Operations and field work
All operations outside of the Science Centre building where UNIS is located are considered fieldwork and must follow the regulations for fieldwork given in the UNIS fieldwork safety instructions. Fieldwork must align with the overall goals for Health, Safety, and Environment (HSE).
If you plan to conduct fieldwork with UNIS, you must follow the UNIS rules and regulations and must, therefore, complete the necessary steps and safety training defined in this section. This applies to the ordinary staff at UNIS, students, guest PhDs and other visiting researchers.
We recommend starting this process a few months before your actual fieldwork. Note that Svalbard weather determines the actual fieldwork days, so it is a good idea to be flexible and have a Plan B (and Plan C). Rescheduling of activities is not always possible, unless you have planned for backup days in your plan.
- If you are not a UNIS internal student or staff, you must have a contact person at UNIS. The contact person has to be present at UNIS during the time you are visiting UNIS, has to submit an Application of Admission to the Department Leader, and help you with all the practicalities related to your stay.
- Sort out the contract/paperwork situation with HR (hr@unis.no), and make sure the activity has a UNIS project number. Guest lecturers need an Assignment Agreement, while students and staff need a Contract.
- Submit your Scope of Work to the Section for Operations and Field Safety (OFS), including a detailed plan for your fieldwork and a risk analysis. Deadlines are:
- Summer and autumn logistics: 1 April
- Winter and spring logistics: 1 November
- Sign up for safety training: contact your department engineer to help you sort this out. All people who are joining UNIS fieldwork are required to have UNIS safety training. This includes:
- Polar bear safety: Courses are held every week on Tuesdays. Sign up here: https://www.kurspaamelding.no/unis/. Rifle refreshers have to be performed every 6 months
- Introduction to Svalbard lecture + Navigation, Communication and Safety Equipment
- Specific fieldwork depending on the seasons and activities:
- Summer/Autumn for boat-related activities: Survival suit training
- Winter/Spring courses: Snow scooter training; Sea ice training; Avalanche training
- Book and perform an HSE brief with one of the staff from OFS before going out on fieldwork. HSE brief is NOT a planning meeting, but a final check, and everything needs to be sorted before. HSE briefs are usually organized the day before fieldwork. Every member of the field party has to join the HSE brief. For the HSE brief, bring a pre-filled HSE form that you can download here: https://www.unis.no/facilities/operations-and-field/operations-and-field-safety/
- Book equipment with OFS. Email ofs@unis.no, and your designated department engineer in CC. Send the email one week before the fieldwork so it can be prepared in advance. In the email, state the project number, the dates of your fieldwork, and the list of equipment you need. Agree on when to pick it up.
- Fieldwork: Put the HSE form in the “out on fieldwork” box before you go out. Follow UNIS routines and stay safe. Call/text the person on duty when you return from fieldwork after 15:30h. Move the HSE form to the “returned” box. During weekends, you must also inform the person on duty before you go out.
- Return equipment clean and dry either the same day or the day after your fieldwork between 8:30 am and 10:00 am. Inform about damages. If any deviations/incidents/accidents occurred during fieldwork, organize a debrief with an OFS responsible and report it using the UNIS Speak-up System.
Your UNIS contact person or supervisor can help you with these items. If you have any further questions or requests, send an email to ofs@unis.no.
Department engineers
External resources:
Yr.no – weather forecast from the Norwegian meteorological institute
Varsom.no – avalanche information and conditions
Sikresiden.no – training and advice on what you should do in emergency situations
Ice charts – latest overview of the sea ice conditions around Spitsbergen