Earthwatch
Field Manual
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Welcome to the Earthwatch Field Manual.
Earthwatch’s mission is to engage people worldwide in scientific field research and education to
promote the understanding and action necessary for a sustainable environment. What you do in the
field is at the very heart of this mission. Without field research, Earthwatch would not be able to engage
our participants in a different way of seeing the world.
To accomplish our mission, we send people into unfamiliar environments to do unfamiliar work.
Therefore, our projects have inherent risk. We’ve considered these factors when creating our Risk
Management system. The first step of this system is the creation and support of a robust culture of
safety on every Earthwatch team.
This culture of safety influences every step in the development and management of an Earthwatch
expedition, and we want you to become immersed in it. Principal Investigators (PIs), Co-Principal
Investigators (Co-PIs), and Field Team Leaders (FTLs) are essential elements of our culture of safety
because you are the people who lead participants through their research tasks and learning
experiences in the field.
The implementation of this culture of safety is an important focus of the Earthwatch Program team. We
take to heart the necessity of assessing and addressing risks on the research projects Earthwatch
supports. It is not enough for us to heave a collective sigh of relief at the end of an expedition on which
no accidents or injuries occurred. We must proactively identify risks, institute controls to reduce them
when we can, and diligently enforce field policies and procedures. You are critical partners in the risk
management process, and leaders of this effort in the field.
The purpose of the Earthwatch Field Manual is to provide the information necessary to conduct an
Earthwatch expedition as safely and successfully as possible while meeting our research objectives.
The manual is a series of topic-specific guides with detailed information on all aspects of managing
your project in the field. It is meant to be a reference, a guide, a resource, and an indispensable
assistant. You will refer to parts of it regularly. Other parts will be there for you when you need
information on an activity that is new to you. It is for use in the field and should live in your backpack,
vehicle, or boat, and not in your filing cabinet. Please discuss any questions and concerns with the
Earthwatch Program team, especially safety issues specific to your project.
As you read through this Field Manual, you may find that there are certain policies that may be
challenging to implement on your project. We recognize this and urge you to communicate with us in
such cases so that a suitable solution can be identified. The community of Earthwatch Scientists can
continue to lead the way in good field practices for citizen science by sharing experiences and ideas
with each other through future versions of the Field Manual. Please help to keep it up-to-date and full of
our collective knowledge and experience by passing on suggestions and stories to your Earthwatch
contacts.
Wishing you all safe, productive, and inspiring expeditions,
The Earthwatch Program Team
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Publication Notes
The original version of the Earthwatch Field Manual was conceived and written as a collective effort by
the Earthwatch Field Management team. Special thanks to Alana Jones for skillfully managing the
whole project and to Peter Harvey and Steve Jones of Sentinel Consulting for their expertise, guidance,
and support. Thanks for researching and writing sections are due to Jen Alger, Laurie Belton, Kim
Cassello, Nicole Like, Eric Lundquist, Rowena Millard, Anne Ogilvie, Heather Pruiksma, Natalie
Rothwell, Mary Ellen Rowe, Annie Sutton, Tania Taranovski, and Alison Whelan.
This Earthwatch Field Manual 2nd Edition includes updates and contributions by Lucy Bruzzone, Kim
Cassello, Liz Delaney, Lloyd Figgins, Marin Goldstein, Kim Hoff, Alana Jones, Camille Curtis Martinez,
Rowena Millard, Anne Ogilvie, Diana Bierschenk Eddowes, Katie Hunt, Kate Grounds, Kyle Hutton,
Sarah Ryan and Heather Pruiksma.
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Table of Contents
Section 1: Principles and Safety Policy ............................................................................................... 7
Section 2: Roles and Responsibilities .................................................................................................. 8
Section 3: Risk Assessment and Emergency Response ................................................................ 10
3.1 Country Threat Assessments ................................................................................................... 10
3.2 Project Risk Assessments......................................................................................................... 10
3.3 Emergency Response Plan ...................................................................................................... 12
3.4 Incident Reporting ...................................................................................................................... 12
3.5 Incident Management ................................................................................................................ 15
Section 4: Briefings, Training, and Forms ......................................................................................... 19
4.1 Expedition Briefing Document .................................................................................................. 19
4.2 Field Briefings ............................................................................................................................. 21
4.4 Participant Forms ....................................................................................................................... 24
4.5 Participant Data Protection ....................................................................................................... 26
4.6 Inclusivity ..................................................................................................................................... 27
Section 5: Medications and Medical Kits ........................................................................................... 28
5.1 Policy on Medications ................................................................................................................ 28
5.2 Project Medical Kits .................................................................................................................... 28
Section 6: Rules and Expectations for Participants and Staff........................................................ 33
6.1 Intellectual Property Rights ....................................................................................................... 33
6.2 Romantic Relationships ............................................................................................................. 33
6.3 Sleeping Arrangements ............................................................................................................. 33
6.4 Drugs and Alcohol ...................................................................................................................... 34
6.5 Harassment and Assault ........................................................................................................... 35
6.6 Participants and Driving ............................................................................................................ 36
6.7 Early Departures ......................................................................................................................... 36
6.8 Participant Dismissal for Policy Violation................................................................................ 37
6.9 Right of Refusal to Accept a Participant ................................................................................. 38
6.10 Visitors to Earthwatch Field Programs.................................................................................. 38
Section 7: Minors on Expeditions ....................................................................................................... 40
7.1 Child Protection Policy ............................................................................................................... 40
7.2 Teen and Family Team Facilitators ......................................................................................... 42
7.3 Working with Minors ................................................................................................................... 43
7.4 Teen Teams ................................................................................................................................ 46
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7.5 Family Teams.............................................................................................................................. 47
Section 8: Transportation and Activities ............................................................................................ 48
8.1 Driving and Vehicles .................................................................................................................. 48
8.2 Bicycling ....................................................................................................................................... 50
8.3 Hiking and Backpacking ............................................................................................................ 51
8.4 Camping ....................................................................................................................................... 52
8.5 Working Near Water .................................................................................................................. 55
8.6 Boats............................................................................................................................................. 57
8.7 Canoes, Kayaks, and Rowboats .............................................................................................. 61
8.8 Swimming .................................................................................................................................... 62
8.9 Snorkeling .................................................................................................................................... 64
8.10 Scuba Diving ............................................................................................................................. 65
8.11 Firearms ..................................................................................................................................... 69
8.12 Recreational Time Policy ........................................................................................................ 69
8.13 Third-party Providers and Contractors.................................................................................. 70
Section 9: Environmental Conditions ................................................................................................. 72
9.1 Cold Environments ..................................................................................................................... 72
9.2 Hot Environments ....................................................................................................................... 73
9.3 Altitude ......................................................................................................................................... 77
9.4 Drinking Water ............................................................................................................................ 78
Section 10: Working with or Near Animals........................................................................................ 79
10.1 Wildlife Handling ....................................................................................................................... 79
10.2 Wildlife Encounters .................................................................................................................. 80
10.3 Using Animals for Transportation .......................................................................................... 81
Section 11: Human Subjects and Cultural Considerations ............................................................ 83
11.1 Working with Human Subjects ............................................................................................... 83
11.2 Cultural and Community Interactions .................................................................................... 84
Section 12: Equipment ......................................................................................................................... 86
Section 13: Sustainable Field Practices ............................................................................................ 87
Section 14: Communications .............................................................................................................. 90
APPENDICES ......................................................................................................................................... 91
A- Threat Assessment Template ..................................................................................................... 91
B- Risk Assessment Template ......................................................................................................... 93
C- Emergency Response Plan Template ....................................................................................... 95
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D- Participant Rights and Responsibilities ..................................................................................... 98
E- Participant Form example- Teen .............................................................................................. 101
F- Travel Information Form ............................................................................................................. 114
G- Participant Form example – Scuba.......................................................................................... 116
H- Dive Log ....................................................................................................................................... 127
I- Recreational Release ................................................................................................................... 128
J- Early Departure Release ............................................................................................................ 129
K – Incident Report Form ................................................................................................................ 130
L- Witness Statement Template .................................................................................................... 131
M- Patient Record Card .................................................................................................................. 132
ABBREVIATIONS USED IN THIS FIELD MANUAL
Co-PI
ERP
FTL
IIMT
PI
PM
SME
Co-Principal Investigator
Emergency Response Plan
Field Team Leader
International Incident Management Team
Principal Investigator
Program Manager
Subject Matter Expert
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SECTION 1: PRINCIPLES AND SAFETY POLICY
The Earthwatch Safety Policy serves as a framework for all Earthwatch operations. This guiding policy
is applied through a combination of principles and rules that rely on the good judgment of field staff.
Earthwatch Safety Policy
At Earthwatch, we are committed to caring for the safety and welfare of all individuals involved in our
activities anywhere in the world.
Although risk is an inherent part of the environments in which we work, we believe that through careful
risk management and diligent planning all participants can have a rewarding, educational, and
inspirational Earthwatch experience.
On an Earthwatch expedition you can expect the following:
o
o
o
o
o
o
o
o
Thorough risk assessments carried out prior to the fielding of the project
In-depth information provided to participants in printed Expedition Briefings before fielding,
including project conditions and risks associated with the project
Safe drinking water available at all research facilities
Accommodations suitable to the project and research area
Field staff trained in emergency procedures
Detailed emergency response plans for each project
Around-the-clock emergency assistance by dedicated Earthwatch staff
Trained incident management team
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SECTION 2: ROLES AND RESPONSIBILITIES
Project Staff
Lead Principal Investigator (PI) / Earthwatch Scientist: The PI has ultimate project oversight and
responsibility for the research objectives, operations, participant experience, risk management,
health, and safety on an Earthwatch expedition. The PI (along with the Co-PIs, if applicable) signs
the Letter of Agreement with Earthwatch and is responsible for training all field staff on Earthwatch
policies, ensuring understanding and compliance, and making sure that all field staff have the
appropriate training and certification for the research and activities undertaken on the expedition.
Please note that PIs are referred to as Earthwatch Scientists in communications to some external
parties (such as volunteers and funders).
x
x
Co-Principal Investigator (Co-PI): The Co-PI(s) collaborates with the lead PI for project oversight
and responsibility. Projects may have Co-PIs who share responsibility equally; alternatively, the CoPI(s) may provide support for the lead PI or serve as the main leader in the field.
x
Field Team Leader (FTL): A FTL is a project staff member who is entrusted with leadership and
responsibility for Earthwatch participants in the absence of the PI or Co-PI. A FTL can also act as
additional research support to the project, logistics coordinator, or serve as the main leader in the
field.
x
Other Project Staff: These may include drivers, cooks, mechanics, research assistants, etc. These
staff members support PIs, Co-PIs, and FTLs but are not expected to be responsible for
participants.
Earthwatch Staff
Program Manager (PM): The PM is the primary interface between Earthwatch and the PIs, Co-PIs,
and FTLs. Each PM is responsible for operations, project budgets, financial tracking, risk
management, health, safety, and participant experience for a select portfolio of Earthwatch projects,
usually in the same geographic region. With assistance from research expertise within Earthwatch,
the PM will also work with you to monitor all science and conservation aspects of your project
throughout your collaboration with Earthwatch, from project development to annual reporting.
x
x
Program Coordinator: The Program Coordinator provides the PI with volunteer information prior
to each team. They are responsible for screening participant forms to ensure that they meet the
requirements to be able to perform project tasks safely and effectively. They also provide support
to the PM such as collecting project documentation.
x
Briefings Manager: The Briefings Manager is responsible for coordinating the editing and
production of each project’s Expedition Briefing, the document that will inform volunteers of the
details of your project, and completing the final edits for publication. Please see Section 4.1
Expedition Briefing Document.
x
Research Subject Matter Expert (SME): The Research SMEs are responsible for developing and
supporting projects and programs based on their research area of expertise. They will work closely
with you to ensure a high standard of research is met, pursue additional funding, and aid in the
promotion of your project and dissemination of its results through their contributions to relevant
conferences and publications. Research SMEs will also assess the outcomes of your work against
our Measures of Success in order to identify the impact of the project and of the organization at
large.
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x
International Incident Management Team (IIMT): The IIMT is a group of Earthwatch staff
members who are specifically trained and prepared to work together in the management of
incidents that arise in the field. Members from the Program team as well as other departments
within Earthwatch are selected to participate in the IIMT based on their specific skill-sets and
knowledge.
x
Duty Officer: The Duty Officer is a member of the IIMT who is on call 24 hours a day at +1 978 461
0081 for Earthwatch U.S.-managed projects or +44 (0) 7900 895 752 for projects managed by the
Earthwatch U.K. office. Please see Section 3.4 Incident Reporting for guidelines on when contact
should be made with the Duty Officer.
x
Other Earthwatch staff: PIs, Co-PIs, and FTLs will also interact with other members of the
Earthwatch staff, including the Executive team, Corporate PMs, Learning staff, Marketing and
Public Relations staff, and Development staff.
Expedition Participants
x
Public Volunteer: This is a participant who self-funds his or her participation on an Earthwatch
project.
x
Corporate Fellow: This is a participant whose contribution is funded through a corporate initiative
with Earthwatch. This funding may partially or fully cover the expedition contribution and/or travel
expenses.
x
Teacher and Student Fellows: These are participants whose contributions are funded through
educational initiatives with Earthwatch. This funding may partially or fully cover the expedition
contribution and/or travel expenses.
x
Facilitator: This person functions as a group Facilitator on various types of teams, including
Family, Teen, Corporate, and other special group teams. The Facilitator reports to an Earthwatch
Program Management staff member but coordinates field activities directly with the project staff.
x
Visitor: Visitors may be Earthwatch board members, Earthwatch staff members, members of the
media, local community members, etc. All visitors must sign a liability release, and visitors who will
be joining any project activities must submit all participant forms. (See Section 6.9 Visitors to
Earthwatch Field Programs for full details of Earthwatch expectations regarding visitors.)
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SECTION 3: RISK ASSESSMENT AND EMERGENCY RESPONSE
3.1 COUNTRY THREAT ASSESSMENTS
As part of our risk management system, Earthwatch assesses the threats for each country in which we
operate. This assessment determines whether it is reasonable to operate in a specific country, if
regional restrictions need to be imposed, or if Earthwatch should not operate in that country at all.
Country-wide threats are assessed in the initial review of a project renewal or proposal. If serious
concerns arise in a country after a project is already operating in that country, specific action plans will
be developed between the PM and the PI.
Threat Assessment Template
Threats are recorded in spreadsheet format using our Threat Assessment Template (see Appendix A).
The threat categories in the template include but are not limited to:
x
Transportation
x
Geo-hazards
x
Wildlife
x
Plants
x
Political threats and security risks
x
Health
x
Commercial or reputational
Process
The assessment of threats is completed via thorough research of the threat categories in question. This
includes advice from in-country personnel and consultation of resources provided by the U.S. State
Department, the U.K. Foreign and Commonwealth Office, Australia’s Department of Foreign Affairs and
Trade, and other resources such as emergency assistance providers or external consultants (e.g.,
International SOS, Henderson Risk, or similar). The depth of analysis required usually depends on the
inherent threats in each country.
The Threat Assessment for the country in which you operate will be completed by a member of the
Earthwatch Program staff and reviewed annually. The Threat Assessment will be used to inform your
Expedition Briefing, the project’s Risk Assessment (see Section 3.2 Project Risk Assessments), as well
as the project’s Emergency Response Plan (ERP) (see Section 3.3 Emergency Response Plan). Travel
Advisories will be prepared and issued to volunteers and staff when situations arise that change the
level of threat associated with a specific country.
3.2 PROJECT RISK ASSESSMENTS
After the country-level Threat Assessment, the next step in the risk management process is the projectspecific Risk Assessment. Risk Assessments are conducted in order to identify the level of risk
associated with each project activity so that appropriate control measures can be put in place and
appropriate decisions made. Evaluating project risk allows both Earthwatch staff and project staff to be
aware of the most important safety issues and provides a framework for personnel to operate within.
Although it is necessary to be aware of risks, it is also important not to overreact in the face of common
daily hazards. The Earthwatch Risk Assessment process focuses on significant hazards, but it is
equally important that staff and participants learn to use common sense to assess everyday hazards.
Risks cannot be entirely eliminated, and it is therefore necessary to learn to live with hazards and their
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associated risks. We do this by creating a safety culture on Earthwatch projects that encourages the
use of common sense as well as encouraging participants to think before they act.
There are three principal applications for the project Risk Assessment:
x
Planning: The Risk Assessment identifies areas of risk and concern so that appropriate steps can
be taken to eliminate or reduce the risk.
x
Expedition Briefing document and Field Briefings: The Risk Assessment will inform the written
Expedition Briefing as well as the oral safety and orientation briefings that field staff will deliver in
the field.
x
Dynamic use of the Risk Assessment: The Risk Assessment will be continually reevaluated and
updated as the project progresses. Your input and participation in this process are critical to
develop the Risk Assessment as a dynamic tool and not simply a piece of paper on file.
Risk Assessment Template
Risks are recorded in our Risk Assessment Template (see Appendix B). The risk categories in the
template include but are not limited to:
x
x
x
x
x
Transportation
Wildlife
Health
Personal safety
Environment
There is also the option to input new categories as necessary along with the corresponding hazard
details. Risk is calculated on the basis of the probability and impact of the given hazard.
An Earthwatch PM or Program Coordinator will work with you to complete your project’s Risk
Assessment. Risk Assessments are updated annually prior to a project’s fielding season and on an
ongoing basis as needed. The expectation is that each project Risk Assessment will be reviewed and
updated at least 60 days prior to the start of each fielding season.
Process
At the heart of operating safe, responsible projects is the process of risk assessment and reduction by
the use of control measures. Control measures are actions that either reduce the likelihood of an
event’s occurring or reduce the severity of the consequences. The intention of the Risk Assessment is
to identify the project’s hazards and assess what risk they represent to the project. Once the risks have
been identified, Earthwatch will either accept this risk or reduce the risk by means of a hierarchy of
controls. These controls are called proactive controls. This process is based on a combination of
common sense, experience, and training.
Following identification of proactive control measures, the residual risk is evaluated. It is important to
remember that when control measures are put in place, this does not mean that risk is no longer
present. Control measures require continual risk management and compliance by project staff and
participants. Even with compliance, residual risk will exist. Thus, reactive control measures are equally
important as proactive control measures.
Using the impact and frequency calculations outlined in Appendix B, a color-coded risk rating is provided
both before controls and after controls. Thus, risk ratings before controls are higher than they are after
controls are in place. The PI and PM work together to put control measures in place that will reduce the
risk. Risks are rated by color, with red being highest risk, yellow medium risk, and green low risk. For
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each of these risk ratings, it is imperative that risks and control measures are disclosed in written
Expedition Briefings and in oral safety briefings (see Section 4.2 Field Briefings).
PIs and field staff have a responsibility to use the Risk Assessment document as an active tool, to
implement the control measures listed, and to update it regularly. It is the responsibility of the PI to
inform Earthwatch if risks have changed due to changes in project conditions and activities, and to
update all field staff on these changes and appropriate control measures to institute.
3.3 EMERGENCY RESPONSE PLAN
All projects require an Emergency Response Plan (ERP) (see Appendix C) to be prepared by the PI
and PM, and reviewed and signed off before the first team’s fielding. The information in your ERP must
be tested and verified annually before the first expedition of the season. Any updates or changes made
by either the PI or Earthwatch must be shared promptly with the other party. This will ensure that in the
event of an emergency, all parties are operating under the same plan and assumptions. Please note
that if substantive changes are made to the ERP at any time, the ERP must be retested.
Why have an ERP?
x
x
x
x
Rapid response may be critical in reducing the severity of an incident; the ERP will allow for
appropriate resources to be accessed quickly
Preplanned procedures form the basis for the effective handling of expedition emergencies
The ERP helps project staff think about how to deal with the “worst-case scenario”
A clearly outlined ERP guides action and should help you, your project staff, participants, and
Earthwatch staff handle an incident more effectively and efficiently
What should an ERP include?
Important contact information specific to the project and location (for example, emergency
assistance, project staff, and relevant authorities)
x
Location of immediate care facilities for injured or ill persons
x
How to evacuate to relevant medical care
x
How to communicate with interested parties (locally, headquarters, overseas)
x
How to liaise with insurers or assistance agencies
x
Basic instructions for what to do in the event of an emergency.
x
Emergency Response Protocols
All project staff should be trained in emergency procedures for the project before fielding.
The ERP should be communicated to participants on the first day of the expedition.
Copies of the ERP should be placed in useful locations, such as posted in a common room, inside
first aid kits, inside project vehicles, handed out to participants, etc.
x
All project staff and participants should have a good understanding of the plan and feel comfortable
with the procedure in the event that they have to respond in an emergency.
x
Please note that in the event of an emergency, Earthwatch, and not project staff, will be the primary
contact with the emergency contact persons or next of kin of participants.
x
Participants should know where communications tools such as phones, walkie-talkies, etc. are
located should they have to implement the ERP.
x
x
x
3.4 INCIDENT REPORTING
Mandated Rules
Earthwatch maintains an International Incident Management Team (IIMT) and a Duty Officer system
where a trained IIMT member is on call 24 hours a day, 7 days a week to answer emergency calls in
each office.
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The PI and/or project staff are required to telephone Earthwatch to report any and all of the following
incidents:
x
x
x
x
x
x
x
x
x
x
x
Missed rendezvous
Requires more than simple first aid
Requires follow-up care or more than cursory attention from the project staff
Requires attention at a medical facility
Requires use of prescription medications
Interferes with a volunteer’s participation on the project
Requires the volunteer to be hospitalized or evacuated
The volunteer has left or plans to leave the project
Major discord within the team that may result in participants departing
Any issue involving minors
Near miss (defined below under “Types of Incidents”)
x
Telephone as soon as practicable after securing the safety of yourself and your team. Follow the
initial protocols in your ERP as necessary.
x
PIs, Co-PIs, and FTLs are advised to call Earthwatch any time that an unexpected situation arises
that compromises the staff’s or the participants’ ability to participate in the project, and to call
whenever you are in doubt about how to best manage a situation in the field.
Reporting Procedure
1. Report the incident to Earthwatch by calling the 24-hour On Call Duty Officer number listed in your
ERP.
2. Document the incident and collect statements of witness(es), then send an Incident Report and, if
applicable, Witness Statement (see Appendices L and M) to your PM via email to Earthwatch.
3. Throughout the management of the incident, provide as much information as possible to the Duty
Officer and/or your PM, who will be assisting you in coordinating necessary actions and creating a
report of all steps taken.
Types of Incidents
An incident is the occurrence of an action or situation that is dangerous, or is a condition that results in
injury, illness, property damage or loss of data, near miss (close call), or motivational or behavioral
issue. The different types of incidents are defined as:
x
Injury: Any harm that impairs normal functioning or causes wounds or damage to a person.
x
Illness: Any ailment, sickness, or unhealthy condition that interferes with normal functioning or
causes distress.
x
Property damage: Any loss of or harm to material goods that results in the need for replacement or
repair of those goods.
x
Near miss: A dangerous situation in which injury could have occurred (e.g., a situation in which
those involved express relief when the incident ends without harm).
x
Motivational or behavioral: Challenging group dynamics and other issues that impede the PI’s
ability to run the team effectively and efficiently.
Grading Incidents
Each incident is graded depending on its severity and the impact it is likely to have on participants,
staff, and the organization. The classification of an incident can change at a moment’s notice.
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Therefore, it is essential that you call the Earthwatch Duty Officer regardless of how minor you consider
an incident to be.
Examples of Minor Incidents
Examples of Major Incidents
x
Notification of late arrival of team
x
Death
member
x
Serious injury, illness, shock, or suffering
x
Vehicle accident not resulting in injury,
requiring prolonged medical attention,
shock, prolonged suffering, or the
hospitalization, or evacuation from field site
involvement of authorities
x
Severe occurrence (natural disaster,
x
Minor discord on a team
hostage taking, terrorism, political incident,
x
Team member leaves the field prior to
rioting) affecting the safety of the team or
scheduled departure time
jeopardizing the future of the project
x
Natural or political emergency when
x
(police, customs, military, embassy)
Earthwatch team is not in the field
x
Injury that does not require first aid (e.g.,
x
x
x
x
Situation involving legal or liability issues
x
All vehicle accidents resulting in injury,
shock, prolonged suffering, or the
Injury requiring first aid and/or medical
attention (e.g., broken bone)
No contact from team member following
Prolonged separation or isolation of any
team member from the group
bruising)
Examples of Significant Incidents
Situation involving foreign authorities
involvement of authorities
x
Severe discord on a team
a missed rendezvous
x
Minor incident involving a person under
the age of 18 years
Guidance
Reporting incidents and near-miss situations is a key element of our safety management system. By
gathering data and information on what actually goes wrong, what causes harm, and situations that
have the potential to cause harm, we learn as an organization and can improve good practices across
all our projects.
PIs are responsible for the safety of a group of project staff and participants and may therefore find it
counterintuitive to be praised for reporting things that have gone wrong. However, it is essential that
you report both actual incidents and near misses as soon as possible. It is vital that Program staff be
informed of all incidents in the event that relatives of participants, news media, etc. call Earthwatch to
inquire about an incident. If Earthwatch is not informed in such situations, unnecessary alarm and loss
of confidence in the organization may result.
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3.5 INCIDENT MANAGEMENT
Project Planning
Two key components of incident management planning are: the project Risk Assessment and the ERP.
Your Risk Assessment (see Section 3.2 Project Risk Assessments) helps you to plan and prevent an
incident from occurring, and your ERP (see Section 3.5 Emergency Response Plan) helps you to
handle incidents efficiently when they occur.
Incident management involves first recognizing a situation when it occurs. A significant incident can be
defined as anything that threatens serious damage to human welfare, property, or environmental
surroundings. See 3.3 Incident Reporting for a list of incident types and definitions.
Be sure to think about different types of incidents in your planning process, as emergency response
procedures may vary. Examples of varying types of incidents include individual injury, multiple injury, PI
or project staff injury, and nonmedical incidents such as missing persons, group dynamics or behavioral
issues, natural disaster, fire, theft, etc. Below are suggested protocols you should consider when
preparing your project’s ERP. These protocols will vary based on the nature of the incident.
Individual Injury
In the event of an injury, follow these steps:
x
x
x
x
x
x
x
x
x
x
x
Assess whether the incident is a major, significant, or minor situation
Take control of the incident
Ensure that it is safe for you to handle the incident
Ensure the remaining team members have adequate supervision and are safe
Administer first aid if trained to do so, otherwise seek medical assistance as soon as possible
Contact additional specialized help if required, such as emergency services; if you are
administering first aid, delegate this task to another team member, and have them report back to
you
Accompany the injured person(s) to a medical facility if required, but first make sure the remaining
team members have adequate supervision by a project staff member and are being well looked
after in terms of transportation, food, water, etc.
Regularly monitor the injured
Contact Earthwatch at the number listed in your ERP and clearly provide your contact details
(including the name of your project) and the nature of the incident
Ensure someone is keeping a record of the incident and events
Complete an Incident Report and send it to your PM as soon as possible
Group Injury
The same steps should be taken in the event of an individual or group injury (see steps under
“Individual Injury” above); however, in situations where multiple people are injured, it will be necessary
to prioritize whom you will assist first if you are managing the incident on your own. A good way to do
this is to ask that anyone who is hurt come and stand by you. If there are more severe injuries, then
those able to walk are probably not your first priority. The silent and still patients may need your
attention first. It will most likely be necessary to call for additional help, especially if only one staff
member is on the scene and able to assist in managing the incident.
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PI or Project Staff Injury
A clear and concise ERP is crucial in this event, as you may be relying on a participant to handle the
incident. Most likely a participant will have limited local knowledge, so training on how to handle an
incident at the beginning of the expedition is very important.
Participants should be instructed during the initial field briefing that in the event of one or more staff
members being injured, they may be called upon to assist. In this case their help may be needed to
contact another member of the project staff or someone related to the project that you have identified in
your ERP. Participants should also know how to quickly contact emergency services using the ERP. If
there is a significant language issue, PIs and project staff should consider whether participants should
be trained to report or request basic information in the local language, and resources should be
provided with phonetic spelling of key phrases.
Again, the steps listed under “Individual Injury” above should be followed.
Missing Person
A missing person is someone who does not show up for the next scheduled activity, or who loses
contact with the group during research or recreational time. However, it can be difficult to establish
when a person is truly “missing” and when this becomes an actual incident. This is why it is very
important that participants are properly briefed in following the implemented sign in/sign out process
(see Section 8.12 Recreational Time Policy), working in groups of two or more people, and informing
project staff if they have to leave the area for any reason. Participants should also be briefed at the
beginning of the expedition about the emergency procedures in place when someone goes missing.
If faced with a missing person incident, project staff should follow these guidelines:
x
x
x
x
x
x
x
Start looking for the participant, ensuring first that the remaining team members are being
supervised and well looked after
Question team members and locals about where the person was last seen
Check the person’s forms for a mobile phone number and for any medical conditions of concern
Contact local authorities or local rescue services (including local hospitals) if you feel it is a major
incident
Contact Earthwatch at the number listed in your ERP and clearly provide your contact details
(including the name of your project) and the nature of the incident
Record all details of the incident as they become known and follow up on emergency procedures
when the incident is over
Complete and send an Incident Report to your PM as soon as possible
Natural Disaster
Natural disasters can occur with little or no warning, but it is still possible to plan ahead. Projects that
operate in areas that are prone to natural disasters, such as hurricanes, tornadoes, landslides,
earthquakes, etc., should be able to create an emergency response procedure for such incidents. If a
project is heavily affected by a natural disaster before an expedition fields, Earthwatch and the project
staff will make the decision to cancel the team and inform participants.
However, if a disaster occurs during an expedition, the guidelines below may be helpful:
x
x
Evacuate the team, including project staff, to a safe location; if this is not possible, contact
emergency services and provide details of where you are located
Continually monitor emergency services broadcasts on television, radio, or on line if possible
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x
x
x
Contact Earthwatch at the number listed in your ERP and clearly provide your contact details
(including the name of your project) and the nature of the incident
Record all details of the incident as they become known and follow up on emergency procedures
when the incident is over
Complete and send an Incident Report to your PM as soon as possible
Fire
Fires – including wildfires, electrical fires inside buildings, kitchen fires, etc. – can occur on any
Earthwatch project, and participants should be prepared to handle such incidents. Emergency exits
should be clearly marked inside buildings that participants will be using, and evacuation routes should
be identified during the safety briefing at the beginning of the expedition. An assembly area or muster
point should also be identified.
