Research & Innovation

Safety & Liability Guidelines for Field Research

Introduction
Working responsibility for safety in field research rests primarily upon the persons who directly supervise and carry out the research on location. Such persons are expected at all times to use good common sense. Ryerson requires that due diligence be exercised by all concerned parties in giving attention to the nature of, and the means for dealing with, the categories of risk that may be associated with each location and kind of field research. It is the intention of the University that participants enter into field research on the basis of their informed understanding of the associated risks and their consent to the means for dealing with such risks.

Concerned Parties
The following parties share concern for field safety:

1. Each individual in the field;
2. The person in the field responsible for leading a field team of two or more;
3. The person who has responsibility for supervising the academic study of an individual whose work in the field is a necessary part of such study;
4. The department (or equivalent institutional entity) that is the academic home of the research; and
5. The University.

Requirements for Reasonable Care
The following are areas in which those involved must exercise reasonable care to secure safety in field research:

1. Assurance of a satisfactory state of health and of immunization of the participants for purposes of travel to and participation in field research at the particular location;
2. Availability of first-aid supplies and expertise, as appropriate;
3. Availability of appropriate personal clothing, personal equipment, and field equipment to support the research;
4. Arrangements for appropriate transportation to, and returning from, the location of the field research;
5. Availability of appropriate food and accommodation on site and during travel to and from the site;
6. Provision of information about requirements of foreign governments and other jurisdictions (e.g., Northwest Territories, aboriginal authorities) concerning travel to and research at the site;
7. Provision of information prior to departure to the study area on the character (to the extent known) of distinctive local risks and dangers;
8. Provision of information prior to departure about insurance needs, availability and limitations;
9. Arrangements for continuous responsible leadership of all field teams;
10. Definition prior to departure, and on a continuing basis on the site, of the tasks and responsibilities assigned to each participant;
11. Recognition of the right and responsibility of an individual to exercise personal judgement in acting to avoid harm in situations of apparent danger;
12. Availability of procedures for contacting the University to obtain assistance in a crisis situation;
13. Consideration of the need for accommodating students with disabilities, including financial implications.
    

Responsibilities and Procedures

1. The responsibility of the individual field researcher or research team member is to acknowledge the risks of the particular field project and to understand the Requirements for Reasonable Care, and to confirm these matters in writing to the departmental chair or equivalent.
2. The academic supervisor is responsible for the following:
   • approving the composition of the field team including any dependents of team members, unless a dependent of the academic supervisor is to be included in the team, in which case the composition of the team shall be approved by the departmental chair or other academic administrator to whom the supervisor reports prior to the field research;
   • establishing a clear chain of responsible leadership that is understood by all participants, in place at all times and placed on record in writing with the departmental chair or equivalent prior to the field research;
   • alerting each individual field researcher or research team member to the Requirements for Reasonable Care and of the risks of the particular field project prior to the field research;
   • obtaining the written confirmation required in section 1 (above) prior to the field research.
3. The departmental responsibility is to disseminate these guidelines on field research safety and to require their diligent application.
4. The responsibility of the central administration on a continuing basis is to inform concerned parties about these guidelines and the procedures by which they will be implemented.

Insurance Coverage for Field Research

The following is a brief outline of the types of insurances which should be considered when undertaking field research activities. Included is a description of the various policies which the University maintains.


Property Insurance
Direct physical loss or damage to University owned equipment and materials is insured under a master policy which covers most situations of fortuitous loss. Coverage applies worldwide (except for certain restrictions) up to a limit of $100,000 and is subject to $5,000 deductible per claim. Personal property of staff or students is not insured by the University. If desired, individuals should make separate arrangements in this regard.


Liability
The purpose of liability insurance is to protect against lawsuits arising from some accidental or unintended injury to someone else's person or property damage. The University's Comprehensive General Liability policy includes as insured all faculty, staff and students while they are performing any activity which is part of their education or employment duties, including field research activities. This policy will respond to defend and indemnify against losses which arise by reason of liability imposed by law. This policy applies on a worldwide basis and insures specifically against bodily injury, personal injury, death, or damage to property of others.


Automobile
When using automobiles or similar vehicles for field research purposes, special care must be taken to comply with local laws and regulations. Outside Canada and the United States, the University is not able to provide any insurance coverage for vehicles, even though these may be rented or purchased in the University's name. Insurance coverage to comply with jurisdictional requirements must be arranged locally. When renting vehicles on a short-term basis within Canada and the United States, it is recommended that Collision Damage Waiver (CDW) be purchased to eliminate any problems regarding insurance against physical damage to the rented vehicle.


Travel Accident Insurance Plan
All employees and guests (could include research assistants or students) are covered under Ryerson’s Business Travel Accident Insurance policy while traveling or sojourning on Ryerson business. This policy pays principal amounts in the event of death by accident and portions of these principal sums in the event of specific losses by accident. It also pays repatriation and rehabilitation benefits. There are certain exclusions, most importantly, loss resulting from war, loss resulting from travel beyond the earth’s atmosphere, and loss resulting from certain classes of air travel such as taking aerial photos or exploring.

Voluntary Accident Insurance Plan
Many employees are also covered under a voluntary accident insurance policy which pays benefits in the same manner as the above travel accident policy. Coverage continues during periods of paid leaves and is available in principal sums ranging from $10,000 to $250,000. This coverage is not available for guests of the University. Ryerson students enrolled in full-time programs are covered under their own accidental death and dismemberment policy through RyeSAC, unless they have opted out of this plan, which they can do only if they have extended health benefits under another plan.


