fxpeditions handbook

FXpeditionsFXpeditions Handbook

1

FXpeditions HandbookSupported by the Halpin Charitable Trust and the University of Exeter.

Version 6: 13th October 2015

A series of documents outlining what the FXpeditions are, why they are important, and how they work from start to finish. All included documents are listed below with most found in the appendices of this document. Please read all of these documents thoroughly to gain a full understanding of how these projects are run. This is a living document. Please find the most up-to-date version, along with other supporting information, at www.issuu.com/fxpeditionskernow.

Disclaimer

FXpeditions are ‘Falmouth and Exeter Expeditions’ – Expeditions run by students from the University of Exeter and Falmouth University. Each FXpedition team is an entirely independent entity. Teams are responsible for the entirety of their FXpedition (unless hiring an external party for support e.g. travel agent), including their safety, finances, and logistics. They must make their own arrangements for any emergency situations that may arise. The University of Exeter and Falmouth University are not affiliated to the FXpeditions and take no responsibility or liability for these expeditions, nor do they endorse them. Using either University’s logo is not permitted for FXpedition teams.

All FXpedition documents have been created by former FXpedition team members who have given up their time to further the progress of FXpeditions. These documents are designed to aid FXpedition teams but must not be treated as gospel. FXpedition teams are responsible to ensure that they have raised sufficient finances for their FXpedition and put rigorous health and safety measures in place for emergency situations etc. The authors of these documents, nor the FXpeditions bear any responsibility or liability for an FXpedition team.

In short: If something goes wrong, your FXpedition team is responsible and needs to have made sure that procedures and back-up plans are in place to prevent or minimise the impact of these events.


2

Table of Contents

1: What are the FXpeditions?Everything you need to know about FXpeditions.

2: FXpeditions FlowchartThe order in which to use the documents in this handbook.

3: Guiding Notes and Frequently Asked Questions Technical information and useful advice.

4: Guidance for Approval and University FundingFind out what funding is available through the University of Exeter and how this is awarded. Includes details of the FXpedition Judging Board and FXpeditions Committee.

5: Project Proposal FormThis must be completed and submitted to the FXpeditions Committee for approval of new FXpeditions.

6: FXpeditions Guide to RefereesTo be sent to referees for both the Project Proposal and University Funding application.

7: FXpedition Basic Details FormUsed to promote your FXpedition to potential members and raise awareness.

8: FXpedition Application FormTo help potential team members apply to be a part of your FXpedition.

9: Team Member Commitment FormAn agreement between all team members of what is expected out of all participants during the FXpedition.

10: Logistics PackDocument detailing all logistics of the FXpedition.

11: Health and Safety PackDocument detailing all health and safety details of the FXpedition.

12: University Funding FormApplication form for University Funding.

13: Report writingSee the ‘Expedition and Fieldwork Publications’ below.

Appendices:FXpedition Meeting Agenda Template

A useful template for meeting agendas.FXpeditions Committee Annual Timeline

A tool for the FXpeditions Committee to use to ensure that all annual tasks are completed.

Recommended additional documents Grant Spreadsheet - available from the FXpeditions Director.

A list of grants you may be able to apply to throughout the year.Budget Template - available from the FXpeditions Director.

A useful template to design a budget for flexible FXpedition strategies.RGS Expedition and Fieldwork Publications - http://bit.ly/1NvTx80

Invaluable free resources created by the Royal Geographical Society. Includes the Expedition Handbook which compliments this document. This will also be particularly useful for post-expedition activities.

http://bit.ly/1NvTx80


3

What are the FXpeditions?



The focus of FXpeditions is not limited by discipline; they can be biological, geographical or social science investigations. They must, however, extend beyond travel for travels sake and have a purpose or aim. There have already been highly successful FXpeditions across the globe, more information is available at www.expeditionbasecamp.com. These FXpeditions have utilised a variety of media, such as videos, podcasts and blogs to create an engaging experience for their followers. These, coupled with the valuable research they have conducted, have left lasting legacies in their host nations. In addition, these FXpeditions provide invaluable experience for students in planning and executing such projects.

All FXpeditions follow 3 principles:

1. Teams perform research in an area of the world where it will be of great value.

2. Teams work with local counterparts in country, from higher education institutions, NGOs, GOs or any other relevant organisations.

3. Teams (where possible), have gender balance, are interdisciplinary, and contain a mixture of 1st/2nd year and final/postgraduate students.


4

What is involved for you?For each team, usually comprised of 6-8 members, there is considerable researching, planning and fundraising to be done in preparation for an FXpedition. You first have to find a study site and local collaborators, and then gain support. From there you must co-design a feasible research project of value to the host nation. Then comes completion of the budget, Logistics Pack, Health and Safety Pack and other additional documents.

Once the FXpedition details have been finalized teams begin the fundraising process. Each participant normally makes a personal contribution to the project, typically between £500- £1000. On top of this, the teams host fundraising events and apply for grants.

If preparations go the plan then the FXpedition will take place. On return teams will need to write a thorough report of their FXpedition.

All of these tasks provide you with skills that will be useful in your future, irrespective of discipline or career path.

What should you expect?FXpeditions are not a walk in the park or a cheap holiday; commitments to funders, the university and host nation partners must be met. Challenges and problems will arise daily, from day one until you submit your final report.

However, it is these challenges that make FXpeditions so rewarding! They represent independent travel in the extreme; they will take you to places many can only dream of. So buckle in, work hard and trust us, it will be worth it!

As a participant, how will you benefit?

- Field-based learningConducting independent fieldwork will develop your skill set rapidly. From the outset, you will face tough challenges and decisions, which will give you invaluable experience of real world problems and dilemmas.

- CV enhancementThe transferable skills you develop will make you more employable. Whether it is team management, working independently or overcoming problems, an FXpedition will give you plenty to talk about in future interviews, regardless of your chosen profession!

- Wide reachThe benefits of FXpeditions don’t just end with the participants: there are many students that offer their expertise in media, fundraising and more to help out these teams, broadening the audience further. With the strong media presence that the teams build, this is a great way for these volunteers to demonstrate their work and build experience.


5

How do FXpeditions benefit the local and host country communities?

Cornwall- Locally, the FXpeditions appeal to a wide range of audiences and the teams are encouraged to

deliver talks and workshops at local Cornish schools and scout/community groups, e.g. cubs and scouts.

- The teams will build an audience. Through social media, uploading videos, pictures and podcasts to Facebook and Twitter, teams will engage with audiences much further afield.

Host Nation- Partnerships are built with local researchers and institutions, creating collaborative research

projects in which participants will gain invaluable skills from their counterparts.

- The teams will provide employment to additional local people as part of the expedition or through resources purchased.

- As in Cornwall, create similar links with the local communities that they visit when out in the field, visiting schools, delivering engaging talks, and more.

What makes a successful FXpedition?There are many aspects to a good FXpedition, but here is an incredibly brief summary.

- A strong, articulated desire from the host nation for the project. Preferably co-developed.- Clearly articulated (in writing) support and permission for the project from the host nation.- Clear aims and objectives.- Feasible, achievable and not overly ambitious, with a good work plan.- A well prepared team (training, research etc.).- A balanced team (multidisciplinary, personality balance, complementary strengths).- Team members take responsibility for their roles.- Teams meet regularly with each other and collaborators.- Good communication and keeping written records of your progress.- Building a good audience through the use of social media and outreach.- Clear planning in place for analyzing, reporting and dissemination.- Remember to say thank you to your hosts and partners.

How to get involvedYou can submit new FXpedition ideas for approval or join an existing team (see the FXpedition Flowchart and Guidance for Approval and University Funding sections). As a guide (dependent on FXpedition length and location), each team member is expected to contribute a minimum of £500 to the FXpedition. See FAQ 7, 8 and 9 for further details.

For further advice and tips, please refer to the Royal Geographical Society Expedition Handbook, this can be found at www.rgs.org/GOpubs

http://www.rgs.org/GOpubs


6

FXpeditions FlowchartThis section outlines the typical planning process for each FXpedition, along with details of University funding. Dates for proposal submissions and grants are subject to change year on year. This example is for a 3-month FXpedition taking place between early July to late September in 2016 submitting their initial proposal in March 2015.

For dates of key grants, refer to the Grant Spreadsheet, found in the appendices.

This is a rough 24-month plan, while basic; it illustrates the high-levels of commitment required by FXpedition team members, especially those in leadership roles. See below for full details.


7

January: A Call for FXpedition Proposals

A call for FXpedition proposals. This can be given through the form of a talk or workshop. FXpeditions leaving in the coming summer should be far into the planning process, so can be used, along with past FXpeditions to inspire students.

Students seek host nation collaborators. Start researching the correct procedure for obtaining permission for the FXpedition (visa

requirements, collection permits, scientific permissions). Students start collecting information on: FXpedition country/area, flights, equipment/rations,

insurance, politics, shipping/freighting, transport and travel costs. First draft of budget.

