Fieldwork and Travel

Updated: August 2026

University-related fieldwork and travel must be planned and approved so that health, safety, security, medical and wellbeing risks are identified and appropriately controlled.

Use this page to:

  • identify the correct health and safety assessment;
  • access fieldwork and travel forms;
  • understand booking, registration and approval requirements; and
  • prepare for emergencies, incidents and changes during travel.

Choose the correct assessment pathway

The required health and safety assessment is determined by the destination, planned activity and traveller risk profile. It does not depend on whether travel is booked, registered or approved through UniTravel, Study Away or another University process.

Routine, low-risk travel

Complete the risk screening and approval included in the applicable University travel or Study Away process.

A separate risk assessment form is not required unless requested by the approving area or the screening identifies additional risks.

Domestic or lower-risk international travel

Complete the Travel Risk Assessment Form when a separate documented assessment is required for:

  • domestic travel; or
  • international travel to a DFAT Level 1 or Level 2 destination.

Travel Risk Assessment Form

High-risk international travel

Complete the Travel to High-Risk Destinations Risk Assessment Form for:

  • DFAT Level 3 – Reconsider your need to travel;
  • DFAT Level 4 – Do not travel; or
  • another destination or region designated as high risk by the University.

All required University, policy and insurer approvals must be obtained before travel proceeds.

Travel to High-Risk Destinations Risk Assessment Form

Travel involving fieldwork

Where travel includes fieldwork, complete the applicable:

  • Fieldwork Plan;
  • Fieldwork Risk Assessment; and
  • travel risk assessment.

The fieldwork documents assess the risks associated with the activity. The travel assessment addresses travel, destination, accommodation, transport, security, health and emergency risks.

Travel involving another significant hazard

Complete the relevant hazard-specific assessment in addition to the applicable travel assessment.

Examples include work involving:

  • laboratories, chemicals or biological hazards;
  • radiation;
  • animals;
  • diving or boating;
  • plant or vehicles;
  • remote or isolated environments; or
  • working alone.

Fieldwork

Fieldwork is practical work, research or experiential learning conducted in an external environment rather than a formal teaching, laboratory, workshop or performance space controlled by the University or its partners.

Fieldwork may include:

  • collecting data or samples;
  • conducting experiments or environmental assessments;
  • interviews, surveys or participant observation;
  • site visits associated with research or teaching;
  • work in remote, rural or outdoor environments;
  • diving, boating or other specialised activities; and
  • research undertaken at an external location.

Fieldwork does not generally include:

  • inter-campus travel;
  • routine off-site meetings;
  • attendance at conferences; or
  • work-integrated learning or student placements in host workplaces.

These activities may still constitute University-related travel or off-campus activity and must follow the applicable approval, travel and risk-management requirements.

Planning fieldwork

Before fieldwork begins:

  • identify the hazards associated with the location and activity;
  • determine whether a Fieldwork Plan and Fieldwork Risk Assessment are required;
  • confirm appropriate supervision, competency and training;
  • assess medical, accessibility and fitness requirements;
  • establish communication and check-in arrangements;
  • document first aid, emergency and evacuation arrangements;
  • provide a current itinerary and participant contact details; and
  • obtain all required approvals.

Fieldwork documents

University-related travel

University-related travel includes travel undertaken for University work, study, research, teaching, conferences, collaboration, fieldwork or other approved University activities.

Travel is governed by the:

Booking and registration

  • Staff: Use UniTravel for travel bookings, advice and support.
  • Graduate researchers: Obtain approval through Study Away before departure.
  • Other students: Follow the applicable student travel, exchange, placement or program approval process.

The booking or registration system does not determine which health and safety assessment is required.

Preparing for travel

Before travel is approved, the traveller and supervisor or approver must consider:

  • the purpose and necessity of the travel;
  • destination and transit-location risks;
  • current DFAT, University and travel-security advice;
  • transport, accommodation, itinerary and fatigue risks;
  • fitness to travel and participate;
  • medical, vaccination, medication, accessibility and wellbeing requirements;
  • insurance eligibility, limitations and exclusions;
  • communication and check-in arrangements;
  • emergency, first aid, relocation and evacuation arrangements;
  • fieldwork or other activity-specific hazards; and
  • any personal travel included in the itinerary.

Only information necessary to document agreed controls, adjustments and emergency arrangements should be recorded. Detailed medical diagnoses must not be included in general travel approval records.

International and high-risk travel

Check Smartraveller advice for every destination and transit location.

The University considers a destination high risk when it is:

  • DFAT Level 3 – Reconsider your need to travel;
  • DFAT Level 4 – Do not travel; or
  • otherwise designated as high risk by the University or its travel security or insurance advisers.

Travellers and approvers must also review relevant:

  • University travel alerts;
  • Healix or other approved travel-security advice;
  • insurer and medical-assistance advice;
  • host-organisation advice; and
  • local government, entry, visa and public-health requirements.

Travel must be reassessed if the DFAT level, regional risk profile, itinerary, activity or University advice changes before or during the trip.

Graduate researchers travelling to a high-risk destination should submit their Study Away application at least two months before departure to allow time for the required approvals.

Insurance

Confirm insurance eligibility, limitations, exclusions and emergency-assistance arrangements before travel is approved.

Carry the relevant policy or registration details and emergency-assistance contact information while travelling.

Risk-assessment records

Use the Enterprise Risk Management System where practicable to document and retain risk assessments.

The completed assessment and supporting evidence must also be retained with the applicable UniTravel, Study Away or other University approval record.

Supporting evidence may include:

  • the approved itinerary;
  • fieldwork or hazard-specific assessments;
  • insurance confirmation;
  • medical or vaccination advice;
  • travel-security advice;
  • emergency and communication plans; and
  • required approvals.

Review the assessment when:

  • the destination or itinerary changes;
  • travel advice or the regional risk profile changes;
  • transport or accommodation changes;
  • the planned activity changes;
  • traveller circumstances or required adjustments change;
  • a control is no longer effective; or
  • an incident, near miss, illness or other significant event occurs.

Emergencies and incidents

In an emergency:

  1. Contact local emergency services.
  2. Contact the University’s travel-assistance or insurer emergency service, where applicable.
  3. Contact University Security on +61 3 8344 6666.
  4. Notify the University supervisor or nominated contact.

High-consequence incidents must be reported immediately. Other incidents, injuries and illnesses must be reported within 24 hours of becoming aware of them.

Record incidents and hazards in ERMS as soon as practicable.

Personal travel

Personal travel must be clearly separated from University-related travel in the itinerary and approval record.

University approval, insurance and emergency support may not apply during personal travel. The University will not approve or support personal travel to a high-risk destination.

Travellers are responsible for:

  • reviewing current Smartraveller advice;
  • arranging appropriate personal travel insurance;
  • confirming whether University insurance applies;
  • complying with information-security and asset requirements;
  • not undertaking unapproved University coursework, research or employment activities during the personal component; and
  • notifying the relevant University area if personal travel changes the approved itinerary.

Behaviour and personal safety

Staff, students and graduate researchers must comply with the University’s:

The Safer Community Program provides advice and support concerning inappropriate, concerning or threatening behaviour.

Scientific diving

Scientific or occupational diving undertaken for University research, teaching or educational activities requires appropriate qualifications, training, medical assessment, equipment controls and documented risk management.

Refer to the Scientific Diving Requirements.

For assistance identifying the correct health and safety assessment, contact your local Health and Safety Business Partner.

Fieldwork

Travel