendency to become “amped” up. Effective incident management can include using the STOP response method –Stop, Think, Observe, Plan. Trip leaders or a designated participant should try to note what the observations and plans were, and then when time permits, these need to be documented to ensure that the appropriate response and/or care is provided to those involved.

First Aid & Initial Response

For quick reference first aid instructions, see Appendix D in the back of the book.

This chapter outlines established protocols for initial response to an incident, but in no way is a replacement for maintaining current firstaid certifications. First aid training includes valuable hands-on practice that cannot be replicated in any other way. Keep your certs current! Refresher training and practice is vital to maintain competency in first aid. In most states, the intent of theGood Samaritan Law is to encourage individuals to volunteer to assist others in need during an emergency. Only provide treatment within the scope of your training level and never abandon a patient.

Life-Threatening Injuries or Illness

Call 911 or seek medical care immediately. Always know your physical location; everyone in your group should be able to provide Emergency Medical Services (EMS) accurate directions to the field site.

Basic First Aid

By administering immediate care during an emergency, you can help an ill or injured person before EMS arrive. A variety of useful references can also be downloaded to your smartphone (and are accessible without cell or WiFi service) such as the Emergency Medical Response Guide or “EMR Guide” from the National Safety Council and “First Aid” from the American Red Cross. Both are available free from the App Store.

EMR Guide First Aid
Android Android
Apple Apple

Seeking Medical Care or Other Support

Campus Services
Many campuses offer urgent care, emergency services, occupational health and travel clinics, confidential care advocates, counseling, and after-hours advice nurse consultations or referrals. Note these numbers and resources in advance in a written Field Safety Plan carried in the field (see Appendix D for Example Field Safety Plan)

During Travel
Directions and contact information for nearby medical services should be identified in advance and included in your Field Safety Plan. For International Travel, the US State Department and Embassy websites provide guidance on finding a doctor or hospital while abroad.

Incident Reporting
Immediately report all work-related fatalities, catastrophes, serious injuries or illnesses to your supervisor and campus department. Supervisors/departments are responsible for promptly reporting incidents to EH&S or Risk Management and completing incident report forms. Ideally, specific emergency contact numbers and incident reporting procedures are clearly outlined in written Field Safety Plans carried in the field. Consider carrying appropriate incidentreport forms and a copy of your Field Safety Plan in your first aid kit.

Lessons Learned
By reporting and reviewing incidents among field teams, departments, and with campus staff, lessons learned can benefit a broader group and help improve our operations. We all recognize that injuries happen when working outdoors in uncontrolled environments but want to strive toward being prepared, making safe decisions in the field, and minimizing the negative consequences when incidents occur.
Consider opening theseopportunities up to your crew/team and give them the opportunity to add their observations/actions taken to reports. That could allow for improved situational understanding and aid in post trip review/after action reviews (AAR).
Your department safety committee or coordinator, EH&S staff, research oversight committees, or other personnel on campus may be involved in accident investigation and review of lessons learned.

Near-Misses and Improvements
Ideally, all field projects and courses include an opportunity for debrief, even when no unintended incidents occur. Discussion of project goals, challenges, and logistics can often identify clear improvements and planning needs for subsequent fieldwork.

  • Send or give your participants information regarding your course or project. This can include a personal equipment, a description of what to expect, a participant medical form, syllabus, waivers and contact information of leaders and other participants.
  • Review your Field Safety Plan, expected hazards and conditions, security concerns, code of conduct, and travel logistics
  • Encourage participants to get medical procedures (including dental procedures) taken care of before extended field excursions
  • Initiate direct communication with your participants. It may be necessary to talk directly with participants beforehand to determine whether a field class or research expedition is the right choice for them