In the event of a fire it is important to follow these steps:
x
x
x
x
x
x
x
x
x
When a fire is spotted, everyone in the vicinity should be alerted immediately by triggering an alarm
or by shouting, “Fire!”
Next, everyone should evacuate to the identified assembly point in a calm and orderly fashion
Once the group is gathered, a project staff member should take attendance, noting any missing
persons
If deemed safe, a project staff member should search for any missing persons
Emergency services should be contacted
Participants and project staff should only return to the location of the fire once given the all-clear by
emergency services
Contact Earthwatch at the number listed in your ERP and clearly provide your contact details
(including the name of your project) and the nature of the incident
Record all details of the incident as they become known and follow up on emergency procedures
when the incident is over
Complete and send an Incident Report to your PM as soon as possible
Theft
Participants should be warned (in the Expedition Briefing) before arrival at the project site about
keeping their valuables safe and out of sight; however, theft is still a possibility on an Earthwatch
expedition. To manage an incident involving theft, follow these guidelines:
x
x
x
x
x
x
x
x
Ensure the individual is not traumatized or physically harmed
If the theft involves an assault on an individual, also follow the steps listed under “Individual Injury”
above
Contact the local police authorities to report the crime
Depending on what has been stolen, assist the participant in the process of canceling credit cards,
etc.
If appropriate, contact the relevant local embassy to report the crime, especially if travel documents
such as a passport have been stolen
Contact Earthwatch at the number listed in your ERP and clearly provide your contact details
(including the name of your project) and the nature of the incident
Record all details of the incident as they become known and follow up on emergency procedures
when the incident is over
Complete and send an Incident Report to your PM as soon as possible
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Collecting Witness Statements and Evidence
After a significant or major incident, it may be necessary to collect statement(s) from any witness(es)
and to collect any materials or equipment that may have been involved . When collecting witness
statements, it is best practice to:
1. Interview the witness(es) with a third party present, if possible
2. Write up notes summarizing the interview
3. Ask witness(es) to review the summary and make changes, if necessary, to ensure that the
statement is true and complete
4. Ask witness(es) to sign and date the statement
5. Submit the original copy of the statement to Earthwatch
When collecting evidence, do not alter it any way from how it was found, and label it with the following:
x
x
x
Who collected it
The date it was collected
Pertinent situational characteristics: e.g., are there any smells or sounds; is it damp, wet, or dry?
Take pictures of any evidence collected and quantify it (weight, volume, size, etc.). Keep all evidence
under the same or similar conditions and ensure that that there is limited access to it (under lock and
key, in the possession of one person).
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SECTION 4: BRIEFINGS, TRAINING, AND FORMS
Earthwatch inspires connections between people and the environment. Our participants are
people from all walks of life who work alongside professional scientists all over the world to
help with data collection, scientific observation, and a variety of research tasks. Although our
participants are not necessarily specialists and often do not have any scientific background at
all, it is essential to our mission that they be involved and contribute to the research in a
meaningful way. Therefore, Earthwatch and the project staff must share with the participants
everything they need to know in order to participate fully and successfully in the PROJECT
activities.
4.1 EXPEDITION BRIEFING DOCUMENT
The Expedition Briefing document is our primary disclosure document. It is our main tool for
communicating with participants and correctly setting expectations prior to their arrival on your project.
Therefore, it is essential that you and your PM and Briefings Manager work closely together to make
sure that this document:
x
x
x
x
x
x
x
x
Clearly outlines the objectives of the research
Describes how participants will and will not be involved
Places their contribution into the wider context of your research goals
Clearly identifies the leadership of each team, including roles and responsibilities of all project staff
as well as who will be present with each team
Provides detailed information about the location, including any pertinent cultural information
Highlights potential hazards and safety recommendations for the project site, as well as the
essential eligibility requirements for the participants
Provides detailed logistical information, such as what participants should expect to eat, where they
will sleep, what their daily routine will be, how they will be transported during the project, all
rendezvous and departure details, etc.
Provides information on what will happen in the event of an emergency
If all the above points are clearly and accurately described, the participants’ expectations should be
matched or hopefully exceeded during the project. Happy and motivated participants help maintain a
happy and productive research team.
You will be contacted by the Earthwatch Briefings Manager when it is time to begin the Expedition
briefing process for the upcoming fielding season. In order to ensure that the Expedition Briefing is
available to participants four to six months prior to fielding, your prompt attention to this process is
required.
Disclosing Risk
Using your Expedition Briefing to disclose known risks of the research, research location, or
surrounding area is very important, as potential participants will use the Briefing as a tool to decide if
they are willing to accept the risks or not.
If people opt not to accept the risks disclosed and therefore not to participate in your project, this should
not be seen as a negative thing, or as a reason to avoid communicating risks to potential participants. It
is better to have participants who have chosen to join based on well-informed decisions, rather than
having people learn of the risks associated with the project when they arrive and wish to leave due to
fears and concerns.
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Your Risk Assessment (see Section 3.2 Project Risk Assessments), completed in collaboration with
your PM, will help you map out the risks associated with your project. This information can then be
slotted into the Potential Hazards table in your Expedition Briefing.
Risk Management
Most sections in your Expedition Briefing will provide information to help prepare participants prior to
arrival on the project, which in turn will help promote a safe field experience. Specific to risk
management disclosure, the Project Conditions and Safety sections include: General Conditions,
Potential Hazards, Eligibility Requirements, Health Information, and Emergencies in the Field.
Additionally the Communications, Travel Planning, and Expedition Packing Checklist sections are key
to ensuring your participants are well prepared for the field. Each section plays a special role in the
Expedition Briefing, as outlined below.
Project Conditions
This section allows participants to measure their own fitness against what is required. The type of
terrain (e.g., hilly, sloped, low-level vegetation, etc.), climate (e.g., temperature ranges), and activity
(e.g., strenuous, working on a sailing vessel, etc.) could limit involvement for some potential
participants. Ensuring this information is as accurate and detailed as possible should result in having fit,
willing, and able participants with you in the field.
Eligibility Requirements
This section lists the activities that must be performed by each participant in order to safely and
successfully participate in your project, with a focus on ability rather than disability. Criteria should be
objective, nondiscriminatory, and based on the functional components of the team activities, such as
getting into a vehicle or boat, using project equipment, identifying bird bands, etc. Requirements in this
section may be factors in determining whether or not a participant should join the project based on his
or her ability to perform the basic functions of those activities safely and whether these activities may
be accomplished with the help of a companion.
Health Information
Participants should visit their doctors or travel medical clinics to receive the most up-to-date vaccination
advice prior to departure. However, Earthwatch provides some guidance to participants on what
vaccinations are recommended or required. Additionally, this section provides advice regarding
diseases present in the research area and the surrounding area.
Emergencies in the Field
This section identifies where the nearest health facilities are and which project staff members are
qualified to administer first aid should the need arise. Some participants with special medical conditions
may find this section useful when deciding if a project is suitable to their needs. This information is an
outline of the detailed information in your ERP (see Section 3.3 Emergency Response Plan).
Communications
This section is divided into two parts: Emergency Communications and Personal Communications. For
Earthwatch, having the ability to contact your team in the field any time of day, seven days a week is
ideal for emergency situations. However, this may not always be possible. Therefore, it is important
when providing emergency contact details that you also specify the times that these lines of
communication will be in operation. Families and loved ones of project participants will want to know
that they will be able to get in touch in the event of an emergency at home. Thus, contact information
for participants in the field, if possible, is also requested.
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Please remember that if an emergency occurs in the field, Earthwatch, rather than project staff,
will be the primary contact with the participant’s next of kin or emergency contact person.
Travel Tips and Expedition Packing Checklist
These are essential components of the Expedition Briefing, as they inform participants about what they
are required to bring to the field in order to stay comfortable and prepared. Please give these sections
careful consideration, bearing in mind that people have different ideas of comfort depending on where
they are traveling from.
Expedition Briefing Updates
The Expedition Briefing is printed and distributed prior to the start of a new field season. However, if
you, your project staff, or returning participants notify Earthwatch that an update is required to your
Expedition Briefing, your PM and the Briefings Manager will ensure that all upcoming participants are
informed of these changes. It is vital that you inform your PM of any and all changes to your expedition
when they arise, so that we can send immediate notification to the participants who will be joining you
in the field.
4.2 FIELD BRIEFINGS
It is critical to brief participants upon their arrival in the field and throughout the course of each
expedition. In-field briefings should include information on the accommodation site, the research area,
safety management, and the plan in the event of an emergency.
Orientation to the Accommodation Site and Research Area
On arrival at a new site, an orientation and safety briefing must be conducted. You should:
x
x
x
x
x
x
x
x
x
Ensure participants get to know the site quickly, and if possible give them a guided tour of the
accommodations and research site, pointing out the location of all of the facilities, first aid kits, fire
extinguishers, meeting point in the event of fire, and communications devices (it is important to
provide a brief orientation every time you move to a new site)
Set boundaries by letting participants know the “dos and don’ts” on your project (for example, rules
regarding alcohol consumption, appropriate dress, off-limit areas, using a “buddy system,” etc.)
Discuss any cultural sensitivities
Introduce the participants to local people whose facilities they may be using
Make it clear where participants can and cannot go (camp boundaries, which toilet to use, etc.)
Display and provide maps to locate the accommodations and research site
Collect a list of the participants’ mobile phone numbers (if coverage is available) and distribute
project emergency contact numbers – project staff, project mobile phone, accommodations etc.
Point out landmarks, important roads, etc.
Set boundaries for the scheduled recreational activities, including any “dos and don’ts”
Safety Management and ERP
Talk through your ERP with the participants and place it in an appropriate location, such as inside
all first aid kits
x
Reemphasize the potential hazards listed in your Risk Assessment and Expedition Briefing and
engage participants to discuss any areas of concern
x
Explain controls that are in place to reduce risk
x
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x
x
x
x
Engage participants regarding their role in maintaining a culture of safety on the team, including
using good judgment, communicating with team members, adhering to guidelines and instructions,
their role in emergency situations, and looking out for their own well-being as well as the well-being
of their teammates
Include a description of the environmental conditions, local hazards, cultural customs, and other
useful safety information about the area
Provide a demonstration of the project safety and communications equipment and state their
locations (if equipment needs to be moved, ensure everyone understands that they must put it back
in the same location after use); all staff and participants should understand how all safety
equipment works, including how to use a satellite phone or VHF radio if applicable
Make the contents and location of first aid kits clear to all staff and participants, including a
contents list inside the kit (if the kits need to be moved, put them back in the same location after
use)
Daily Briefings
These should take place either each evening or each morning and include:
x
x
x
Information about the activities of the day or the next day
What equipment and clothing will be required
The day’s schedule of tasks
It is also good practice to have a notice board where the week’s schedule is listed as well as specific
daily tasks, weather forecasts, etc.
Wrap-up Briefing
This briefing should take place at the end of each team and include:
x
x
The overall accomplishments of the team
Discussion of these accomplishments within a larger context so volunteers can understand and
appreciate how their work has contributed to the research project.
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4.3 FIELD STAFF TRAINING
PI’s Responsibility for Training Project Staff
It is the responsibility of the Lead PI to ensure that all field staff, particularly Co-PIs and FTLs, are
appropriately trained as necessary. This includes training all project staff on the conditions and
resources of the research site, local customs and resources, the policies of this Field Manual, reviewing
the project Risk Assessment and how to implement the described control measures, and how to enact
the project ERP.
Certifications
Please work with your PM to review options, requirements, and training providers for the various types
of training listed below. Copies of proof of certification will be required for examination and approval by
the PM.
x
First aid: We require that at least one field staff member on every team hold current certification in
first aid or have this certification as part of his or her other medical certifications. We recommend
that every PI and FTL possess up-to-date first aid certification. The level of first aid training should
be based on the distance from available appropriate medical care. For example, a project in a
remote outdoor setting should have a staff person trained in Wilderness First Aid or Wilderness
First Responder, while a project in a more urban setting with better access to medical assistance
could have Basic First Aid.
x
Cardiopulmonary Resuscitation (CPR): We require that at least one field staff member on every
team hold current certification in CPR or have this certification as part of his or her other medical
certifications. We recommend that every PI and FTL possess up-to-date CPR certification.
x
Lifeguard: On all teams consisting of minors (participants are all 18 years old or younger) in which
participants will be involved in water activities during research or recreational activities, at least one
field staff member is required to have lifeguard certification. Teen Team Facilitators who are
lifeguard certified can meet this requirement for field staff. If the water activity is limited to
recreational time and a lifeguard is already provided (e.g., at a hotel pool), then field staff are not
required to have lifeguard training.
We strongly recommend that any projects involving water activities as part of the research (e.g.,
snorkel projects, boat-based projects, etc.) have at least one field staff member trained to the
appropriate level of lifeguarding. The type of lifeguard training should be based upon the type of water
that will be encountered (e.g., pool, waterfront or lake, open water, swift water, etc.).
x
Scuba: On any project where scuba diving will be undertaken, a project staff member must serve as
the dedicated Divemaster. The PI must also hold at least a current Divemaster and Rescue Diver
certification, but cannot serve as the main project Divemaster. Additionally, Divemasters, PIs, and
FTLs on diving projects must have current certifications in CPR, Basic or Standard First Aid, and
emergency oxygen administration for diving injuries (DAN O 2 Provider). It is recommended that all
project staff have current certification in these areas. The table below describes the minimum diving
certification level for all staff on diving projects.
Certifying
Agency
NAUI; PADI; SSI
Minimum Certification
Required
Recommended
Divemaster or Instructor
Project Divemaster, PI
FTLs, Research Staff
BSAC
Dive Leader
Project Divemaster, PI
FTLs, Research Staff
NAUI; PADI; SSI
Rescue Diver
BSAC
Sports Diver
Project Divemaster, PI,
FTLs, Research Staff
Project Divemaster, PI,
FTLs, Research Staff
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Vehicles
Please refer to Section 8.1 Driving and Vehicles for driver and licensing requirements and
recommendations.
Boats
Please refer to Section 8.6 Boats for boat operator and licensing requirements and recommendations.
4.4 PARTICIPANT FORMS
All participants must complete and submit a number of forms (see Appendices E and G for examples).
These contain important information to assess whether there are reasons that a participant should not
join a particular project. The volunteer forms are a vital part of the Earthwatch risk management
process and are essential to preparing participants for success on an Earthwatch expedition. For
examples of participant forms, please see the Appendices at the end of this manual.
The PI or FTL is required to review these forms upon receipt and coordinate questions and
concerns with their Earthwatch contacts. Additionally, the PI and FTL are expected to maintain
access to these forms in the field while adhering to the Earthwatch Participant Data Protection
policy as explained below.
You and your project staff leading teams in the field are expected to carefully review all volunteer forms
prior to fielding of teams in order to:
1. Determine if there is any reason a volunteer should not participate in your project. Only you
know the needs, tasks, and conditions specific to your project and site best, and we therefore
rely on you to carefully review the forms and raise any concerns prior to fielding so that they
may be addressed (see Section 6.8 Right of Refusal to Accept a Participant); and
2. Have pertinent information if there are medical emergencies in the field.
The participant forms will be sent to you by Earthwatch a few weeks in advance of a team’s arrival
(depending on when we get the completed forms from the participants). Please be sure to let us know
the best way for you to receive the forms. Electronic transmittal (via email or secure digital file delivery
service such as yousendit.com) is the preferred method, but if necessary the forms can be mailed or
faxed. Prior to the expedition, if you have not received the forms, please contact Earthwatch, as there
may be email transmission problems or a postal delay. We will resolve the situation as soon as possible
and ensure that you receive the forms by some other means. Should participants fail to submit fully
signed and completed forms, they may be subject to cancelation from the team.
We recommend that project staff print the health and travel forms and put them in a binder or envelope
that can be carried to the rendezvous and into the field for easy reference in the event of a travel delay
or emergency (while limiting access in order to maintain confidentiality).
The information collected on the forms that participants are required to complete prior to fielding is
listed below. Please note that this information may vary depending on the program.
Earthwatch Participation Form (see Appendices E and G for examples)
This form consists of the following sections:
Personal Profile
This section contains personal details of the participant, including important emergency contact
information, and should be reviewed by the PI. This section provides some background on the
24 | P a g e
participant, such as what types of skills they will bring to the project and what kinds of activities they
enjoy.
Health Declaration
This section outlines the health conditions and the physical abilities of the participant. It is essential
that you take time to review this section in advance of the team’s arriving (preferably as soon as you
receive it). Your Program Coordinator will have reviewed the form and made notes for you regarding
anything she or he feels pertinent, but it is also important for you to know and feel comfortable with the
physical condition of the participants. If there are any issues you feel need further exploring and we
have not discussed them with you already, please get in touch with your Program Coordinator as soon
as possible.
For some projects, teams, or individuals this section may include the signature of the participant’s
doctor, nurse practitioner, or physician assistant (U.S. only), confirming they are comfortable with the
participant joining the project.
A specialized Health Declaration section (see Appendix G) replaces the standard Health Declaration for
projects involving scuba diving.
Water-Based Projects
If your project involves working in, on, or near water, participants will be required to complete this
section outlining their swimming experience and ability as well as their experience on boats and other
sea craft and experience with snorkeling (if applicable).
A specialized Water-Based Projects section (see Appendix G) replaces the standard Water-Based
Projects section for projects involving scuba diving.
If any information in the Water-Based Projects section causes you concern, please inform Earthwatch of
this as soon as possible. For example, you may feel that a participant’s experience is not comprehensive
enough for him or her to comfortably and safely take part in the project.
Liability Release, Assumption of Risk and Indemnity Agreement
This section contains legal information regarding the risks and hazards inherent to all Earthwatch
projects and a release of liability. All participants must sign the “Earthwatch Participation Form” to
confirm that they have read, understood, and consented to the policies outlined in the Participant Rights
and Responsibilities document and the project conditions as described in the Expedition Briefing. A
participant may not join an Earthwatch expedition until he or she has signed this document. The
signature of the parent(s) or guardian(s) is required for minor participants.
Behavior Agreement
This section is a requirement for minors participating in Teen, School Group, and student fellow teams
(see Appendix E) and is therefore included in the “Earthwatch Participation Form: Teen”. It sets out the
expectations for minors on these teams relating to conduct and behavior.
Travel Information (Appendix F)
This form includes information on how and when the participant will get to the rendezvous as well as
any contact information for the participant immediately before the expedition starts. The Program
Coordinator will have checked that the scheduled time of arrival (by air, train, bus, etc.) will be early
enough to meet the rendezvous, but if you foresee any problems, you should let Earthwatch know as
soon as possible.
25 | P a g e
Participant Rights and Responsibilities (Appendix D)
All participants receive a copy of this document, which outlines what is expected of participants as well
as PIs and research staff while on an Earthwatch expedition. You will not receive a copy of this with the
participant forms, but you should be aware of what behaviors and conditions the participants have
agreed to.
Forms for Visitors to the Project
Only participants approved by Earthwatch, the PI, and their project staff, as indicated in the project staff
list provided by the PI in the letter of agreement, may participate in the expedition.
Note that any visitors to the project will need to complete a Liability Release, Assumption of
Risk and Indemnity Agreement and send it to Earthwatch. Please make every effort to notify your
PM of any visitors well in advance of the expedition. Visitors include visiting scientists, collaborators,
media, students, etc. If the visitor will be participating in project tasks alongside other participants, the
visitor will be required to fill out the appropriate forms as listed above. Depending upon the role of the
visitor, other participants may need to be notified in advance of the visitor’s presence.
Please inform Earthwatch if your project or research center has a separate liability release form
that needs to be signed by all participants. Please send us a copy before the start of the fielding
season as we must provide a copy of this release to participants in advance of fielding.
4.5 PARTICIPANT DATA PROTECTION
Laws in the U.K., Australia, and the U.S. make it necessary for Earthwatch to distribute a written policy
regarding how to treat information contained in the participant forms we send you.
The reason for transferring participant information to PIs is to ensure the welfare of the participant while
in the field. The forms contain information of a personal and private nature, including mailing
addresses, email addresses, and health information. Earthwatch is bound by law to limit use of that
information to the purpose for which it was given to us.
Actions for Earthwatch Scientists
Earthwatch Scientists are expected to take the following actions regarding participant forms:
x
x
x
Participant forms are for the sole use of the PIs, Co-PIs, FTLs, or Facilitators who will be
responsible for the participants’ welfare in the field. Neither the forms nor their contents are to be
shared with other staff members, other participants, or anyone who does not have a leadership role
in the field.
Participant forms must be kept in a secure location at all times and never left where they can be
accessed by unauthorized persons.
PIs, Co-PIs, and FTLs should bring the forms into the field with them for use in case of emergency.
However, the information must be kept secure and access to it limited to the lead project staff
member for that team. The only exception to this would be if the lead project staff member becomes
incapacitated and another staff member needs to access the information to provide medical
assistance.
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x
x
If the participant forms are kept electronically on a computer that is also used for data entry by
participants, the participant forms must be password-protected to ensure that only the lead project
staff member for the team can access these forms.
After the end of the expedition, the lead staff member must destroy the forms, as there is no longer
any need for that information. If you have hard copies, please shred or burn them, rather than
recycling or throwing them away. Electronic copies should be deleted from your computer and then
emptied from your desktop recycle bin .
4.6 INCLUSIVITY
It is essential to the Earthwatch mission that people participate in solving the environmental challenges
we face. To this end, it is a high priority at Earthwatch to make our expeditions as inclusive as possible
and available to the widest spectrum of participants. If it may be possible to accommodate persons of
varying abilities on your project at present or in the future, pending any necessary adaptations, please
discuss this with your PM. If adaptations are necessary, please share your thoughts on what may be
required to enable a person with differing abilities to participate on your project successfully with your
PM. Earthwatch has been working to create more opportunities for a wider range of participants in our
projects and we would like to collaborate with you towards this goal.
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SECTION 5: MEDICATIONS AND MEDICAL KITS
5.1 POLICY ON MEDICATIONS
Administration of Drugs
In the absence of verbal orders or written protocols from a doctor, medication cannot be distributed.
Without such orders or protocols, you are potentially practicing medicine without a license, which is
illegal in most countries. Instead, you may inform adult participants that there is a kit available and they
may remove nonprescription medication from the kit themselves to self-administer. You may not allow
minors to self-administer from the project medical kit without written protocols from a doctor and
consent from the parent or guardian. Any medications removed should be documented (what, how
much, by whom, and when) by the lead staff member in charge of the team.
Before adult participants self-administer any medication, advise them to read the label, including
directions for administration and dosage; ask them to consider their previous history with this medication,
any known allergies, and whether they are currently on any medication, and if so, to review the protocols
for contraindications.
The PI and/or lead staff should always review each participant’s health information when received to
become familiar with any prescription medications listed on the forms, particularly if they may alter
behavior. The staff member should also consider potential ramifications in the locations where the team
will be staying and working.
Information can be easily obtained for medications available in the U.S. or U.K. Medications from other
countries may carry different trade names. Some medications available only by prescription in the U.S.
or U.K. may be available without a prescription in other countries and may be prepared in different
dosages. If you purchase medication outside of the U.S. or U.K., you should confirm its classification,
dosage, indications, contraindications, and possible side effects before providing access to it. All
dosages are indicated for adults. Pediatric dosages must be specified by a doctor.
Please inform participants that it is not safe to offer any medications to other team members and may
be illegal in some locations.
Medication administration is a complex decision that requires consultation with a physician. Earthwatch
does not endorse or recommend specific medications. The legalities of using medications should not be
taken lightly and differ in each country and, often, province or state. Be informed about the relevant
regulations in your area. Adequate training, written policies and procedures, and medical control should
all be considered.
References
Wilderness Medicine Institute, Wilderness Medicine Protocol Package
Oxford Handbook of Expedition and Wilderness Medicine by Chris Johnson, Sarah Anderson, John
Dallimore, Shane Winser, and David Warrell
x
x
5.2 PROJECT MEDICAL KITS
General Considerations
28 | P a g e
Adapted from Wilderness Medical Associates’ First Aid Kits: Some Tips to Help Create an Ideal Kit for
You, and Sierra Club’s Outing Leader Handbook.
Medical kits should be appropriately equipped, maintained, and readily available throughout each
expedition. Each kit should contain over-the-counter medications appropriate to the working
environment. Staff must have training on the contents of medical kits and be able to make good
judgments about injury status.
Before you put together an emergency supply kit, consider your experience in the environment in which
you’re working. It is not enough to merely have these items; someone must be capable of using them.
In the field, those with emergency experience and training should carry the medical kit with them for
each group they are leading. In addition, first aid kits should be easily accessible and kept in the
accommodation, each transport vehicle, and at the research center.
There are many excellent first aid kits on the market that are available in virtually every country. Within
the legal boundaries of a particular country, manufacturers do their best to consider many factors, from
cost to contents. That is why there are so many choices in style and content.
You will probably need to customize a kit to fit your specific project. Some factors to consider are:
x The environment in which you work, the potential problems that may arise in the area, and how to
handle an evacuation if needed
x The specific activities associated with the project
x Other resources available in the area, such as people, gear, and means of communication
x The specific participants on the team – how many there are, as well as their medical histories and
their knowledge and skill levels
x The medical expertise and ability of the lead staff member on the team
x The wildlife, vegetation, water, food, and communicable diseases endemic to the area
Tips for Assembling a Wilderness First Aid Kit
x It is impossible to assemble the perfect kit, but you should still try; keep track of things you wish you
had, and things you wish you had more of, and reassemble your kit periodically
x Repack and recheck your kit before each outing; consider specific needs of that particular trip and
check for and replace expired medications and sterile items torn open or damaged, etc., removing
any unnecessary items
x Do not pack anything you do not know how to use; before the trip, go through each item in your kit
and familiarize yourself and your field staff with what is there and how to use it
x Keep a list inside the kit of everything that it contains to ensure it is always simple to restock
x Keep a small note pad and pencil in the kit to note any items that have been used, how much, by
whom, and when
x Encourage, if not require, participants to pack and carry a personal first aid kit
x Remember that ultimately, people are protected not by a kit, but by knowledge and skill
29 | P a g e
Customizing Your First Aid Kit
The following chart represents U.S. outdoor standards in the industry and is provided for guidance. It was
compiled by the Sierra Club for group leaders and may not fulfill all the needs of your particular
expedition. Please also refer to the item descriptions in the subsequent chart.
Dental Kit
Over the Counter
Medications
Bandage Materials
Wound
Management
Equipment and
Instruments
Kit for Basic Projects
x CPR face shield
x Gaffer or duct tape
x Emergency blanket
x Incident Report forms
x Oral glucose gel (Jell-O®)
x Patient Record Card
(Appendix N) and pencil
x Resealable plastic bags
x Safety pins
x Antimicrobial hand wipes
x Nitrile barrier gloves (avoid
latex)
x Forceps or tweezers
x Iodine solution (Betadine®)
x Wound closure strips
x Aloe Vera gel
x 1-inch cloth or surgical tape
x 3x3-inch nonstick gauze pads
x Gauze roller bandages
(Kling®)
x Moleskin
x Nonadherent sterile dressings
x Sterile dressings
x Adhesive bandages (BandAid®)
x Antacid and antigas tablets
(Mylanta®)
x Bismuth subsalicylate (Pepto
Bismol®):
x Diphenhydramine
(Benadryl®)
x Ibuprofen (Motrin®)
x Oral rehydration salts
(electrolytes and glucose
gel)
x Throat lozenges
x Anti-itch cream
x Anbesol®, Orajel® or
Orasol®
x Cotton pellets and rolls
x Dental floss
x Clove oil (Eugenol®)
x Temporary filling material
(Cavit®, Superdent®)
Kit for Intermediate Projects Kit for Remote Projects
Basic kit items plus:
x Cotton-tipped swabs (Q-tips®)
x Inflatable/portable splint
Basic and intermediate
kit items plus:
x Hypo-/hyperthermia
thermometers
x EMT scissors
Basic kit items plus:
x Cleansing pads with Lidocaine
or Xylocaine
x Double antibiotic ointment
x Irrigation syringe
x Cleaning sponges with soap
x Tincture of Benzoin
Basic kit items plus:
x 4x4-inch gauze pads
x Knuckle and fingertip
bandages
x Microthin dressing
(Tegaderm®, Opsite®)
x Molefoam
x Sterile trauma pads
Basic and intermediate
kit items plus:
x Biohazard waste bag
x Surgical scrub brush
Basic kit items plus:
x Acetaminophen (Tylenol®)
x Antidiarrheal (Imodium®)
x Decongestant (Afrin®,
Sudafed®)
x Hydrocortisone cream USP
(1%)
Basic and intermediate
kit items plus:
x Antifungal (Tinactin®,
Monistat®)
Same items as basic kit
Basic and intermediate
kit items plus:
x Plastic dental mirror
x Zinc oxide
Basic and intermediate
kit items plus:
x Second skin dressing
for burns
x Sanitary napkins
x Triangular bandages or
cravats
Descriptions of Possible Items to Include in Your Kit
Equipment and Instruments
CPR face shield (CPR Microshield®): Compact, easy to use, clear, flexible barrier for use in
performing mouth-to-mouth rescue breathing. Prevents contact with the victim’s secretions.
Cotton-tipped swabs (Q-tips®): May be used to remove insects or other foreign objects from the
eye. Also useful for rolling fluid out from beneath a blister or opening an eyelid to locate a foreign
body.
EMT scissors: Blunt-edged scissors to protect patient. For cutting clothes, boots, bandages, etc.
Hypo-/ hyperthermia thermometers: Able to read temperatures down to 85ÛF/30ÛC and up to
107ÛF/42ÛC.
Irrigation syringe: Used to flush germs from wounds without harming delicate tissues.
Nitrile barrier gloves: Protect rescuer from infectious diseases (referred to as BSI or Body
Substances Isolation). Avoid latex as it can cause serious allergic reactions.
