Field Operational Planner and Field Safety
Learn more about field safety and the Field Operational Planner for university-sponsored research or field trips.
COVID-19 Precautions and Considerations
Please visit COVID-19 Campus Resources and Guidelines.
COVID-19 is no longer an unforeseen circumstance and certain COIVD-19 related costs may not be covered under the University of California’s travel insurance. Departments should set aside funds to cover these costs. Contact Risk Management with any questions.
Travel Updates
As of January 8, 2025, the entry procedures for Europe and the UK will be changing and travelers will need to be aware of three new systems: the Electronic Travel Authorization, the European Travel Information and Authorization System, and the Entry/Exit System.
The United Kingdom (UK) will roll out their Electronic Travel Authorization (ETA) by mid-2025. This digital authorization, linked to the applicant’s passport, will enhance border security by requiring travelers to provide biometric details and additional information. ETA will replace the existing Electronic Visa Waiver Scheme and will be extended to travelers from Europe and the U.S. It will be required for short stays and transits, but not for Irish nationals or those with existing visas or permissions.
The European Union (EU) will also introduce their European Travel Information and Authorization System (ETIAS) by mid-2025. This is a visa-waiver system requiring a €7 fee and additional security checks to strengthen border security by digitally screening travelers from non-EU countries. ETIAS will apply to Schengen area countries, EFTA members, and certain microstates. It will be mandatory for citizens of countries that currently do not need a visa to enter the EU.
As of November 10, 2024, the Entry/Exit System (EES) will automate the registration of non-EU nationals each time they cross an external EU border. This system will replace manual passport stamping, providing more accurate data on border crossings and helping to detect overstays. The EES will require biometric passports and will record personal and travel information.
Travelers are responsible for ensuring they have all required travel documents and authorizations, and we encourage you to keep an eye on travel sites for the government you will be traveling to, for their updated forms and restrictions.
Field Operational Planner Requirements
1. Review the UC Field Research Safety Manual to better understand the planning, training and best practices needed for your trip.
2. Choose and complete the correct Field Operational Planner for your trip:
- Urban Domestic Field Trips or Undergraduate Student Travel – Online form
- International Trips, Trips to Remote Areas, and/or trips involving special hazards (i.e. environmental, chemical, mechanical, etc.) – Word doc | PDF
It must be submitted one month prior to your trip! Make sure your safety coordinator and department administrator have a copy of your plan before you go.
3. Send a copy of your plan to an EH&S Field Safety coordinator for review. When a plan is submitted, the Field Safety coordinator will make recommendations for organizing a safe and productive trip.
Safe and Inclusive Working Environments for Off-Campus or Off-Site Research Requirement
A written plan is required per the National Science Foundation’s (NSF) Proposal & Award Policies & Procedures Guide (PAPPG) 23-1 for NSF-funded research (NSF PAPPG 2023).
The plan must describe how the following types of behavior will be addressed:
- Abuse of any person, including, but not limited to, harassment, stalking, bullying, or hazing of any kind, whether the behavior is carried out verbally, physically, electronically, or in written form; or
- Conduct that is unwelcome, offensive, indecent, obscene, or disorderly.
The plan also should identify steps the proposing organization will take to nurture an inclusive off-campus or off-site working environment, e.g., training; processes to establish shared team definitions of roles, responsibilities, and culture, e.g., codes of conduct; and field support, such as mentor/mentee support mechanisms, regular check-ins, and/or developmental events.
Communications within the team and to the organization should be considered in the plan, minimizing singular points within the communications pathway (e.g., a single person overseeing access to a single satellite phone), and any special circumstances such as the involvement of multiple organizations or the presence of third parties in the working environment should be taken into account. The process or method for making incident reports as well as how any reports received will be resolved should also be accounted for.
The organization’s plan for the proposal must be disseminated to individuals participating in the off-campus or off-site research prior to departure. Proposers should not submit the plan to NSF for review. However, NSF may request the plan as a supplementary document.
Resources
- UC San Diego Sexual Violence Prevention & Response website.
- UC Field Safety Leadership Training Series
- UC Travel Insurance 24/7 Assistance: +1-855-327-1420 Toll-free in the US; +1-630-694-9804 Outside the US
Infectious Agents in the Wild (Animal or Biological Samples)
Working with animals in the wild or infectious biological agents in the wild requires the appropriate Institutional Animal Care and Use Committee (IACUC) approval. In addition, Principal investigators must obtain an approved Biohazard Use Authorization (BUA) from the UC San Diego Institutional Biosafety Committee (IBC) before beginning research, clinical, or teaching activities with biohazardous materials.
Support Contacts
Contact the EH&S Field Safety coordinator:
Additional contacts:
Travel Resources and Information
- CONNEXXUS
- Occupational Safety and Health Administration
- Fact Sheet: Zika (PDF)
- Centers for Disease Control and Prevention
- U.S. State Department
- World Health Organization
- Animal-Related Travel
- Guidelines to the Use of Wild Birds in Research (Ornithological Council, 2010)
- Trapping Techniques - Guidelines for the Use of Wild Mammals in Research (Society of Mammologists, 2011)
- Guidelines for Handling Animal Reservoirs of Hantaviruses (EH&S Publication)
- Working with Marine Mammals and Your Health (UC Davis Vet Medicine)
- Disease Precautions for Hunters (AVMA)
For more information, contact an EH&S Field Safety specialist. (Note: Sign-up for a monthly field safety newsletter to stay informed about seasonal and emerging hazards, best practices, and training opportunities by emailing fieldsafety@berkeley.edu. Past issues by topic are available on the UC Field Research Safety website.)