Policy Development and Challengesin Health and Safety for International

Education:A Case Study of Queen’s University, Kingston, Ontario, Canada

Risk and Responsibility for Education Abroad Programmes: The Caribbean Perspective

University of the West Indies June 23, 2005

Review Queen’s Policy

Off-Campus Activity Safety Policy (OCASP)

Emergency Support Program (ESP)

Policy Challenges Good Practice Outcomes

Objectives

Off-Campus Activity Safety Policy(OCASP)

1997 – Emergency Support Program 1998 – Field Research Accident 2000 – Field Research Safety Policy approved by

the Board of Trustees 2002 – Policy Committee formed 2004 – OCASP approved by Board of Trustees in

March 2004 – OCASP comes into effect September 1

OCASP History

OCASP Goals

Meeting the University’s obligations, both legal and moral, with respect to the health and safety of all members of its community when participating in University-sanctioned off-campus activities.

Increasing the level of awareness of safety issues of individuals who are participating in off-campus activities.

Exercising due diligence in identifying and managing the risks inherent in off-campus activities.

OCASP Scope

“off-campus activities that are organized or sanctioned by the University”.

Field research International study/work/travel (Exchanges, LOP, field schools) Activities that are part of academic courses and programs Travel on University business (conferences, meetings, etc.) Road trips by athletics teams and clubs Other extra-curricular activities organized, sanctioned or

funded by the University

OCASP Exemptions

“activities over which the University exercises no control and for which it can therefore take no responsibility”

External activities that are not part of employment responsibilities or academic programs.

Activities organized exclusively by students or students groups without expressed approval, sanction or funding from the University.

Travel or activities of any person who is not a member of the University community

What is the Chain of Responsibility?

Person in Authority

PI/Activity Coordinator

Off-Campus Activity Leader

Participants

Activity Coordinator, Off-Campus Activity Leader & Participant

Understand and comply with OCASP.

Designing and planning of the activity.

Determining the risk level of the activity and conducting the full risk assessment for the hazards identified.

Attend all applicable training programs.

Act safety and in a responsible manner.

Reporting incidents to the PIA.

Responsible for documentation, including submittal of the Post Activity Incident Report.

Person in Authority Ensure that the department is aware of the policy and comply with the

provisions.

Approve the Safety Planning Record for higher risk activities.

Ensure that time sensitive occurrences are reported to the appropriate University office.

Assess the continuation of an activity in the event a critical accident occurs.

Receive and review the Post-Activity Incident Report

Ensure information about hazards or incidents encountered during activities are communicated within the department/student.

OCASP Risk Levels

Manageable

Low RiskHigher Risk

Unmanageable

Low Risk “entails hazards no greater than those encountered by the

participants in their everyday lives.”

Examples Travel for conferences, seminars, meetings Visits to academic or related institutions Local field trips Clinical placements Travel to the United States

No formal approval from a safety perspective under the policy.

Appropriate planning and preparation by the leader(s) and participants is required.

Higher Risk

“potential to expose participants to hazards significantly greater than those likely to be encountered in their everyday lives.”

Examples Research or study at industrial sites or medical facilities which pose

health or safety risks. Working/travel in remote locations, areas with natural hazards,

politically unstable locations. Travel to locations for which a travel or health advisory is in effect. Events at which alcohol plays a significant role. International activities involving undergraduate students.

Planning, preparation, training, documentation and approvals are required in advance of the activity.

Unmanageable Risk

“taking into account the category of the participants, circumstances and resources available, an activity may ultimately be deemed to entail unmanageable risk.”

Examples Travel to war zones Travel to area with high medical risk Travel to areas with high risk of natural disasters Solitary research in remote or hazardous area in some circumstances.

Activities that are classified as unmanageable may be revised in such a way that the risk is reduced to manageable.

Hazard Assessment

IDENTIFYIdentify hazard issues and concerns

ANALYZERisk Assessment (impact/severity, probability, time frame), classify,

and prioritize risks

PLAN/CONTROLDecide what, if anything, should be done about risks

MONITORMonitor activities and verify/validate mitigation plans and controls

List of Hazards

Risk evaluation

OCASP classification

Risk prioritization

Mitigation plans

Risk acceptance rationale

Risk tracking requirements

Hazard status reports on:

- Risks

- Hazard mitigation plans

Nature of Activity / Location / Participants /

Hazard Families

Resources

Program / project information

Research: test data, expert opinion, hazard

analysis, lessons learned, technical analysis

OCASP Documentation Policy, Supporting Documents and Forms

•www.safety.queensu.ca/•Under OCASP section

OCASP Data Warehouse•https://www.queensu.ca/safety/ocasp

OCASP ImplementationReviewed by Departments

Reference to case history(SARS, Field Inquiry, Injuries/Deaths)

Identified Chain of Responsibility Utilization of Departmental ESP

networkEducational WorkshopsCompliance Follow-up

Policy Challenges

• High Risk Activities

• Human Rights

– Special Needs

• Waivers or Informed Consent

• Support Programs

• Compliance

Good Practices

Clearly define who is responsible Communicate across institution Address participation of special needs

students Choose recognized authorities Use policy to deal with real risks;

Use education to deal with perceived risks Develop an on-going emergency committee Develop a policy you can enforce

Websites

http://www.queensu.ca/quic/intledu/esp/index.htm

http://www.queensu.ca/quic/wsa/esp.htm