Safety pins: Many uses, such as replacing broken zippers or buttons on clothing, tents, sleeping
bags, etc.; pinning gloves to jacket; unclogging stoves; use in a neurosensory exam; removing
splinters; replacing lost screws in glasses; used as a sewing device, punching holes in a plastic bag
to make a shower, etc.
Inflatable/portable splint (Sam Splint®): Versatile and lightweight foam-padded aluminum splint.
Adaptable for almost any use, such as cervical collar or arm, leg, or ankle splint.
Gaffer or duct tape: Multiple uses, including stabilizing broken limbs, repairing rips in tents,
removing splinters, closing wounds, etc.
Wound Management
Aloe Vera gel: Topical anti-inflammatory gel for treating burns, frostbite, abrasions, and poison oak
or ivy (available over the counter).
Double antibiotic ointment: Topical ointment that helps to prevent minor skin infections and
accelerate wound healing. Avoid triple antibiotic ointments with neomycin, as they can produce an
allergic rash.
Forceps or tweezers: For removing embedded objects from skin, such as splinters, thorns, ticks,
stingers, etc.
First aid cleansing pads with Lidocaine or Xyloocaine: Pads with a textured surface ideal for
scrubbing dirt and embedded objects out of abrasions (e.g., “road rash”). Lidocaine, xylocaine and
Lanacane® are topical anesthetics.
Povidone iodine solution USP: To disinfect backcountry water and to sterilize wound edges.
When diluted 10-fold with water, it can be used for wound irrigation.
Surgical scrub brush: Sterile brush for cleaning embedded objects and dirt from abrasions.
Tincture of Benzoin (leakproof container): Liquid adhesive. Enhances stickiness of wound closure
strips or tape.
Bandage Materials
Elastic roller bandage (ACE®): Used to hold dressing in place or to create a pressure bandage for
bleeding or sprains.
Gauze roller bandages (Kling®): Sterile bandage used to keep dressing in place and further protect
wounds.
Nonadherent sterile dressing (Aquafor®, Xeroform®, Adaptic®, Telfa®): Used to cover
abrasions, burns, lacerations, and blisters. Spenco Second Skin (96% water) is a great alternative.
It cools and soothes on contact and can be left in place for up to 48 hours.
Triangular bandage or cravat: Useful for making a sling and swath or holding splints in place.
Wound closure strips: Used to close cuts. Stronger, longer, stickier, and more porous than
common butterfly-type adhesive bandages.
Over the Counter (OTC) Medications
Antacid and antigas tablets (Aluminum hydroxide, simethicone, Mylanta®): Helps relieve
heartburn, indigestion, sour stomach, gas, and symptoms of peptic ulcer disease and gastritis.
Antidiarrheal (Diamode, Imodium®): Controls abdominal cramping and diarrhea associated with
intestinal infections.
Diphenhydramine (Benadryl®): Antihistamine that can temporarily relieve runny nose, sneezing,
31
watery eyes, and itchy throat due to hay fever or other respiratory allergies and colds. Relieves
itching and rash associated with allergic reactions. Useful as an adjunct to epinephrine in the
treatment of severe allergic shock. Also relieves symptoms of motion sickness.
Glucose gel: Oral glucose gel containing concentrated sugar for treating hypoglycemia and insulin
reactions in people with diabetes or hypothermia.
Hydrocortisone cream USP (1%): Temporary relief of minor skin irritations and allergic reactions.
Ibuprofen (Motrin®): Reduces pain and inflammation.
Acetaminophen (Tylenol®): Relieves pain and fever but has no anti-inflammatory effect.
Oral rehydration salts (electrolyte salts and glucose): Combined with a quart (liter) of water,
they provide an ideal solution for replacing electrolytes and fluids lost during diarrhea illness, heat
exhaustion, or vomiting.
Bismuth subsalicylate (Pepto Bismol®): May prevent and help treat traveler’s diarrhea, nausea,
and upset stomach.
Dental Kit
Temporary filling material (Cavit®, Superdent®): Adheres to dry surfaces. For temporary filling
only.
Clove oil (Eugenol®): Placed directly into cavities, provides temporary toothache relief. Beware of
allergies.
Ambesol®, Orajel® or Orasol®: Belongs to a family of toothache medications that have a topical
anesthetic as the active ingredient. Most commonly that anesthetic is Benzocaine. Beware of
allergies to medications in the “caine” family.
Zinc oxide: When used with Eugenol®, a paste is formed. Acts as a temporary filling.
Reference
Wilderness Medicine Institute, Wilderness Medicine Protocol Package
32
SECTION 6: RULES AND EXPECTATIONS FOR PARTICIPANTS AND STAFF
ALL PARTICIPANTS RECEIVE AND SIGN THE EARTHWATCH LIABILITY RELEASE FORM, INDICATING THAT THEY
HAVE READ AND UNDERSTAND THE POLICIES STATED IN THE PARTICIPANT RIGHTS AND RESPONSIBILITIES
DOCUMENT; LIKEWISE, ALL TEEN TEAM PARTICIPANTS AND THEIR PARENTS OR GUARDIANS HAVE AGREED TO
ABIDE BY THE TEEN BEHAVIOR AGREEMENT (SEE APPENDICES D AND E FOR COPIES OF THESE DOCUMENTS).
6.1 INTELLECTUAL PROPERTY RIGHTS
Participants are encouraged to share photos, videos, and stories of your expedition with family, friends,
local media, and in a public forum. However, all information, data, and images shared or gathered in the
course of a project are the intellectual property of the PI. Co-opting or plagiarism of data, images, or
information gathered during an expedition by participants for use in a scientific thesis, master’s, or PhD
work, or for profit or for the academic or business use of a third party without the permission of the PI is
strictly prohibited. Likewise, data gathered during the interviewing of local people become the intellectual
property of the PI. PIs have the right to place additional restrictions on the participants’ ability to share
data or certain research-related images. Any restrictions should be disclosed in the Expedition Briefing
and noted in the onsite orientation briefing.
CONVERSELY, AN EARTHWATCH SCIENTIST MAY GIVE WRITTEN PERMISSION TO USE DATA AND IMAGES FOR
ACADEMIC OR PROFITABLE ACTIVITY. FELLOWS OR SCHOLARSHIP RECIPIENTS ARE SOMETIMES REQUIRED TO
SUBMIT A WRITTEN REPORT REFLECTING WHAT THEY HAVE LEARNED ON A PROJECT, SOMETIMES AS A STEP
TOWARD DEVELOPING A CURRICULUM. PIS HAVE THE RIGHT BUT NOT THE OBLIGATION TO REVIEW AND EDIT
MATERIALS INVOLVING INFORMATION GATHERED ON ONE OF THEIR EXPEDITIONS.
6.2 ROMANTIC RELATIONSHIPS
Mandated Earthwatch Rules
PIs, their staff, their colleagues, and their associates are prohibited from becoming romantically involved
with participants during the entire duration of the period that the team is in the field. Romantic
relationships between project staff and project participants may create an unpleasant or unproductive
work environment and are therefore prohibited. Project staff have responsibility for the safety of the
participants in their care and this puts them in a position of authority, which can easily create
opportunities for misunderstanding. By remaining professional and friendly but not romantically involved
the position of project staff is maintained.
Projects Involving Minors
Please see Section 7 Minors on Expeditions.
Couples
It is quite normal and acceptable for couples to work together on Earthwatch projects either as staff or as
participants. Couples should be aware that open displays of affection are not well regarded in some
communities. The staff should communicate this in the Expedition Briefing beforehand, during the initial
in-field briefing, and during the expedition as needed. Romantic relationships sometimes develop
between participants during the course of an expedition. This may create some sensitive management
issues for the PI and project staff. Other participants who may have been very accepting of couples who
arrive together may resent the change in the dynamics that a new couple presents. It also changes the
group experience for all involved if two members of an expedition shift the focus of their attention from
the whole experience to just one other person in the group. It is a good idea to watch out for these types
of changes and to discuss them sensitively with the people concerned.
6.3 SLEEPING ARRANGEMENTS
Earthwatch expects that each individual will have his or her own bed, cot, or mattress in a designated
sleeping area (e.g., not a couch in a common room) unless the individual is traveling as a part of an adult
couple and has requested to sleep in the same bed or same room as his or her partner.
33
Logistics should be arranged so that all participants have a similar quality of sleeping arrangements.
Earthwatch participants should not be sleeping in the same rooms as non-Earthwatch team members. If
this is unavoidable, such as in large dormitories, consult with your PM.
Arrangements should be made for separating people of different genders within the accommodations;
adult couples in their own separate accommodation are an exception. There are situations such as
dormitories, yurts, etc. where mixed gender accommodations may be unavoidable. Please consult with
your PM. Project staff should not meet with participants alone in their accommodations. Meetings should
be held in public spaces or in groups of three or more.
Minors
Minors (persons under 18 years old) should not be put in the same sleeping quarters with adults other
than their parents or guardians. An exception may be made for minors sharing dormitory-style quarters
with adults provided that their parent or guardian is present.
For groups with several minors (e.g., Teen Teams), it is acceptable for Facilitators and/or project staff
who have reviewed and signed the Child Protection Policy and obtained a satisfactory background check
to be lodged in the same room as teens of the same gender. If this is necessary, please liaise closely
with your PM so he or she is fully informed. Please note that it is never acceptable for an adult Facilitator
to share sleeping quarters with a lone minor.
Minors should not be put in mixed-gender sleeping quarters. Projects with minors are expected to have
project staff or Facilitator accommodations within a short walking distance of the minors’
accommodations.
Please see Section 7.1 Child Protection Policy for further details.
Adult Couples
Accommodations for adult couples are a benefit but not an Earthwatch requirement. If possible, please
make separate room arrangements available for couples. If this is not possible or if couples
accommodations are limited to first-come first-served, be sure to specify this in the Expedition Briefing. It
is not permitted to have a couple sharing a bed in the same room as other members of the team.
6.4 DRUGS AND ALCOHOL
Drug Policy
The manufacture, possession, use, purchase, and/or sale of illegal drugs is strictly forbidden for any
person while working or participating on an Earthwatch expedition. Prescription drugs may only be
purchased and used by the individual indicated on the prescription, in keeping with the intended-use
guidelines.
Alcohol Policy
Local statutes, customs, practices, ordinances, and regulations with regard to the use, possession, sale,
or purchase of alcohol are applicable to all participants and project staff on Earthwatch expeditions.
Participants and project staff on Earthwatch expeditions must comply with the law of the country in which
a project is located regarding the minimum age required to consume alcohol. Consumption of alcohol
by PIs, Co-PIs, project staff, and participants is prohibited during research and other project activities
and should be restricted to recreational or meal times. In addition, restrictions on the use, possession,
sale, or purchase of alcohol may be set by the Earthwatch Scientist. Any such restrictions should be
clearly outlined by the project staff in the orientation briefing to participants at the start of the project and
in the Expedition Briefing. If you choose to have a “no alcohol” policy, please specify this in the food
section of the Expedition Briefing and make the consequences of any violation of the restriction clear,
such as dismissal from the team.
As stated in Section 7.1 Child Protection Policy, consumption or possession of alcohol by participants or
staff is not permitted on any Earthwatch Teen Team, regardless of local law.
34
Excessive consumption of alcohol by staff or participants is not acceptable on any Earthwatch project.
Intoxication can jeopardize personal safety, in addition to the safety of the team. It can also cause delay
and hinder response in the event of an emergency situation. Earthwatch staff and the Earthwatch
Scientist have the discretion to remove individuals from the project who consume alcohol at a time and in
a manner that endanger the safety and/or productivity of the expedition. Please see Section 8.1 Driving
and Vehicles as well as Section 8.8 Swimming for further restrictions on alcohol consumption.
Smoking
Smoking is only permitted in designated areas, which will vary from project to project, and cigarette
remnants must be disposed of properly. Any smoking restrictions must be disclosed in the Expedition
Briefing and the orientation briefing. Smoking in the presence of minors is not permitted.
6.5 HARASSMENT AND ASSAULT
Earthwatch is committed to the physical and psychological safety of all team members. There is a great
deal of potential for conflict and difficulties when it comes to interpersonal relationships in an international
and multicultural context. In order to reduce these to a minimum and protect both Earthwatch project staff
and participants, the following rules and guidelines are in place.
Mandated Earthwatch Rules
Harassment and assault of any kind (including sexual, verbal, psychological, etc.) of participants, project
staff, and Earthwatch staff is prohibited. Harassment and assault are taken very seriously, and local
authorities will be involved when appropriate.
Harassment and assault incidents involving anyone under 18 must be handled with great care.
Please refer to Section 7.1 Child Protection Policy for specific details regarding harassment and
assault involving a minor.
Prohibited Conduct: Sexual Harassment
As stated in Section 6.1 Romantic Relationships, Earthwatch Scientists, their staff, their colleagues, and
their associates are prohibited from becoming romantically involved with participants during the entire
duration of the period that the team is in the field. Please see that section for further details.
Sexual harassment infringes on an individual’s right to an environment free from unsolicited and
unwelcome sexual overtones, either verbal or physical. Sexual harassment does not mean occasional
compliments of a socially acceptable nature. Sexual harassment refers to conduct that is offensive, that
harms morale, or that interferes with the effectiveness of Earthwatch expedition teams; such conduct is
prohibited. It is important to realize that what may not be offensive to you may be offensive to
participants, the local population, Earthwatch staff members, or other project staff. Please recognize that
the relationship that exists between participants and PIs or other staff is analogous to the student-teacher
relationship, making any sexual relationship inappropriate and unprofessional.
Staff and expedition participants are prohibited from sexually offensive conduct during expeditions,
including but not limited to the following:
x
x
x
x
x
x
x
x
x
x
Sexual advances, requests for sexual favors, sexually motivated physical conduct
Subtle pressure for sexual activity
Inappropriate or unwelcome touching, including patting, pinching, blocking, massaging, or brushing
against another person’s body
No one should be touched in areas that would otherwise be covered by a swim suit
Foul or obscene language or gestures
Displays of sexually offensive or suggestive posters, pictures, or objects
Sexually offensive verbal harassment, including remarks, questions, teasing, slurs, or innuendos
Inappropriate jokes or remarks about gender-specific traits
Viewing, printing, or transmitting sexually offensive material electronically
Conduct that is demeaning or derisive and occurs substantially because of a person’s gender
35
Prohibited Conduct: Sexual Assault
Sexual assault can be physical, verbal, visual, or anything that forces a person to receive unwanted
sexual contact or attention, including but not limited to:
x
x
x
x
Nonconsensual sexual contact
Voyeurism (when someone watches private sexual acts)
Exhibitionism (when someone exposes himself or herself in public)
Can include sexual harassment as defined above
Management of an Incident
x Any individual who feels subjected to harassment or assault or has any knowledge of such behavior
should report it at once to his or her PI or to other Earthwatch staff members
x Project staff must ensure the immediate safety of all project participants and staff
x All PIs and FTLs must notify Earthwatch immediately when an accusation of harassment or assault is
made or such conduct is witnessed
x Authorities will be contacted when appropriate
x All reports of harassment will be handled with discretion and will be promptly and thoroughly
investigated; this can include interviews with those involved as well as witnesses
x Any participant who is found to have engaged in conduct constituting harassment or assault will be
immediately removed from the expedition at his or her own expense
If a minor is directly involved in allegations of harassment, his or her parents or guardians will be
contacted; as a general principle, all contact with parents or guardians is done by Earthwatch,
rather than project staff.
6.6 PARTICIPANTS AND DRIVING
Mandated Earthwatch Rules
Earthwatch’s insurance policies do not cover expedition participants driving project vehicles or their own
vehicles. Therefore:
x
x
Participants are not allowed to drive project vehicles or aircraft during an expedition
In select circumstances, participants may be able to drive boats under direct supervision by project
staff; however, this must be approved in advance by your PM
Guidance
If it is possible for participants to drive their own vehicles to the rendezvous point or project site, those
who drive to the project may not drive their own vehicles to, from, or for project activities, including the
transport of project equipment.
Participants who have driven themselves to the project may choose to use their own vehicles during
recreational time, but project staff must brief them on the driving restrictions and advise participants that
all driving during recreational time is done at their own risk.
Participants are actively discouraged from driving other participants during recreational time. Project staff
must disclose to participants that riding in another participant’s vehicle is done so at their own risk, they
must sign a Recreational Release (see Appendix J), and that they are not covered under the Earthwatch
insurance policy during that time.
Note: The ONLY exception to the above restrictions is emergency situations.
6.7 EARLY DEPARTURES
In order to maintain the integrity of the field team, Earthwatch signs up participants only for the full
duration of an expedition, which extends from rendezvous to departure. Please note that exceptions to
this rule include potential arrangements for site visits by Earthwatch staff, Earthwatch Board members,
VIPs, or media.
36
Infrequently, Earthwatch participants choose to depart an expedition early, for example for a family
emergency, physical discomfort, or other reasons. An early departure is defined as a departure from the
team prior to the last day of the expedition or a departure on the last day that takes place at a different
location than where the team is scheduled to end; for example, if a participant leaves the team in the
morning of the last day of the expedition in the Loire Valley when the team was scheduled to end later
that day in Paris.
If the PI or project staff receives notification that a participant wishes to leave early or receives an
indication that this may occur, Earthwatch must be notified immediately, in order to help resolve the issue
that is leading to an early departure. Minors may not leave the project until Earthwatch has been
able to engage their parents or legal guardians in a discussion of the possible early departure.
If a participant must depart early, he or she is required to sign the Early Departure Release
(provided in Appendix K).
During some expeditions, all project activities may be completed the night before the team’s last day, and
participants may be allowed to leave on their own accord at any time on the final day. In such cases, this
departure scenario should be clearly communicated in the Expedition Briefing, and participants departing
at various times on the last day are not required to sign the Early Departure Release.
If you have concerns about how your project’s departure logistics could affect the early departure
scenario, please consult with your PM.
Note that it is also possible for a participant to depart early due to a policy violation resulting in his or her
removal from the team. See Section 6.7 Participant Dismissal for Policy Violation below.
6.8 PARTICIPANT DISMISSAL FOR POLICY VIOLATION
Removal of a participant from a team is at the discretion of the Earthwatch Scientist or FTL and
Earthwatch staff. Earthwatch will support the right of the project staff to dismiss a participant if his or her
behavior might compromise the safety, research objectives, or general performance of the team, or if the
participant has violated a stated policy.
If you or your staff are experiencing significant problems with a participant that cause you to consider
dismissing him or her from the team, alert your PM to the situation as soon as possible. Dismissal is a
last resort and it is often useful to consider alternative strategies with your PM. Earthwatch must be
notified before a participant is informed of a decision to dismiss. If the participant being dismissed from
the team is funded by a partner organization or outside funder, Earthwatch will notify the organization of
the dismissal.
Guidance to Earthwatch Scientists
When considering dismissing a participant from the team for bad behavior, please note that:
x The behavior of the PI and staff sets the standard for the team
x Earthwatch staff and the PI have the discretion to remove individuals from the team who consume
alcohol at a time or in a manner that endangers the safety and/or productivity of the team, as well as
any participants who use illegal drugs
x The PI and staff should feel free to call Earthwatch at any point for advice or support
x In the case of problematic behavior on the part of an individual participant, the PI or staff should
privately discuss the problems caused by this behavior with the participant
x If the behavior is illegal, this should be pointed out, as the participant may not be aware of local
restrictions; the PI may at this point warn the participant that continuation of the behavior will result in
expulsion from the team
x If the participant’s behavior continues to be a problem, the PI or staff should notify Earthwatch before
removing him or her
37
Minors
In the event that a minor is dismissed from a team, Earthwatch must contact the participant’s parents or
legal guardians prior to the participant being informed of this decision; it is therefore imperative that the
PI or staff notify Earthwatch before taking action. In the event a decision is reached by Earthwatch, the
minor’s parents or guardians, and project staff to dismiss a minor from a team, please follow the
guidelines above. Project staff should facilitate the dismissal process, including assisting with travel
planning when necessary and supervising the minor up to the agreed point of departure.
Costs Associated with Early Dismissal
Should a participant be removed from a team, he or she will be responsible for any costs associated with
departure and will not receive a refund of the expedition contribution or any expenses incurred through
participation on the expedition.
6.9 RIGHT OF REFUSAL TO ACCEPT A PARTICIPANT
Neither Earthwatch nor project staff may refuse a participant for discriminatory reasons (race, religion,
sexual orientation, etc.). However, participants may be denied in the interest of team compatibility or
safety. Earthwatch will make reasonable efforts to accommodate and find appropriate expeditions for
those participants who have physical limitations. However, if legitimate reasons exist, Earthwatch and
the PI have the right to refuse an applicant’s participation on an Earthwatch expedition prior to the team’s
fielding. This is generally a rare occurrence, usually due to an applicant’s failure to meet the physical
demands or health requirements of the particular project. In the event that an applicant is refused
participation, Earthwatch will refund in full any deposit or payment made toward the expedition.
Occasionally, a PM may approach a PI with a special request, such as accommodating a media visitor
(film, photography, or print), participant sign-up after team payment (late sign-up), or special group
(students, donors, etc.) on the project. While it is always in the best interest of Earthwatch and ultimately
the project’s research and promotion if special requests can be accommodated, PIs are under no
obligation to do so. PIs have the right to refuse such special requests if they conflict with project
schedules, safety, research objectives or general performance of the team. Remember, all participants
must be approved by Earthwatch and the PI in order to join an expedition. This includes visitors to the
project.
6.10 VISITORS TO EARTHWATCH FIELD PROGRAMS
Earthwatch has a responsibility to any visitors to Earthwatch field programs. These visits can be as short
as an hour or less or as long as the team or longer. All planned visits to Earthwatch field programs must
be coordinated with your PM to ensure that the following criteria have been addressed:
x
x
Determination of the project activities that the visitor will join
Determination of where and when the visitor will join i.e., at the scheduled rendezvous, at the
project site itself
x Proper disclosure to the visitor on expectations for the visit
x Disclosure to team participants of the visitor’s presence or participation
x Determination on whether the visitor will be covered by insurance
x Determination on forms requirements for the visitor
x Determination on whether the visitor will be added to the Earthwatch database
Restrictions for teams with minors: all visitors on teams with minors traveling without a parent or guardian
(i.e., Teen Teams) must first be approved by Earthwatch, must review and sign a copy of the Child
Protection Policy (see Section 7.1) and may be subject to a satisfactory background check. Visitors must
not be left alone in the presence of a minor.
Unplanned visits to Earthwatch programs can also occur with little forewarning. In the event that this
occurs, please note that those visitors:
x Will not be able to join any project activities or ride in project transportation
x May not join any team with minors traveling without a parent or guardian (i.e., Teen Teams)
x Must not be left alone in the presence of a minor
38
x
x
Will not be insured by Earthwatch
Will not be allowed to photograph or video any Earthwatch participants
Guided tours of the project site may be permitted if the visitor signs a Liability Release, Assumption of
Risk and Indemnity Agreement (Appendices E and H.
Many Earthwatch programs operate at public sites where Earthwatch scientists and field staff cannot
control the flow of visitors. Additionally, some research projects may be expected by local government
officials or partner organizations to accommodate these visits at any time. If your project operates at a
public site or if there are local expectations about accessibility for visitors, you must agree on parameters
and operating procedures with your PM before teams begin fielding.
Please note that family, friends, and students of project staff who are not project support are classified as
visitors and must be discussed with your PM.
39
SECTION 7: MINORS ON EXPEDITIONS
Note: In addition to the information included in this section, please also reference Sections 6.2 Romantic
Relationships, 6.3 Sleeping Arrangements, 6.4 Drugs and Alcohol, 6.8 Participant Dismissal for Policy
Violation, and 8.8 Swimming.
7.1 CHILD PROTECTION POLICY
All children have the right to a positive and enjoyable experience while on an Earthwatch expedition.
Earthwatch is committed to caring for the safety of all participants involved in its expeditions through
adherence to our Child Protection Policy.
Per this policy, a child is defined as anyone under the age of 18 and staff is defined as PIs, Co-PIs,
FTLs, Earthwatch-selected Teen or Family Team Facilitators, and Earthwatch staff. Where there may be
18-year-olds fielding on Teen Teams, they are also treated as minors and are subject to this policy.
We expect staff to always work with professionalism and integrity to protect the welfare of children on
expeditions. Child protection involves minimizing the risk of harm or abuse (physical, psychological,
sexual, etc.) to minors and responding appropriately in the event of an incident.
This policy applies to:
x
PIs/Earthwatch Scientists
x
FTLs
x
Other field staff or visitors
x
Teen or Family Team Facilitators
x
Earthwatch staff
All staff operating under the standards of this policy have a responsibility to care for the welfare of
children on an Earthwatch expedition. PIs, FTLs, and other staff as appropriate who will participate on a
Teen or Family Team are required to review and sign a copy of the Earthwatch Child Protection Policy
and to submit to a background check.
The aim of the Child Protection Policy is to promote the following good practices:
Provide children with appropriate safety and protection while in the care of Earthwatch
Allow all staff to make informed and confident responses to specific child protection issues
x
x
It is impossible to ensure that no child will ever come to harm while on an Earthwatch expedition.
However, implementing this policy and the following guidelines will enable all parties to be confident that
all reasonable precautions have been taken and that staff are prepared to deal with an incident if one
should occur. All children will be provided with an Expedition Briefing describing the project. It is the
responsibility of the parents or guardians to read this document and then determine if they are
comfortable with Earthwatch’s approach to caring for children.
Teams with Minors
Children under 18 are not permitted to participate on standard Earthwatch teams unless they are
teenagers, aged 15, 16 and 17 who are accompanied by a parent or guardian. Due to project specific
restrictions, some teams do not accept minors at all. Earthwatch has developed teams specifically for
15-, 16-, and 17-year olds and for graduating high school seniors who are 18 years old (Teen Teams), as
well as teams specifically for families (Family Teams) with children as young as 10 years old. These
teams focus on the same research activities and have the same expectations as Standard Teams, but
with additional supervision and support. Exceptions to minimum age requirements must be mutually
approved by Earthwatch and the PI or FTL. On some school group teams, depending on the school’s
own policies, or within some funded programs, there may be various ages of minors fielding on the same
team.
40
General Definition of Abuse
Child abuse or maltreatment constitutes all forms of physical and/or emotional ill-treatment, sexual
abuse, neglect or negligent treatment, and commercial or other exploitation resulting in actual or potential
harm to the child’s health, survival, development, or dignity in the context of a relationship of
responsibility, trust, or power.
Mandated Child Protection Policy
x
x
x
x
x
x
x
All PIs, FTLs, and other staff as appropriate on projects with Teen and/or Family teams will review
and sign the Child Protection Policy on an annual basis. It is the PI’s responsibility to ensure that all
staff are familiar and compliant with the Child Protection Policy.
Background Checks will be conducted for any Earthwatch-appointed Teen or Family Team
Facilitator(s) and project staff on projects with Teen and/or Family teams who will be directly
supporting teens and families on the expedition. Background checks are renewed every three years.
This documentation is handled in compliance with privacy laws. Persons without a current
background check are not permitted to be alone with a child (the only exception possibly being an
emergency situation). (Please note that Earthwatch does not conduct background checks for schoolappointed group leaders or chaperones of school groups, or for project staff leading standard teams
on which a minor has joined with a parent or guardian.)
No unauthorized persons will be allowed access to minors or the project site. Any unauthorized
person must be reported to Earthwatch immediately.
All children will have steady supervision; a Teen or Family Team Facilitator and/or a project staff
member will be close by and accessible at all times.
Earthwatch will provide 24-hour support for all in-field staff.
Earthwatch has received parental consent as part of the Liability Release, Assumption of Risk and
Indemnity Agreement (see Appendix E) if the need arises to administer emergency first aid or other
medical treatment.
Staff will conduct an orientation and will define a clear, fair set of group expectations and rules for the
children related to the goals and guidelines of this policy; field staff will encourage children to further
define behavior standards specific to their project and team.
Guidelines
All project staff should be encouraged to demonstrate exemplary behavior in order to protect against
false allegations. Below are examples of how to create a positive culture and climate.
Always:
x
x
x
x
x
x
x
x
x
Treat all children and young people with respect
Avoid situations where an instructor and a child are completely alone and unobserved (in some
emergency situations this may not always be possible)
Be aware of the balance of power between adult and child and avoid taking advantage of this
Encourage children to communicate their needs or feelings when staff or peer behavior is making
them uncomfortable
Be aware of the potential for peer abuse and take actions to avert or address such situations
Arrange accommodations so that children share a room or tent with other members of the same sex,
preferably with three or more people
At night, an adult is required to be lodged close by (e.g., in a nearby room)
Be an excellent role model, including not smoking in the presence of children, maintaining an alcoholfree project, and using appropriate language, behavior, and gestures
Put the welfare of each child first
Never:
Abuse a child in any way nor develop an intimate or sexual relationship with a child
Ignore the Earthwatch Child Protection Policy and its guidelines
Condone or participate in behavior that could injure or harm others
Allow allegations made by a child to go unchallenged, unrecorded, or not acted upon
x
x
x
x
41
x
x
x
x
x
x
Show discrimination based on race, culture, age, gender, disability, religion, sexual orientation, or
political persuasion
Engage in rough physical or sexually provocative games, including horseplay
Allow or engage in any form of inappropriate touching (children should never be touched in areas that
would normally be covered by a bathing suit); always be sensitive to each child’s definition of what is
appropriate (a goodbye hug at the airport may be comfortable for some children but uncomfortable
for others)
Make sexually suggestive comments or jokes to a child
Allow children to use inappropriate language freely
Allow children to share a bed
Reporting Incidents Involving Minors
It is the responsibility of the field staff to care for the safety of all team members. If an incident occurs, try
to allocate staff to manage the children not involved in the incident so other field staff can research and
address the incident. The steps below should be followed in the event of an incident.
1. Prioritize the child’s safety, as well as that of the rest of the team, and implement steps to ensure it
2. Document the incident as soon as possible, including the following in your report:
x Name(s) of the child or children involved and when and where the incident took place
x Name(s) of other staff and/or children who witnessed the incident
x Details on how the incident began and progressed
3. Report the incident to Earthwatch and discuss any concerns, working with your PM to plan
appropriate action
4. Continue to support the health and safety of all team members
Please note that informing parents or guardians of an incident is the responsibility of Earthwatch,
not the project staff.
