Inclusive fieldwork guide

This inclusive fieldwork guide is particularly aimed at scientists and support staff who do research activities away from their regular place of work, either on fieldwork or at a laboratory location. It also includes colleagues/students undertaking occasional fieldwork as part of their NCAS experience.

The purpose of this inclusive fieldwork guide is to ensure that the equality, inclusion, dignity, safety and needs of all participants are considered and met as far as is reasonably possible in order to maximise access to and engagement in key opportunities provided by NCAS and partners. There will, however, be some fieldwork activities that cannot be adapted even with reasonable adjustments to accommodate all potential participants. Alternatives will be sought such as virtual opportunities to engage with the research.

NCAS is committed to ensuring that our core values of: integrity, fairness, agility, excellence and innovation are integral to this guide. 

This guide is not intended to replace the policies/processes of host institutions or partner organisations for example health and safety risk assessments. These should be followed in line with host institution requirements. If any concerns about inconsistency arise these should be directed to the fieldwork leader. 

There will be occasions where the requirements of the research will mean, as a last resort, visiting countries which present risks/additional challenges to some minority groups. We will provide advice and guidance on these risks, as well as taking steps to mitigate them, to support participants to make informed decisions about whether to travel or not and how they can be included in the project if they choose not to go. Colleagues and students have a right to refuse to participate should they not feel safe to do so without any negative consequences.

When making decisions about whether to travel/advising vulnerable colleagues, fieldwork leaders should refer to funder policies and resources such as Stonewall and the ILGA world map.

For general safety advice please refer to the Foreign Office. More information on the foreign office can be found in the Embedding an inclusive risk assessment section.

The final decision on whether to travel to the country/region in question will be taken by the relevant institution Head of Department or equivalent in consultation with the relevant NCAS Director/funding provider.

If colleagues do decide to travel, the group will receive all possible support to ensure their safety and comfort.

NCAS is committed to fieldwork activities being professional and inclusive experiences for everyone.

This is regardless of level of experience, caring responsibilities, sex- including needs relating to pregnancy and breastfeeding, gender identity and expression, sexual orientation, disability and neurodiversity, health status, personal appearance, body size, race, ethnicity, age, religion or socio-economic status. In particular, our community is built on the principles of intellectual diversity and humility, constructive discussion, respectful science based debate and scientific integrity. 

Employees of NCAS are ambassadors for the organisation and are expected to demonstrate leadership and integrity in all aspects of fieldwork research.

Fieldwork should be planned and conducted in such a way as to be as inclusive and accessible as possible, considering the wellbeing of students and staff, including their mental and physical health, and all other protected characteristics.

Fieldwork leaders should consider all potential people based  issues arising from the fieldwork during the planning stage and make decisions in line with NCAS values. This includes suitable rest time built into the agenda and flexible working where appropriate.

Sharing plans as early as possible, including with external colleagues and partners,  is beneficial for leaders and participants, allowing time for productive consultations/briefings for example in relation to travel dates.  For new locations, site visits should be conducted if possible to assess the working conditions and accommodation options.

At NCAS we want to make sure that everyone feels that fieldwork is for them and remove as many barriers as possible.

NCAS fieldwork leaders must consult with potential participants to share the fieldwork expectations and discuss, assess and meet individual needs where it is reasonable to do so. Fieldwork leaders should take extra care and time to ask and answer questions for colleagues new to fieldwork or who have particular requirements or concerns.

The fieldwork environment must be accurately described to potential participants in order that concerns/questions can be answered and informed decisions about participation can be made.

Key items for consultation are described in the Embedding an inclusive risk assessment section.

It is the participants responsibility, when asked, to make leaders aware of their concerns or anything that may impact on their ability to engage with the fieldwork during this consultation. Any specific disclosed health issues/disabilities/personal requirements/risk issues will be discussed and supported in a sensitive and confidential manner, to ensure Equality, Diversity and Inclusion for applicants and access to reasonable adjustments to enable participation. This may include for example remote access to data or zoom review meetings. 

It is an NCAS expectation that all colleagues complete the internal Equality Diversity and Equality training module by September 2024 at the latest.

If the fieldwork leader has any gaps in their experience/understanding and is unable to support a fieldwork participant this should be highlighted and support/training provided. The needs could also be met by another member of the fieldwork team.

Key expectations of any fieldwork, from participants and leaders, should be clear and discussed in advance through an agreed agenda to avoid any surprises and include hours of work – including down time, flexibility to meet the needs of the research, room sharing arrangements, requirement to carry equipment, levels of physical fitness, communication needs/expectations and social/private time.

This is to ensure that any reasonable adjustments/course variations can be made to meet the needs of individual participants. 