March: FXpedition Proposals Submission and Approval

Proposals are accepted all year round, these should be sent to the FXpeditions Director ([email protected]). Typically if a proposal is submitted before July then the FXpedition can take place the following summer, if it is submitted after July the team should look to run the FXpedition the summer following that (e.g. an proposal submitted in November 2017 should be for an expedition leaving summer 2019), to allow enough time for planning.

FXpedition proposals submitted, meeting all necessary requirements (see Guidance for Approval and University Funding document). The proposals will then be reviewed by the FXpedition Judging Board. This process should take up to one month.

Approval does not guarantee university funding, but does provide support from the FXpeditions Committee. It would be wise to seek out a member of staff from the University of Exeter or Falmouth University to act as a mentor. Note that they must be representing themselves and not the University of Exeter or Falmouth University for liability purposes.

Key Documents: Project Proposal – Begin

Budget – First Draft

Key Documents: Project Proposal – Complete, Submit

mailto:[email protected]


8

January-September: Refine FXpedition Plans

Approved FXpedition teams will spend the summer planning their FXpedition in greater detail. Preparing their application for university funding (The Les Halpin Expedition Fund and University

of Exeter Scientific Expedition Fund). Workshops will be run for capacity building, helping the students understand how best to plan

their FXpedition fairly. Students should start designing headed paper/crest. Official approach to host country for permission. Notification to Foreign and Commonwealth Office and British Embassy in host country. Set up FXpedition bank account, this must be discussed with FXU. Redraft budget, Health and Safety Pack, Logistics Pack, and other key documents based on

feedback from approval application.

Mid-September: Recruitment Drive

FXpedition recruitment drive. Talks and presentations by teams, plus Fresher’s Fayre. At these, first and second year students will apply for available spaces on FXpeditions.

Teams should complete the FXpedition Basic Details Form and send this to the FXpeditions Director.

The Director will then collate information from all submitted FXpedition Basic Details Forms and circulate around the University of Exeter and Falmouth University, complete with the FXpedition Application Form.

A deadline will be set for application deadlines and FXpedition leaders will receive these directly. Teams should then hold interviews for candidates.

Key Documents: University Funding Application – Begin, Refine

Budget – RefineLogistics Pack – Begin, Refine

Health and Safety Pack – Begin, Refine

Key Documents: FXpedition Basic Details Form – Complete, Submit

FXpedition Application Forms - Circulate


9

October: Final Team Selection

Teams will select applicants to fill vacant spaces, being sure to fulfill requirements outlined in ‘Guidance for Approval and University Funding’.

Finalise team objectives of FXpedition. Allocate responsibilities to team members (see the “Expedition Roles” document). Check passports. Prepare timetable for inoculations. Book courses for any specialist training. Finalise budget, Logistics Pack, Health and Safety Pack, and other key documents. Apply for visas. Equipment lists.

November: University Funding Deadline (The Les Halpin Expedition Fund and University of Exeter Scientific Expedition Fund)

Deadline for University Funding Application. This will be reviewed by the FXpedition Judging Board with funding being awarded to successful applications.

Typically 20-25% of this funding will be withheld until completion of the FXpedition report (see below).

This deadline is subject to change but should be scheduled for mid-November. Feedback will also be provided by the FXpedition Judging Board in order to help teams with

further grants.

Mid November: RGS Explore/Sponsorship Push The Royal Geographical Society Explore event takes place, previous teams have presented here

and a group of students have visited every year since 2009. This is a good chance for the teams to make some connections, attend some invaluable workshops

and talks, and meet some inspirational people. Students should produce a brochure of their FXpedition to take with them. Start sponsorship drive for support, equipment loans, and funds.

December – March: Grant-writing, fundraising, sponsorship, building an audience

Key Documents: University Funding Application – Complete

Budget – CompleteLogistics Pack – Complete

Health and Safety Pack – Complete

Key Documents: University Funding Application – Submit


10

Should teams want to create an agreement between them to ensure appropriate handling of any potentially tricky situations (e.g. sending someone home for inappropriate behaviour during the expedition/refunding a personal contribution to a team member who drops out of the expedition); the ‘Team Member Commitment’ form can be used as a template for this.

Possible reconnaissance visit, if budget and time allows. Prepare manifest (list) for insurance, freight and members, Send manifest with costings to insure

equipment from packing date to the return to the UK. Be sure to settle the insurance premium before freight departure.

Book flights. Discuss baggage allowance. Training weekends. Medical checks. Peak grant-writing time, students will use the feedback they received from the University Funding

application to apply to a variety of fundraising and sponsorship sources. In addition, teams should run a series of fundraising events, whilst boosting their audience

through outreach days, social media and other outputs.

April – May: Final Preparations

Here teams should be finalizing details of their FXpeditions, all logistics should be in place, funding secured.

There will be a final push for any additional funding/sponsorship required. All equipment to have arrived for packing. Test equipment prior to packing. Packing weekends (weighing, numbering, listing). Order correct currency and spending money (anything outside the FXpedition budget, such as

traveling pre/post FXpedition). Copy key FXpedition files to take, produce duplicates and folders for all members and UK

contacts to keep during expedition. Finalise financial arrangements in host country. Circulate press release. Newsletter to sponsors. Prepare “in-flight” dossiers for members.

June – September: The FXpedition

Key Documents: Team Member Commitment Form – Create, Complete


11

Month 1 Advance party departs. Field accounts opened, must be discussed and organised with FXU. Establish communication with UK home agent. Main party departs. Reception for supporters in host country. Acquire any supplies that are being purchased in country. Meet in-country members.

Month 2 Send newsletter/blog to sponsors/supporters. Send mid-FXpedition report to home agent for friends and relatives. Take photographs and/or test prototype products (think about post FXpedition promotion).

Month 3 Thank you reception for hosts. Main party returns. Medical check for all members. Rear party returns. Thank you letters to host country. Field accounts closed.

September – December: Wrap Up and Write Up Leader prepares preliminary report to send to sponsors. Sponsors thanked and informed, photographs sent etc. Approach university and local media for articles/interviews. FXpedition achievements press release. Return/replace/repair equipment. Slide presentation of the FXpedition to main sponsors, supporters and members. FXpedition is written up and submitted to the FXpedition Judging Board. This can then be archived

and feedback provided for other FXpedition reports. Previous FXpedition reports can be found at http://issuu.com/fxpeditionskernow.

Circulate reports to sponsors and supporters. Any withheld funds from University Funding will be credited to the team if all necessary tasks are

completed by the 1st of January (FAQ 6, 19 and 21). Reports must be submitted to [email protected].


http://issuu.com/fxpeditionskernow


12

FXpedition Frequently Asked QuestionsThis document provides additional information for the guidelines and application for FXpedition Project Proposals and The Les Halpin and University of Exeter Expedition Fund. Frequently asked questions (FAQs) can be found at www.fxpeditions.org.

1. Are the FXpeditions affiliated with FXU and the University of Exeter? 2. Do I need to be an FXU Expedition Society member? 3. What must our research involve? 4. Can I do my own research or does it have to be a group project? 5. What makes a team eligible? 6. Why do we have to submit a project proposal and a grant application? 7. Are group members expected to make personal contributions? How do we set up and

FXpedition bank account?8. Is my personal contribution refundable if I drop out? 9. What happens if we do not raise enough money? 10. Why work with the host country? 11. How should I choose my project and plan my fieldwork?12. Who has “ownership” of the project?13. What should we include in our Health and Safety Pack?14. Why do we have to fill out a Logistics Pack and a Health and Safety Pack?15. What environmental, social and cultural impacts should we consider?16. What should I include in the budget?17. Do we need insurance?18. Will we get called for interview?19. Will we get all the money that we apply for?20. What support will we receive from FXU and the University of Exeter?21. Do the FXpeditions have terms and conditions for grant recipients?22. What happens if our plans change?23. Can this count towards my Exeter Award?24. Where can I get more advice?

http://www.fxpeditions.org/


13

1. Are the FXpeditions affiliated with FXU and the University of Exeter?

The FXpeditions are a product of the FXU Expedition Society; Previous FXpedition reports can be viewed at http://issuu.com/fxpeditionskernow. The University of Exeter Annual Fund and The Halpin Charitable Trust have generously donated startup funds to support FXpeditions (The Les Halpin Expedition Fund and the University of Exeter Scientific Expedition Fund), only eligible to FXpedition teams.

However.




You cannot use the logo of either the University of Exeter or Falmouth University for your FXpedition. Neither can you say that you are endorsed by Falmouth University of the University of

Exeter. Should you be successful in applying for University Funding you can say that you have received funding from the Les Halpin Expedition Fund and the University of Exeter Scientific

Expedition Fund.

2. Do I need to be an FXU Expedition Society member?

No, this was previously the case but FXpeditions are now entirely independent. See the ‘Eligibility’ section of the ‘Guidance for Approval and University Funding’ document for details of what is required from each FXpedition.



14

3. What must our research involve?

To gain funding from the FXpedition Judging Board, the proposed FXpedition must be undertaking research during the project with a substantial conservation, geographical, social or ecological component.

- Conservation: A practice of protecting the environment, on individual, organizational or governmental levels, for the benefit of the natural environment and (or) humans.