All staff will be held responsible for upholding the Child Protection Policy. Non-adherence or direct
violation of this policy will result in a review of the incident by Earthwatch and could lead to disciplinary
action, legal action, or loss of funding.
7.2 TEEN AND FAMILY TEAM FACILITATORS
Teen and Family Team Facilitators are deployed on Teen and Family expeditions to increase supervision
of minors, manage group dynamics, and assist PIs and field staff in increasing the learning opportunities
throughout the expedition. Many of our Teen and Family Team Facilitators are previous Earthwatch
Teacher Fellows who have participated in an Earthwatch expedition. They may have experience in either
classroom or experiential settings working with young people, and frequently have backgrounds in
science or environmental education. We may also employ members of Earthwatch staff who have prior
experience working with youth, or expertise in environmental education. All Teen and Family Team
Facilitators are provided with training prior to fielding.
Role and Responsibilities of Teen and Family Team Facilitators
x
x
Approximately 30 days prior to fielding, contact all teens and their parents or guardians to encourage
questions regarding the expedition and assuage travel concerns for rendezvous and pre-rendezvous
options.
Coordinate, in advance of fielding, with the PM and PI to plan and implement activities to supplement
research tasks. These may include:
o Group expectations activity on behavior and community living
o Icebreakers and team-building exercises
o Scientific presentations, as appropriate
o “Careers in Science” discussion
42
x
x
x
x
x
x
o Games and other fun activities during downtime
o Interactive cultural activities
Enforcing rules and codes of conduct as set forth by Earthwatch and project safety guidelines in the
field
Supervise, in cooperation with PI and Field Staff, all minors on the project
Problem solve and troubleshoot team dynamics, homesickness, and field emergencies
Maintain regular contact with the PI and the Earthwatch office
Report any incidents or problems immediately to the PI and project staff and Earthwatch (a Facilitator
should not contact Earthwatch regarding an incident without first bringing it to the PI’s attention
whenever possible and coordinating an emergency response)
Complete the Facilitator Evaluation post fielding
Qualifications for Teen and Family Team Facilitators
x
x
x
x
x
x
x
x
Previous volunteer experience on an Earthwatch project as an education fellow and/or experience
leading or supporting Earthwatch projects
Prior teaching experience
Experience leading groups of students, including managing group dynamics, team building,
mediation, incident or risk management, and problem solving
International travel experience and/or cross-cultural experience
Meet set physical requirements as described in the Expedition Briefing for each project
Strong swimmer and high level of comfort in water (on water-based projects)
Valid driver’s license, a clean driving record, and experience driving minivan or other large vehicle
Satisfactory results of background check, renewed every three years
INCORPORATING A FACILITATOR INTO TEAM LEADERSHIP
In advance of the Teen or Family expedition, the PM will connect the PI and the Team Facilitator to
encourage prefielding communication. The lead PI has ultimate project oversight and responsibility for
the expedition, and the Teen and Family Team Facilitators act as members of the project staff for the
duration of the expedition. It is important for the PI to set expectations for the Facilitator and offer basic
guidelines for team leadership, incident management, and learning opportunities during the expedition.
7.3 WORKING WITH MINORS
Working with youth can be a very rewarding experience. Younger volunteers bring energy, stamina, and
a variety of talents to any project. PIs often comment that the questions that teens ask often make them
reevaluate things they have taken for granted for years. They can provide a fresh perspective that can be
quite stimulating to PIs and field staff.
Working with youth can also present some unique challenges. Because of their young age and
inexperience, many have needs that vary from those of the typical adult Earthwatch participant. Many of
the younger volunteers may be traveling independently and/or away from their families for the first time.
Many have never spent extensive time in the outdoors and lack the basic outdoor knowledge that project
staff may take for granted. In general, Teen Teams require more supervision and oversight than adult
teams.
When group or individual behavioral issues arise, communicate with Earthwatch any concerns you may
have concerning a minor’s behavior in the field. In particular, alert your PM to any behavioral incidents
where you foresee parents getting involved, any serious rule violations, and whenever a dismissal of a
participant from the team may be considered. If the need arises, Earthwatch will contact a participant’s
parents or guardians. Never pursue a course of action that violates the Child Protection Policy. The PI is
responsible for ensuring that all project staff are aware of and trained on this policy. See Section 7.1
Child Protection Policy.
43
Above all, enjoy working with your teens. Our younger volunteers come away from their Earthwatch
experience with a new perspective on science that their classroom experience is not usually able to
provide. Your own enthusiasm for your work and your willingness to share it with them will make a
lifelong impression. Having teen volunteers on your project is a rich opportunity to make a lasting impact
on the life of a young person; more than one has chosen to pursue a career in science after being
inspired by their time on an Earthwatch project.
Proactive Measures to Manage Successful Teen Teams
x
Preexpedition: In preparation for a Teen or Family Team, the PI and project staff are required to
work closely with the PM and their assigned Teen or Family Team Facilitator to define roles and
responsibilities and collaborate on group dynamics and educational activities. Clear communication,
particularly on the roles and leadership within the adult staff team, is essential in order to avoid
differing expectations that may hinder the collaborative spirit of the team. Carefully review the
participants’ medical forms and make your staff aware of any conditions that might present
challenges. Be sensitive to these conditions and work with your PM if you need further advice on
handling an unfamiliar case.
x
On-site orientation: Be proactive in clearly orienting minors to project rules and expectations at the
start of the expedition. Take the time to create a peer culture that supports a safe, fun, and respectful
environment. Encourage a shared sense of responsibility for each team member’s compliance with
the ground rules.
o
o
x
As early as possible, the on-site safety briefing by the PI or field staff establishes the safety
guidelines for the project and lays out the potential hazards of the site and how to avoid them.
We recommend that a session be held at the start of the team to define expectations of group
behavior. This may be the first experience of living in such close quarters for many teen
volunteers, and setting ground rules will help the group define the standards of their team
community. This activity can be led by the PI, project staff, or the Teen and Family Team
Facilitator, or they can lead the session as a team.
Activities: Begin your expedition with time for everyone to introduce themselves to the group and
socialize. This is important on all expeditions but crucial to successful teen teams. We ask that PIs
and field staff support and allow some time for the Teen and Family Team Facilitator to lead teambuilding activities and ice-breakers on the first day. A little time spent team-building and establishing
group communication pathways can mitigate future problems and inform staff of participant
expectations that might run counter to the project’s aims and activities.
o
Ice-breakers are quick fun games that help youth learn about each other and help build a sense
of collaboration within the team. While intended primarily for use at the beginning of an
expedition, various ice-breakers can be used at any point when it is determined that the team
may need assistance in moving beyond a challenging group dynamic.
o
Team-building activities are generally longer activities that can be important if a group is
struggling with a specific issue or blocked by a specific group dynamic. Although we recognize
that Earthwatch expeditions are not intended to focus on group bonding, at times fully addressing
the issue at hand allows for the entire group to get back to work and achieve better success on
the research goals.
o
Learning activities can also be woven throughout the expedition. There is a great variety of
activities that exist to improve the capacity of participants to learn and grow from their
experiences in the field and offer ways to translate these back into their communities and
personal lives. A few ideas we recommend offering throughout your expedition are:
i.
Directed journaling activities to encourage recording their experiences and developing
their own ideas regarding the research work
44
x
ii.
Discuss or host a panel on “Careers in Science,” including how field research fits into
various staff members’ own personal careers, as appropriate
iii.
Modify TV game shows, such as Jeopardy, to test knowledge and encourage
memorization of important facts or identification skills required on your project. This helps
in short-term data collection as well as having a long-term impact on your volunteers.
Throughout the expedition:
o Model the behavior you expect from participants. We recommend daily check-ins among the team
field staff present in order to maintain thorough communication on potential challenges or
concerns among staff members. This allows the team to present a united front when addressing
unacceptable behavior.
o
Working with youth is different from working with adults, as their attention span and depth of
knowledge are often different. Although common sense is often not all that common in adults, this
is especially true with youth.
i.
Teens often require assistance in recognizing the risks involved in their choices. From the
outset, set clear expectations and limits, as well as consequences.
ii.
Be very specific when giving instructions. Instructions on research tasks and data
collection should be offered several times, including demonstrations, as repetition
facilitates learning. Be wary about assuming that something stated once will be
remembered, let alone correctly interpreted and acted upon. Teenagers are often too
proud or self-conscious to ask questions when they do not understand what you mean or
may be too inexperienced to realize what they don’t know.
iii.
Check out the volunteers’ gear, clothing, and water bottles (make sure they have water
and not Coca Cola) before leaving for the field on the first morning. Leave enough time on
that first day to allow volunteers to go back to their rooms and change clothing or footwear
if you deem it inappropriate.
iv.
Keep high expectations and reinforce good performance, and try to offer more positive
than negative feedback. Most teens want to be helpful, but given their age, sometimes
they may feel insecure or inadequate. Let them know when you are pleased with their
work, but also inform them when you find their participation lacking. Be sure to directly and
clearly remind them of how to do the work, and what you expect from them.
v.
Provide periodic opportunities for processing activities and resolving conflicts or problems,
e.g., nightly debriefings. Structure these sessions and guard against small talk, but if the
mood is not there, then cut the session short. Model listening and inquiry to draw teens
out.
vi.
Integrate yourself into the team. Be available, share meals, and socialize with your
volunteers.
o
Maintain a close watch on the group dynamics at work during the expedition. Be sensitive to
underlying reasons for acting out, such as homesickness or feeling “left out.” Homesickness is a
common but difficult experience for this age group. Every effort should be made to provide
homesick students with a supportive environment. We discourage frequent calls home, but if
homesickness persists, you may want to contact Earthwatch to contact the teen’s parents or
guardians about the best way to help them deal with these feelings. Encourage participants to
work with each other, actively arranging subgroups on research tasks and data collection in order
to break up cliques before they can form.
o
Check in with each team member in turn to encourage open communication and to establish a
baseline relationship and knowledge of the participant as an individual. Be aware of any notable
changes in behavior in any of the participants, as this can indicate an issue is developing and
may require intervention.
45
Reactive Measures to Manage Behavioral Issues
Remember during the expedition that minors and parents or guardians will have already read and agreed
to the Participant Rights and Responsibilities and the Behavior Agreement documents (see Appendices
D and E for these documents). Refer to these documents when discussing appropriate behavior and
when handling a violation. Work privately and collaboratively with a volunteer whose behavior is requiring
too much attention or otherwise disrupting the group. While every situation is unique, below are some
general guidelines to remember when facing a behavioral issue in the field:
x
Put the safety and well-being of all participants first
x
Keep the lines of communication open between all participants (minors, Earthwatch Teen and Family
Team Facilitators, Earthwatch staff, and parents or guardians, as applicable)
x
Carefully document any issues or incidents that arise
x
Contact Earthwatch at the number listed in your ERP for assistance
If you or your staff are experiencing significant problems with a participant, contact your PM about the
situation as soon as possible. In the event that a minor is dismissed from a team, Earthwatch must
contact the participant’s parents or guardians prior to the participant’s being informed of this
decision.
Parents or guardians should not be contacted directly from the field by project staff. The relevant
Earthwatch staff should initiate any contact with parents or guardians of minors on your behalf. In an
emergency, call the Earthwatch Duty Officer. Your PM will then lead and facilitate any discussion with
parents or guardians.
7.4 TEEN TEAMS
Mandated Rules
When the participants arrive, project rules and group expectations should be clearly outlined and
communicated by project staff or the Teen and Family Team Facilitator, covering the following:
x
x
x
x
x
x
x
x
Recreational time and setting boundaries (participants on Earthwatch Teen Teams are not allowed to
go off alone on recreational pursuits or for research tasks; if unsupervised, a group buddy system
should be implemented, with participants being in groups of no less than three)
Nonprescribed drugs, tobacco, or alcohol consumption (drug or alcohol consumption or smoking
on teams with teens is not permitted at any time, by staff or participants)
Limitation of mobile phone use (e.g., mobile phones should be left at the accommodation site and
may only be used after research time)
Intimate, sexual, or exclusive personal relationships are not allowed
Curfews and “lights out” time
Consequences (e.g., if a participant does not comply with project rules, what will happen?)
All rules set out in the Earthwatch Child Protection Policy
Behavior Agreement (designated Teen Teams only)
Earthwatch Policy for Teams with Teens
x
x
x
x
Teenagers aged 15, 16, and 17 are able to join a selection of standard Earthwatch teams only if they
are accompanied by a parent or guardian
The guardian must be at least 21 years of age, and if not already a legal guardian of the minor, must
be designated by the parents or legal guardians through our Authorization for Temporary
Guardianship of Minor form (Appendix F)
Earthwatch recommends that a maximum of two minors may accompany each parent or guardian on
a Standard or Family Team; please speak with your PM about requirements specific to your project
There may be a need to limit the total number of teens on a Standard Team based on project
conditions or logistics; if this is the case, please discuss this with your PM and describe this clearly in
your Expedition Briefing
46
x
x
x
x
x
x
Earthwatch Teen Teams enable teenagers aged 15, 16, 17, and 18 (graduating high school seniors)
to join selected expeditions without a parent or guardian. Teen Teams focus on the same research
activities and have the same expectations as Standard Teams, but with more supervision and
support
All Teen Teams will have at least one Earthwatch-appointed Teen Team Facilitator, in addition to the
project staff, generally seeking to maintain a ratio of one Teen Team Facilitator to six participants
Earthwatch will conduct Background Checks on all Teen Team Facilitators and project staff on
designated Teen Teams who have positions of authority and/or have the potential to be alone with
teens at any time
Additional activities will be arranged for Teen Teams in nonresearch time; these activities should be
organized in advance of the expedition, and the Teen Team Facilitator(s) will help project staff
arrange and carry out these additional activities
Suitable accommodation should be found for Teen Teams to ensure they are separated from
members of the general public; sleeping rooms should be split by gender and wherever possible,
each should have its own sanitation facilities
All staff should refer to and comply with the Earthwatch Child Protection Policy
Should an incident occur involving a teenage participant, the usual Earthwatch emergency procedures
should be followed. See Reporting Incidents Involving Minors above.
7.5 FAMILY TEAMS
Earthwatch Family Teams allow family members, including children over the age of 10 years, to
participate in an expedition together along with other families. These teams are different from Standard
Teams primarily because of a somewhat reduced amount of time spent conducting research compared
with the amount of recreational time.
While each Family Team will vary in the types of activities, there are certain characteristics consistent
throughout all Family Teams. For example, Family Teams will participate in modified research tasks (with
special instruction from project staff), age-appropriate activities, and outings to local attractions (where
possible), as well as time allotted for family-based activities.
Each Family Team will have one Earthwatch-appointed Family Team Facilitator who will provide
additional guidance, supervision, and organization of recreational activities for the team.
Please note that Earthwatch recommends a maximum of two minors may accompany each parent or
guardian on a Family Team. With written permission from the parent or guardian, a child may be
accompanied by someone other than the child’s parent or guardian.
Mandated Rules
No child is to be left alone by the Teen or Family Team Facilitator or project staff with adults other
than the child’s parent or designated guardian
x
Child participants on Family Teams may be 10 to 17 years old; please discuss the minimum age
requirements specific to your project with your PM
x
Project rules and group expectations will be established, which include rules on drinking by adult
participants, families leaving the main group, and curfews for children
x
The Family Team Facilitator and project staff will undergo a background check, but adult participants
will not
x
Suitable accommodations should be found so that a family group will not share a sleeping room with
nonfamily members
x
All staff should refer to and comply with the Earthwatch Child Protection Policy
x
47
SECTION 8: TRANSPORTATION AND ACTIVITIES
Please note that PIs and project staff do not have discretion to ignore or modify the requirements
in this section without gaining approval from Earthwatch, including modifications for research
activities. Please discuss any desired changes to described policies with your PM, who will then
require approval before changes can be signed off.
8.1 DRIVING AND VEHICLES
Driving and the use of vehicles are recognized as being high-risk activities in any situation and are
therefore subject to more mandatory rules than most other aspects of running an Earthwatch project.
This section pertains to vehicles that are not all-terrain vehicles (ATVs). If your project uses ATVs or
quad bikes, please consult with your PM.
Driver Requirements
x
Drivers must be at least 21 years old
x
Drivers must have a full driver’s license in good standing valid in the locale of the project
x
Third-party transportation providers (taxis or hired vehicles) must have appropriate licensing and be
vetted in accordance with the guidance provided under Section 8.13 Third-party Providers and
Contractors
Vehicle Requirements
The driver and each passenger must have his or her own seat, including a seatbelt, and be seated in
it when the vehicle is moving. Drivers must not set off until all passengers have seatbelts fastened.
Please notify your PM if seatbelts are not available in the country in which you operate. This
information will be disclosed to expedition participants via the Expedition Briefing and via the in-field
safety briefing performed by the lead project staff member.
x
Project staff must notify Earthwatch of any participant who refuses to wear a seatbelt.
x
Due to stability issues with many 15-passenger vans, use of these vehicles must be approved by
your PM, and the following special precautions must be taken in the field:
o Tires must be routinely inspected, including monitoring tire pressure on a weekly basis
o No payload can be put on the roof
o Drivers operating these vehicles must have experience and/or proper training
x
Vehicles must be in proper working order, must not be modified outside of the manufacturer’s
specifications, and must receive regular maintenance.
x
Vehicles must include a spare tire with a tire-changing kit, as well as a first aid kit.
x
Each project vehicle must be insured in accordance with the legal minimum insurance required in the
research area. A copy of this insurance is required to be sent to your PM at the start of each fielding
season.
x
Earthwatch carries insurance to cover bodily injury and property damage claims arising out of the use
of non-Earthwatch-owned vehicles; however, this insurance acts as a secondary insurance to the
local, legally required insurance. If insurance is not legally required, then Earthwatch’s insurance
may be used as the primary insurance. It is recommended that Earthwatch be named as a secondary
insured on any insurance policy.
x
Vehicles must not be taken off-road unless they are properly equipped for off-road driving. Driving
off-road is defined as driving on unsealed roads. Unsealed roads can be in various states of repair
and conditions varying from smooth to severely rocky, bumpy, and potholed. If you will be driving
vehicles off-road, please discuss the road and vehicle conditions with your PM.
x
Vehicle Operating Requirements
x
Except in emergency situations, expedition participants may not drive project vehicles
x
Expedition participants may not drive their own vehicles for project activities, including field trips (see
Section 6.5 Participants and Driving)
48
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Use of staff-owned vehicles for project activities is permitted, but they must comply with all vehicle
safety and operating requirements as any project vehicle would, including appropriate insurance
coverage for business use. Drivers may not operate a vehicle for more than eight consecutive hours,
or a total of ten hours in a 24-hour period
Appropriate breaks (e.g., every four hours) should be provided for drivers and passengers
Project drivers should not drink alcohol during the course of the expedition when responsible for
driving participants; this includes off-hours if the driver is the primary method of emergency transport
Night driving is not permitted without approval from Earthwatch, including night driving for project
activities; emergencies are an exception. (see Night Driving policy below)
Vehicle headlights should remain on when the vehicle is in motion, day or night
If available, seatbelts must be worn when the vehicle is in motion
No passengers are allowed to travel in the back of a pickup truck while the vehicle is in motion; if the
project vehicle has been modified to accommodate passengers in the back, please discuss this with
your PM for approval and disclosure in the Expedition Briefing
Drivers must observe posted speed limits, traffic signs, and legal rules of the road
Driving practices that lead to loss of control, such as driving too fast, turning around to look at the
back of the vehicle while driving, driving too fast for road or weather conditions, or panic steering
(turning the wheel back and forth in an effort to control the vehicle), must be avoided
Do not exceed the payload capacity in vehicles
Drivers must not use mobile phones, including hands-free phones, while the vehicle is in motion
Physical obstructions to hearing, such as headphones for music players, are not allowed
All vehicle accidents must be reported to Earthwatch as soon as possible
If avoidable, participants should not participate in the maintenance or recovery of vehicles; in the
event that assistance is required of participants (including pushing a vehicle if it is stuck), a safety
briefing is required and all participants must be in sight of the driver
All vehicles must have a means of communication (mobile phone, two-way radio, satellite phone)
available when in operation; if communication is unavailable at any time during road travel, please
consult with your PM about secondary support mechanisms
A route plan and estimated time of return or arrival must be filed with a party who has the ability to
communicate with the vehicle and with emergency services
If a trailer is being towed by a vehicle, the following protocols must be in place:
o The legal requirements of vehicle trailers must be researched and followed by the project staff
o Trained drivers familiar with driving with trailers are required
o Maximum towing weights for the vehicle/trailer combination must be identified and not exceeded,
including loading and nose weight checks
o Safe coupling and uncoupling of the trailer to the vehicle must be performed (participants should
not couple or uncouple the trailer unless vetted through the PM; in emergencies, participants can
only couple or uncouple if a safety briefing has been given)
Predriving checks must be performed
Motorcycle use is not permitted on Earthwatch projects
Night Driving
Road traffic accidents represent Earthwatch’s greatest global risk, and the way we mitigate that risk is
detailed in this manual. By avoiding driving at night or in dangerous weather conditions, we further
reduce this risk and enable Earthwatch to maintain a proud safety record as well as to obtain
international liability insurance at a reasonable cost.
During all Earthwatch program activities, there is no driving between dusk and dawn unless
specifically authorized by your PM or Earthwatch’s Global Safety Manager. This restriction applies
to all activities on Earthwatch project teams, any travel for project scoping activities, and travel during
field visits. We recognize that road conditions and driving standards vary greatly from country to country,
but these night driving restrictions are typical among many exploration and expedition organizations,
including a number of our corporate partners.
49
We aim to make road travel on Earthwatch business safer and also comply with international best
practice. The evidence from the World Health Organization (WHO) and motoring organizations across
the globe is overwhelming, particularly pertaining to traffic-related deaths and injuries in developing, lowincome countries. The risk factors associated with night driving are increased on a number of levels
including;
x
x
x
x
x
x
Lack of visibility (being able to see and be seen)
Increased impairment by alcohol and drugs in other road users
Driver fatigue
Condition of roads (particularly in countries where roads are in poor condition and obstacles may not
be obvious at night)
Other road users, including pedestrians and cyclists
Animals (both domestic and wild) on the road
This policy is designed to provide greater security to Earthwatch staff, scientists, partners, and
volunteers. It is up to you to ensure you adhere to this policy in the interests of safety and maintaining
Earthwatch’s reputation as a leader in expedition preferred practice.
8.2 BICYCLING
Bicycling is an excellent recreational activity that is possible on many projects. In some situations it may
even meet the transportation needs of research activities. The following standards will maintain a safe
and enjoyable experience for participants. These guidelines should also be used when selecting thirdparty providers (also see Section 8.13 Third-party Providers and Contractors).
Equipment
Some of the equipment required to meet the Earthwatch standards may not be available in your project
country. If this is the case and bicycling is necessary or possible, please notify your PM of the lacking
equipment; funds may be worked into your budget for the necessary items. You should also specify any
safety equipment that participants could provide for themselves in your Expedition Briefing.
Mandatory equipment:
ƒ Properly fitting and approved bicycle helmet (such as by the U.S. Consumer Product Safety
Commission, British kite mark, EU standard, or another country’s equivalent organization)
Recommended items:
ƒ Tire pump, tire levers, and patch kit or spare tube (third-party providers often do not provide these
items with a rental, in which case there should be a plan in place to communicate with and pick up
stranded riders)*
ƒ Water bottle and cage (riders should have ready access to drinking water)
ƒ Saddle bags or rack
ƒ Bell or horn
ƒ U-lock or other anti-theft device
ƒ Although biking after dark is not permitted, team members should utilize equipment to improve
visibility even during daylight hours (such as a white front headlight and red rear reflector and light)
*It is important that participants be familiar with fixing a flat bicycle tire.
Recreational Bicycling
Participants embarking on recreational cycling should provide a route plan and expected time of return to
project staff. Cyclists not employing a guide should have excellent maps and a communication plan in
the event of getting lost. Discourage participants from cycling alone. Participants who are minors (under
18 years of age) must be accompanied by an adult trained in the Earthwatch Child Protection Policy.
Preride Check
50
Before riding any bicycle, the rider should check that the brakes, tires, and drive train (gears, chain, and
derailleur) are in working order.
Local Traffic Laws
Rules of the road vary widely around the world. Participants cycling should be oriented to the appropriate
local traffic laws. They should also be given insight into the actual “practiced” road rules that will help
keep them safe.
Hazards
Clearly disclose hazards and prepare participants for challenges such as rough terrain, impending
inclement weather, traffic, dogs, etc. to the best of your knowledge. Participants should be well equipped,
oriented to local conditions of terrain and traffic, and physically and mentally fit for the proposed route.
Please note that riding after dark is not permitted.
Reference: International Bicycle Fund (IBF) website (http://www.ibike.org)
8.3 HIKING AND BACKPACKING
If hiking or backpacking is part of the research activities, please communicate the level of fitness and
experience necessary to allow Earthwatch staff to appropriately inform prospective participants. Your
Expedition Briefing should educate participants on the level of hiking they must be physically able to
accomplish and what equipment will provide the best protection and experience. Also, remember to
obtain all necessary permits.
Guidelines
ƒ Participants should be led when hiking and backpacking either by field staff or by professional thirdparty providers; if this is not going to be the case, then please liaise with your PM to discuss the
proposed arrangements
ƒ Minors must be accompanied by an adult trained in the Earthwatch Child Protection Policy. See
Section 7: Minors on Expeditions
ƒ If teams are to be divided into subgroups, then it is good practice to equip both groups with a means
of communication such as two-way radios
ƒ Practice the Leave No Trace principles outlined in Section 13: Sustainable Field Practices
ƒ Acclimatize participants to local conditions before they embark on any strenuous hikes
ƒ Encourage participants to regularly monitor their feet for hot spots or blisters, and advise them not to
pop blisters unless continued walking will do this anyway (a popped blister is prone to infection)
ƒ Evaluate current climate conditions and be willing to adapt your plans if adverse conditions require
caution
ƒ Plan hiking routes in advance and then brief the group on your plan; if groups are hiking with a thirdparty provider, the project staff should obtain a hiking plan in writing with an expected time of return
Equipment: Recommended personal equipment for participants:
x Properly fitting, well-broken-in (before the expedition) boots that match anticipated terrain and climate
x Moleskin and blister plasters or band-aids
x Clothing that offers appropriate protection from the elements, such as waterproof and windproof
jackets and trousers and sunhats
x Sunscreen and lip salve or balm
x Water bottles (specify capacity needed in your Expedition Briefing)
x Flashlight
x Compass
x Whistle
Group equipment normally provided by the project:
x
x
x
Communication equipment (e.g., project mobile phone, two-way radio, etc.)
Food
Adequate water and/or the means to purify water from a field source
51
x
x
x
A means to make fire for emergency purposes
Navigation materials (e.g., maps, compasses, GPS)
Small first aid kit, including foot care kit
Further Reading for Project Staff
Many comprehensive manuals of hiking and backpacking are available. The National Outdoor
Leadership School is a well-regarded organization that publishes training material for outdoor pursuits.
Their books are available at bookstores or on line at www.nols.edu/store/home.php.
8.4 CAMPING
Guidelines
x
Any necessary camping permits should be obtained prior to each expedition
x
Practice Leave No Trace principles (see Section 13: Sustainable Field Practices)
x
Campfires should be carefully considered; for example:
o Campfires should not be started in windy conditions
o Check local restrictions against campfires
o Fires must always be supervised
o Fire danger must be low
o An adequate supply of dead wood should be available, and the fire should be built in accordance
with minimum impact principles (e.g., in an established fire ring)
Selecting camp area
If possible:
x Concentrate on using existing campsites.
x Keep campsites small. Focus activity in areas where vegetation is absent.
x If camping by a river or stream, always try to camp downstream from a community so as not to
pollute their water source, but also be aware that they could contaminate yours.
In pristine areas or wild bush camps, consider regularly moving pitches or camps to avoid creating
designated camps or trails. The essence should be to Leave No Trace.
Types of Camp
The nature of expeditions means that our teams often have to adapt to the environment and terrain in
which they find themselves. Certain camp set-up protocols should be established and adhered to,
bearing in mind issues such as:
x
x
x
x
x
x
x
x
x
x
x
Dealing with communities
Environmental impact
Suitability for access
Safety, health, and security hazards
Access to water
Site preparation and layout
Provision for storage and vehicles
Prevailing wind
Camp buildings
Toilets and ablutions
Cooking facilities
Camps should be set up in a similar style in order to maintain safety for all those who use them and
ideally look similar to the model depicted below.
Obviously camps will vary greatly depending on location, terrain, and local conditions, including drainage.
These will be looked at on an individual basis.
52
Catering and Cooking
x
Food should be properly stored to prevent spoilage and animal incursion into the food or camp
x
Meals should be nutritious, providing enough calories for the activities planned
x
Potable water should be available within reasonable walking distance (e.g., <200 yards/meters) of camp
x
Cooking equipment should be clean and functional; stove repair kits should be available and staff should
be knowledgeable about stove repair
x
Adequate fuel should be on hand and properly stored.
Fire
In camps or tented communities there is always the risk of fire. Great care should be taken when setting up
stoves; they should be set up away from anything that is easily combustible, such as tent walls. Be aware of
which way the wind is blowing and what is in its path. This also applies to camps where there is a risk of forest
fires. When using barbecues or fire pits, make sure the embers are dead when you have finished cooking.
If open fires are used for cooking, please inform Earthwatch and determine whether alternatives are available;
e.g., can gas stoves be purchased locally?
If fires are a luxury, such as for camp “ambience,”’ try to only have them occasionally as a treat or not at all, as
they deplete natural resources, cause smoke pollution, and may rob local people of their only fuel source.
Heat and light can probably be provided by alternative means.
Note the following:
x Charcoal is not an environmentally friendly fuel source, as you cannot be sure that the wood it is made from
is from a sustainable source – avoid if possible.
x All wood collected should be dead wood from the ground. Do not strip branches from trees, as what looks
dead to you may be just dry or dormant.
53
x
x
x
x
Keep the fire small.
