Events and Fieldwork
The University hosts a range of events and activities relating to research, learning and engagement organised by various departments and academic divisions. Events may vary in scale and audience but they all involve a level of risk that needs to be addressed in the planning stages. As such, there are specific health and safety events management requirements that should be considered for inclusion during all university events management planning.
Processes and Guidance
Additional information sources
The Marketing and Communications team have extensive information to assist in organising and hosting events at the University . Their Events Guide outlines how to plan and coordinate a successful on-campus event (may require a university username and password to access).
The Marketing and Communications team have recently created an Events risk management process page to assist event organisers feel more confident in evaluating events in the context of risk and improve compliance. The page includes some important prerequisite items, essential documents to complete and other resources to assist with risk management.
Venue hire of shared teaching spaces to a variety of clients, including University departments, student clubs and external organisations is managed by Venue Management.
Field work and off campus travel
International travel, fieldwork and off campus activities If you are travelling or undertaking off campus activities where you find yourself working in a hotel room or whilst in transit then you may find additional useful information on the Working from home or remotely page.
Processes and guidance
All University-related travel is governed by the following policies:
People travelling on University-related business (including fieldwork, conferences) are expected to behave appropriately at all times. Appropriate behaviour is governed by the following policies:
Refer to the University Safer Community Program website that promotes a respectful and inclusive University community. The Safer Community Program provides support and advice to members of the University of Melbourne community about inappropriate, concerning or threatening behaviour.
Requirements and Processes
Staff can refer to UniTravel for all bookings and further advice.
Refer to Insurance for information on travel cover.
- Novel Coronavirus (COVID-19) travel advice
The University has published specific travel advice related to staff travel and returning from overseas in response to coronavirus (COVID-19):
The University has also published general advice regarding the Novel Coronavirus (COVID-19). To view this advice as it relates to staff or students please select from the options below (requires university credentials to access):
- Novel Coronavirus (COVID-19) travel advice
- International travel
The University defines a high risk destination based on Department of Foreign Affairs and Trade (DFAT) advice levels. Currently the University determines this with the following advisories:
- Level 3 - Reconsider your need to travel (all regions)
- Level 4 - Do not travel (all regions)
- The University General Counsel provides the following advice to be considered by anyone travelling on university business and supervisors before approving international travel:
Other sources of travel advisories and alerts:
- Healix International Travel Oracle - Healix Travel Oracle FAQs on how to install the app on your mobile
- World Aware (previously Red24)
- Canadian travel advisory
- New Zealand travel advisory
- United Kingdom travel advisory
- USA travel advisory
You can also check out the International Travel Guide, on what you need to know when travelling overseas on University of Melbourne business.
The Travel to high risk destinations risk assessment form is needed when you are asking for approval to travel to a high risk international destination on University business. When travelling to low risk international destinations, the Travel risk assessment form can be used.
- International travel
The University will not approve or provide support for personal travel to high risk destinations.
- Travellers undertaking personal international travel are encouraged to review and take into account the Australian Government’s Department of Foreign Affairs and Trade Smartraveller advisories for each intended destination.
- Travellers are encouraged to review and consider:
- country and region advice; and
- their personal circumstances and attributes, including social media presence (including references to University of Melbourne, course, research or other academic pursuit) as relevant to the advisory.
- advice for all travellers: https://smartraveller.gov.au/guide/all-travellers/everyone/Pages/advice-for-all-travellers.aspx
- Travellers who are citizens or residents of other countries, including dual nationals, are encouraged to review and consider the travel advisories published by the government of the respective countries.
- Travellers must not take University of Melbourne assets, including mobile phones, tables and computers, when undertaking personal travel to international destinations.
- Travellers undertaking personal travel must not engage in any coursework or research activity associated with their University of Melbourne course and/employment.
- Travellers need to arrange travel insurance for any personal travel to high risk destinations which occurs before, after or within any period of authorised university travel.
Off campus activities
Off campus activities include any University supervised or coordinated route, travel or excursion to an off campus location for the purposes of extracurricular activities. The following forms are available for use:
Where undertaking field work, the following forms and guidance materials are available for use.
The Health & Safety: Field work guidelines and the Health & Safety: Field work plan have been updated to include COVID-19 risk mitigation strategies.
Scientific diving or occupational diving is undertaken to support scientific research or as an educational activity. The University will need to ensure all staff, students, contractors, and other personnel working under the University of Melbourne hold the appropriate qualifications and training.
Apps for Safety
- BOM Weather Forecast
Snap Send Solve
You can use the Snap Send Solve mobile app to report cleaning, maintenance or IT equipment issues on any University of Melbourne campus. The app allows you to take a photo of a problem area on campus with your mobile phone and send it directly to our campus support teams to be resolved.
International travel advice and approval
The University General Counsel provides the following advice to be considered by anyone travelling on university business and supervisors before approving international travel for study or academic activity (access requires a UoM username and password):
- Travel advice - Iran - Staff and student access only
- Travel approval alert - Iran Staff and student access only
- Travel advice - China
- Travel advice - Research in Indonesia
- Travel to high risk destinations risk assessment form
- Travel risk assessment form
- Non UniTravel risk assessment form
- Medical questionnaire for off campus activities
- Field work plan
- Field work risk assessment form