- Geography: The study of the earth’s landscapes, peoples, places and environments. It is, quite simply, about the world in which we live.

- Social: The scientific study of human society and social relationships.

- Ecology: The branch of biology that deals with the relations of organisms to one another and to their physical surroundings.

The project must involve fieldwork that makes a significant contribution to at least one of these fields. It is important that this is clear in both the proposal and the grant application.

4. Can I do my own research or does it have to be a group project?

No. Due to the highly unpredictable nature of planning of FXpeditions, conducting undergraduate theses/lone projects are not permitted on FXpeditions. There is no guarantee that an FXpedition will happen and in some cases, plans change once the team is in the field.

5. What makes a team eligible?

Each FXpedition team must have a minimum of four members. All members of the main team must be studying at either the University of Exeter or Falmouth University. We strongly recommend the inclusion of host-country members in the team (see FAQ 10).

There are several additional requirements that each team must meet in order be eligible for funding and support. Details of these can be found in the “Guidance for Approval and University Funding” document.

In brief, each team should (where possible):- Have no significant gender bias.- Be interdisciplinary.- Contain a mixture of 1st and 2nd year and final/postgraduate year students.- Must contain at least 50% current students from the University of Exeter and Falmouth

University.


15

6. Why do we have to submit a project proposal and a grant application?

The project proposal should be submitted at least 13 months before the FXpedition begins. If approved, this proposal gains preliminary support from the FXpedition Committee. This then allows the team to build on their proposal and begin planning their FXpedition in detail over the summer break. It is advised that teams seek out a member of staff from the University of Exeter or Falmouth University to act as a mentor to them and be a reference. Note that this staff member must only be representing themselves and not Falmouth University or the University of Exeter.

Teams will then recruit extra students in September/October (FAQ 5), before applying for the University Funding in November. This will require the submission of a fully reviewed project proposal (based on feedback from the Board), and letters of support from host nation collaborators highlighting support and permission. Successful applicants will typically have between 20-25% of their funding withheld until completion of their report and associated tasks.

See the “FXpedition Flowchart” section for more information.

7. Are group members expected to make personal contributions? How do we set up an FXpedition bank account?

Yes. This is typically between £500-£1000 and should be paid into an FXpedition bank account set up by the team.

University funding will not cover the rest of the costs of the FXpedition. This difference will be made up through grant applications, sponsorship and other fundraising events. It is the team’s responsibility to obtain these.

At the end of an FXpedition, once the expedition report has been completed and the costs met, all remaining funds must be donated to the University Funding or a charity, unless a follow-up expedition is planned. In this case any remaining funds can be rolled over.

8. Is my personal contribution refundable if I drop out?

This decision is entirely up to the team and should be set out in the Team Member Commitment form so all participants are aware of whether their contributions will be refunded or not in the event of a dropout.

9. What happens if we do not raise enough money?

Each team should come up with contingency plans for their FXpedition. With plan A working on the ideal (and biggest) budget, plans B onwards will compromise, making cutbacks to plans and the budget. For example, a team can go to a location for a shorter period of time.

Teams must be flexible in planning their FXpeditions as things will not always go to plan. In the event that the team does not raise funds for their smallest budget, they will not be able to go to their location. In such cases there are normally three possible scenarios:

a) The FXpedition is postponed, allowing more time to gain the funds.b) The team uses what remains of their personal contributions and fundraising (providing it is eligible)

to conduct a much cheaper project closer to home.c) The team does not conduct a project, takes back what remains of any personal contributions and

returns any funds raised/does not claim grant money. In the event that funds cannot be returned (for example, money collected in a bucket at a fundraising event), the team cannot claim back this money as their personal contribution. Such funds should be donated to charity.


16

10. Why work with the host country?

The involvement of researchers, students and members of the local community in the host country is essential from the outset.

There are several reasons for this. In some cases, local collaboration may be a legal requirement of the host country. More importantly, research projects overseas that involve local collaborators give additional benefit to both the communities in which you work and your team.

Teams should co-design their projects with their host nation collaborators to ensure that their work can be of the greatest value, building plans for in-country dissemination right from the start.

Local researchers are often far more aware of previous research that has been conducted in that area, in many cases this may not be available to international audiences as it may not have been published. University libraries in-country can be a gold mine of local Masters and Doctoral theses may be relevant to your research.

Host nation counterparts will often have an in-depth understanding of the local terrain, flora and fauna, health and safety issues, and more. They will be particularly invaluable for fieldwork being conducted in tricky conditions.

The organizations that you choose to collaborate with will depend on the FXpedition you are conducting. Places to consider are local universities, research institutes, NGOs and field centres. It is incredibly useful to recruit a local student team from one of the in-country universities. In your budget you must take into account the fact that in-country team members may not be in the position to contribute funds to the FXpedition, so you must provide support for that.

A list of field centres can be found on the Royal Geographical Society (RGS) website (www.rgs.org/fieldcentres). More information can also be found in the online copy of the RGS handbook at www.rgs.org/gopubs > Planning and organisation > Working with the host country.

11. How should I choose my project and plan my fieldwork?

Selecting a project and setting the objectives can be the most challenging and daunting part of planning fieldwork. In your proposal and application you will need to provide the background and context for your project, whilst also being clear about what you hope to achieve. Think carefully about your aims and objectives, remembering that less is often more. The most important step is to get host nation support early on; from here you can design a collaborative project. Local researchers will know what work will be most valuable, so your project will be likely to gain much support in-country. Further guidance can be found in the RGS handbook, accessed at www.rgs.org/gopubs > Field research projects > Choosing a project.

You must demonstrate how you plan to achieve your aims and objectives in the field. Your itinerary should include details of days spend traveling, undertaking fieldwork/data collection, rest and recreation days, down time (including evenings), and personal time (such as traveling at the end of the FXpedition).

Your methodology must clearly describe the activities you plan to undertake and how these will achieve the objectives of the project. You should include details of specific methods and their implementation (i.e. sample sizes, extent of research areas, specific equipment and previous experience in the use of it etc.). For social surveys, examples of questionnaires should be included.

The Board will want to see evidence that your team has selected appropriate methodologies for your project, the environmental and topographical conditions of your study area, and that team members will have appropriate training and expertise to conduct work. The Board will be able to provide guidance and advice for methodologies, training etc. (FAQ 20).

http://www.rgs.org/gopubs


http://www.rgs.org/fieldcentres


17

12. Who has “ownership” of the project?

A key element of the newly approved British Standard (8848) for overseas fieldwork is the identification of the venture provider - the individual(s) ultimately responsible for the project.

FXpeditions, the University of Exeter, Falmouth University and The FXpedition Judging Board will not accept responsibility of the project (see disclaimer at beginning of document). You must determine who has legal and financial responsibility for your project, whether this is the team, or an individual, we would suggest the former.

13. What should we include in our Health and Safety Pack?

In your Health and Safety Pack, you should identify potential risks and hazards associated with your proposed project. This document should reflect what you have identified to be the greatest threats to your health and safety, and how you are going to minimise and mitigate these potential threats.

You will need to have your Health and Safety Pack and Logistics Pack by your supporting academic and FXU in order for you to apply for University Funding and a number of other grants. For approval you must cover:

- The teamHealth & fitness (including pre-existing medical conditions), attitude and behaviour, training and experience, personal protective equipment.

- The environmentMountain, savannah, tropical forest, urban, climate and weather conditions, wildlife(including insects), altitude, river crossings, muggings, route selection.

- HealthEndemic disease (Dengue, Malaria, HIV/AIDS), polluted water, contaminated food, environmental health (heat/cold related illness).

- Local peoplePolitically instability or civil unrest, theft, personal attack, rape, attitudes to foreign visitors, cultural differences, appropriate dress code and behaviour.

- Fieldwork activities and methodsNatural hazards (avalanche, rock fall, deep water), use of specialist equipment (electrical equipment, chemicals, climbing harnesses, ropes, theodolites).

- Travel and camp lifeTransport (public/private), road/water conditions, other road users, camp hazards (stoves/fires/flooding/burns/drowning/suffocation), accommodation, fire, electrocution, serious injury, disease, mugging, attack.

You should include all of the areas above, and more if applicable. Further advice for risk assessments can be found in the RGS Expedition Handbook, available for free at www.rgs.org/GOpubs > Expedition Handbook > Health & Safety.

14. Why do we need to fill out a Logistics Pack and a Health and Safety Pack?

These packs will contain all the important details for your FXpedition. If you can complete these in full, then your FXpedition is ready to go. You must send copies of these documents to the FXpeditions Director ([email protected]), any references/collaborators, and all emergency contacts. These will be referred to in an emergency situation.




18

15. What environmental, social and cultural impacts should we consider?

It is inevitable that our actions have consequences and they will affect the environments and people around us. FXpeditions must conduct ethical research, carefully considering and attempting to mitigate negative environmental, social and cultural impacts. You must consider whether your work may offend the cultural sensitivities of the people you are working amongst, whether your research practice favours some people over others in the societies in which you are working. What impacts might you have on the physical environment by carrying out your research?