Use a preexisting fire ring where possible or the site of a previous camp fire.
Only paper goods should be burned in the campfire. Even light plastics generate toxic fumes.
Fire extinguishers must be provided wherever there is a fire risk.
On leaving camp, the campfire should be “dug in” so that (i) you can be sure it’s out and (ii) it is not an
unsightly mess.
Gas
If you are using gas cookers, they should be set up in a well-ventilated area; pipes from cylinders to burners
should not hinder or be placed near the flame; gas cylinders need to be approximately 2 meters (yards) away
from burners and placed on a flat stable surface. A fire extinguisher or fire blanket should be on hand in case
of fire; if these are not available, a damp towel should suffice.
Fire Safety Equipment
x Fire extinguishers or fire blankets must be provided on all expeditions where food is cooked for the team.
x Fire extinguishers or fire blankets should be kept near the stove, within easy reach of the cook and kitchen
staff.
x Everyone in the group should be told what and where the fire extinguishers or fire blankets are.
x One extinguisher or blanket should suffice per kitchen or mess tent.
x Ensure that equipment expiry dates are checked at regular intervals.
Waste disposal
It is crucial that you always set up some sort of rubbish bin for use at camp. There are a few rules with regard
to rubbish that you need to follow;
x
x
x
x
x
x
x
x
x
Ensure that rubbish bins are in a position where they will not blow away or fall over and at a sufficient
distance from food preparation, accommodation, and storage areas.
All waste - human or otherwise – must be transported out of the area to a proper disposal facility.
Where possible, rubbish should be recycled to reduce our impact on the environment.
Campfire ashes should be dug in.
Field staff are responsible for maintaining and monitoring standards.
Ensure that volunteers are aware of this policy and include it as part of your camp briefing.
Be aware that in some areas local people may appreciate vegetable peelings to give to animals, so check
with local crew.
In national parks and where the local laws or guidelines stipulate, ALL waste must be carried out, including
vegetable matter. As the food waste is not indigenous, it can potentially make animals sick. Furthermore,
it can attract animals (bears, lions, etc.) to camp.
Campsites should be checked for all litter before departing, including bottle tops and cigarette ends.
Participants and staff should help in this process
Bush toilets
If no fixed toilets exist at camps, a hole should be dug and a toilet tent should be provided where possible.
This provides privacy and is more hygienic and better for the environment. The following policy should be
used for construction and use of the toilet tent:
x Hole should be dug at least 60 meters (yards) from any water source. The hole should be at least 40
centimeters (16 inches) deep. Pouring water on soft ground, e.g., sand, before digging will make the
ground more solid and prevent the hole from caving in.
x A trowel should be provided to lightly cover waste with the diggings
x A rubbish bin should be provided for used toilet paper. Ensure that bin is emptied regularly; the paper
should be burned and the ashes buried.
x The hole should be filled over before it overfills and a new hole dug if necessary
54
Camping equipment
An equipment list should be kept up to date, including any items that have been damaged or replaced.
x
x
x
x
x
It is extremely useful to have spares of key items of equipment such as tents, sleeping bags, and sleeping
pads or mats where possible
Consider a stock of materials to make quick repairs to shelters in the field
General protection from the elements is essential; provide shelter that will promote a comfortable
temperature and keep participants dry
Whenever practical, include a large common area tent or tarp to be used as a meeting space, dining area,
place to store and protect equipment, gathering area during bad weather, etc.
Choose tents that can withstand the worst conditions possible during the expedition
o
A three-season tent will work for most summer, early fall, and late spring camping, while a fourseason tent is best for winter camping and many alpine trips, as these are stronger and more
durable (however, they are also more expensive and heavier to carry)
o
Freestanding tents are recommended. In windy conditions all tents should be properly staked.
Tents with ample mesh netting provide additional comfort with added ventilation and moisture
wicking. A high-quality rain fly should be available to protect these types of tents. The addition of a
tarp beneath the tent adds to moisture protection and reduces wear and tear. Quality threeseason tents are often double-stitched, have a reinforced floor, and employ aluminum poles.
Prior to camping on any expedition, you should:
x ALWAYS check the condition of any campstools and camp equipment prior to volunteer use
x Give a demonstration to volunteers of how to erect tents (if not done by local crew) or use any communal
equipment. This will help prevent misuse and possible injury or damage.
x Instruct participants and staff to keep equipment clean and not to treat it carelessly or leave it lying around.
x Following use, you may need to let groundsheets or tents air if they are damp so that they do not get
wetter, moldy, or smelly while not being used. A common expensive mistake is to pack a tent when it is
damp.
x At the end of each team, you must ensure that all equipment is securely stored and all equipment should
be clean and dry.
8.5 WORKING NEAR WATER
Many projects include activities near water (e.g., river banks, lake sides, estuarine environments, and
coastlines). This may involve wading in shallows or crossing rivers and streams either on foot or by
unpowered craft such as a raft or dinghy. These types of activities will involve dynamic risk management and
must be discussed with your PM prior to fielding. The policies for working near water extend to working
environments were water is not immediately apparent, such as dry river beds, dry gorges, flood plains, and
other areas where flash floods are a possibility.
Mandated Earthwatch Rules
x All potential hazards of working near water should be addressed with your PM in conjunction with
completion of your project Risk Assessment and ERP
x All participants must be briefed prior to any activity regarding the purpose and plan of work in the aquatic
or near shore environment and be equipped with clothing and safety equipment appropriate to the
prevailing environmental conditions.
x The PI and project staff must be familiar with the location of the research or recreational activity and have
knowledge of the changing local environment, seeking local knowledge where possible
x Sufficiently experienced staff must be present and supervise all waterside activities
x Avoid crossing flowing water that is deeper than 40 cm (16 inches) on foot, unless absolutely necessary. If
the water’s depth is greater than this, find a shallower place to cross, or consider using a boat or bridge.
x Any participant who is not a confident swimmer and who will be working next to or wading in shallow water
must wear a properly fitted and secure personal flotation device (PFD) at all times. (Earthwatch policy
defines wading as walking or sitting in water that is less than or equal to 50 centimeters (20 inches) deep;
the wader or sitter stays in touch with the bottom)
55
x
Footwear must be worn at all times in order to protect against injury
Field Staff Training and Certification
Please refer to Section 4.3 Field Staff Training for water related training requirements and recommendations.
Guidelines
x Check the weather forecast and understand how it may affect your location. Heavy or persistent rainfall
elsewhere can alter the local situation vastly and quickly: e.g., flash floods in river settings, gorges or
canyons, marooning on beaches. Plan your fieldwork so that you can wait for a day if necessary.
Seemingly innocuous rivers and side streams that drain even moderate catchments can swell quickly to
become dangerous and/or impassable.
x If you are working by the sea, or by rivers or streams that lead to the sea, and you feel or hear a strong
earthquake or see a noticeable fall or rise in the water level, do not wait for an official tsunami warning.
Take the team to high ground, listen to the radio or television for additional information, and wait for the all
clear.
x When working near the sea or an estuary, check tidal conditions with the coastguard where possible and
have knowledge of times and tidal reaches and strong currents. A tide may advance more quickly than the
team can retreat, and a safe evacuation route must be available at all times.
x Check out what lies upstream and downstream or around the corner from the research area; e.g., is there
a fallen or submerged tree, fence, weir, waterfall, or any other hazard? If you are not happy with your
choice of location, look for another, safer one.
x If volunteers are wading into the water to carry out research, identify safe entry and exit points such as
gradual nonslippery slopes, free of deep mud or vegetation.
x Check that there are no underwater hazards – rocks, roots, cans or wire, strong undercurrents, or steep
shelves – within wading depth.
x Set physical boundaries beyond which the group cannot advance.
x If you are working near a cliff, make sure you are not so close to the base that loose rocks could fall onto
the team.
x Appropriate footwear must be worn at all times in order to protect against injury.
x Check water quality, especially after heavy rainfall or in hot weather, as bacteria can derive from sewage,
chemicals, and dead animals, so check for obvious signs such as cloudiness or froth on the surface
Working Near Water Safety Briefings
All activities involving working in or near water should be well described in your project risk assessment, and
Expedition Briefing. Project staff must provide appropriate oral safety briefings prior to working near or
crossing any water. This briefing must include full disclosure of the risks and hazards involved in working near
or crossing the water.
Topics to address include, but are not limited to, the following:
x
x
x
x
x
x
x
How participants can prepare for the environmental conditions; e.g., sun hat, sunscreen, proper
hydration, cold weather and waterproof gear, appropriate footwear
Environmental conditions: time scales for activity if there are tidal restrictions, geo-hazards and
topological hazards, spatial area of research (e.g., 100 meters/yards of river bank or shoreline, two
specific plots of mangroves)
Information on local weather conditions, including the plan for sudden inclement weather
How participants can prepare for the activity: e.g., the wearing, use, and location of safety gear and
equipment (neoprene boots, waders, correctly fitting PFDs, throw ropes, buoyancy aids, etc.)
Review the techniques to be employed working near or crossing the water and practice them on land.
Plan how the group will cross and explain the roles and responsibilities of each participant in line with
safe crossing practice.
Review points of safe entry into and exit from the water
56
x
x
x
Review actions to be taken in case of an emergency: e.g., location of spotter who can look out for
potential hazards, any signs or signals that will be used, meeting place
Review what to do if you become lost or separated from the group
Review the location of communications equipment, such as radio or mobile phone, and first aid kit
Never
x Cross water if you don’t know if it is safe to do so
x Cross water if it is very fast flowing or is white water. If you are crossing a watercourse and conditions are
such that a member of your party could get swept away or lose his or her footing, turn back or find
another crossing
x Attempt to cross above rapids or falls
8.6 BOATS
All vessel use and activities conducted aboard vessels must be included in your project’s Risk Assessment. All
boating activities must be conducted in accordance with the policies below and the laws in the region in which
you operate. Please note that any exceptions to the requirements below, including modifications for research
activities, must be discussed with your PM and will require sign-off. This policy pertains to vessels with
engines only. Please also see Section 8.7 Canoes, Kayaks, and Rowboats.
Vessel Requirements:
x
All vessels and operators must meet applicable licensing, registration, permitting, and insurance standards
set by local and national laws in the research area, host country, and/or international waters. It is the PI’s
responsibility to ensure that they understand and comply with these requirements, even if vessel
operations are handled by a third-party provider.
x
Insurance and operator details, permits for owned vessels, and a rental agreement for rented vessels will
need to be submitted to Earthwatch by the PI.
x
Vessel operators must be experienced in boat-handling and possess sufficient skills to transport
passengers and conduct project tasks.
x
The vessel and all safety equipment aboard must be kept in proper working order and checked frequently
for wear and function, according to applicable requirements (e.g., engines must be serviced regularly,
vessels must be examined for leaks, plugs must be secure, etc.).
x
Communication devices, e.g., marine radios, mobile and/or satellite telephones, and emergency radio
beacons, must work and meet applicable marine laws for use and licensing. All persons aboard must be
instructed in how to use them. A spare radio and spare batteries must be kept on hand in waterproof
containers.
x
Appropriate navigation aids (e.g., charts, GPS, compass, aids stipulated by marine laws) must be equipped
on all vessels for the range of conditions in the area. The PI or project staff must keep a positional log or
mark position on a chart at set intervals to facilitate rescue if necessary.
x
First aid kits, in easily accessible weather- and waterproof containers, must be carried on all vessels.
x
A personal flotation device (PFD) must be available for each person aboard the vessel, and must be either
worn or stored so it is easily reached in an emergency. Ensure that the correct type of PFD is available for
the particular situation in the research area and the range of conditions that could be encountered. PFDs
should be worn in the following cases:
o In accordance with local laws
o When in discussions with your PM, it is determined that it is appropriate for your project activities and
prevailing local conditions
o At all times by any nonswimmers or poor swimmers who have been approved to participate in the
project
57
x
PFDs must be appropriate to the size of the wearer and fit well. They must be in good working condition
and be tested for buoyancy on a regular (monthly) basis. All straps and fastening devices must be in good
working order, and the PFD must be replaced if the material has become worn or sun damaged.
x
In addition to PFDs, vessels must be equipped with appropriate safety equipment for the range of
environmental conditions as appropriate to the operating area. Minimum equipment includes anything
stipulated by applicable marine laws. Depending on the size of the vessel and the local conditions, other
equipment may include:
o
o
o
o
o
o
o
o
o
Easily accessible throw-ring
Safety lights
Flares
Sound-producing device
Fire extinguishers
Life raft
Paddles
Bailers
Mustang suits and survival gear for cold-water boating
Operating Requirements
x
Written instructions for emergency procedures, including scripts for radio calls, must be posted or kept in
an easily accessible waterproof location. For multi-day voyages, a roster of the ship’s crew and
passengers must be posted along with emergency procedures.
x
A float plan should be filed with your PM for multi-day voyages. For day-long voyages, a float plan should
be filed with a local contact who will notify proper authorities and Earthwatch if the vessel does not return
within the expected timeframe. The plan should include the working area, time of departure from dock,
expected time of arrival at dock, etc.
x
A staff member who is qualified and competent to operate the vessel must remain on board if members of
the team are in the water.
x
Vessels may not be left without an operator on board unless they are securely moored or tied to land.
x
Overloading of vessels is not permitted. Even if a third-party provider is handling vessel operations, PIs
and project staff should ensure that vessels are loaded properly and do not carry too many passengers or
too much cargo. In the event a vessel becomes overloaded by passengers and/or cargo (the vessel sinks
below the Plimsoll line or lists to one side), the PI must ensure that volunteers and field staff disembark
immediately, the incident is reported to the PM, and alternative arrangements are made.
x
Participants may assist with steering large vessels only under the direct supervision of a qualified crew
member.
x
In case of a tsunami warning for the area, vessels should not return to port if they are at sea. However,
participants must not stay on vessels moored in harbors but make for high ground.
x
PIs and project staff must be engaged in a discussion about the typical sea conditions and tidal fluxes or
currents during the proposed research period. They should be clear on the water and sea conditions that
would preclude work for the day or require returning to land or dockage. Please reference the Beaufort
Wind Speed Scale below for assistance. Proper conditions for operating and for ceasing operations must
be discussed with your PM and clearly outlined in the Project Conditions section of the Expedition Briefing.
x
During periods of data collection, vessels should be staffed with sufficient personnel to operate and
navigate the vessel.
x
Before anyone enters the water, a ladder must be deployed for all projects where staff and/or participants
get into or out of the water from a vessel .
x
The PI must keep a tally of participants moving on and off the boat, ensuring that all participants and field
staff are on board before changing location.
58
Vessel Safety Briefings
Project staff must provide appropriate oral briefings. Work with your PM to assess the need for additional
briefings depending upon the nature of the vessel use and the duration of the voyage. The key elements of the
primary vessel briefing are described below.
For all voyages:
x
x
x
x
x
x
x
x
x
x
x
Introduce crew and staff, go over roles and responsibilities
Demonstrate and review procedures for boarding and alighting from the vessel
Discuss proper behavior on board the vessel (where to sit, when it’s safe to move around, weight
distribution, keeping hands inside the boat at all times, etc.)
Tell participants where to stow personal gear
Demonstrate proper use, fit, and location of PFDs
Discuss location of first aid kits and introduce crew member(s) responsible for first aid
Discuss location and use of communication devices, emergency instructions, and other emergency
equipment
Go over emergency procedures
Remind participants about protecting themselves against the sun, dehydration, and any local hazards
Describe operating waters, local conditions, and float plan
Provide additional training and briefings as necessary for research or safety reasons
Additional elements for overnight voyages or voyages more than one day long:
x
x
x
Establish night watch schedule with crew and staff
Review procedures for inclement weather, fire, man overboard, abandon ship, and other emergency
circumstances
Provide additional training and briefings as necessary for research or safety reasons
59
Beaufort Wind Speed Scale
The table below was adapted from the National Oceanic and Atmospheric Administration’s website
(http://www.spc.noaa.gov/faq/tornado/beaufort.html).
Force Knots
0
<1
Wind
Type
Calm
Appearance on the Water
Appearance on Land
1
1-3
Light air
Sea surface smooth and mirrorlike
Scaly ripples, no foam crests
Calm, smoke rises vertically
2
4-6
3
7-10
4
11-16
Light
breeze
Gentle
breeze
Moderate
breeze
Small wavelets, crests glassy, no
breaking
Large wavelets, crests begin to
break, scattered whitecaps
Small waves (1-4 feet), becoming
longer, numerous whitecaps
5
17-21
Fresh
breeze
6
22-27
7
28-33
Strong
breeze
Near gale
8
34-40
Gale
9
41-47
Strong
gale
10
48-55
Storm
11
56-63
Violent
storm
12
64+
Hurricane
Moderate waves (4-8 feet), longer
form, many whitecaps, some
spray
Larger waves (8-13 feet),
whitecaps common, more spray
Sea heaps up, waves of 13-20
feet, white foam streaks off
breakers
Moderately high waves (13-20
feet) of greater length, crest
edges break into spindrift, foam
blown in streaks
High waves (20 feet), sea begins
to roll, dense streaks of foam,
spray may reduce visibility
Very high waves (20-30 feet) with
overhanging crests, sea white
with densely blown foam, heavy
rolling, lowered visibility
Exceptionally high waves (30-45
feet), foam patches cover sea,
visibility more reduced
Air filled with foam, waves over 45
feet, sea completely white with
driving spray, visibility greatly
reduced
60
Smoke drift indicates wind
direction, still wind vanes
Wind felt on face, leaves
rustle, vanes begin to move
Leaves and small twigs
moving, light flags extended
Dust, leaves, and loose
paper lifted, small tree
branches move
Leaves begin to sway on
small trees
Larger tree branches
moving, whistling in wires
Whole trees moving,
resistance felt walking
against wind
Twigs breaking off trees,
generally impedes progress
Slight structural damage
occurs, slate blows off roofs
Seldom experienced on
land, trees broken or
uprooted, considerable
structural damage
8.7 CANOES, KAYAKS, AND ROWBOATS
This section is for human-powered crafts such as canoes, kayaks, and rowboats.
Personal Protective Equipment
x
x
x
PFDs appropriate to water conditions and applicable area regulations must be worn at all times when
using canoes, kayaks, or rowboats and while entering and exiting small boats.
o In all weather, PFDs must worn as the outermost clothing layer by all staff and participants.
o PFDs must be appropriate to the size of the wearer and fit well. They must be in good working
condition and be tested for buoyancy on a regular (monthly) basis. All straps and fastening
devices must be in good working order and the PFD must be replaced if the material has
perished or become sun damaged.
o All participants must carry a whistle on their PFD or person while on the water.
Spray decks or skirts are to be available for use when appropriate for the boat and conditions require
them.
Additionally, all boats must be designed (or equipped with flotation) so that they float when awash.
Communications
All radio call procedures and local emergency phone numbers must be clearly written out on a waterproof or
laminated card, and kept in a dry location, preferably with the radio and/or first aid kit. Participants must be
made aware of this location and instructed on how to operate the radio or mobile phone in case of an
emergency.
Communication, evacuation, and safety equipment sufficient for likely emergencies must be loaded on the
water craft or carried so that it is easily accessible at all times. Discuss your project’s specific canoeing,
kayaking, or boating plan with your PM in order to determine how many crafts in each group will carry
communication equipment, first aid kits, and other safety equipment.
Paddling formations should be maintained so that visual contact and oral communications between all
members of the group can be maintained.
Safety Briefing
Prior to watercraft activities, all participants must be briefed on the following:
x
x
x
x
x
x
x
x
How to properly fit a PFD
How to enter and exit the canoe, kayak, or rowboat properly
Proper paddling, launching, and landing techniques
Common hand signals
What to do in case of a capsize
What to do if you become lost or separated from the group
The location of the radio, mobile phone, and first aid kit
Information on local weather conditions, including the plan for sudden inclement weather
If water conditions warrant further training prior to the first outing, participants must be trained in shallow
standing water no higher than chest deep.
Staff Requirements
See Section 8.13 Third-party Providers and Contractors if you plan on using a third-party provider for this
service.
x
x
x
x
Staff must be present at and supervise all boat activities
Each staff member must be a competent swimmer and paddler
A minimum of one staff member to every six participants must be maintained on the water
All staff must have a throw-bag and sharp knife easily accessible and know how to use them in a rescue
situation
61
x
x
x
Staff must be familiar with the water conditions in which they will be working and local weather conditions,
and experienced working in the location and conditions in which they lead participants
Staff must have significant experience with the type of craft being used
Staff in charge must be able to perform the following tasks:
o Self-rescue
o Throw-bag rescue
o Swimmer rescue in downwind approach
o T-rescue or other appropriate boat-righting technique
Boat Loading
Consider the strength of paddling teams and weight distribution when packing. In loading the boat the
following guidelines must be followed:
x
x
x
x
Maintain a level waterline
Keep the center of gravity as low as possible
Secure gear so that it will not be lost in case of capsize
Keep emergency equipment, foul weather gear, etc. easily accessible
Restricted Activities
The following activities must be discussed with your PM before they occur on any Earthwatch expedition:
x
x
x
x
x
x
x
Any activities requiring travel in rivers beyond Class 2, based on the International River Class Scale
Any activities requiring travel in ocean conditions beyond Beaufort 3, based on the International Beaufort
Wind Speed Scale (see Beaufort Wind Speed Scale in Section 8.6 Boats)
Any launchings or landings in surf
Any travel on water at night
Any travel in open water (farther than one mile [1.6 kilometers] from shore)
Any travel where visibility may be reduced below two miles (3.2 kilometers)
Any travel in areas with heavy powerboat or sailboat traffic
8.8 SWIMMING
On many Earthwatch projects there is the opportunity for staff and participants to swim in local waterways
and/or pools. Also see Sections 8.9 Snorkeling and 8.10 Scuba Diving for information regarding swimming
activities using snorkeling and scuba diving equipment.
x
x
Swimming is defined as entering water that is more than 50 centimeters (20 inches) deep (calf height)
Wading is defined as walking or sitting in water that is 50 centimeters deep or less; the wader or sitter
stays in touch with the bottom
The PI or field staff must assess and approve all swimming and wading sites in accordance with this policy,
and guide participants to all water sites for the first swim or wade. Staff must reassess all water sites
immediately before allowing participants to enter and rebrief participants if there are any changes in the
location of entry or exit sites, hazards, or other features related to safety.
Field staff must also provide appropriate oral briefings informing participants of local hazards to swimmers
(aquatic life, diseases, in-water obstacles, boat traffic, abrupt changes in water level, etc.) and must work with
their PM to assess the need for additional briefings if wading or swimming is integral to the project tasks,
participants are expected to carry out research tasks in water, or for any circumstances not covered by the
Earthwatch Swimming Policy.
All swimming or wading activities must be included in your project risk assessment and should be fully
described in the Project Conditions section of your Expedition Briefing.
General Swimming Policies
All swimming or wading activities on all Earthwatch teams are governed by the general policies below and
should be supported and enforced by the PI and field staff.
62
Safety Recommendations
x All potential in-water hazards should be addressed with your PM in conjunction with completion of your
project Risk Assessment and ERP
x The PI and field staff will monitor weather and surf or river conditions and will advise participants when it is
unsafe to be in or near the water
x All in-water activities should cease at the first sound of thunder or first sight of lightning, and 30 minutes
should elapse after the lightning and thunder stop before swimmers get back into the water
x Where appropriate, proper footwear should be worn in the water to minimize cuts and bruises from the
substrate
x The PI or field staff may limit or prohibit swimming in some locations; please discuss any concerns or
restrictions with your PM
x If participants will be swimming in water colder than 60°F (15.6°C), please discuss conditions with your PM
Swimming Policies
x All participants swim at their own risk and by their own choice; no participant will be forced to swim
x Swimming areas need safe entry and exit points and must not be adjacent to fast-moving water or areas
with strong surf
x No diving (head-first entry) into the water unless in a location approved for this activity; any jumping into
the water must be done from a static position; no running or launching into the water
x During group swimming activities, a spotter with a throw ring should be in place to observe the group for
signs of distress
x If people are swimming from a vessel, a ladder must be provided, a lookout must be posted with a throw
ring, and qualified personnel must be available to retrieve a swimmer who gets swept away; this may
include having a dinghy launched and in the water before a swim call at sea may begin, and/or having
crew ready to start the engine on the main vessel once the water is cleared of swimmers
x No swimming alone; it is recommended that all participants use the buddy system
x No swimming at night unless part of project activities or under PI or field staff supervision
x Drinking alcohol is not allowed before or during swimming activities
x Nude swimming is never allowed
Additional Swimming Policies for Minors
For all swimming or wading activities on Earthwatch teams with minors (under 18 years of age), the following
additional policies shall apply:
x
x
x
Minors accompanied by their parent or guardian on standard Earthwatch teams may only swim or wade
under the supervision of their parent or guardian.
Participants may only wade, not swim, unless there is an Earthwatch or project staff person present who is
properly certified as a lifeguard
All certified rescuers must carry a rescue tube or throw line while on duty and have a first aid kit with them
Swimming Briefing
Prior to any swimming activities, project staff should conduct an oral safety briefing to advise participants of
local conditions, hazards, and risks of swimming. The briefing may include, but is not limited to, the following:
x
x
x
x
x
x
Review the Earthwatch Swimming Policy
Point out safe entry and exit points
Point out local hazards such as aquatic life, diseases, in-water obstacles, boat traffic, abrupt changes in
water level, etc.
Point out the location of the life ring, first aid kit, or other rescue equipment, if present
Go over any signals that will be used to clear the area in the case of an emergency
Point out where the spotter will be
63
8.9 SNORKELING
Earthwatch Snorkeling Policies
This Earthwatch Snorkeling Policy governs the snorkeling of all project staff, PIs, and participants during the
course of the expedition.
Mandated Earthwatch Rules
x
All in-water operations must meet applicable licensing, registration, permitting, and insurance standards
set by local and national laws in the research area, host country, and/or international waters. It is the
responsibility of the PI to ensure he or she understands and complies with these requirements, even if a
third-party provider has been hired to lead the activity. The PI may be required to submit copies of permits.
x
Every snorkel trip must be led by an identified Dive Leader whose primary responsibility is the safety of the
team. This person does not have to be a certified Divemaster, but he or she must be comfortable and
competent in the water, able to train and assist snorkelers in appropriate techniques, and capable of
performing an in-water rescue and delivering basic first aid.
x
A first aid kit must be carried on board the vessel or kept on the beach for beach entries.
Snorkeling Safety Guidelines:
x
Sufficient staff must be available to monitor the activities of all persons in the water. The recommended
ratio is one Dive Leader for up to six buddy pairs (12 snorkelers).
x
The Diver Down flag (red with white diagonal strip) or international Code A flag (blue on the left and white
on the right) must be used whenever snorkelers are in the water. On boats, the flag should be hung from
the highest part of the boat. Snorkelers must make a reasonable effort to stay within 300 feet (90 meters)
(open water) or 100 feet (30 meters) (navigational channel) of the flag. During nighttime snorkel trips, dive
lights must be displayed (generally in three rows – red over white over red) and must be visible from 360
degrees around.
x
A drift line must always be set off the stern of the boat before snorkelers are recorded getting into the
water, and the ladder must be set before the first snorkeler enters the water, and removed only after the
last snorkeler has been recorded back on the boat.
x
All snorkelers must work in assigned buddy pairs on every snorkel trip. Buddy pairs must stay in visual
contact with each other. Buddy pairs must go out and return together; no one leaves or returns to the boat
or shore alone.
x
Participants, project staff, and PIs are prohibited from the sport of “free-diving” during expeditions. We
define free-diving as the sport of breath-holding or apnea diving, with or without ballast. Many people
informally refer to snorkeling as free-diving. Make sure you understand what these terms mean and
change all references to free-diving to duck-diving or snorkeling. If snorkelers have already descended for
one or more scuba dives on any given day, they must restrict themselves to the surface and not duck-dive
when snorkeling.
Snorkeling Safety Briefing Key Elements:
x
For all in-water activities, the Dive Leader and PI will need to develop a comprehensive safety briefing for
their staff and participants. This must be given when participants first get on the vessel or into the water,
and a refresher must be provided before every snorkel.
x
Participants must have an instructional session AND a check-out snorkel by the Dive Leader prior to
undertaking any research tasks. These must be in a protected, shallow location. Their equipment must be
checked for proper fit and function, and basic skills (e.g., snorkel clearing, mask clearing, duck-diving, and
ear clearing) must be reviewed.
64
x
Snorkelers must have full control over their breathing, and must breathe normally before each submersion;
they should not hyperventilate at the surface. PIs and field staff must check a snorkeler’s technique and
make corrections as necessary.
x
The Dive Leader and PI have the right to restrict or modify a participant’s activities after assessing his or
her abilities, or require the rental of appropriate gear at his or her expense.
x
A snorkel plan must be developed for each snorkel trip, and all participants must be aware of the time,
depth, distance to be covered, and any other limits.
x
All radio call procedures and local emergency phone numbers must be clearly written out, waterproofed,
and kept in a dry location. Participants must be made aware of this location and instructed on how to
operate the radio and/or mobile phone in case of emergency.
8.10 SCUBA DIVING
Scuba Diving Policies
This Earthwatch Diving Policy governs any scuba diving activity on an Earthwatch project, including diving
done by all project staff, PIs, and participants.
x
Every scuba dive must be led by a certified Divemaster with active credentials from a certifying agency
and insurance company. The PI can NOT serve as Divemaster, even if he or she is certified in this
capacity. The two roles MUST be divided.
x
The Divemaster’s primary role is the safety of all divers on the project.
x
If the Divemaster becomes ill or unable to lead for some time, diving must cease for the duration of this
period. A participant cannot act as the Divemaster under any circumstances. Another qualified staff
member who is not the PI may step in and assume this role.
x
For all in-water activities, the Divemaster and PI will need to develop a comprehensive safety briefing for
their staff and participants. This briefing must be given when participants first get on the vessel, and before
every dive.
x
Participants must have a check-out dive by the project Divemaster prior to diving. Their equipment must
be checked for proper fit and function and basic skills should be reviewed. This check-out dive must be in
a protected, shallow location.
x
The Divemaster and PI have the right to restrict or modify a participant’s activities after assessing his or
her abilities, or require rental of appropriate gear at his or her expense.