Hospital and Medical Coverage
Employees are covered for emergency hospital or medical treatment while outside of Canada with no limitation as to cost. However, this coverage is contingent on the employee remaining covered under OHIP and payments under the Ryerson health plan are made only after claims with OHIP have been processed. Normally, coverage under OHIP is limited to 7 months of absence from Canada but application can be made to OHIP for up to two years of extended out-of-country coverage once in a person’s lifetime. Employees are encouraged to purchase out-of-Canada health insurance in addition to the Ryerson coverage in order to have repatriation and immediate payment benefits not provided under the Ryerson health plans. In addition, trip cancellation and other travel coverages are advisable. The University does not provide health insurance for students and research assistants who are not employees of Ryerson; however, Ryerson students do have a limited form of out-of-Canada hospital/medical coverage under their own Student Health Plan with RyeSAC, unless they have opted out of this plan, which they can do only if they have extended health benefits under another plan.

Miscellaneous
Certain research situations require special insurance arrangements. The following is a listing of some of these special cases.

• Use of aircraft: when leasing or chartering aircraft, special liability policies need to be arranged (this does not apply to passage on commercial aircraft);
• War zones: insurance policies generally have exclusions in some form regarding war risks, political insurrection, terrorism, etc. which requires special policies to be put in place.
• Marine research: trips involving ocean-going activities also necessitate special handling.

It is impossible to surround all field situations and risks which may arise with an insurance envelope. Common sense and practical considerations for eliminating or reducing risks should always take precedence. While the above attempts to provide some general guidelines, please be aware that there are restrictions and exclusions in all insurance policies which may affect coverage. Please refer all specific questions and concerns to Human Resources.


Continuance of University Benefit Plan Coverages While on Research and Study Leave/Paid Leaves:
Regardless of the percentage of normal pay being received during a paid leave, RFA members maintain all employee benefits in which they were enrolled prior to the start of the leave. All salary-driven benefits (except pension) are based on the full base salary in effect prior to the start of the leave (notional salary) and regular monthly contributions for benefits which require contributions continue to be deducted from salary during the leave. Employees may elect to have the Ryerson Retirement Pension Plan (RRPP) accrual and contributions based on either notional or actual salary. Members of the Ontario Teachers Pension Plan (TPP) must apply to the TPP to have pension accruals continue. Health and dental coverage is contingent on the employee remaining covered under OHIP. Normally, coverage under OHIP is limited to 6 months of absence from Canada but application can be made to OHIP for up to two years of extended out-of-country coverage once in a person’s lifetime.


Unpaid Leaves of Absence:
Employees are eligible but not required to maintain all benefits in which they were enrolled prior to the start of the leave of absence. Except for pension, premiums must be paid entirely by the employee annually in advance. Salary driven benefits are based on the notional salary rate in effect at the beginning of the leave. Contributions to the RRPP are payable in two instalments, one at the beginning of the leave and the other at the end of the leave. Contributions to the TPP are subject to the approval of the TPP Board.


Processing Health Claims Which Are Incurred Outside Ontario While Outside Canada or in Quebec:
Employees are responsible for initial payment of any health or dental expenses incurred outside Canada or in Quebec. Receipts should be obtained as they will be needed in claiming reimbursement. Receipts should first be submitted to OHIP for payment of the allowable portion. Following processing and payment by OHIP, receipts and proof of payment by OHIP along with the appropriate claim form should be submitted to Sun Life for payment of the eligible balance. While Inside Canada (excluding Quebec): All provinces and territories except Quebec operate under a reciprocal arrangement whereby expenses are covered directly by the province or territory where the expense is incurred providing the patient has valid coverage in his/her province of residence. In such cases, there is no requirement for employees to file claims. For services in Quebec, expenses must be paid at the time services are provided and receipts should be obtained. Claims may then be processed as detailed above for ‘outside Canada’ expenses.


Processing Dental Claims Which Are Incurred Outside Ontario
For dental expenses, receipts and the appropriate claim form should be submitted to SunLife. Eligible expenses may generally not exceed the amount that would have been paid had the procedure been carried out in Ontario, except that emergency dental services are limited to the amount which is considered customary and reasonable in the locality where the services are performed.


Workers' Compensation Benefits
All paid employees of the University are covered for loss of earnings (LOE) benefits under the Workplace Safety and Insurance Act. Employees engaged in research outside of the Province of Ontario remain covered for LOE benefits as long as they are being paid by Ryerson. Normally, coverage is maintained for a maximum of 6 months of absence from Ontario; however, it is possible to obtain approval for an extension by applying to the Workplace Safety and Insurance Board. Unpaid students assisting in research projects either inside or outside Ontario are not eligible to be covered for LOE benefits nor for the private insurance maintained by the province for students placed in unpaid training assignments.


Contact Human Resources
All faculty members who will be engaged in field research are encouraged to contact Human Resources well in advance of their departure date to ensure that benefit coverage will continue during the field research period. Should faculty members require additional information or clarification of any of the above benefit related matters, they should contact the benefit unit as listed below.


Faculty Members’ Responsibility in Respect of Students and Research Assistants
In order to discharge their responsibility relative to due diligence and requirement of Reasonable Care, faculty members are strongly encouraged to ensure and satisfy themselves that all field research team members, particularly students and research assistants who are not Ryerson employees (eg. graduates from other universities or international students), have the necessary and appropriate coverage in respect of travel, accident and health insurance.

Sources of Additional Information

Private Insurers Carrying Out-of-Canada Health Coverage

Other University Policies
Organizers and participants in field research should also be cognizant of, and conform with, the following university policies:

• #1-325 Business Travel
• #1-327 Business Meal/Entertainment Expense
• appropriate Human Resource policies (please contact Human Resources directly to determine which policies are applicable to your situation)
• #1-060 Discrimination and Harassment Prevention Policy (Effective June 1999)
• Ryerson’s Student Codes of Academic and Non-Academic Conduct (Effective Sept. 1, 1999)