To receive any University funding your FXpedition must adhere to the University of Exeter’s ethics policy:https://www.exeter.ac.uk/media/universityofexeter/corporateresponsibility/pdfs/Ethics_Policy.pdf

More information for mitigating environmental impacts can be found in the RGS Expedition Handbook.www.rgs.org/gopubs > Expedition Handbook > Health and Safety.

The American Anthropological Association has one of the most thoughtful and thorough codes, you can view this on their website: http://www.aaanet.org/committees/ethics/ethicscode.pdf

16. What should I include in the budget?

Start broad and narrow down. Begin with travel, equipment, subsistence etc.

You must consider the following:

- Be sure to research costs fully - these will be evaluated in depth.- Have a contingency of at least 10%.- Make it clear if any items are going to be donated/sponsored (e.g. equipment).- Do not forget to include costs for host nation participants.- Make an additional spreadsheet of where you hope to gain all your funding. What grants are

you applying to? What equipment are you hoping to get sponsored? What fundraising events are you planning? What stage are all of these at?

Study past expedition reports (FAQ 24) for some ideas.

17. Do we need insurance?

All team members must have comprehensive insurance. Many grants, including the Les Halpin Expedition Fund and University of Exeter Expedition Annual Fund will not support FXpeditions that cannot provide sufficient insurance. Insurance provides team members and the FXpedition as a whole with financial protection should any problems occur.

Further information can be found in the RGS Expedition Handbook: www.rgs.org/gopubs > Health and Safety > Insurance for expeditions.

18. Will we get called for interview?

Any project that the Board believes is feasible may have to attend an interview for the project proposal and/or the university funding.


http://www.aaanet.org/committees/ethics/ethicscod.pdf


https://www.exeter.ac.uk/media/universityofexeter/corporateresponsibility/pdfs/ethics_policy.pdf


19

19. Will we get all the money that we apply for?

Applicants should be aware that financial support may not be awarded to the maximum level. Many worthy projects apply for funds; however, the resources are limited. The level of financial support awarded will reflect the quality of the proposed research, involvement of the host country, and financial need.

Successful teams will typically have 20-25% of their funding withheld until the completion of their report and associated tasks.

20. What support will we receive from the FXpeditions Committee and FXpedition Judging Board?

Once gaining preliminary approval (Project Proposal), the FXpeditions Committee will be able to provide you with advice and guidance throughout your planning should you seek it. Once approved your FXpedition team must have a representative on the FXpeditions Committee. The FXpeditions Judging Board will provide detailed feedback of your University Funding application which will help you with future grant applications.

It is advised that teams seek out a member of staff from the University of Exeter or Falmouth University to act as a mentor to them and be a reference. Note that this staff member must only be representing themselves and not Falmouth University or the University of Exeter.

21. Do the FXpeditions have terms and conditions for grant recipients?

FXpedition teams awarded preliminary approval (Project Proposal) and funding (University funding - The Les Halpin Expedition Fund and the University of Exeter Scientific Expedition Fund) can mention this recognition in their literature and use the University of Exeter Annual Fund Logo (all supplied on request). The Halpin Charitable Trust and University of Exeter Annual Fund should all be acknowledged in any outputs (papers, presentations, videos etc.). No other use of these names or logos is permitted. FXU and the University of Exeter accept no responsibility for the projects they approve. Research teams must not describe themselves as sponsored/endorsed etc. by The Halpin Charitable Trust, or the University of Exeter. Also see FAQ 1 for further information about University logos.

For all projects that are approved and/or supported, a preliminary report must be completed within one month of returning from the field, including a minimum of three high-resolution JPEG images which capture the essence of the project (the research, methods, and findings). The preliminary report should be no longer than 1,500 words long and should detail a rough overview of the expedition and its findings, what went well, any problems encountered and any plans for the future. This must be sent to the FXpeditions Director ([email protected]).

A final report must be submitted by 1st January of the year following the FXpedition. Final reports should be submitted in PDF form or Word format. This must include an abstract of 250 words, a description of the project, its key findings, three to five digital images that capture the spirit of the project and its findings, a final budget and explanation, an incident report, details of presentations, publications and any other outputs, with details of whether these are still in planning stages, or have been completed. This must be sent to the FXpeditions Director ([email protected]).

On receipt of the final report and completion of associated tasks, any withheld funding will be credited to the FXpedition team.

The RGS Expedition Handbook contains a Guide to Writing Expedition Reports. This can be found at www.rgs.org/gopubs > Recording your expedition. A database of previous project reports held by the RGS-IGB can be searched on their website (www.rgs.org/go).

http://www.rgs.org/go





20

22. What happens if our plans change?

The FXpedition Judging Board must be informed immediately of any changes to the project, including changes to the budget, participants and to the programme of travel and fieldwork. The Board will review the changes to the project and may request more information before deciding on whether support will be continued. Minor alterations to projects are unlikely to result in the withdrawal of funding.

If the project is abandoned or postponed (FAQ 9) the Board must be informed. Any funds received from the Les Halpin Expedition Fund and University of Exeter Scientific Expedition Fund should be returned with a covering letter explaining the circumstances.

23. Can this count towards my Exeter Award?

Yes. The work you put into your FXpedition can count towards your hours of volunteering. Key personnel can also use the expedition as part of their Exeter Leaders Award, provided they have already completed the Exeter Award.

24. Where can I get more advice?

Further questions regarding eligibility or questions about the FXpeditions should be sent to [email protected].

Geography Outdoors (GO at the RGS) provides information, advice and training to anyone planning overseas fieldwork. Groups are strongly advised to contact Geography Outdoors in the early stage in their planning ([email protected]). GO keeps a database of projects and expeditions, which are being planned each year to help those planning similar ventures. GO can also advise on other sources of funding and publishes the booklet Fundraising and Budgeting for Field Research and Expeditions which includes a directory of grant giving organisations (£2.50 from GO or available free of charge on www.rgs.org/gopubs). Full details of the services of GO are available on the website (www.rgs.org/go).

More information on planning and undertaking fieldwork can be found in the Expeditions Handbook. For example, the handbook contains specific information on finance and fundraising, transportation, keeping records, and working in different environments i.e. mountains, arid areas, tropical forest, and polar regions etc. This can be accessed online at www.rgs.org/gopubs.



http://www.rgs.org/go




21

Guidance for Approval and University Funding1.0 ELIGIBILITY

In order for teams to gain approval from the FXpeditions Committee and funding from the FXpedition Judging Board, they must ensure they follow the guidelines below. These are in place to help maximise the team’s chances of securing further funding and backing later in the FXpedition planning process.

1.1 The research must involve fieldwork that aims to make a significant contribution to our conservation, geographical, social, or ecological knowledge (FAQ 3), with clear host nation

collaboration, need, and permission (FAQ 10).

1.2 The research must be conducted in an ethical, safe and responsible manner (FAQ 15).

1.3 The FXpedition team should be interdisciplinary (FAQ 5).

1.4 The FXpedition team should try to recruit new 1st year students in September-October if their project proposal is approved (FAQ 5).

1.5 The FXpedition team should not have a heavy gender bias (FAQ 5).

1.6 The team must have at least 4 participants and should contain at least 50% current students from the University of Exeter of Falmouth University. (FAQ 5).

1.7 FXpedition research must have a coherent theme. Individual research projects are not permitted (FAQ 4).

1.8 All teams must have a Project Proposal approved before they can apply for University funding (Approx. November) (FAQ 6).

1.9 FXpedition teams must collaborate with the host-country (FAQ 10).

1.10 Each team member should make a personal contribution to their FXpedition (typically

between £500-£1000); this is usually non-refundable (FAQ 7 and 8).

1.11 Teams must be in the field for 30 days or more.

1.12 This support is for independent student groups. We will not support those joining a

commercial expedition or pre-paid expedition, including organised charity fundraising tours.

1.13 Medical insurance must be in place for all team members before departure (FAQ 17).

1.14 FXpeditions that take place in a country/ies or within an area where the UK Foreign and Commonwealth Office (FCO) advises against all travel before the project goes into the field, will not be approved of funded.

1.15 Within a month of the FXpedition being completed, you must submit a preliminary report (up to 1,500 words, FAQ 21). In addition, you must provide at least 3 high resolution JPEG images which capture the essence of the project (the research, methods and findings).


22

1.16 A final report must be submitted electronically and in hard copy by 1 January of the year

following the FXpedition. This must include a 250 word abstract, description of the project and key findings (1000 words minimum), digital images that capture the different aspects of the project, a final budget and explanation, plus details of presentations, publications and any other outputs (FAQ 21). Failure to do this by the deadline is likely to result in the loss of any withheld funding (FAQ 6, 19 and 21).

1.17 Text and images from the reports may be used by the FXpeditions.

1.18 The award recipients may be asked to present a talk (or similar) on their work during the first term of the following academic year.

1.19 The Halpin Trust and University of Exeter Annual Fund should be acknowledged in all publications and outputs for teams that have received University Funding. Copies of any such

publications and outputs should be submitted to both.