Scuba Diving Safety Guidelines:
x All radio call procedures, local emergency phone numbers, a team roster, and DAN ID numbers must be
clearly written out, waterproofed, and kept in a dry location. Participants must be made aware of this
location and instructed on how to operate the radio and/or mobile phone in the case of an emergency.
x
A qualified first aid provider, oxygen administrator, and radio operator must be on the boat at all times
during diving operations. It is recommended that at least two staff members on each vessel be trained in
oxygen administration and first aid. Supplemental oxygen sufficient to at least reach the next oxygen
source must be carried on board.
x
Individual divers may use computers, but the dive plan must be made with dive tables, and individual
buddy pairs must observe the depth and time for each dive stated by the Divemaster.
x
Decompression diving is not allowed during the expedition.
65
x
Diving below 20 meters (65 feet) is not allowed during the expedition, including recreational diving.
Participants are advised to do any deeper diving before or after their expedition.
x
No reverse profiles may be done (i.e., shallow dive followed by deeper dives).
x
The decision to dive is that of the individual diver, and the ultimate responsibility for personal safety rests
with him or her. It is the diver’s responsibility and duty to refuse to dive if, in his or her judgment, conditions
are unsafe or unfavorable, or if he or she would be violating the precepts of his or her training or any part
of this policy. A diver may refuse to dive without fear of penalty.
x
Divers are to have a minimum surface interval of 24 hours before flying or ascending to altitude (305
meters [1,000 feet] or greater).
Scuba Diving Field Work Safety Guidelines:
x
A dive plan must be developed and all participants must be aware of the time, depth, and other limits to
each dive. Dives must be planned with standard recreational dive tables, not those for professional or
technical divers, regardless of the stated experience levels of the participants. The PI and Divemaster will
choose the type of tables used. This will be stated in the Expedition Briefing, and participants will be
expected to bring them to the expedition.
x
The Diver Down flag (red with white diagonal stripe) or international Code A flag (blue on the left and white
on the right) must be used whenever snorkelers or divers are in the water. On boats, the flag should be
hung from the highest part of the boat. Divers must make a reasonable effort to stay within 300 feet (90
meters) (open water) or 100 feet (30 meters) (navigational channel) of the flag. During night dives, dive
lights must be displayed (generally in three rows – red over white over red) and must be visible from 360
degrees around.
x
Project staff on all diving teams must create and maintain a legible log of all diving activities conducted on
the expedition. This log must record the diver’s name; the maximum depth, time, and surface interval for
each dive; the day, date, and time of each dive; air in and out; assigned tasks; and buddy pairs. Divers
must sign the log after every dive. This log shall be sent to Earthwatch after each expedition.
x
Any equipment to be used for the project must be securely fastened to buoyancy control devices (BCDs)
in such a manner that equipment can still be easily accessed. Divers should not be overloaded with more
equipment than necessary.
x
No one is permitted to dive alone during an expedition. All divers must work in assigned buddy pairs on
every dive. Buddy pairs must stay in visual contact with each other or be within five meters (16 feet),
whichever is closest. Buddy pairs must descend and ascend at the same times. No one should ever leave
or return to the boat alone.
x
All dives with a maximum depth of greater than six meters (20 feet) must include a safety stop of five
minutes at 4.5 meters (15 feet). If conditions are appropriate, and the boat is anchored in deeper water
than this, safety lines must be put out to assist participants with this process
x
For dives from an anchored boat, a 20-meter (65-foot) drift line must always be set off the stern before
divers get into the water. The ladder must be set before the first diver is recorded entering the water and
removed only after the last diver has been recorded back on the boat.
x
For live boating, an appropriate surface buoy must be used and carried by the Divemaster. The team must
surface together under this buoy. A 20-meter (65-foot) drift line must also be deployed. The vessel captain
must ensure that the engine is off or in neutral while divers are returning to the vessel. The captain must
also instruct divers to release the drift line before taking the engine out of neutral.
x
Night dives may only be conducted with prior approval from Earthwatch. Participants and staff who will be
night-diving must have appropriate certification and experience to conduct these dives (NAUI/PADI
advanced or higher, CMAS 2, etc., plus 10 logged night dives).
66
x
For night dives, each diver must have a flashlight (and a spare) and each tank yoke must be marked with
a cyalume stick or battery light. A strobe shall be suspended from the ascent line to identify the location for
returning divers. Bottom depth must be less than the Earthwatch maximum depth of 20 meters (65 feet).
The dive site must be sheltered and the boundaries of the site easily identified.
Additional Requirements for Participants
To participate in an Earthwatch diving project, a person must:
x
x
x
x
x
x
x
x
x
x
x
x
x
Provide proof of diving certification and DAN (or equivalent) insurance
Meet Earthwatch’s minimum dive certification level (NAUI Scuba Diver, PADI or SSI Open Water Diver,
BSAC Sport Diver, or equivalent)
Meet any higher certification standards set for the individual project (based on the activities of the project
and the prevailing dive conditions) as determined by the PI in cooperation with the PM
Have logged at least 10 dives post-certification
Have completed at least five dives within one year prior to the expedition, or else a refresher course or
skills check-out from a certifying agency or instructor (divers with 100 or more logged dives may have a
skills check-out, divers with under 100 dives must take a refresher course)
Have excellent buoyancy control and be completely comfortable underwater
Send Earthwatch the most recent 10 dives from their dive log (NOT the entire log), and bring the log to the
field for the project Divemaster to check
Undergo a medical exam and have the Earthwatch scuba medical form signed by a doctor prior to the
expedition; guidance for doctors performing such a medical exam can be found at
http://www.earthwatch.org/europe/downloads/scubaGuidelines.pdf
Undergo a check-out dive by the project Divemaster, who will have the right to modify activities if needed
Bring his or her own mask, snorkel, fins, BCD, weight belt (not weights), wetsuit or dive skin, regulator,
computer, booties, light, etc. and dive tables as advised prior to fielding. It may be possible to rent from a
local operator vetted by the PI (Earthwatch prefers that participants bring their own gear as it will be
familiar to them; however, it is ideal for the PI or Divemaster to identify a local rental outfit for the
participants in case of equipment breakage or failure)
Have their regulator serviced within one year prior to the expedition start date, and dive with that
equipment immediately prior to arriving on the project in order to test its use
Agree in writing by signing the Earthwatch Liability Release, Assumption of Risk and Indemnity Agreement
to adhere to the Earthwatch Scuba Diving Policy
Acknowledge in writing by signing the Earthwatch Liability Release, Assumption of Risk and Indemnity
Agreement that he or she understands the inherent risks of scuba diving and agrees to release Earthwatch
from liability in case of a diving accident
Additional Requirements for the PI and Divemaster
Before scuba activities commence, PIs and Divemasters must:
x
x
x
x
x
Check each participant’s certification card
Confirm each participant’s dive certification level
Review each participant’s scuba medical form and address all concerns with Earthwatch prior to the
team’s arrival in the field
Be sure that all participants undergo a check-out dive in protected waters by the Divemaster of the project,
who will have the right to modify individual activities if needed
Inspect each participant’s gear on land prior to the check-out dive process to see that it is in appropriate
condition and fits well, and that participants can operate their equipment confidently
Predive Checklist for Divemasters
Before leaving the dock:
x Coordinate dive plans for the day with the PI
x Check the weather report
x Estimate journey and dive times
67
x
x
x
Ensure safety equipment is present and operational (oxygen kit, radios, first aid kit, etc.)
Check that a waterproofed list of emergency numbers, directions for using the marine radio, and all divers
and DAN numbers are on board and up to date
Ensure that all diver equipment is present and stowed properly on board the vessel
Buddy Pairs
The PI or Divemaster should pair divers with safety as the main criterion. Pair less experienced divers with
more experienced divers. You can base pairs on various criteria, such as:
x Similar air consumption
x Personalities
x Comfort level (some inexperienced divers might feel uncomfortable with divers unknown to them; make
sure they are comfortable with their buddy)
Initial Daily Dive Briefing
This briefing starts the day and informs all divers of the plans for the day ahead. It must be done before the
boat leaves the dock and must include:
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Importance of timing and preparedness in diving
Check that everyone is fit and prepared to dive
Number of dives planned and type of diving
Details of any training or requirements
Outline of key responsibilities (e.g., data sheets, equipment, etc.)
Explanation of any known problems (e.g., sounder not working)
Buddy pair assignments (who will be diving with whom)
Weather report
Currents and slack water timings
Location of first aid, oxygen, and other safety equipment, as well as who on staff is trained to use it and
who is trained to manage an incident
Location of lifejackets and how to wear them, noting that they should be worn whenever the boat is under
way
Proper behavior on the boat (e.g., stay seated, hands in the vessel, etc.)
Explanation of toilet facilities or procedures
Location of keys, radios, and emergency procedures
Location of mobile phones
Dive Objectives
Review the following information immediately prior to gearing up for a specific dive. Explain and repeat for
each dive:
x
x
x
x
x
x
x
x
x
x
x
x
Research objective(s)
Equipment requirements
Location, transits, bearings, maximum dive times, expected currents (speed and direction), slack water,
and sea state
Particular dangers (e.g., poor visibility, currents, unexpected drop-offs, entanglement, hazardous marine
life)
Expected depth and visibility
Five-minute safety stop at five meters (15 feet) at end of dive
Entry and exit
Minimum returning tank pressure (must surface with 500 psi [50 bar])
Hand signals
Lost buddy, emergency recall, and other safety procedures
Maximum dive time for diver to be on the surface
Recommendations for descent and ascent
68
x
x
x
x
x
x
Tidal direction and rate currently and what is expected to occur
The direction (if any) that divers should swim
Location of the anchor line in relation to the bottom
The directions in which the reef is lying
The dive site, what to look out for, what is interesting, etc.
Individual choice to dive (give divers the option not to dive if they don’t feel up to it for any reason)
Potential Incidents
There are a number of signs that could indicate problems ahead. Monitor the mood of divers and watch them
kitting up. Look out for seasickness, as sufferers will be extra keen to get in the water and may skimp on
buddy checks, etc. Watch out for divers who do not have safety as a top priority.
The Dive Log
Make sure you have everything you need to accurately record all the information required in the dive log, and
that all participants check in to report their information. Ensure that whoever returns to the boat first completes
the details until the Divemaster can continue. See Appendix I for the Dive Log Template.
A debrief of the day’s diving can be a valuable learning tool for all concerned. Discuss:
x
x
x
What went well
What could be improved upon
Lessons learned
8.11 FIREARMS
The use or possession of firearms is strictly prohibited on all Earthwatch expeditions. In some exceptional
circumstances (expeditions involving close encounters with dangerous wildlife), however, we accept that
firearms may need to be carried by trained staff as a safety precaution from possible attack.
Any project where firearms are carried must be approved by the International Director of Field Operations and
Safety and/or the Global Safety Manager at Earthwatch.
In these rare cases, the following rules must be adhered to:
x
x
x
x
x
x
x
x
x
Only trained staff are allowed to handle firearms
All staff handling firearms must have valid firearms certificates in accordance with local laws
Participants are not allowed to handle firearms, even if they are not loaded
Firearms must be secured in a locked container when not in use and in a separate container from
ammunition
When firearms are carried on an expedition, all participants and staff must be briefed on how to react
in the event of the firearm needing to be used
All firearms must be carried in a safe manner (preferably over one shoulder using a sling), and the
muzzle must never be pointed at people
Rounds must not be chambered unless there is a genuine threat, and firearms must be made safe
once the threat has past
All firearms must have the safety catch applied at all times, unless the weapon is about to be fired in
response to imminent danger, and reapplied once the danger has passed
All incidents regarding the use or near use of firearms must be reported to the PM as a matter of
urgency
8.12 RECREATIONAL TIME POLICY
Mandatory Earthwatch Policy for All Projects
x
Earthwatch refers to nonresearch days as recreational days. We will work with PIs to offer either a
planned team activity or a small choice of recreational activities that have been vetted according to
Earthwatch standards. Participants will also have the option of remaining at the project accommodations to
69
rest. Participants who are determined to pursue other options will be required to sign a release before
doing so (see Recreational Release, Appendix J).
x
Teams with unaccompanied minors (i.e., Teen and SCAP teams) will always be supervised by adult
project staff, including during recreational time.
x
On designated teams (e.g., Short Duration and Family Teams), we do not assume responsibility for adult
participants’ safety and welfare outside of project working hours, which will be made clear in all materials
related to these teams. Participants in these teams are responsible for finding their own meals (outside of
work hours) and accommodations.
x
When, during a regular research day, adult participants leave the project site during a period of time that is
not scheduled for research activities, we will ask them to sign out of the project (using a means the Project
Manager and PI have determined together, which may vary by project and project location), leaving a
destination and estimated time of return. Not showing up for the next scheduled activity will trigger action
relative to the ERP regarding missing people.
Nighttime activities:
x
Prior to the project fielding, the PM and PI will make recommendations for adult participants venturing out
on their own at night after work hours, but they cannot guarantee their safety. In some cases, due to local
conditions it may be advisable to restrict adult participants to the project camp or accommodations after
dark. This will be clearly communicated in project materials and reinforced in the on-site safety briefing.
However, if the local conditions are such that adult participants can decide to go out at night under their
own recognizance, the PI should implement a sign-out sheet on which participants are asked to state their
proposed destination, estimated return time, and contact information (e.g., mobile phone number).
Participants must be given contact information for project staff should assistance be needed at any time,
day or night. However, the sign-out is informational only and will not be used to enforce a curfew for adult
participants. Adult participants will need to be clearly informed that unless contacted for help, project staff
will not start a search for a missing participant until the following morning or the next scheduled research
activity.
Also see Section 7: Special Teams and Minors on Expeditions.
8.13 THIRD-PARTY PROVIDERS AND CONTRACTORS
If you are paying a company or individual (other than your field staff) to take care of a certain aspect of your
project, then you are engaging a third-party provider. Agreements with third-party providers can be oral,
written contracts, or other types of written agreements. The type of agreement best suited for your project will
depend upon multiple factors. In order to evaluate the most appropriate agreement for your project, please
discuss this with your PM BEFORE entering into a binding contract, particularly as Earthwatch cannot
guarantee payment in the event of project under-subscription or team cancellation.
Contracting certain tasks out to third-party providers can play a vital role in helping a project achieve its goals.
Examples of possible contractor tasks include transportation, technical skills, food services, recreational
activities, and accommodation rental.
Guidance
x
You should choose your third-party provider based on informed judgment, and you can specify expected
practices in your contract or agreement, ensuring to the best of your ability that you will receive the desired
standard of service.
x
Third party providers should have insurance to cover the services they provide, as well as public liability
insurance, and be able to show documented evidence of this.
x
Using a third-party provider does not absolve the PI or project staff of responsibility. Perform due diligence
in vetting and selecting a contractor. Ask for recommendations and insist on obtaining references from
other clients to ensure you are selecting a reputable company or individual.
70
x
A written contract recording roles, responsibilities, and agreements should be prepared and signed by both
parties well in advance of the start of the project. The language in the contract or agreement between you
and your contractor should clearly define legal and financial responsibility. If a written contract is not
possible, please discuss this with your PM, as an oral agreement may also be acceptable.
x
Prior to the start of your teams, you should clarify roles, responsibilities, and emergency procedures with
the third-party provider. Arrange a meeting between your research staff and the third-party provider to
make sure everyone understands who is responsible for which aspects of the project or activity.
x
Ensure that Earthwatch and your participants are aware that a third-party provider will be responsible for
part of each team. You should inform your PM and include information about the third-party provider in
your Expedition Briefing.
x
Information on any third-party providers you contract should be included in the project’s Risk Assessment
and ERP.
Points to Consider When Selecting a Third-Party Provider
Transportation of participants:
x
What type of vehicles do they use?
x
How old are the vehicles?
x
Do the vehicles meet all local legal and insurance requirements?
x
What is the maintenance program?
x
Who drives the vehicles and what relevant licensing, training, and/or experience do they have?
x
What safety equipment is present (e.g., lifejackets, seatbelts, first aid kits, fire extinguishers)?
x
What communication devices are present?
Facilities:
Ask them to describe the facilities and provide photographs
What safety equipment is present (fire extinguishers, smoke or carbon monoxide detectors, first aid kits,
etc.)?
x
For accommodations, will other guests be present during the Earthwatch teams?
x
What kinds of communications are available on site?
x
Visit the facilities where possible well in advance of the team and work with your PM to complete a Venue
Assessment.
x
x
Equipment:
Obtain information on safety equipment (first aid kits, fire extinguishers, etc.)
Ask them to provide a list and possibly photos of equipment
Request a description of their maintenance schedule and repair practices
Ensure that appropriate Personal Protective Equipment is available for participant use
Do they carry communication devices?
x
x
x
x
x
Evacuation/Emergency plan:
x
Confirm a clear chain of command should an emergency situation arise; third-party providers should be
familiar with the ERP for the project
x
Ensure that the third-party provider understands local communications and emergency response
resources
x
Ensure that the third-party provider knows how to contact project staff in case of an emergency
x
Clarify with the provider that they understand that only Earthwatch should contact the family or emergency
contact person of a team member in the event of an incident
Insurance:
Third-party providers should have adequate insurance coverage, including public liability and personal
accident cover; the cover amounts should be checked in detail to ensure they are sufficient for the purpose
x
The PI should request that Earthwatch be listed as an additional insured on the contractor’s certificate of
insurance; if possible, the PI and Earthwatch should have a copy of the insurance policy.
x
71
SECTION 9: ENVIRONMENTAL CONDITIONS
9.1 COLD ENVIRONMENTS
Working in cold environments necessitates taking appropriate precautions for your team. Your Expedition
Briefing should set expectations and advise participants on appropriate field gear. In-field safety briefings
should be used to reinforce the key safety information.
Prevention of Cold-related Injuries
To prevent cold-related injuries, you should:
x
x
x
x
x
x
x
x
Check the weather at least twice a day, or more often if inclement weather is forecast
Provide enough food for your team
Moderate the team’s intake of alcohol, which can decrease peripheral circulation
Provide an alternative way to heat accommodations in the event that power is lost
Advise your team to wear layered clothing, including windbreakers if appropriate, and warm clothing for
night
Advise your team to wear warm hats, scarves, mittens, and insulated footwear if necessary
Advise your team to apply sunscreen (SPF30 or higher with UVA and UVB protection) and stop frequently
to allow the team to reapply
Schedule outdoor activities for the warmest part of the day
Health Effects of Exposure to Cold
Cooling of body parts may result in various cold-related injuries, including nonfreezing injuries, freezing
injuries, and hypothermia.
Toes, fingers, ears, and noses are at greatest risk because these areas do not have major muscles to produce
heat. In addition, under cold conditions the body will preserve heat by favoring the internal organs and thus
reducing the flow of blood to the extremities. Hands and feet tend to get cold more quickly than the torso
because they lose heat more rapidly and are more likely to be in contact with colder surfaces than other parts
of the body. Additionally, if the eyes are not protected with goggles in high wind-chill conditions, the corneas of
the eyes may freeze.
The most severe cold injury is hypothermia, which occurs from excessive loss of body heat and the
consequent lowering of the inner core temperature (internal temperature of the body). Hypothermia can be
fatal.
Hypothermia
In moderately cold environments, the body’s core temperature does not usually fall more than one or two
degrees below the normal 98.6°F (37°C) because of the body’s ability to adapt. However, in intense cold and
without adequate clothing, the body is unable to compensate for the heat loss and the body’s core
temperature starts to fall. The sensation of cold followed by pain in exposed parts of the body is one of the first
signs of mild hypothermia.
As the temperature continues to drop or as the exposure time increases, the feeling of cold and pain starts to
diminish because of increasing numbness (loss of sensation). If no pain can be felt, serious injury can occur
without the victim’s noticing it.
Next, muscular weakness and drowsiness are experienced. This condition is called hypothermia and usually
occurs when the body temperature falls below 91.5°F (33°C). Additional symptoms of hypothermia include
interruption of shivering, diminished consciousness, and dilated pupils. When the body temperature reaches
80.6°F (27°C), coma (profound unconsciousness) sets in. Heart activity stops around 68°F (20°C) and the
brain stops functioning around 62.6°F (17°C).
Hypothermia is a medical emergency and medical attention should be sought immediately. Activate the
project’s ERP if necessary. The survival of the victim depends on their peers’ ability to recognize the
72
symptoms of hypothermia. The victim is generally not able to notice his or her own condition. See First Aid for
Cold-Related Injuries below.
Freezing Cold Injuries
x
Frostnip: This is the mildest form of a freezing cold injury. It occurs when earlobes, noses, cheeks,
fingers, or toes are exposed to cold and the top layers of skin freeze. The skin of the affected area turns
white and it may feel numb. The top layer of skin feels hard but the deeper tissue still feels normal (soft).
Frostnip can be prevented by wearing warm clothing and footwear. It is treated by gentle rewarming (e.g.,
holding the affected tissue next to unaffected skin of the victim or of another person). As with all coldinduced injuries, never rub the affected parts, as ice crystals in the tissue could cause damage if the skin
is rubbed. Do not use very hot objects such as hot water bottles to rewarm the area or person.
x
Frostbite: This is a common injury caused by exposure to extreme cold or by contact with extremely cold
objects (especially those made of metal). It may also occur at normal temperatures from contact with
cooled or compressed gases. Frostbite occurs when tissue temperature falls below the freezing point
(32°F/0°C), or when blood flow is obstructed. Blood vessels may be severely and permanently damaged,
and blood circulation may stop in the affected tissue. In mild cases, the symptoms include inflammation of
the skin in patches accompanied by slight pain. In severe cases, there can be tissue damage without pain,
or there can be burning or prickling sensations resulting in blisters. Frostbitten skin is highly susceptible to
infection, and gangrene (local death of soft tissues due to loss of blood supply) may develop. At the first
signs of redness or pain in any skin area, get out of the cold or protect any exposed skin – frostbite may be
beginning. Any of the following signs may indicate frostbite: a white or grayish-yellow skin area, skin that
feels unusually firm or waxy, or numbness. See First Aid for Cold-Related Injuries below.
First Aid for Cold-Related Injuries
x
x
x
x
x
x
x
Seek medical help
Activate the ERP, if necessary
Ensure that wet clothing is removed
Place the victim between blankets so that the body temperature can rise gradually; body-to-body contact
can also help slowly raise the victim’s temperature
Give warm, sweet (caffeine-free, nonalcoholic) drinks to the victim, unless he or she is rapidly losing
consciousness, is unconscious, or is convulsing
Quickly transport the victim to an emergency medical facility
Do not attempt to rewarm the victim on site (for example, do not use hot water bottles or electric blankets)
9.2 HOT ENVIRONMENTS
Working in hot environments necessitates taking appropriate precautions for your team, including the ones
listed below. Your Expedition Briefing should set expectations and advise participants on appropriate field
gear. This information should be followed up consistently in the field via your safety briefing as well as daily
discussions.
Guidance for Daily Routine in Hot Environments
x
x
x
x
x
x
x
x
Provide sufficient fluids for your team and advise them on how much you think they should be drinking;
consider providing a range of drinks in addition to drinking water to offer some variety or flavor if this will
increase the participants’ compliance with the need to drink
Remind participants to drink frequently
Give participants frequent opportunities to rest in the shade
Organize regular drink breaks and observe the fluid intake of your team
Experience has shown some participants (particularly women) avoid hydrating so they won’t have to
urinate in the field; be aware of this tendency
If heavy exertion or exercise is taking place, provide even more fluids and consider enabling participants to
replace salts and minerals by providing a sports drink or rehydration mix
Have some extra sunscreen (SPF30 or higher with UVA and UVB protection) on hand
Schedule outdoor activities in the morning and evening hours whenever possible
73
x
x
Have participants monitor each other through a buddy system and consider matching younger participants
with older
Moderate the team’s intake of alcohol, sugar, and caffeine
Points for Safety Briefings
x
Advise your team to wear lightweight, light-colored, loose-fitting clothing
x
Advise your team to wear wide-brimmed hats
x
Advise your team to apply sunscreen (SPF30 or higher with UVA and UVB protection) and stop frequently
to allow the team to reapply
x
Emphasize the danger of heat exhaustion and the importance of staying hydrated; a useful tip is that urine
should be clear or pale lemon in color and copious to indicate an adequate fluid intake (see Dehydration
section below)
Heat Exhaustion
When the body is overheated and is in need of external help to regulate its temperature, mental and physical
abilities decline sharply. Be vigilant in looking for signs of heat exhaustion and do not hesitate to intervene and
shift the focus from the project activities to the health of the group.
x
Signs of heat exhaustion: A temperature of 101° to 104°F (38° to 40°C), heavy sweating, paleness,
muscle cramps, tiredness, weakness, dizziness, headache, nausea or vomiting, and fainting. The skin
may be cool and moist. The victim's pulse will be fast and weak, and breathing will be fast and shallow.
x
Treatment: If heat exhaustion is untreated, it may progress to heat stroke. Seek medical attention
immediately if symptoms are severe or the victim has heart problems or high blood pressure. Otherwise,
help the victim to cool off, and seek medical attention if symptoms worsen or last longer than one hour.
Cooling measures that may be effective include drinking cold, nonalcoholic drinks; resting; taking a cool
shower, bath, or sponge bath; moving to an air-conditioned environment; and wearing lightweight clothing.
Heat Stroke
Heat stroke is a serious condition and should be considered a medical emergency.
x
Signs of heat stroke vary but may include the following: Red, hot, and dry skin (no sweating); rapid,
strong pulse; throbbing headache; dizziness; nausea; confusion; unconsciousness; and an extremely high
body temperature (above 104°F [40°C] taken orally).
x
Treatment: Victims of heat stroke must receive immediate treatment to avoid permanent organ
damage. First, cool the victim. Get the victim to a shady area, remove clothing, apply cool or tepid water to
the skin (for example, you may spray the victim with cool water from a garden hose), fan the victim to
promote sweating and evaporation, and place ice packs under the armpits and groin. Monitor body
temperature with a thermometer and continue cooling efforts until the body temperature drops to 101° to
102°F (38° to 39°C). Always notify emergency services, using the ERP. If their arrival is delayed, they can
give you further instructions for treatment of the victim.
Dehydration
Heat-related illness and dehydration are the most common medical incidents we deal with, and the effects can
disrupt the whole project team. The reality is that in most cases these conditions are avoidable, and through
education and monitoring, we can prevent participants from unnecessary suffering.
The key point to remember is that we all need to keep our bodies adequately hydrated, and this means
consuming a minimum of 2 liters (quarts) of water each day in a temperate environment. However, when we
are working in the field (particularly on hot or active days), we lose water at a faster rate, and participants (and
staff) are required to drink up to 5 liters (quarts) of water each day. Individuals need to increase their oral
intake to stay adequately hydrated. The amount that needs to be drunk depends upon the environment,
activity, and individual concerned
In addition to this, it is vital that everyone gets a balance of electrolytes (calcium, potassium, sodium, etc.) in
their diet to ensure they are replacing those lost through the process of sweating. In most situations,
74
electrolyte losses are replaced by the salts in the food that is eaten. Where sweating is excessive, for
example when undertaking strenuous activity in hot environments, electrolyte supplementation may be
required. The easiest way to determine if someone is dehydrated is to ask them to monitor the color of their
own urine, as well as urine output.
x
x
x
Light-brown or amber-colored urine would indicate that a person is already dehydrated
Dark-lemon or straw-colored urine is considered borderline
Pale lemon is good
Amber
or
Light Brown
Dark
Lemon or
Straw
Pale
Lemon
Dehydrated
Borderline
Good
Urine output is also important and again, can be self-regulated. A hydrated person will need to urinate from
four to six times a day, and anything less than this would suggest that increased fluid intake is required.
It is particularly important to pass clear urine before bed. The first urine of the day is often concentrated;
however, subsequent urine should be pale-colored or clear.
Diuretics
Drinks such as tea, coffee, and colas are mild diuretics and increase urine output while simultaneously
causing a dehydrating effect. Therefore, they are not a substitute for drinking water.
It is fine for participants to take these drinks in moderation, but they must be balanced with sufficient quantities
of water. Equally, alcohol has a dehydrating effect and this is the major symptom of a hangover (see Section
6.3: Drugs and Alcohol).
Symptoms
Dehydration occurs when there is a 1% or greater reduction in body weight due to fluid loss. Depending on the
percentage of body weight lost, dehydration can be described as mild, moderate, or severe.
Mild to moderate dehydration
The first sign of dehydration will be concentrated and/or lower volume of urine. By the time an individual
experiences thirst, he or she is probably already significantly dehydrated. Prevention is better than cure!
Other symptoms are:
x
x
x
x
x
x
Dizziness or light-headedness
Headache
Tiredness
Dry mouth, lips, and eyes
Dark, concentrated urine
Passing only small amounts of urine, infrequently (fewer than three or four times a day)
Moderate dehydration (a 3-5% decrease in body weight due to fluid loss) causes loss of strength and stamina
and is the primary cause of heat exhaustion.
If dehydration is chronic (ongoing), it can affect kidney function and may lead to the development of kidney
stones. It can also cause:
75
x
x
x
Harm to the liver, joints, and muscles
Cholesterol problems
Constipation
Severe dehydration
Severe dehydration is a decrease of more than 5% of body weight due to fluid loss. As well as severe thirst,
the patient may also experience:
x
x
x
x
x
x
x
x
x
x
Dry, wrinkled-looking skin
An inability to urinate
Irritability
Sunken eyes
Low blood pressure (hypotension)
A weak pulse
A rapid heartbeat
Cool hands and feet
Seizures
A low level of consciousness
If body weight is reduced by more than 10%, this is extremely serious. If not treated immediately, this level of
dehydration can lead to death, as the blood stops circulating. The patient will need to go to a hospital and be
put on an intravenous drip to restore the substantial loss of fluids.
Causes
Dehydration is caused by failure to replace losses adequately. Fluid (and electrolyte) loss occurs in healthy
individuals through sweating and in illness through vomiting, diarrhea, blood loss, and fever. The severity of
dehydration can often depend on a number of factors, such as climate, level of physical activity, and diet.
Illness
Dehydration often results from an illness, such as gastroenteritis, where fluid is lost through persistent
diarrhea and vomiting. Daily losses can be very significant indeed and may require aggressive fluid
replacement.
