Hi all

Within my organisation, there are some PhD students who undertake self-arranged research trips to various locations worldwide as part of their studies. These trips are not a requirement of the course, and are not paid for or organised by us.

The course they are studying is approved by an external University, who require the students to be granted 'ethical approval' by themselves before approving the travel.

I am unsure of where the lines of responsibility lie. Other students who undertake travel (i.e. required field trips) are covered under our travel insurance and risk assessment process.

Would we be responsible for ensuring they undertake risk assessments, should we have the responsibility for approving or denying travel (e.g. to high-risk locations), and should this be covered under our student travel policy?

Many thanks

Have you raised this with USHA,  the Universities Safety and Health Association  or on the HASNET  forum? they might be able to give you some advice

Originally Posted by: Gerry Knowles

Without knowing what your organisation is or does it is difficult to come to an view on this. However in broad terms, I  think the key to this is what is the definition of "Ethical Approval" if this means mearly that you are allowing them to be absent from your organisation for a period of time when they off doing their trips.  It would seem that it would be akin to allowing them to be on holiday or leave of absence. If this is so it would be the same as you going on holiday and taking part in skydiving, rock climbing, cave diving or even laying on the beach so no risk assessment would be required.  In otherwords you have not instructed them to go or are paying for all or part of the trip.  I feel that there is no duty on you have to do anything. 

If however it means you are sending or funding them and it is part of their employment/studies you would have a duty of care relating to their safety and you would have to ensure that there are risk assessments, method statements etc in place.

Hi Gerry, thanks for the reply.

Part of my organisation is a higher education provider which runs MA and PhD courses, which are accredited by a university.

The university gives 'ethical approval' which requires the student to consider the risks etc. but I am not aware of any documentation such as risk assessments, and which party should have sight of these.

Regards

If you do not cover everyones evening/weekend/holiday arrangements why should this involve the organisation?

The student is deciding where, when and how they wish to travel without any input. Just make it clear they should ensure they have sufficient travel insurance - especially for medical/repatriation costs - and follow government guidance on travel restrictions and vaccinations.