1.20 Each FXpedition team must have a representative on the FXpeditions Committee (FAQ 20).

1.21 Refer to FAQ 21 for further information on terms and conditions.

2.0 TEAM SELECTION

Selecting the best possible team for an FXpedition can be critical to the FXpedition’s success. These guidance notes provide advice on good team selection practice.

2.1 Factors to consider

2.1.1 Age and stage It can be very helpful to include students with a range of experience; some may have useful

experiences from past careers e.g. vehicle maintenance, language skills. In some countries, it must be considered that vehicle hire may be impossible for drivers below the age of 25.

Although it is likely that FXpeditions will be made up of mainly final year/postgraduate students, we recommend that you include some 1st/2nd year candidates if they are suitable. This is very helpful to the sustainability of FXpeditions: those who gain some experience in 1st/2nd year are in a good position to take responsibility in final/postgraduate years (FAQ 5).

2.1.2 Gender balance In some field locations, it can be important, for safety reasons, to have a balanced number of males and females on the team (FAQ 5).

2.1.3 Expertise/background knowledge FXpeditions are open to all students in the Universities of Exeter and Falmouth, based at the Penryn Campus, as well as the local community. You should not discriminate against non-science candidates in choosing your team. Clearly, you should select people who have relevant expertise, skills and interests, but it is generally not essential to have everyone on a team possess knowledge relevant to the scientific aims of the FXpedition. Language, media, first aid and driving skills can be very useful too.

2.1.4 Health problems You should not discriminate against students with health problems in choosing your team. But you need to use common sense: if an applicant has to check in weekly with a highly qualified medical specialist, that person may be unsuitable for certain FXpeditions. Getting to know people’s serious health problems (on a confidential basis) is therefore a legitimate part


23

of the selection process. Considerations should be made for any team members suffering food allergies, while this should not prevent them from taking part in an FXpedition, adequate precautions should be taken to minimize the chances of a reaction. Proper medication must be readily available in the event of a reaction. Seek expert advice on all medical issues and health problems.

2.1.5 Academic progress We do not wish to be too prescriptive about this: taking part in an FXpedition can be such a stimulating activity that students who have previously struggled academically can turn round their progress as a result. However, you also need to remember that preparing for and taking part in an FXpedition involves a considerable investment of time. If you are struggling with your work you may not be able to put in enough effort during term time and are advised to be circumspect in taking on too much.

2.1.6 Current students FXpedition members should normally be current students and staff of the Universities of Exeter and Falmouth. However, FXU Expedition Society membership is open to non-student, graduate and community members. What must be remembered is that an FXpedition team should be at least 50% current students at the University of Exeter of Falmouth University.

2.1.7 Prospective team members You can advertise your FXpedition to prospective team members at any time, before or after your project proposal submission. The sooner you can have your team assembled, the better, however, do not rush the selection; getting the right members is incredibly important. You should design an application form which you can circulate through the FXpeditions Director.

It is not good practice for a group of friends to get together and propose an FXpedition composed entirely of themselves and not open to others.

2.1.8 Interview for prospective team members Once applications have been submitted, interviews for candidates should be arranged. If you have a very large number of candidates, you may feel it necessary to shortlist using the application form, but, ideally, each applicant (as long as they have completed the form competently) should be interviewed, and informed of the result as soon as possible (FAQ 18). It is advisable to have independent people on the panel.

It is sensible to have a number of reserves on your team list, since good candidates are often chosen by more than one FXpedition, and may have a difficult decision to make over which offer to accept.

2.1.9 Leadership How are FXpedition leaders chosen? When an FXpedition is one of a continuing series, it is common for the previous team to choose the student leader. Alternatively, a potential leader may volunteer from among the membership of the previous year’s FXpedition. In this case, such a person should discuss their suitability with the FXpeditions Director. When a student (or students) wishes to propose a new FXpedition and is keen to act as leader, please discuss the suitability of the FXpedition with the FXpeditions Director in advance of the Expedition Society proposals deadline. When an FXpedition is particularly demanding in terms of planning, it may be appropriate for the leader to be a recent graduate, as long as that person is available for regular planning meetings.


24

2.2 Interviewing potential team members

2.2.1 Panel The leader, if chosen before the interviews take place, should take part in the interview process. Interviews should be conducted by at least two people, of which one should normally be a member of staff or the FXpeditions Committee.

2.2.2 Questions You are attempting to establish from the interview how suitable a candidate will be. Much of the necessary information will be on the application form, but the interview can establish personality factors, such as whether a candidate is likely to be good as a member of a team working closely in isolated circumstances over several weeks. You also need to establish whether candidates have good ideas for fundraising and whether they have the time to be actively involved in FXpedition planning/ preparations. You need to make clear to candidates that joining an FXpedition team that an FXpedition is a commitment, not an entitlement, and that planning an FXpedition is a demanding, co-operative activity that each member needs to be willing to contribute to: anyone who looks like they have problems with this is likely to become a liability eventually.

3.0 PROPOSAL PREPARATION

Preparation of your FXpedition Project Proposal is an urgent task once your initial team has been selected. The Project Proposal is the tool you use to obtain University approval for your FXpedition (vital to its success) and to seek funds from other organisations (FAQ 6). Writing the Project Proposal also helps clarify your aims and some of the tasks you need to carry out.

Examples of good Project Proposals are available on the FXpeditions ISSUU page (http://issuu.com/fxpeditionskernow), along with the Project Proposal Application Form.

Once a draft of your Project Proposal is ready, get an experienced person to read it over to check for glitches/typos, and to ensure you have not omitted important details and ensure that your FXpedition meets all the necessary requirements.

4.0 APPLICATION FOR UNIVERSITY FUNDING

It is important that your FXpedition obtains University Funding. This allows you to use the names of both the Halpin Charitable Trust and University of Exeter Annual Fund in your fund-raising and when you are abroad. The University of Exeter Annual Fund and the Halpin Charitable Trust provide small grants for approved FXpeditions (FAQ 20). In addition, many potential funders only donate to University-funded FXpeditions.

4.1 The approval process

4.1.1 Approval is granted by the FXpeditions Committee. The FXpedition Judging Board decides on the level of grant awarded to each approved FXpedition.

4.1.2 Applications for approval are made by submitting the Project Proposal to the FXpeditions Director by a deadline, to be announced by the FXpeditions Director. This should be at least 14-18 months before the FXpeditions are due to start, usually March.

4.1.3 You should submit an electronic copy of your Project Proposal to the FXpeditions Director ([email protected]).

4.1.4 The result of your application will be e-mailed to the FXpedition’s leader within one month of the submission deadline.

http://[email protected]



25

Criteria for approval/funding are related to the quality of the proposed work, the logistical arrangements and their feasibility. The FXpeditions Committee and FXpeditions Judging Board also need to be satisfied regarding safety arrangements. The Board reserves the right to withhold funding or approval if the FXpedition’s Logistics Pack and/or Health and Safety Pack are considered to be inadequate (FAQ 13).

4.1.5 If approval is granted, it is advised that teams seek out a member of staff from the University of Exeter or Falmouth University to act as a mentor to them and be a reference. Note that this staff member must only be representing themselves and not Falmouth University or the University of Exeter.

4.2 The funding process

4.2.1 Teams can apply for funding providing their project proposal has gained approval (FAQ 6).

4.2.2 Applications for funding are made by submitting full documentation to the FXpeditions Director by a deadline, to be announced by the FXpeditions Director. This should be in November but is subject to change each year.

4.2.3 You should submit electronic copies of each required document.

4.2.4 You are required to submit a University Funding Application form (essentially a revised Project Proposal form based on the feedback received from the application process).

4.2.5 Criteria for level of funding relate mainly to the FXpedition’s duration in the field. The FXpeditions Judging Board also looks at travel costs and the scientific aims of the FXpedition (FAQ 19).

4.2.6 Successful teams will typically have 20-25% of their funding withheld until completion of their report and associated tasks (FAQ 6, 19 and 21).

5.0 PLANNING MEETINGS

We recommend that FXpedition teams meet weekly during the earlier planning stages. It is VITAL that the leader share out tasks, so that all members have well-defined roles and deadlines to meet.

Here is a check-list of tasks that need to be dealt with:

• Project Proposal preparation• Health and Safety Pack• Logistics Pack• Travel, VISA, research permit and insurance arrangements• Fundraising

a) Eventsb) Grant applications

• Health arrangements• Short bios for all members• Disclaimer• Website• Social media• Fundraising plan• Any special training needs (all FXpeditions must have a qualified First Aider; tree-climbing?

etc.) 6.0 FUNDRAISING

It is often sensible to set up a fundraising team, to share out tasks.


26

For grant applications, there is generally a deadline: make sure you don’t miss them – they will NOT listen to excuses. A spreadsheet of potential grants is available on the FXpeditions website, be sure to look for others that are related to your field of research.

You often need one or two referees to write supporting letters. It is advised that teams seek out a member of staff from the University of Exeter or Falmouth University to act as a mentor to them and be a reference. Note that this staff member must only be representing themselves and not Falmouth University or the University of Exeter. The other reference should come from the host country.