Diarrhea usually occurs when fluid cannot be absorbed from the bowel contents, or when the body secretes
fluid into the bowel, causing watery stools.
Sweating
Patients can also become dehydrated after sweating excessively from a fever, heavy work in hot conditions, or
heatstroke.
Alcohol
Dehydration can also occur from drinking too much alcohol. Alcohol is a diuretic, which means it causes you to
urinate more.
The headache associated with a hangover indicates that your body is dehydrated. This is why it is especially
important to drink plenty of water when one has been drinking alcohol.
Diabetes
In most cases a well-controlled diabetic should not suffer more than a nondiabetic. However, in extreme cases
of blood sugar levels being out of control (diabetic ketoacidosis), diabetic participants may be at a higher risk
for dehydration because they have high levels of glucose in their bloodstream. The kidneys try to get rid of this
glucose by creating more urine, so the body becomes dehydrated from urinating more frequently.
76
Treating Dehydration
The key to treating dehydration is to replace the fluids lost by the patient, as well as the vital electrolytes. This
can be particularly challenging if the patient is suffering from diarrhea and vomiting and continues to lose fluid.
Even if the patient is vomiting or has diarrhea, an electrolyte solution will help in improving his or her condition,
but it must be given in small quantities regularly so as not to induce further vomiting or diarrhea. Ideally,
patients should be given rehydration solutions such as Dioralyte (U.K.) or Pedialyte (U.S.), which contain
glucose, sodium chloride, potassium chloride, and disodium hydrogen citrate, mixed with the correct quantity
of water as per the manufacturer’s instructions.
If preprepared products are not available, it is possible to make your own solution using the World Health
Organization's formula: in a liter (quart) of water, dissolve 1/2 teaspoon of salt, 1/2 teaspoon of baking soda,
and two to three tablespoons of sugar, honey, or light corn syrup. If you are using this mixture, make sure that
all the ingredients are fully dissolved before giving it to the patient. Water should be purified before the
solution is prepared, and hand hygiene is critical.
All electrolyte solutions make ideal breeding ground for microbes. Electrolyte solutions should be drunk within
1 hour. If refrigerated, they should be disposed of after 24 hours. Individuals should never share drinking
receptacles.
It’s important for all expedition participants to monitor their daily fluid intake and output and to drink regularly
and early in order to get the most from the expedition experience. Measurement of “ins and outs” is
particularly important when caring for dehydrated individuals. The easiest way to measure intake is to drink
from 1-liter (quart) water bottles and keep a written record of consumption. Assigning “drinking buddies” helps
individuals to monitor and motivate one another.
It is the responsibility of the leadership team to monitor the health and performance of the team.
References
x National Health Service; World Health Organization; Wilderness Medical Society; Royal Geographic
Society; National Outdoor Leadership School; Dr. Matt Ladbrook.
9.3 ALTITUDE
If the project begins with a rendezvous above 8,000 feet (2,400 meters), you should give participants at least
one full day to acclimatize. Please remember that many, if not most, participants will come from altitudes
considerably lower than that of the project site. Each person adapts to altitude changes differently and in a
different time frame. As participants adjust to the higher altitude, ensure that they perform limited physical
activity such as gentle walking, that they drink plenty of water, and that they get plenty of sleep.
If your project involves multiple sites at various altitudes, plan on gradual altitude increases. The sleeping
altitude is the most important, and you should make sure that the difference in altitude between two
consecutive sleeping places is not greater than 1,500 feet (500 meters). You can reach higher altitude
differences during the daytime, but ensure that your second sleeping site is not more than 1,500 feet (500
meters) from your first.
Acute Mountain Sickness (AMS)
Please be on the lookout for the following symptoms of AMS:
x
x
x
x
x
x
x
Headache
Lethargy
Drop in performance
Lack of coordination
Insomnia
Appetite loss
Dizziness
77
x
x
Nausea
Vomiting
Additionally, the Lake Louise Self-Assessment Scoring System is a simple questionnaire that can be used to
determine whether or not an individual has AMS. This tool can be found on line, for example at
http://www.thealtitudeexperience.com/tae-lakelouise-adult.pdf
or
http://www.thepeakinc.com/assets/PDFs/LakeLouisescore_001-1.pdf. A score of 3 or more after recent gain in
altitude is consistent with a diagnosis of AMS.
Severe Altitude Sickness
There are two main types of severe altitude sickness:
x
x
HAPE: High-altitude pulmonary edema –– victim has fluid within the lungs
HACE: High-altitude cerebral edema –– victim has fluid within the brain
AMS can develop into HAPE. Abrupt onset of HACE can occur. A person with pulmonary edema may drown if
the lungs fill with fluid.
Symptoms of severe altitude sickness include:
x
x
x
x
x
x
x
Breathlessness
Heart palpitations
Blue-tinged skin and nails due to lack of oxygen (cyanosis)
Frequent coughing because of fluid in the lungs
Sputum may be frothy or tinged pink with blood from the damaged lung tissue
Irrational behavior, such as refusing to acknowledge symptoms
Inability to sit up or walk in a straight line
Treatment
The treatment for altitude sickness is descent to lower altitudes. If a volunteer exhibits any of the signs of
moderate to severe altitude sickness, follow your ERP to get medical attention immediately and begin
descent.
9.4 DRINKING WATER
Whether in an urban, rural, or camp setting, it is the responsibility of the PI or FTL to consider the water supply
and its source. Check constantly to ensure that drinking water of adequate quality and quantity is available.
Potable drinking water in unrestricted quantities must be provided at all field sites and accommodations for the
duration of every expedition.
Lack of clarity or the presence of odors or organisms in local water supplies that are fine for local participants
may not be palatable to visiting researchers or international travelers and may not be tolerated by their
digestive systems. Alternative sources such as bottled or treated and filtered water may be necessary to avoid
dehydration of team members. If the water needs purification, consider the most effective means for your
location (e.g., boiling, filtering, iodine, halazone tablets, etc.).
Where possible, a 72-hour emergency water reserve should be maintained for everyone on site, including
researchers, staff, and participants. If an ample water source is not available or if 72-hour storage is not
possible or practical, an effective means of emergency water treatment needs to be maintained.
Bathing water does not need to meet the same standards as drinking water; however, adequate soap and
water or hand sanitizer must be provided so that sanitary food preparation and bathroom conditions can be
maintained. Bathing water conditions should be clearly communicated to participants in the Expedition
Briefing.
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SECTION 10: WORKING WITH OR NEAR ANIMALS
10.1 WILDLIFE HANDLING
For all projects involving handling or engagement with wildlife, Earthwatch requires peer review of
methodology by experienced field researchers. Full disclosure of potential risks to both animals and people is
required in the project proposal. This will then be incorporated into the project risk assessment and Expedition
Briefing. These risks may include, but are not limited to:
x
Injury
x
Disease transmission
x
Parasite transmission (e.g., ticks, mites)
x
Exposure to toxins and contamination
Participants must be notified of any required or recommended immunizations in the written Expedition
Briefing. See Disease Transmission below.
Guidelines
Animals should be handled only in order to collect data to fulfill the scientific needs of the study and only
for as long as is necessary to do so. Handling should not be prolonged to pet, photograph, show to others,
or otherwise unnecessarily disturb any wildlife in any circumstances.
x
x
To avoid injury to both people and animals, wildlife may only be handled by personnel who have been
properly trained in the appropriate restraint and handling techniques.
x
Participants may be allowed to assist in the handling of wildlife where appropriate, but only while
supervised by properly trained project staff.
x
Participants should never be considered the principal handlers.
x
All participants should be properly trained before handling any wildlife. Proper training includes oral and
written instructions. Where appropriate, training should also include demonstrations of and practice in
handling techniques and use of any equipment.
x
Where appropriate for the safety of people and wildlife, the use of protective gear is encouraged. Any
protective gear recommended or required should be provided by the project or clearly specified in the
packing list in your Expedition Briefing.
x
The PI may limit or withhold animal handling rights from any or all participants at his or her discretion.
x
Threatened or endangered species should never be handled by any party other than the personnel
specifically named on official permits and under the laws and regulations of the country issuing the
permits. Ideally, a veterinarian or veterinary technician should be present when species that have been
classified as threatened or endangered are being handled, or research staff should have been trained by
such personnel.
x
It is the responsibility of the PI to be aware of and comply with local laws, regulations, and best practices
as they pertain to the presence of veterinary staff. All handling should follow the restrictions stated by the
appropriate permits issued to the scientist in charge (if applicable).
x
Anesthesia and other invasive procedures should only be performed by an attending veterinarian or
certified individual, according to the laws and regulations of the country where the project is being
conducted. Participants may help only under strict supervision by the designated project staff. Participants
will not assist with any tasks that may be critical to protecting the animal’s life in the event of an
emergency.
x
Fishing activity must comply with local, national, and international legal restrictions. It is the responsibility
of the PI to ensure compliance, obtain any required permits, and practice humane fishing techniques.
x
Volunteers are prohibited from participating in any speargun fishing activity.
79
Disease Transmission
x
Hygiene: All team members should thoroughly wash their hands with soap and water (followed by drying)
after contact with wildlife in order to minimize the risk of infection. In the absence of soap and water, hand
sanitizer should be made available and used. If a bite or scratch does occur, thorough cleansing of the
wound and appropriate medical care are required.
x
Rabies: Rabies is a fatal disease. Where there is potential for rabies to be contracted through contact with
wildlife, rabies preexposure vaccination may be required by the PI for those handling animals on some
projects. Preexposure vaccination is also recommended for all travelers who may participate in extended
outdoor activities in rural or remote rabies-endemic areas where immediate and appropriate medical care
may not be available. Preexposure vaccination does not eliminate the need for postexposure medical
attention and treatment, but it does provide additional protection against the disease in the event of a
delay in treatment. Any bites or scratches should be immediately and thoroughly washed with soap and
clean water and a topical povidone-iodine solution or ethanol. Immediate medical attention should be
sought if rabies infection is suspected. The PI should disclose information in the Expedition Briefing as to
the proximity to postexposure medical attention for rabies and instruct participants to avoid unnecessary
contact with wildlife or stray animals in the project area.
Other zoonotic diseases that should be considered include, but are not limited to, bubonic plague, various
strains of influenza, salmonella, hanta virus, etc.
Photography
The PI should brief participants on the sensitivities of taking photographs of the species with which they are
working. Please draw attention to the types of inappropriate images that could convey messages that appear
to undermine our conservation objectives (for example, photos of people posing with anaesthetized animals
that could appear similar to images of trophy hunting).
Where legally required, all photographs of wildlife taken during an Earthwatch-funded project should be
labeled with the appropriate permit number.
Photographs that include wildlife handling should comply with Earthwatch policies and clearly demonstrate
research activities and best practice.
References
U.K. Natural Environment Research Council Guidelines
10.2 WILDLIFE ENCOUNTERS
It is possible that participants may encounter wild, feral, or domestic animals while performing project tasks or
living in the project area on an Earthwatch team. Participants should be accompanied by an experienced staff
member, park personnel, landowner, or armed guard, if appropriate, while working in an area known to harbor
animals dangerous to humans. If the participants are working or living in an area known to contain potentially
dangerous wildlife, clear boundaries must be set beyond which they cannot venture unaccompanied.
If you are working in a region where the movement of dangerous animals is monitored, you must liaise with
the monitoring team and ensure that you avoid working in areas where dangerous or aggressive animals are
known to be. All teams must be accompanied by a qualified first aider and must have a first aid kit with them.
In addition to this, all teams must have appropriate means of communication to be able to summon help if
required and have a suitable support vehicle available to them.
It is the PI’s responsibility to assess the likelihood of encounters with potentially dangerous wildlife in the
project’s Risk Assessment, and to discuss methods of prevention or control with the PM. Any applicable
information should be included in the written Expedition Briefing. The PI should also discuss any relevant
information during the on-site safety briefing.
The possibility of contracting rabies, bubonic plague, tuberculosis, or any other transmittable zoonotic
diseases should be discussed both in the written Expedition Briefing and during the on-site briefing.
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Preventive Measures
The project Risk Assessment should note realistic possibilities and form the basis for briefing participants.
During the on-site safety briefings, participants should be notified of any potentially dangerous animals known
in the project area, including but not limited to rhino, elephant, buffalo, dogs, snakes, fire coral, scorpions,
ticks, and other arthropods such as centipedes, mosquitoes, and bees. Participants should be instructed to be
alert while in territory that may contain wild animals. Where appropriate, they should be instructed on how to
avoid animal encounters (e.g., appropriate clothing, movements, the need to be quiet or loud, etc.).
Participants should also be instructed as to appropriate behavior in the presence of wildlife and what to do in
case of an encounter. Any encounter with potentially dangerous wildlife, whether resulting in an incident or a
near miss, should be reported to Earthwatch.
Care should be taken to segregate food or any other scented products in order to avoid attracting animals to
the accommodations or research site. Ensure that garbage and food wastes are disposed of properly.
Identify and provide appropriate and relevant equipment (e.g., bear spray, whistle) and/or properly trained and
certified staff (e.g., armed guards) to address potentially dangerous wildlife encounters. For example, where
leaf litter or other substrates require handling, appropriate protective gloves and long-sleeved shirts should be
worn.
If armed guards or rangers are in use to protect teams from wildlife, clear protocols for how participants should
behave in the field with guards should be in place to minimize the risk of this activity – e.g., walking single file
behind the guards at an appropriate distance, the use of hand signals to communicate with guards, etc. – and
fully disclosed in the Expedition Briefing and on-site safety briefings. Weapons should be stored appropriately
(unloaded, in a locked cabinet, etc.). Participants are not permitted to handle weapons at any time.
If venomous snakes or spiders are present in the project area, participants should be encouraged to wear
appropriate protective gear, such as snake guards, ankle-height hiking boots, gaiters, or knee-high rubber
boots. Participants should be instructed to take simple measures such as checking the insides of their shoes
before putting them on and not reaching into dark or small spaces. Protocols should be clearly outlined in both
the written Expedition Briefing and the ERP for emergency care in case of snakebite. Appropriate local advice
should be given as well. For example, participants in semi-arid Australia should be advised to avoid walking
through areas of long grass wherever possible.
Spear fishing by pole or hand spear must only be conducted by experienced field staff. Participants must be
instructed to stay at least 3 meters (10 feet) from pole or hand spear activity. During these activities,
participants must not be any further than 10 meters (30 feet) from shore and stay between the shore and the
activity. A member of staff must be on watch for sharks, barracuda, or other potentially dangerous wildlife that
can be attracted to fish in distress.
10.3 USING ANIMALS FOR TRANSPORTATION
If transportation via animal back (camel, horse, mule, etc.) is a part of the project activities, the PI and field
staff should take every precaution to ensure the safety of riders (participants and staff) and animals. Complete
supervision, preparation, instruction, and safety protocols must be provided to all riders, with special care
taken in the supervision of novice riders.
Animal transport should be clearly described in the Expedition Briefing, including any prefielding instructions
for participants. Any animal transport needs to be disclosed in the Briefing so that participants can be fully
prepared and those uncomfortable with this means of transport can reconsider participation.
Safety Briefing
PIs should plan a field briefing specifically to cover riding protocols and safety practices as they pertain to
animal transport. During this briefing, participants should be instructed not only in riding, but also about
general behavior appropriate to the presence of animals.
81
Equipment
Tack includes all the objects a rider needs, such as saddles and bridles. Consider in your project planning
what tack is appropriate for the particular animal and its intended use.
Also consider what personal protective equipment is appropriate for participants, given the particular animal
and its intended use. This could include safety helmets, protective clothing, and reflective or high-visibility
clothing.
It is standard Earthwatch practice for expedition staff and participants to wear safety helmets when riding on
animals, whether for project work or planned recreational activities. Plan to provide helmets and check that
third-party providers provide helmets. If this is not the case, please liaise with your PM to discuss options for
helmets to be sourced from elsewhere or for participants to be asked to provide them. If helmets are not
available and cannot be sourced, the activity should not take place.
Under exceptional circumstances, such as an emergency evacuation, the requirement for helmets may be
waived. This will need to be agreed by your PM in advance of the project. PIs and project staff do not have the
discretion to allow personnel to ride without helmets.
Animal Handling and Care
Experienced handlers will be required for instruction, assistance, and animal care; PIs must arrange for this
professional assistance. Adequate food, water, rest, and veterinary care must be provided to animals used in
transport.
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SECTION 11: HUMAN SUBJECTS AND CULTURAL CONSIDERATIONS
11.1 WORKING WITH HUMAN SUBJECTS
Scientific research with human subjects is defined as obtaining data through intervention or interaction with a
person; for example, collecting information through interviews, surveys, or observations. Due to the sensitive
nature of involving Earthwatch participants in human intervention activities, this policy addresses codes of
conduct when working with human subjects in order to protect the rights and welfare of people participating in
these research activities.
Legal Framework, Ethical Principles, and Approval
The health and welfare of human subjects in research projects or other projects that involve systematic
content are covered by legislation in many countries. PIs are responsible for researching the legal framework
for working with human subjects in their research areas. Project proposals must comply with the relevant
legislation in the jurisdictions where the project is based and where it will take place. If the project is based in
an area that is not governed by human subject regulations, the PI is expected to follow the guidelines in this
policy.
Earthwatch requires all research projects working with human subjects to have the project methodology and
research objectives fully vetted by an institutional review board, ethics committee, or equivalent. The results of
this review should be submitted to Earthwatch’s Research Department as a part of the proposal application
process. During this application process, it is Earthwatch’s normal practice to avoid duplicating the review
process of the PI’s university or parent institution for the project’s research protocol.
If the objectives and methodology relative to your work with human subjects have not been reviewed by a
group listed above, consult with either your Research SME or PM in order to address appropriate measures
for your project. This includes interviews, surveys, and observations of human subjects in order to examine
human responses to a separate primary research subject.
Earthwatch Policy for Minors
Minor participants on Earthwatch teams cannot take part in project activities related to human subjects.
Additionally, due to the fact that working with human subjects who are minors requires a background check for
participants, minors cannot be the human subject of the research. The PI is responsible for knowing the age of
majority in the country in which the research is conducted.
Project Planning
x Liaise with Earthwatch research staff regarding the methodology you will use with human subjects as well
as how project participants will be involved in these human subjects tasks
x Liaise with Earthwatch research staff and your PM regarding the method by which you will receive formal
consent from all research participants
x Discuss your participant training plan with your Research SME and PM
Project Management
x
x
x
x
x
x
x
A high level of professionalism is expected on all projects involving human subjects
The PI bears responsibility for the research conduct and for ensuring compliance by all project staff and
participants with the approved research protocol
Project staff must report to their PM any adverse events, apparent (or potential) conflicts of interest, or
observed noncompliance with ethical conduct guidelines that arise during the course of the project
Project staff must report to their Research SME and PM any deviations from approved methodology in the
field
Project staff must ensure that all participants receive proper training for working with human subjects
All participants must receive a briefing on cultural, environmental, and other relevant considerations before
working with human subjects
Project staff must maintain the safety of the participants and the human subjects
83
x
x
Project staff must establish clear leadership to ensure that the human subjects recognize that the project
staff are leading the interaction with the human subject
Participants must always be in the presence of project staff when working with human subjects
References: Inter-agency Panel on Research Ethics (www.pre.ethics.gc.ca)
11.2 CULTURAL AND COMMUNITY INTERACTIONS
Earthwatch is committed to working closely with local communities in the areas where we support research.
Participants and project staff are encouraged to engage and interact with local communities wherever
possible. Our aim is to support projects that leave a lasting legacy with local communities and that form
partnerships with local organizations.
PIs who are not residents of the country where their project is based should have visited and spent a
significant amount of time in the country. They should be familiar with the culture and communities living in
and around the research site and have established links with the local people and organizations in the area.
Early contact with the host communities is vital, and it is essential to have built up local knowledge and
expertise well before the start of the project. It cannot be assumed that host country PIs are already integrated
into the community in the immediate area of the research site and are already working in collaboration with
other local partners.
Earthwatch expects all project staff to interact with the communities in and around the research area and to
share these connections with participants when they arrive. Visiting local schools, meeting with local
organizations, and learning about new cultures are all part of an Earthwatch experience.
Mandated Rules
Discrimination on the basis of race, gender, religion, ethnicity, national origin, or sexual orientation will not be
tolerated on Earthwatch teams or in interactions with members of the surrounding community. Disruptive
behavior or verbal, physical, or any other type of abuse or harassment will also not be tolerated.
Briefing Participants on Cultural Awareness
Earthwatch participants are often guests of the country where the research is taking place and as such are
obliged to consider the culture of the local people and minimize disturbance to their daily routine. It should be
impressed on participants that being culturally sensitive is important when visiting a foreign country. Patience,
good humor, an acceptance of differences, using common sense, and showing respect will help visitors enjoy
cultural differences and make them part of a rich experience wherever they travel.
The PI should provide participants with cultural information for the project’s country in the Expedition Briefing;
however, participants may still experience some culture shock upon arrival, especially those who have not had
much previous experience traveling to different countries.
The Expedition Briefing as well as an oral presentation on the first day of each expedition must include a
comprehensive cultural briefing in order to avoid offending local cultural sensitivities and help ease culture
shock. This briefing may need to cover some of the following areas, depending on the country and culture in
which the project is based:
x
Alcohol: Is alcohol tolerated in the country or local area?
x
Religion: Inform participants of the religion of the country or area and any special considerations or
customs which should be followed.
x
Dress: Inform participants of any special considerations regarding clothing or dress. They should respect
the culture by dressing appropriately. Please also note any necessary considerations in the Expedition
Packing Checklist included in the Expedition Briefing.
x
Behavior and customs: This may include attitudes to government, royal families, military, etc. Are there
any major cultural or personal customs that are offensive to communities in this region?
84
x
Attitudes towards women: May women go out alone or will that draw unwanted attention?
x
Photography etiquette: It is courtesy in any country to ask permission before taking photos of local
people, but also note any specific restrictions concerning photography in the area (e.g., do not take photos
at airports, government buildings, religious sites, etc.).
x
Political discussion: Is the local population generally willing to engage foreigners in cultural and political
discussions? Should certain sensitive subjects be avoided?
x
Local laws: Are there any laws of which participants may not be aware (e.g., smoking or drinking in public
places, sexual orientation, illegal medications, etc.)?
85
SECTION 12: EQUIPMENT
PIs are responsible for the condition and safe use of all equipment used in their project. Project equipment
types might include, but are not limited to, tools, scientific, survey, field or camp, communications, laboratory,
or specialist equipment. PIs are responsible for the safe storage, maintenance, and replacement of all
equipment, including proper batteries, personal protective equipment, and other supplemental materials.
Training and Use
If participants will be using equipment, PIs and/or research staff must provide hands-on demonstrations on
proper use to avoid injury to themselves or others or damage to the equipment. PIs and/or research staff
should allow participants to have the opportunity to practice using the equipment under direct supervision.
Direct supervision must be maintained at least until the participant has exhibited competency with the proper
use of that equipment. Tools must be used only in daylight hours.
Proper batteries, personal protective equipment (e.g., safety glasses or goggles, respirators, ear plugs, etc.),
and other supplemental materials must be supplied, and their use demonstrated prior to participants using
equipment. PIs and/or research staff are responsible for ensuring that participants are wearing appropriate
clothing (e.g., long sleeves, pants, boots, etc.) and personal protective equipment prior to equipment use.
PIs must ensure that the Expedition Packing Checklist in the Expedition Briefing lists any appropriate clothing
and protective gear that participants will be expected to bring.
Maintenance
Equipment must be maintained in good working condition and tested regularly. Equipment should be tested for
proper functioning prior to shipment to the field site and again before participant arrival and between teams.
In the case of equipment malfunction, it is the responsibility of the PI and/or research staff to ensure there is
proper backup equipment or that other research tasks are readily available for the participants. The PI should
inform his or her Research SME or PM if equipment malfunction results in a change of research activities.
Restricted Equipment
In order to avoid equipment-related injuries, we require that participants not be asked to use or handle
equipment that is potentially hazardous due to the need for specialized training. Examples of restricted
equipment include (but are not limited to):
x
x
x
x
x
Machete
Nail gun
Chainsaw
Flame thrower
Blowtorch
Please contact your PM if you have a question about the appropriateness of your field equipment for volunteer
use.
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SECTION 13: SUSTAINABLE FIELD PRACTICES
As an environmental organization, Earthwatch recognizes our responsibility to take a leadership role in
conducting activities as responsible stewards of the social and physical environment, and to use our resources
to promote social and environmental awareness, local action, and global thinking. We are creating an
international project management process by which our efforts toward sustainable environmental and social
progress can be improved, measured, and monitored on an ongoing basis.
Recognizing that each project and research site is unique, the following are general guidelines to consider
when setting up your research project or improving the management of an existing project. Some of the
suggestions will be inappropriate or not feasible for your site, and there may be other practices not listed here
that are equally or more sustainable. Please follow the practices that have been proven to be the most
effective for your particular situation, and contact your PM at Earthwatch if you have ideas or need assistance
in implementing appropriate strategies for sustainability.
Many participants need to be educated and trained on these matters, so use this information to guide
participants while they are packing (via the Expedition Briefing) and while on site. We encourage you to
educate participants on local challenges and threatened species.
Leave No Trace
The Leave No Trace Center for Outdoor Ethics has developed a series of educational principles for
sustainable outdoor practices (mainly camping-related) called “Leave No Trace.” The goal of Leave No Trace
is to put ethics into action by teaching others how to make the best minimum-impact decisions. Earthwatch
encourages the practice of these principles.
The seven Leave No Trace principles are:
1. Plan ahead and prepare
2. Travel and camp on durable surfaces
3. Dispose of waste properly
4. Leave what you find
5. Minimize campfire impacts
6. Respect wildlife
7. Be considerate of other visitors
Manage Pollution and Nuisance Risks
Earthwatch project locations are often particularly sensitive to pollution, and it is essential that significant risks
are identified and managed. Appropriate environmental emergency response procedures may be included in
the ERP. Examples of areas to consider include:
Fuel or chemicals:
x These should be stored in suitable containers, which should be double-skinned or bonded to contain leaks
or spillages. For significant risks, consider developing procedures for filling storage containers and using
the contents and providing spill kits.
Vehicles:
x Vehicles used on Earthwatch projects should be in good repair and should be regularly checked for fuel
and oil leaks. Drip trays may be used under oil sumps.
Sewage and wastewater:
x Untreated wastewater runoff from site activities (e.g., laundry, vehicle washing) should not be discharged
to sensitive receiving waters.
x Select detergents and cleaning materials carefully.
Solid waste:
x When creating waste storage areas, consider control of leaching, vermin, odor, and wind-blown litter.
Burning of waste should be avoided.
x Ensure that suitable provision is made for collection and disposal of sanitary waste.
87
Nuisance:
x Consider potential environmental impacts when choosing your site or using external lighting, exhaustgenerating equipment, or noisy equipment such as engines or generators.
Conserve Water
Despite the apparent abundance of water in some countries, water is actually a limited resource; less than 1%
of Earth’s water is available for human use.
x
x
x
x
x
x
x
Look for and fix leaks in water delivery systems (e.g., faucets or taps, toilets, showers)
Minimize water use in daily activities
Encourage participants to take short showers
Turn off faucets or taps while brushing teeth
Use buckets instead of hoses or running water while washing dishes, clothes, equipment, etc.
Reduce the total volume of water used while bathing/flushing the toilet (install or create a low-flow toilet)
Look for ways to reuse water (e.g., use leftover water from washing vegetables to water plants, reuse
water from cooking vegetables to make soup, collect rainwater)
Reduce Waste Production
The average person in an industrialized country produces over four pounds (1.8 kilograms) of garbage per
day. Being wasteful also has serious implications for energy use and global warming.
x
Minimize use of disposable items (e.g., paper napkins, plastic silverware or cutlery, paper plates, plastic
bags, grocery bags, aluminum foil, plastic wrap, etc.)
x
Reuse and/or recycle paper, plastic, aluminum, glass, and anything else that can be reused or recycled in
your community
x
Use a compost pile for kitchen and garden wastes
x
Buy products with the least amount of packaging
x
Plan meals in advance to minimize wasted food
Decrease Energy Use
Fundamental to climate change is the amount of greenhouse gases we produce, principally from the burning
of fossil fuels to produce energy.
x Use energy-efficient products (e.g., compact fluorescent bulbs, energy-efficient appliances, etc.)
x Use renewable energy sources when possible (e.g., solar, wind, human power, etc.)
x Keep any hot water heaters at or below 120°F (49°C)
x Unplug unused electronics, including chargers, which consume energy even when turned off
x Wash clothes in cold or warm water rather than hot
x Use your vehicles efficiently (e.g., don’t carry unnecessary weight, make sure the tires are properly inflated
and the vehicle is serviced regularly, consolidate trips to reduce distance driven)
x Use transportation alternatives (e.g., walk short distances to research sites instead of driving)
x Support local farmers by buying locally grown and produced food when possible (a lot of energy is wasted
by preserving and shipping food around the world)
x Buy food that doesn’t need refrigeration. If a refrigerator is in use, keep it as full as possible for maximum
efficiency
x Hire local support staff to decrease transportation needs, support the local economy, and improve
community relationships
x Keep track of your CO2 emissions (Earthwatch is committed to carbon neutrality; tracking your carbon
emissions will help you understand any savings you make; see below for a list of online carbon usage
calculators)
Protect Biodiversity
Buy sustainably harvested products when possible
Buy organic produce
Choose the fish you serve carefully and try to select species that are sustainable (many of the world’s
fisheries are decimated, in decline, or threatened by overfishing)
x
Reduce use of pesticides and herbicides
x
x
x
88
Share Good Practice
Many Earthwatch projects have already introduced creative and innovative approaches to managing
environmental risks and enhancing sustainability. Please include these positive achievements in your project
reporting and discussions with your PM or Research SME; it is important not only to identify and celebrate
these innovations but also to help us share good practice between project teams.