Fieldwork  leaders are expected to demonstrate the same levels of respect and collaboration towards staff and students as they would in an office environment and ensure inclusion at all times. Leaders should be open to challenge and avoid the use of jargon. Students should be treated as colleagues, with opportunities to be independent as well as interact professionally and socially in a safe environment. The NCAS code of conduct should be used and agreed by participants prior to deployment. 

Equality, diversity and inclusion should be considered prior to and during fieldwork. In addition to the usual travel risk assessments, it is important to consider wider staff health and wellbeing, dietary requirements, allergies, medication etc. A detailed list of potential areas to consider within an inclusive fieldwork risk assessment are outlined in the Embedding an inclusive risk assessment section. 

Effective and inclusive risk assessment includes a site visit prior to the fieldwork to identify accessibility of the site, cultural issues, risk relating to identity and suitable gender neutral toilet/menstruation facilities and accommodation that does not require sharing of rooms, where practicable. The fieldwork environment must be accurately described to potential participants in order that concerns/questions can be answered.

Good practice includes risk assessments for safeguarding physical and mental health ensuring that colleagues with protected characteristics are kept safe at all times especially in ‘high risk’ countries. Local collaborators and/or UKRI regional offices should be consulted to take account of local knowledge/cultural context.

Where high risk is identified prior to travel, consideration should be given to the use of another facility/postponement of research. All colleagues should be given the opportunity to contribute to the project through alternative means, as a last resort, without incurring any disadvantages. If a colleague or student still feels unsafe after a risk assessment has been carried out and they have spoken to their supervisor, they have the right to refuse to attend the fieldwork.

Part of the inclusive risk assessment should be ensuring that colleagues are up to date with equality diversity and inclusion training and so that wherever possible there is a suitably qualified/experienced equality, diversity and inclusion lead as part of the fieldwork group.  
Good practice would be to have a post fieldwork/training survey to assess inclusion and share feedback. This may be part of the funder requirements for the fieldwork research. Any surveys and responses would need to be compliant with the NCAS Data Policy.

The fieldwork/EDI leader should either act as a designated responder or have a deputy to cover this role in their absence.  It should be clear to all participants who has the role of designated responder on-site during the fieldwork period.

The process for reporting a concern/making a complaint about conduct is, to speak to the fieldwork leader/deputy as the designated responder, unless they are the source of the concern, to assess/address any immediate risk. This contact will be kept confidential in the first instance, unless there is a significant risk to health and safety.  

If the designated responder is the source of a serious and urgent complaint, the report should be made to the deputy leader, your supervisor or another trusted colleague. Please speak to the Director of Operations or the Head of People, EDI and Workforce Development on return or follow the relevant host institution reporting process. 

Anonymous reporting can be made via the whistleblowing policy at their institution or the institution of the offending colleague.

There is no deadline by which to make a report and NCAS encourages reporting of inappropriate conduct to ensure the health and safety and inclusion of all colleagues.  

Any issues relating to equality, diversity and inclusion can also be reported to the Head of People, EDI and Workforce Development.

Following a report and investigation, disciplinary action may be taken by the relevant host institution against colleagues/students who are identified as having demonstrated behaviour which falls below the expected standard for NCAS/host institutions.

For serious incidents such as acts of violence the necessary action may result in legal proceedings.

Creation of an inclusive fieldwork risk assessment should be done in consultation with the participants and strategies to minimise risk designed and implemented. The list is not exhaustive, but highlights areas that have been identified from staff experience or research in the literature.

NCAS recommends that countries that are unsafe for LGBTQ+ staff and students are avoided where possible and we will fully explore viable research alternatives. (Including on route to fieldwork location)

We must consider the cultural and religious sensitivities of the place we visit in terms of a) ensuring, as visitors, we are not disrespectful to local laws and customs and b) ensuring local laws or cultures will not negatively impact our researchers.

You will need to be aware of local laws, attitudes and customs towards:

Full briefings will be provided to NCAS research staff and those providing support to ensure that complete confidentiality of staff, who may be at risk, is protected.
All external partners/colleagues will be expected to commit to NCAS values, the fieldwork proposal, any risk assessments and the needs of individual participants. Failure to do so may lead to a complaint to the host institution/partner organisation.

It is important to consider the weather and climate and provide protective equipment for extreme locations. Ensure staff have access to guidance on procedures in the case of an extreme weather event, including consideration of accessibility and EDI.

NCAS staff and students should not carry out research that would be considered illegal either in the field site country or in the UK.

There are a number of countries currently considered to be high risk in terms of terrorism and money laundering. Please find more information on the Financial Action Task Force (FATF) website.

The following list highlights differences to be aware between fieldwork participants, and what reasonable adjustments could be used to support these colleagues.

Age

Disability

Sex

Caring responsibilities

Gender reassignment

Sexual orientation

Race

Religion and Belief

Fitness and health

Food and diet