If seeking donations from local businesses e.g. prizes for a raffle, it is good practice to take with you a letter showing your status as an official activity of the Universities of Exeter and Falmouth.

When organising fundraising events, it can be helpful to work with another FXpedition – to share out the work and set up costs (though you also have to share out any profits!).

Here are some examples of previously successful fundraising events:- Themed club/pub nights- Selling glow sticks- Face painting- Poker nights- Cake sales- Supermarket bag packing- Sponsored beers

For all fundraising events you should complete a thorough risk assessment of the event, as well as gaining any necessary permission. These will be important if anything goes wrong at these events.

Be warned, fundraising should be planned well, if not, you can end up making a loss. It’s best to plan a few big events, rather than many small ones.

The alternative (and often more efficient fundraising method) is for all members to increase personal contributions through part-time work.

7.0 FINAL YEAR PROJECTS

As well as being logistically risky in nature, some funders look less favorably on final year projects becoming an important aspect of FXpeditions; as a result, members are not allowed to carry out projects as part of their university course on an FXpedition (FAQ 4).

8.0 RESPONSIBILITIES/CONDITIONS


27

8.1 Once chosen for an FXpedition, each individual shares responsibility for ensuring that the FXpedition is a success. Do not accept a place on an FXpedition unless you are sure you can commit to FXpedition planning and to completing the FXpedition’s aims. An FXpedition is NOT a holiday. You can expect some time off while on an FXpedition, but your main objective must be to ensure that you are fully fit, barring illness, to play a full part in the FXpedition's work.

8.2 It is a privilege to be permitted to work/volunteer/research in another country, and, while doing so, you are a representative of your country, family, university etc. You must ensure, therefore that you pay full attention to cultural norms of the country you are visiting (mode of dress; general behaviour) and do not behave in ways that could bring the Universities of Exeter and Falmouth into disrepute. Our FXpeditions can be annual return visits to the same place, and previous FXpeditions have built up good relationships with local people, such as conservation organisations, and a reputation for good work. It is all too easy for a few individuals to damage such relationships and reputation. Leaders on FXpeditions have a responsibility to maintain the FXpeditions good name, and the power to send anyone home immediately if their activities are bringing the FXpedition into disrepute. Each team is required to conduct its research in an ethical and responsible manner.

8.3 Remember that funding organisations have provided the FXpedition money on the basis of the Project Proposal you have sent. Minor changes to aims/logistics etc. are permissible and normal for FXpeditions abroad. But any major changes before the FXpedition sets off should be reported to major funders, and all changes should be explained in the final report. Avoid making substantial changes as much as you can. If any significant health and safety problems occur in the field you must inform your funders and supporters immediately.

8.4 At the end of an FXpedition, it is the team’s joint responsibility to ensure that any equipment borrowed to undertake the FXpedition is safely returned.

8.5 An FXpedition leader has the right to dismiss you from the team at any time during the pre and post FXpedition stages if they are dissatisfied with your contribution. In such cases, it is typical that any personal contributions will not be refunded. Any disputes must be sorted within the team.

8.6 It is the team’s responsibility, coordinated by the leader, to ensure that a full FXpedition report is completed within a reasonable timescale (normally by the Christmas following the FXpedition's return, at the latest) and sent to all funders and to anyone in the country visited who has an interest in the FXpedition's work. Good examples of FXpedition reports are available on the FXpeditions ISSUU site (http://issuu.com/fxpeditionskernow). An electronic copy of your report should be sent to the FXpeditions Director for use by the Universities of Exeter Annual Fund and The Halpin Charitable Trust. Copies of all reports are posted on the FXpeditions ISSUU page (http://issuu.com/fxpeditionskernow).

Reports should contain:

• A narrative account of the FXpedition’s travels• Scientific results of the FXpedition's work (do NOT, however, delay completion of the report

for work that will take a considerable period to analyse fully).• A detailed account of income and expenditure.

NB some funders will ask for a short preliminary report. It is a good idea to write this towards the end of the FXpedition, so that you can submit it in good time.

9.0 FXPEDITIONS COMMITTEE/FXPEDITION ADVISORY BOARD




28

FXpeditions are overseen by the FXpeditions Committee and headed by the FXpeditions Director. The Committee is responsible for:

- Review and approve/reject FXpedition Project Proposals.▪ Proposals that satisfy the Committee will be eligible to apply, with

Committee support, to the Les Halpin Expedition Fund, and the University of Exeter Scientific Expedition Fund.

- Ensuring all FXpedition documents are up to date.- Advertise upcoming FXpeditions to potential candidates.- Running planning workshops for teams throughout the year.- Organise applications and the formation of the FXpedition Judging Board for

University Funding.- Update any online information or resources.- Collate FXpedition reports and distribute to backers and funders of the University

Funding.- Apply for further funding for University Funding.- Provide/communicate feedback to teams in relation to Project Proposals and

University Funding applications.

The Committee is made up of academics/staff/alumni/postgraduates from the University of Exeter and/or Falmouth University. Each current FXpedition team must also have a representative on the Committee once approval of the FXpedition has been gained.

The FXpedition Judging Board is appointed by the FXpeditions Committee. Board members must either be academics/staff/alumni/postgraduates of the University of Exeter or Falmouth University. Members of the Board are eligible to participate in FXpeditions. The Board must contain a minimum of 2-4 academics from the Universities of Exeter and Falmouth.

The main purpose of the FXpedition Judging Board will be to scrutinise University Funding applications. If successful in funding applications, teams should credit the Halpin Charitable Trust and the University of Exeter Annual Fund.


29

This document is available separately from this Handbook at http://issuu.com/fxpeditionskernow.

Project Applications are a two-step process. The first submission (Project Proposal: Accepted all year round) will be an application for approval from the FXpeditions Committee. If your FXpedition is approved, you will then have until November to refine

your FXpedition with guidance from the Committee. We do not expect the Project Proposal to be perfect, however, you must demonstrate that you have conducted significant background research into your study site, made contacts in the host country, and have determined a reasonable budget for your FXpedition, including consideration for self-funding and grants.

The second submission (University Funding: mid-November) will be an application for funding provided by the Halpin Charitable Trust and the University of Exeter. By this time, any weak points in your original application should have been amended.

Please ensure that you read the FXpedition Handbook “Guidelines for Approval and University Funding” and “Frequently Asked Questions (FAQs)” before completing this form. The application should be submitted electronically. Maps, risk assessments, safety management plans and budgets can be sent separately or as part of this document.

DisclaimerFXpeditions are ‘Falmouth and Exeter Expeditions’ – Expeditions run by students from the University of Exeter and Falmouth University. Each FXpedition team is an entirely independent entity. Teams are responsible for the entirety of their FXpedition (unless hiring an external party for support e.g. travel agent), including their safety, finances, and logistics. They must make their own arrangements for any emergency situations that may arise. The University of Exeter and Falmouth University are not affiliated to the FXpeditions and take no responsibility or liability for these expeditions, nor do they endorse them. Using either University’s logo is not permitted for FXpedition teams.



Section 1: FXpedition Information

FXpedition Project ProposalThe Les Halpin Expedition Fund and the University of Exeter Scientific Expedition Fund

Application FormPlease send this application to:FXpeditions Director:[email protected]



30

1.1 FXpedition Information

a FXpedition title (10 words maximum)

b FXpedition summary (100-200 words maximum)

1.2 Contact Details

a Leader Details

Email:

Address:

Tel:

b FXpedition email address:

1.3 Location (Country, region):

1.4 Total Budget:

Section 2: Research details and methodologies


31

2.1 Research programme details (FAQ 11)

a Project Aims (What your wants to achieve)

b Describe the scientific objectives of the FXpedition and how these contribute to achieving the overall aim. (200 words) (FAQ 4 & 21).

c Explain the rationale for your research programme and how this will make a significant contribution to conservation, geographical and/or ecological knowledge (250 words) (FAQ 3).

d Outline your research methodology. Give detailed methods and explain how these will achieve the project’s objectives. Focus on details of specific sampling techniques, strategies and required equipment. You should explain how the experience and training of team members provide you with the necessary skills to undertake this research. If your team is inexperienced, what training will you be undertaking? (500 words)

e What makes your project different from others? (200 words)

f What is your motivation for this trip? (200 words)

g Who will benefit from this project? Think not only about those directly involved with the project, but communities both in Cornwall and your host country.

h How will your findings be analysed and disseminated? Provide a list of proposed outputs for the FXpedition (e.g. final report, articles, published papers, articles, educational material, data, documentaries), indicating approximately when and how each item will be available and for whose benefit it is being produced.

i Provide a timeline of your activities and tasks in the host country and how these will fulfill the FXpedition objectives. Include an outline of your method of travel, route, accommodation and supplies. If an agency or company is helping with logistics, please make this clear.

2.2 Bibliography of proposed research


32

List at least six publications, maps and/or other materials that have been used to develop the research objectives of the FXpedition.