Resources
x
The seven Leave No Trace principles are copyrighted information and have been reprinted with
permission from the Leave No Trace Center for Outdoor Ethics (http://lnt.org/about/use-logo-sevenprinciples-and-more)
x
World Resources Institute (http://www.wri.org/)
x
Environmental Defense Fund’s Guide to Energy Efficient Light Bulbs:
(www.environmentaldefense.org/page.cfm?tagID=632&campaign=mts)
x
Monterey Bay Aquarium’s Seafood Watch (http://www.seafoodwatch.org/)
x
Electronic Product Environmental Assessment Tool (www.epeat.net/)
x
Union of Concerned Scientists (www.ucsusa.org/)
Online carbon calculators:
x
World Resources Institute’s Safe Climate (http://www.safeclimate.net/calculator/)
x
Carbon Fund (http://carbonfund.org/site/pages/calculator/)
x
Conservation International
(http://www.conservation.org/xp/CIWEB/programs/climatechange/carboncalculator.xml )
x
The Nature Conservancy (http://www.nature.org/initiatives/climatechange/calculator/)
x Environmental Defense Fund (http://www.fightglobalwarming.com/carboncalculator)
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SECTION 14: COMMUNICATIONS
Mandated Rules
x
Project staff and participants must have 24-hour-per-day access to contact emergency services
and Earthwatch from the field, accommodations, and recreational sites. This may include landline,
mobile phone, internet or satellite phone, or radio (VHF or HF) through a relay station.
x
Should two-way voice communication not be possible 24 hours per day, specified times for incoming
communication must be scheduled prior to fielding and maintained throughout each team. Specific times
and methods of communication must be noted on your project’s ERP. This will allow Earthwatch to relay
emergency communications to the project if needed.
x
Earthwatch Teen Teams with participants under the age of 18 should maintain a method of 24-hour twoway voice communication with Earthwatch. (In rare instances, this may not be practicable due to
communications limitations at your research site; if so, discuss this with your PM and disclose this to
participants in the Expedition Briefing. As above, a plan for specific times and methods of communication
must be developed and described on your project’s ERP.)
Guidance
x
Inform your PM of all means of communication available at the project site.
x
If the field location does not have the infrastructure necessary for landline service or coverage for mobile
service, internet phone, or two-way radio, Earthwatch may be able to loan a satellite phone to the project
for the duration of the expeditions. Please notify your PM as soon as practicable if you will require a
satellite phone.
x
Alternative forms of one-way communication such as Emergency Position Indicating Radio Beacons
(EPIRBs) or Emergency Locator Transmitters should be considered for some locations. It is the
responsibility of the PI or FTL to check with local authorities to make sure what and if services will respond
when a signal is triggered.
x
List Earthwatch (see your ERP for the appropriate number) as an emergency contact with all emergency
response organizations you are registered with. Inform your PM and other Field Management staff who
may contact them and from what agency in the event of an emergency.
x
Test all communication means and devices from each field location at the beginning of each field season.
Test all phone numbers and other contact details listed in the ERP at the beginning of each field season.
x
Funds to maintain communication for all teams should be included in the project’s annual budget. You are
encouraged to communicate regularly with your PM at Earthwatch. They are a resource for you throughout
all phases of your project.
x
It is a requirement to take an inventory of all communication means that are available in the field (e.g.,
project and staff mobile phones, radios, etc.) to know what your resources are in an emergency. The
contact information for each method of communication should be listed in your ERP. Please also see
Section 3: Risk Assessment and Emergency Response.
x
If mobile phone coverage is available, take an inventory of all participants’ mobile numbers, as well as
distributing project and/or staff mobile and emergency numbers to participants at the start of each team.
Participants’ numbers can be used for contacting them should they not show up for a scheduled
rendezvous. The sharing of this information, as well as a discussion regarding appropriate use of phones
and emergency communications equipment during the expedition and during emergency situations (e.g.,
no calls during fieldwork, or limit calls during an incident to emergency services or Earthwatch, etc.),
should occur during the initial safety briefing. Please also see Section 3: Risk Assessment and Emergency
Response and Section 4.2 Field Briefings.
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Decisions
Monitor every 12 months
Monitor every 3 months
Monitor continually
More information required
Apply regional restrictions
Do not operate
Threat Assessment Menus:
Topic
Issue
Sources Used
91
Threat Details
Comments:
Reviewer's Decision:
Updated by:
Reviewed by:
Date of Reviewer's
Approval:
Control
Measures
Topics
Transportation
Geohazards
Wildlife
Plants
Political and security
Health
Commercial
Comments:
PM's Overall Country Recommendation:
Topical
Recommendation
Threat is defined as the potential negative impact of an external factor on operations,
including personnel, projects, and reputation.
Date of Last Update:
Name of Country:
Earthwatch Country Threat Assessment
A- THREAT ASSESSMENT TEMPLATE
APPENDICES
Example Sources:
GENERAL
U.K. Government, Foreign and Commonwealth Office website
U.S. Government, State Department
The Australian Government's travel advisory service
www.fco.gov.uk
www.travel.state.gov
www.smartraveller.gov.au
Australian Government, Department of Foreign Affairs and Trade
Canadian Government, Department of Foreign Affairs and Trade
U.S. Government, CIA Factbook
www.dfat.gov.au
www.voyage.gc.ca
www.cia.gov/cia/publications/factbook/index.html
ICRC (International Committee of the Red Cross)
Economist Country Briefings
BBC website
SUBSCRIPTION SERVICES
Control Risks Group
Red24
SECURITY ISSUES
Jane’s Information Group
Chatham House
The International Institute for Strategic Studies
The Royal United Services Institute for Defence & Security Studies
United Nations IRIN for sub-Saharan Africa
Africa Confidential
Asia Monitor
Resource for Washington, DC Embassy Community
International Alert
CODEP The Conflict, Development and Peace Network
International Security Information Service
www.icrc.org/eng
www.economist.com/countries
www.bbc.co.uk
www.crg-online.com
http://srvb.red24.info/nonmembers/
www.janes.com
www.chathamhouse.org.uk
www.iiss.org
www.rusi.org
www.irinnews.org
www.africa-confidential.com
www.asia-monitor.com
www.embassy.org
www.international-alert.org
www.codep.org.uk
www.isisuk.demon.co.uk
GEOHAZARDS AND WEATHER
Reuters AlertNet
Humanitarian Early Warning Service
National Hurricane Center, Tropical Prediction Center
TuTiempo
USGS Gelogical Hazards Team
International Centre for Geohazards
The International Tsunami Information Center
National Weather Service Tsunami Centers
www.alertnet.org
www.hewsweb.org
www.nhc.noaa.gov
www.tutiempo.net/en/
http://geohazards.cr.usgs.gov/
www.geohazards.no/
http://www.tsunamiwave.info/
http://tsunami.gov
MEDICAL
World Health Organization
Centers for Disease Control and Prevention
MASTA - Medical advice site
MD Travel Health
Health Protection Agency
European Centre for Disease Prevention and Control
Pro-med
Traveller’s Medical and Vaccination Center (Australian)
www.who.int
www.cdc.gov/travel
www.masta.org
http://www.mdtravelhealth.com/
www.hpa.org.uk/
www.ecdc.eu.int/
http://www.promedmail.org/
www.tmvc.com.au
92
Impact
Probability
Risk
12
Risk Rating
Before
Control
Measures
Proactive Control
Measures
Impact
Probability
93
Green
Ensure control measures reduce the risk further and cover risks in safety briefing in the field.
Ensure control measures are effective in reducing the risk. Must discuss control measures in place with the PI and this
topic must be covered in the Project briefing and safety briefing in the field.
Yellow
4
Risk Rating
After Control
Measures
Please note that a reduction in risk does
not mean that risk is not present.
Reducing risk necessitates continual risk
management and compliance by project
staff and participants.
Residual Risk
Reactive Control
Measures
Risk is defined as the potential negative impact of a hazard on a project. Consult the country Threat
Assessment and project proposal to identify potential hazards. The template provides a nondefinitive
starting list of hazards for consideration.
Earthwatch Project Risk Assessment
Consult PM or Operations & Safety SME for additional control measures and alterations. Must discuss control measures
in place with the PI and this topic must be covered in the Project Briefing and onsite safety briefing.
Red (Significant risk)
Hazard
Hazard
Details
Updated by:
Date of Last Update:
Last Site Visit:
PI Name:
Project Name:
Date of PI Review:
B- RISK ASSESSMENT TEMPLATE
Risk Assessment Menus:
Credible Outcome
Category
Multiple Fatality
Description
Health: Life-threatening or disabling illness. E.g., cancer; HIV/AIDS
Safety: Any fatality or potential for multiple fatalities
Fatality/Irreversible Health Impact
Health: Death or irreversible health effects of concern. E.g., noise-induced hearing loss
Safety: Serious injuries with potential for a fatality or permanent disability. E.g., paralysis
Hospital Stay
Health: Severe, reversible health effects of concern. E.g., malaria, heat exhaustion
Safety: Extensive injuries requiring overnight hospitalization. E.g., fractured leg
Medical Visit
Health: Reversible health effects. E.g., sunburn, diarrhea and vomiting
Safety: Injury requiring medical treatment. E.g., cut requiring stitches
First Aid Case
Health: Reversible effects of low concern. E.g., muscular strain or sprain
Safety: Minor injury requiring first aid treatment. E..g., serious foot blister, bump on head
Property Damage
Damage to property –– regardless of ownership
Reputational Risk
Threat of lawsuit, bad press, or disparaging remarks against the organization or project
Complaint
Issue of concern to client, agent, or leader
Frequency of credible outcome occurring (presume tour in field all year)
Category
Description
Daily (almost certain)
Credible outcome occurs every day
Weekly (highly likely)
Credible outcome occurs every week
Monthly (likely)
Credible outcome occurs every month
Annually (credible)
Credible outcome occurs every year
Every 2-10 years (rare)
Credible outcome occurs every 2 – 10 years
10+ years (very rare)
Credible outcome occurs every 10 + years
Relationship between Outcome and Frequency
Outcome
Multiple Fatality
Fatality
Hospital Stay
Medical Visit
First Aid Case
Property Damage
Reputational Risk
Complaint
Daily
Weekly
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Monthly
Annual
2-10 yr
10+ yr
C- EMERGENCY RESPONSE PLAN TEMPLATE
EMERGENCY RESPONSE PLAN
The aim of this document is to collate key information into a simple format for use by field project staff, participants,
and on-call staff in the event of an incident. Prompts have been added and should be self-explanatory; however, if
you have any concerns please contact your PM.
Earthwatch PM/Managing Office:
PM Name and Managing Office (Earthwatch U.K. or
Earthwatch U.S.)
Date Last Updated: to be entered by your PM
Project: Title
Country:
PI:
Co-PI:
Group size:
Min:
Max:
Teams:
Project Staff First Aid Certified/Certification: Please complete for all certified /qualified staff on site.
Include details of qualification (for example: first aid, CPR, nursing/medical/lifesaving skills, water-based
rescue skills, Scuba Rescue Certification, O2 administration) and if they are current.
Time Zone, offset from GMT: e.g.,: GMT+4
Is daylight savings observed?
Country International Dial Out Code: e.g., 00
Earthwatch 24-Hour On Call Duty Officer:
+ 1 978 461 0081 / +44 7900 895 752
Location 1
ADDRESS (including GPS
location or coordinates, and
MMSI where appropriate)
TELEPHONE (including
country code)
Accommodation / research area. If
locations vary from team to team, or
within teams, please indicate which
dates apply to each location here
Accommodation Site
Project Management Plan
To the right is a generic process for
emergency response. Please make
each step specific to your project and
add additional steps where required.
For boat projects: please include
instructions for first call to coastguard
with position and situation.
GPS location or coordinates : DD
MM SS (e.g., 39 54 32 W)
Include landline, SAT
phone, radio, on site (PI’s)
MMSI: Boat and coastguard (e.g., mobile phone, PIN
002320001)
numbers, PUK numbers.
1) Assess situation and decide whether the incident is a crisis
(threatens serious damage to human welfare) or noncrisis
situation
2) Ensure rest of the team is safe
3) Administer first aid
4) Contact additional specialized help (CEGA) if required
5) If required, accompany casualty to a medical center,
making sure that remaining team members have adequate
supervision
6) Contact Earthwatch
7) Ensure someone is keeping a record of incident events
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Chain of Command
Transport
Please provide the most efficient
method of transport available in relation
to scale of emergency and conditions
If weather or national holidays or
religious days affect transport options,
please note these details: e.g., tropical
storms, blizzards, high winds, local
festivities.
8) Complete Incident Report; send to PM as soon as possible
Primary: e.g., PI
Secondary: e.g., Co-PI
Other: e.g., other project or site staff members
DAY: For example project site vehicle/s, ambulance, air
rescue, coastguard, field staff motorized transport, taxi.
Primary:
Secondary:
Other:
NIGHT (only in emergency situations if possible)
Primary:
Secondary:
Other:
Routes
Please provide a road map of the area
and routes to local medical and,
emergency facilities and evacuation
locations.
DAY
If weather affects route options, please
note these details: e.g., blizzards, high
wind, tropical storms (leading to high
probability of mud/landslide)
Primary:
Secondary:
Other:
Primary:
Secondary:
Other:
NIGHT
Include MAP
ADDRESS (including GPS location or coordinates,
and MMSI where appropriate)
Accident and
Emergency
Service
Type of Emergency Services Available: e.g.,
1. Ambulance
2. Fire
3. Police
4. Coastguard
Nearest Medical Center
Please include address, GPS, distance (kilometers and
miles), and time taken to drive to medical center or doctor
from location, and opening times.
Nearest Fully Equipped
Hospital
Please include address, GPS, distance (kilometers and
miles), and time taken to drive to hospital from location
Nearest Airport
Please include address, GPS, distance (kilometers and
miles), and time taken to drive to airport from location
*Nearest Helicopter
Landing Pad
Please include address, GPS, distance (kilometers and
miles ), and time taken to drive to site from location
*Nearest Military Base or
Runway
Please include address, GPS, distance (kilometers and
miles), and time taken to drive to site from location
* Sea plane availability
If yes, enter details
*Decompression Chamber
Location
Please include address, GPS, and distance (kilometers and
miles) from location
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TELEPHONE
(incl. country
code)
National Emergency
Services Example:
1: 193
2: 192
3: 191
4:
*Coastguard
Please include address
* Local Emergency
Evacuation Service
Flying Doctors, Medical Assistance Service, etc.
Please include address
Nearest Pharmacy
Please include address and opening times
Police
Please include address of nearest police station and
opening times
Fire
Please include address of nearest fire station.
Key Contacts
Name
Telephone Number(s) and
email addresses (incl.
country code)
+ 1 978 461 0081 / or +44
(0)7900 895 752
Work
Earthwatch 24-Hour On
Call Duty Officer
PM
Mobile
PI
Co – PI
*Field Assistant(s)
*Driver
*Warden
*Local Doctor
*Cooperating Organization
*Local Partner
*Other
Support Embassy
24-Hour Emergency
Medical and Security
Evacuation Assistance
Time of
Operation
24hrs
9:00 – 5:00
Time zone
24 hours
Please include any other useful contact details relevant to your project
and/or project location
Please include the address and any contact names/position held and
numbers of both U.S. and U.K. embassies
U.S.:
U.K.:
CEGA Group Emergency Evacuation Service (medical)
In the event of an injury or illness, call +44 (0) 203 059 8770
You may call this number collect or reverse charges.
State that you are with an Earthwatch expedition and give the policy
reference number 560020011200
Evacuation location details
and/or gathering point
First aid kit location(s)
*Other
Be prepared to give as much information as possible about the situation.
CEGA will begin monitoring and coordinating the next steps and will
evacuate if necessary. Then call Earthwatch’s 24-Hour On Call Duty
Officer at +1 978 461 0081 or +44 (0)7900 895 752 as soon as possible.
In case of fire, hurricane, tropical storm, tidal surge, etc.
For example, local translators, local social or children’s services, key
words in local language (who we are, where we are, what help we need),
location of vehicle keys
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D- PARTICIPANT RIGHTS AND RESPONSIBILITIES
This document contains important information concerning Earthwatch Institute policies and participant rights and
responsibilities for inclusion in an Earthwatch expedition. Please read this document thoroughly and sign the Liability
Release section of your Earthwatch Participation Form to indicate that you understand and accept the risks inherent to
your expedition and the policies, rights, and responsibilities enumerated in this document. You will not be permitted to
participate in an expedition until Earthwatch has received the signed release form.
Intellectual Property Rights
It is permissible to share photos, videos, and stories of your expedition with family, friends, local media, and in a public
forum. Sharing your new perspectives and experiences is welcomed and encouraged.
However, please recognize that all information, data, and images shared or gathered in the course of your expedition’s
field work become the intellectual property of the Earthwatch scientist. Co-opting or plagiarism of data, images, or
information gathered during an expedition for use in a scientific thesis, master’s, or PhD work, or for profit or for the
academic or business use of a third party without the permission of the Earthwatch scientist is strictly prohibited. Please
be aware that data gathered during the interviewing of local people become the intellectual property of the Earthwatch
scientist. Earthwatch scientists have the right to place additional restrictions on your ability to share data or certain
research-related images.
Conversely, an Earthwatch scientist may give written permission to use data and images for academic or profitable
activity. Please be sure to ask what is acceptable to the Earthwatch scientist.
Fellows or scholarship recipients are sometimes required to submit a written report reflecting what they have learned on a
project, sometimes as a step toward developing a curriculum. Earthwatch scientists have the right but not the obligation
to review and edit materials involving information gathered on one of their expeditions.
Discrimination
Earthwatch does not discriminate on the basis of race, religion, ethnicity, national origin, gender, sexual orientation, or any
other reason prohibited by applicable law and respects participants’ right to privacy. However, you must be aware that
local laws in countries in which Earthwatch operates may not be antidiscriminatory and that the possibility exists that local
residents may not have an awareness of preferred practice regarding discrimination.
Discrimination on the basis of race, religion, ethnicity, national origin, gender, or sexual orientation will not be tolerated on
Earthwatch teams. Disruptive behavior or verbal, physical, or any other type of abuse or harassment will also not be
tolerated. Violation of Earthwatch’s nondiscrimination policy is grounds for expulsion from the program without a refund.
Intimate relationships
Earthwatch scientists, their staff, their colleagues, and their associates are prohibited from becoming romantically
involved with participants during the entire duration of the period that the team is in the field. Romantic relationships that
may otherwise seem permissible may eventually create an unpleasant or unproductive work environment and are
therefore prohibited for the duration of an Earthwatch project.
Sexual Harassment
Please recognize that the relationship that exists between Earthwatch scientists and staff and participants is analogous to
the student-teacher relationship. Therefore, please be aware of the following policies.
Sexual harassment of participants by the Earthwatch scientist or Earthwatch staff is prohibited. Likewise, sexual
harassment of other participants, Earthwatch field staff, or local people by participants is also prohibited.
Sexual harassment infringes on an individual’s right to an environment free from unsolicited and unwelcome sexual
overtones of conduct either verbal or physical. Sexual harassment does not mean occasional compliments of a socially
acceptable nature.
Sexual harassment refers to conduct which is offensive, which harms morale, or which interferes with the effectiveness of
Earthwatch expedition teams; such conduct is prohibited. Lewd or vulgar remarks, suggestive comments, displaying
derogatory posters, cartoons, or drawings, pressure for dates or sexual favors, and unacceptable physical contact or
exposure are examples of what can constitute harassment. No one should be touched in areas that would be covered by a
bathing suit. It is important to realize that what may not be offensive to you may be offensive to participants, the local
population, or Earthwatch field staff.
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Any individual who feels subjected to sexual harassment or has any knowledge of such behavior should report it at once to
the Earthwatch scientist, Field Team Leader, or other Earthwatch staff member. The Earthwatch scientist or Field Team
Leader will notify Earthwatch when an accusation of sexual harassment or abuse is made or when such conduct is
witnessed.
All reports of sexual harassment will be handled with discretion and will be promptly and thoroughly investigated. Any
participant who is found to have engaged in conduct constituting sexual harassment will be removed from the expedition at
his or her own expense. If a minor is involved in allegations of sexual harassment, his or her parents or guardians will be
contacted.
Drugs
Laws on drug use in most countries are severe and may impose lengthy prison terms or the death penalty. The
manufacture, possession, use, purchase, or sale of illegal drugs or other illegal substances while on an Earthwatch
expedition is strictly prohibited. Prescription drugs may only be purchased and used by the individual indicated on the
prescription in keeping with their intended use guidelines.
Alcohol
Local statutes, customs, practices, ordinances, and regulations with regard to the use, possession, sale, or purchase of
alcohol are applicable to all participants and project staff on Earthwatch expeditions. Participants and project staff on
Earthwatch expeditions must comply with the law of the country in which a project is located regarding the minimum age
required to consume alcohol. In addition, restriction on the use, possession, sale, or purchase of alcohol may be set by
the Earthwatch scientist. Any restrictions on the consumption of alcohol should be clearly outlined by the project staff in
the on-site briefing to participants at the start of the project and in the expedition briefing.
Consumption or possession of alcohol or smoking is not permitted on any Earthwatch Teen Team, regardless of local
law.
Excessive consumption of alcohol by staff or participants is not acceptable on any Earthwatch project. Intoxication can
jeopardize personal safety, in addition to the safety of the team. It can also cause delay and hinder response in the event
of a crisis or emergency situation.
Earthwatch staff and the Earthwatch scientist have the discretion to remove individuals from the project who consume
alcohol in a time and manner that endanger the safety and/or productivity of the expedition.
Minors
Earthwatch considers participants less than eighteen (18) years of age to be minors. Minors are not permitted to
participate on any of Earthwatch’s standard teams unless accompanied by a parent or legal guardian, in which case the
minimum age is fifteen (15). Guardians accompanying minors on standard teams must be 21 years of age or over.
Minors on standard teams do not receive additional guidance or supervision from Earthwatch beyond what is offered to
the adult participants. The total number of minors on standard teams may be limited on a project by project basis; this will
be noted in the expedition briefing. A maximum of two minors may accompany each parent or guardian on a standard or
Family Team. Earthwatch has developed teams specifically for 15-, 16- and 17-year-olds (“Teen Teams”) as well as
teams specifically for families (“Family Teams”) with children as young as 10 years. These teams focus on the same
research activities and have the same expectations as our regular teams, but with more facilitation and support.
Exceptions for some projects may be made at the discretion of Earthwatch and the Earthwatch scientist. Due to a more
in-depth screening process for certain programs that select candidates based on school year rather than age, there may
be 18-year-olds fielding on the same team as 15-, 16- and 17-year-olds. Please be aware that some Earthwatch projects
do not allow participation by minors in any circumstance.
Participants and Driving
Participants are not allowed to drive project vehicles (including motorcycles or all-terrain vehicles) or aircraft during an
expedition. In select circumstances, participants may be able to drive boats under the direct supervision by project staff.
These circumstances are predetermined by project staff in collaboration with Earthwatch. Participants must respect the
restrictions for boat driving in place for each project.
If a project environment is such that participants can drive their own vehicles to the rendezvous, those who have driven
themselves to the project may not drive their own vehicles to, from, or for project activities, including the transport of
project equipment after arriving at the site.
Participants who have driven themselves to the project may choose to utilize their own vehicles during recreational time,
but project staff will brief them on any driving restrictions. All driving during recreational time is done at your own risk.
Please be advised that the only exception to the above driving restrictions is emergency situations.
99
Riding in other participants’ vehicles is not covered under the participants’ insurance policy for the expedition. Riding in
another participant’s vehicle is done at a participant’s own risk.
In the Event of an Emergency
In the event of emergencies, judgments must be made by Earthwatch field staff and participants. While Earthwatch
makes an effort to ensure that qualified people make the most informed decisions possible, occasionally first aid may be
administered and other immediate steps taken by expedition participants who are not licensed medical providers.
Each Earthwatch expedition has safety protocols and emergency procedures in place. Earthwatch encourages team
members (the field staff and participants) to exercise their best judgment with regard to their own safety and the safety of
other team members. Other participants may perform “Good Samaritan” actions, or actions taken to assist fellow
participants during emergency situations in the field. However, Earthwatch does not encourage or expect you to
jeopardize your own safety or that of others in attempting to rescue or assist your fellow team members.
Right of Refusal
Earthwatch reserves the right to refuse an applicant’s participation in an Earthwatch project at any time and to terminate
any work being done by a participant and require the participant to vacate the project site if the Earthwatch scientist, Field
Team Leader, or other Earthwatch staff member in his or her absolute discretion considers it appropriate. In this event,
the participant (and his or her parents or guardians, if appropriate) will be responsible for arranging and paying for any
accommodation, travel, or other arrangements which may be necessary following the termination of a participant’s
involvement in a project, for whatever reason, and will not be eligible for a refund.
Earthwatch may not refuse an applicant’s participation in a project for discriminatory reasons (race, religion, ethnicity,
national origin, gender, sexual orientation, or any other reason prohibited by applicable law). However, an application
may be denied in the interest of team compatibility or due to logistical limitations. Earthwatch will make reasonable efforts
to accommodate participants with disabilities, and the organization endeavors to find appropriate expeditions for those
participants who have physical limitations. Refusal of an applicant is an unusual event and is generally done either
because of an applicant’s failure to meet the essential eligibility requirements of a particular project or in the interest of
team compatibility. In the event that an applicant is refused participation for health reasons, Earthwatch will refund in full
any deposit or payment made toward the expedition.
Earthwatch scientists have the right to refuse special requests, such as visits by media (film, photography, or print),
special groups, or teams (students, donors, etc.), if they conflict with Earthwatch scientist schedules, safety, research
objectives, or general performance of the team.
Any participant found in violation of any of the policies described in this document (“Participant Rights and
Responsibilities”) is subject to removal from the team at his or her own expense. By signing the Liability Release section
of your Earthwatch Participation Form, you are indicating that you have read and understand the policies in this
document. Removal of a participant from a team is at the discretion of the Earthwatch scientist, Field Team Leader, or
other Earthwatch staff. In addition, Earthwatch will support the right of the Earthwatch scientist, Field Team Leader, or
other Earthwatch staff to send a participant away from a project once in the field should his or her behavior compromise
the safety, research objectives, or general performance of the team, or if the participant has violated a stated policy. In
the event that a minor is dismissed from a project, Earthwatch will contact the participant’s parents or guardians prior to
his or her dismissal. Should a participant be removed from a team, he or she is responsible for any and all costs
associated with departure from the team and will receive neither refund of the minimum contribution for the expedition nor
any expenses incurred by participation on the expedition.
(November 2012)
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E- PARTICIPANT FORM EXAMPLE- TEEN
101
102
103
104
105
106
107
108
109
110
111
112
113
F- TRAVEL INFORMATION FORM
114
115
G- PARTICIPANT FORM EXAMPLE – SCUBA
116
117
118
119
120
121
122
123
124
125
126
H- DIVE LOG
Earthwatch Dive Log Template
Date:
Site:
Time:
Vessel:
Divemaster:
Name
Buddy
Initials
Start
PSI
Return
PSI
Time
In
127
Time
Out
Max.
Tasks
Depth
Surf.
Int.
Diver
Initials
I- RECREATIONAL RELEASE
RECREATIONAL ACTIVITY RELEASE
I, insert name________________________________, agree that I have elected not to join the specified
organized recreational activity: insert activity _____________________ arranged by Earthwatch while on the
project: insert project name and team number ___________________________, Team #____, 20____, OR
am electing to participate in an activity not approved by Earthwatch: insert activity
_________________________.
I understand that by electing not to participate in the activities that have been vetted by the project staff and
Earthwatch, or by electing to participate in activities that have not been vetted by the project staff and
Earthwatch, I am assuming my own risk for this time period, and that, should it become necessary, Earthwatch
will not be in a position to enact emergency response protocols if they don’t know my exact location for this
time period. I also understand that it is my responsibility to notify appropriate project staff when I return to
project activities and accommodations. By electing to participate in activities that have not been vetted by the
project staff and Earthwatch, I understand that I am also assuming my own risk that such activities may not be
covered by the travel medical insurance coverage provided by Earthwatch.
Volunteer signature: ______________________________________
Date: _______________________________
Parent/Guardian signature: _________________________________________
(Required if volunteer is under 18 years of age)
Earthwatch Scientist/Team Leader Signature: _________________________________
Date: _______________________________
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J- EARLY DEPARTURE RELEASE
EARLY DEPARTURE RELEASE
I, ____________________________________, agree that I have elected to leave this Earthwatch
project early: ________________________________, Team ____, 20____. I understand that by
leaving the project team early, Earthwatch is not responsible for my departure logistics, expenses
and any incidents or accidents that may occur once I depart this project.
Volunteer signature: ______________________________________
Parent/Guardian signature: _________________________________________
(Required if volunteer is under 18 years of age)
Date: _______________________________
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K – INCIDENT REPORT FORM
FOR INCIDENTS OR ACCIDENTS ON A FIELD PROJECT
Name of person reporting the incident:
Contact number for this person:
Name of PI:
Project title:
Contact numbers for the PI in the field:
Other relevant contact number/s:
Date of incident:
Time of incident:
Full name(s) of person(s) involved in incident:
Nature of incident:
Was medical attention required? If so, give
details of when, how, by whom
Were any medications given? If so, what
medication(s) and at what dose(s)?
Was any treatment given before medical
attention received?
Were there any delays involved in getting
treatment to the injured person?
Has the injured person already contacted a
member of their family?
Name and contact details of the treating
hospital or physician of the injured person (as
appropriate):
Were the authorities involved in any way? If
so, give details of when, how, by whom
Follow-up action taken and to be taken and
by whom:
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L- WITNESS STATEMENT TEMPLATE
STATEMENT OF WITNESS
Please use the space below to write was seen and heard during the recent incident/injury/illness that was
witnessed, avoiding opinion or analysis.
To the best of my knowledge, the above statements are true and complete.
________________________________________
Signature of Witness
_____________________
Date of Statement
Name __________________________________________________________________________
Address ________________________________________________________________________
________________________________________________________________________________
Home Telephone No. ______________________________________________________________
________________________________________
Name of Person Collecting Statement
_____________________
Date of Statement
Name of Earthwatch Expedition ____________________________________________
Team ____________________
Dates ___________________________________
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M- PATIENT RECORD CARD
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Earthwatch Field Manual © Earthwatch 2013
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