2.3 Advisors

List at least three key advisors that have helped develop your FXpedition, providing a background on their expertise and qualifications, along with details of what guidance they have provided.

2.4 Association with the host country

List key organisations (universities, research centres/institutes, NGOs, GOs etc.) with which you are/will be/are hoping to be collaborating with, both in country and elsewhere. Describe the nature of these collaborations and what value this adds to your project. (FAQ 10)


33

Section 3: Members of the research team

3.1 Project members (FAQ 5)

a Number of UK members

b Number of in-country members

c Total number of members

d Reports from previous FXpeditions or research projectsIf team members have participated in previous FXpeditions, give full references to any resulting reports or papers.

e Projects returning to locations of previous FXpeditionsIf you are participating in an FXpedition returning to a site visited by a previous FXpedition please provide details of how your project builds on and is distinct from the previous studies

f Project ownership (FAQ 12)Who has legal and financial ownership of the project?


34

Project members: Please complete the table below with details of all team members. Each row should correspond to one team member. You may expand boxes and add as many rows to the table as is necessary.

Name in full (with title as appropriate)

Affiliation/organisation (include position or year, course of study and faculty)

Nationality Role on team i.e. leader/ medical officer/ scientific officer etc.

Skills, experience and qualifications that are related to the research objectives, project methodology, environment and responsibilities i.e. experience and training with equipment and proposed methods/ medical training/ language skills/ past FXpedition experience etc. *


35

Section 4: Logistics, health and safety, and finances

4.1 Dates in the field

From: To: Number of days:

Please clearly indicate what time will be dedicated to fieldwork, travel, and personal time (FAQ 11).

4.2 Study site details

a Location (Country, region) :

b Latitude (degrees, minutes N or S):Longitude (degrees, minutes E or W):

c Geography of your research area: Include details that illustrate the environmental conditions, including the season, expected temperatures and rainfall, you expect to encounter and the remoteness of your field site/accommodation. Please attach a detailed map of your project area to this application (200 words)

4.3 Risk assessmentPlease attach the assessment to your application form. You must complete both a full risk assessment and a condensed two-page version of the document (FAQ 13).

4.4 Crisis management planA crisis management plan (that outlines the procedure should an emergency arise) must also be included with this application. This must include plans for communication and emergency evacuation. This should not be more than one page long (FAQ 14).

4.5 Emergency contact detailsPlease provide full contact details of the home contact in the UK and in-country contact while the research team is in the field. These can be contacted in the event of an emergency.

Home agent (UK)Name:Address:Tel:Email:

In-country contactName:Address:Tel:Email:


36

4.6 Permissions

a Describe the steps that have been taken to obtain the necessary permissions from the in-country authorities to undertake your FXpedition and the stage you have reached. What stage are your applications at? Tourist visas are not sufficient.

b Do you intend to bring any scientific samples back to Britain? Yes/NoIf yes, please state which authorities in the UK you have contacted/will contact to gain permission to do this.

If yes, please state which authorities in country you have contacted/will contact to gain permission to do this.

c Notification of travel: Please indicate which of the following notifications have been made

Foreign and Commonwealth Office

(This includes informing the FCO of your travel plans and obtaining the latest relevant FCO travel advice bulletin).

Yes/No

British High Commission / Embassy in-country Yes/No4.7 Environmental, social, and cultural impacts

All FXpeditions must be conducted in an ethical and responsible manner. Please illustrate any potential negative environmental, social and cultural impacts that your FXpedition may have. Provide details of the attitudes and strategies that you will adopt to minimise and mitigate these (150 words) Refer to FAQ 12 for further details.

4.8 InsurancePlease provide details of the insurance you have arranged for team members, kits etc.


37

4.9 Budget Provide details of your planned FXpedition income and expenditure under the following sections. Add any appropriate budget headings.

EXPENDITUREPre-fieldwork / preparation £Training £International travel (flights) £Subsistence (accommodation and food) £In-country travel £Local counterparts / guides £Field equipment £Insurance (see FAQ 17 for further guidance) £Please indicate your insurance providerMedical / health & safety £Film / photography £Post-fieldwork activities £Preparation of project report £Dissemination of findings £Other (please itemise) £Contingency (usually 10% of sub-total) £TOTAL £

INCOMEGrant giving trusts £Fund raising events & activities £Commercial sponsorship £Individuals donations (FAQ 6) £Other sources £TOTAL £

Support from other organisationsWhat other funding bodies will you applying to? What stages are these applications at? Have you received any additional funding? What will you do with any excess (FAQ 7)?


38

Section 5: Other information

5.1 Referee statementsTwo referee statements are required for the University Funding application. We recommend that you seek out a member of staff from the University of Exeter or Falmouth University to mentor you and provide a reference. Your other should be from an appropriate contact in country, preferably from a government representative or an academic helping with your research programme.

For this Project Proposal we require the referee statement from your in-country reference. Your referees must not be members of the fieldwork team. Please send each referee the Guide for Referees (available at http://issuu.com/fxpeditionskernow) and ask them to return their statements directly (by email: [email protected]).

Your application will be jeopardised if your referee statements do not arrive on time.

5.2 Please indicate how you heard about the FXpeditions

5.3 Data ProtectionThe information you have given on this form will be held on the FXpedition’s database and may be released to others planning research FXpeditions, potential sponsors and/or the mediaPlease check the box if you do not wish to have this information released:

5.4 DeclarationThe information submitted in this application is to the best of my knowledge correct at the time this application was made. Should any significant developments arise after this application is made, such as change of team members or official permits being gained, I will keep the FXpedition Advisory Board informed of such developments (FAQ 22). I have informed my in-country referee that their statement should be returned directly to the FXpeditions Director. Should this project be cancelled or postponed subsequent to receiving support from the Board, I will return the grant awarded.

Please check the box to confirm that you have read and will abide by this declaration:

NOTE: Please remember to attach your full risk assessment and map of your project area to this application. Your application will not be processed until the risk assessment; map and two referee statements have been received.

Any other supporting documents will be accepted.

For further advice or clarification regarding the grant or application process please contact us directly: [email protected]

.





39

FXpeditions Guide to RefereesThis document is available separately from this Handbook at http://issuu.com/fxpeditionskernow.

The Les Halpin Expedition Fund and University of Exeter Scientific Expedition Fund helps finance teams of Exeter and Falmouth University students carrying out conservation, geographical, social, or ecological field research and exploration in the UK and overseas. This is funding is allocated by the FXpeditions Judging Board, comprised of academics from the Universities of Exeter and Falmouth.

Referees

We would be grateful if you could take the time to write a reference providing a critical evaluation of:

The project’s strengths in terms of its contribution to conservation, geographical and/or ecological knowledge, its value and originality.

The ability of the applicants to conduct the FXpedition in a safe and responsible manner within their allotted time frame and budget.

Any additional comments or information that you believe will help their application.

This reference will be a key part of the applicant’s suitability for the grant. Please submit your signed reference statement on letter header paper to the Director by email (details below).

Thank you for your assistance. We shall acknowledge your reference by email.

Deadline for referee statements:15 November

Contact Details

Email: [email protected] Website: www.expeditionbasecamp.com

http://www.expeditionbasecamp.com/




40

FXpedition TitleLocationApproximate DatesDescription

Contact details:


FXpedition Basic DetailsThe Les Halpin Expedition Fund and the University of Exeter Scientific Expedition Fund



41


Name: DoB:Course: Year:FXpedition of interest:Why do you want to be a part of the team? (200 words)

What can you bring to the team? (200 words)

What previous experience do you have? Don’t be afraid to think outside the box a bit here! (200 words)

Can you provide us with any extra information that you think may help you application? Extra qualifications, portfolios, hobbies, interests etc. (200 words)

Please mark relevant boxes with an “X”. Please note, we are not looking for you to tick “Experienced” for every single skill, one of the best things about an expedition is that you will be able to learn these skills throughout the project. Right now we just want to know what your strengths are.

Skill No experience Limited experience

Reasonable experience

Experienced

OrganisationTeam workLeadershipBudgetingRisk AssessmentsPlanning itinerariesFirst aidManaging financesSocial media output

FXpedition Application FormThe Les Halpin Expedition Fund and the University of Exeter Scientific Expedition Fund



42

Report writingGrant writingFundraisingLogistical planningFieldworkNetworking/communicatingEcological surveysHabitat surveysManagementWebsite designPhotographyFilmVideo EditingSound recording

If your application is successful then you may be invited to an interview. Good luck!


43


The vast majority of FXpedition participants lucky enough to be given the opportunity to take part in FXpeditions realise the privileged position they are in and the responsibility involved and are perfect ambassadors for their FXpedition, country, family, University etc. Participants should read the “Guidance for Approval and University Funding” section of the FXpeditions Handbook, available to all on the FXpeditions ISSUU page (http://issuu.com/fxpeditionskernow). Particular attention should be paid to section 8.0 “Responsibilities/Conditions”. Participants should read these notes carefully and familiarise themselves with the responsibilities associated with FXpedition membership and expectations about their behaviour. Participants can then sign and date the disclaimer below (or design something similar), and return it to the leader of the FXpedition by a date agreed by the team. Any behaviour jeopardising the success and/or reputation of the FXpedition can result in an individual being sent home immediately, at their own expense.

Please refer to FAQ 7, 8 and 9 of the FXpeditions Handbook for details of your personal financial contribution to your expedition.

I ……………………………………., a participant of the ……………………… FXpedition hereby certify that I have read and understood the FXpeditions Handbook. I understand that any behaviour contrary to the success of the FXpedition will result in my being sent home from the FXpedition immediately.

Signed .......................................................................................

Date ..........................................................................................

FXpeditions: Team Member CommitmentSupported by The Halpin Charitable Trust and the University of Exeter

Last updated 15/10/2015




44


The Logistics Pack must be completed by teams that have had their Project Proposals approved by the FXpeditions Committee. This document provides full details of your FXpedition plans and can be kept as a record and reference for your mentors, collaborators, emergency contacts and the FXpeditions Committee. Be sure to use the ‘FXpedition Handbook’, containing our ‘Frequently Asked Questions’ to help you complete this pack.

This document is more detailed than the University Funding application that you will need to submit later in the year. Fortunately, you will be able to take the information from this document and use it in the funding application. Please get a Mentor/Adviser to check through all the documents listed below. Once your Mentor/Adviser is satisfied with the quality and content of these documents, send them to the FXpeditions Director – [email protected].

The application should be sent electronically. Maps, risk assessments, crisis management plans and budgets can be sent separately or as part of this document.

Expedition Name Dates

Expedition Leader Name and email address Seen by Mentor/Adviser?

Document Yes No

Logistics PackHealth and Safety PackBudgetDistribution ListSend copies of this document to everyone listed below.

Recipient LocationMentor/Adviser Insert the name of your mentor/adviser

Legal & Insurance Services Provide contact details for your insurer here

FXpeditions Director Send a copy of this document to – [email protected]

Insert other names in this table Insert all team members and emergency contacts here. Include:

- Collaborators

- Emergency contacts

- Any other relevant contacts

FXpeditions Logistics Pack





45





1.2 Contact Details

a Leader Details

Name:

Email:

Address:

Tel:

b Team member details (add/delete rows as appropriate)Name Email Phone number

c FXpedition email address:

d FXpedition website address (if any):


1.4 Total Budget:

1.5 Project Origin (how you chose your study site, project, set up collaboration etc.):

1.6 Draft Approach Letter/Press release:


46













47



2.3 Advisors













48







49





4.3 Flight detailsPlease detail all flights for all team members (if traveling separately to one another) during the expedition.

Flight Date Time Operator Details (address/telephone

4.4 Travel between accommodation and field site

Mode of Transport Private or hired (give details) Insurance arranged?Detail all forms of travel from the moment you leave your front door on the way to airport. This includes travel by:

Foot Car Bus Plane Boat Any other form of transport

Contact details if possible and details of how they will be used. E.g. will you be driving/piloting/operating?

Does your insurance cover traveling by this method of transport. If you are driving/piloting are you suitably insured?


Geography of your research area: Include details that illustrate the environmental conditions, including the season, expected temperatures and rainfall, you expect to encounter and the remoteness of your field site/accommodation. Please attach a detailed map of your project area to this application (200 words)

4.5 Health and Safety PackA health and safety pack (that outlines the procedure should an emergency arise) must be included with the logistics pack. This must outline the procedure should an emergency arise, include plans for communication and emergency evacuation and contain all contact details relevant to the expedition. (FAQ 13 & 14).

4.6 Emergency contact detailsPlease provide full contact details three home contacts in the UK and three in-country contacts while the research team is in the field. These can be contacted in the event of an emergency.



Home agent (UK) In-country contact

Page | 49


50

Name:Address:Tel:Email:

Name:Address:Tel:Email:



Page | 50


51

4.7 Permissions







Yes/No




Page | 51


52

4.10 Budget Provide details of your planned FXpedition income and expenditure under the following sections. Add any appropriate budget headings. Please attach a more detailed budget to this document, including a justification for each item and source or purchase.




Page | 52


53

Section 5: Medical

5.1 List of potentially dangerous diseases present in host nation

5.2 List of required inoculations

5.3 Required medicationPlease list both general and any individual requirements

5.4 Team medical requirements/historyRecord any existing or past medical issues for all team members.

5.5 Dietary requirements List any team member dietary requirements. If you are being catered for in-country please ensure that your

caterers are fully aware of requirements before you arrive.

Section 6: Host Nation Fact File

Host Nation Fact FileCountry NameCapitalGovernmentLanguagePopulationLand areaInternational airportMoneyTimeVisa feeAirport tax

Section 7: Kit Lists

Personal Kit ListItem Use/Justification Quantity

Page | 53


54

Scientific EquipmentItem Use/Justification Quantity

Health/hygieneItem Use/Justification Quantity

MedicalItem Use/Justification Quantity

Page | 54


55

Camping/trekking/communicationItem Use/Justification Quantity

Photography/videoItem Use/Justification Quantity

Page | 55


56

FXpeditions Health and Safety PackVersion 1 – 31/03/2015Please complete and return to FXpeditions Director – [email protected].


Use this template to create your Incident Response Plan. Some generic information has already been filled in, be sure to double check this and amend as appropriate.

Please get your Mentor/Adviser to check through all the documents listed below. Once your Mentor/Adviser is satisfied with the quality and content of these documents, please send them to the FXpeditions Director – [email protected].

Expedition Name Dates

Expedition Leader Name and email address Seen by Mentor/Adviser?

Document Yes No

Logistics PackHealth and Safety PackBudgetDistribution ListSend copies of this document to everyone listed below.

Recipient LocationMentor/Adviser Insert the name of your staff mentor/adviserLegal & Insurance Services Provide contact details for your insurer hereFXpeditions Director Send a copy of this document to [email protected] other names in this table Insert all team members and emergency contacts here. Include:

- Collaborators

- Emergency contacts

- Any other relevant contacts

Page | 56






57

ContentsAppendix A – Basic Information

1.1 When to use this plan1.2 FXpedition Summary Information

1.2.1 Dates of FXpedition1.2.2 Members of FXpedition1.2.3 Contact numbers at location/country of FXpedition

2.1 Incident Risk Assessment2.2 Incident Guidelines2.3 Actions to take2.4 Key Contacts

Appendix B – Forms3.1 Incident Log3.2 Call Management Log3.3. Casualty List

Appendix C – FXpedition Risk Assessment4.1 Identifying Hazards4.2 Table 1 – Risk Assessment4.3 Table 2 – Consequence Score4.4 Table 3 – Likelihood Score4.5 Table 4 – Risk Scoring Matrix4.6 Potentially dangerous diseases in host country4.7 Procedures for bites/stings4.8 First Aid & Safety Arrangements4.9 FXpedition Insurance details4.10 Medical care/Emergency Services4.11 Consulate details

Appendix D – Expedition Contact List/ Team member information

5.1 Expedition Contact List5.2 Passport/Next of Kin Information5.3 Medical information

Page | 57


58

Appendix A – Basic Information

1.1 When to use this plan

Use this plan when an incident has occurred that cannot be handled locally, either due to the nature, severity or implications of the incident.1.2 FXpedition Summary information1.2.1 Dates of FXpedition

1.2.2 Members of FXpedition

Plus X participants/researchers/collaborators (names and contacts in Appendix D)

1.2.3 Contact numbers at location/country of FXpedition

Contact Name Field site address

Telephone number Email

Page | 58

TEAM MEMBER NAME MOBILE NUMBER EMAIL


59

2.1 Incident Risk AssessmentFirst person on the scene use the CHALET reporting template in Appendix E to gather information about the incident. This information will be required by the emergency services if in attendance and will need to be communicated between the Incident Response Teams.

CHALET Examples of Information to gather

Casualties- No. of casualties- No. of displaced people- No. of missing people- Other relevant information

Hazards- Hazard information- Possible sources of contamination- Key buildings affected- Other relevant information

Access- Any issues that might help emergency services to reach you quickly

Location- Single incident- Multiple/ linked incidents- Extent of incident- No. and location of buildings affected by incident- Other relevant information

Emergency Services- Emergency services requested- Other people needed- Other resources needed

Type- Type of incident- Other issues – utility failure, contamination etc.

Page | 59


60

2.2 Incident GuidelinesRefer to this table of guidelines to inform a decision about the level of incident.

LEVEL 3 LEVEL 2 LEVEL 1CategoryFunction

Handle locally

Initiate this planEmergency Contacts to

Implement Incident Response Plan

Initiate this planEmergency Contacts to implement

Incident Response Plan

People Minor delays to itineraryShort term changes of plansNo serious injury or loss of life.Some Health & Safety, welfare and/or reputational implications (e.g. illness; minor accident/injury)

Substantial changes to itinerarySignificant change of plansSerious injury or loss of life (e.g. accidental death)Significant Health & Safety, welfare and/or reputational implications (e.g. criminal act, road traffic accident, serious illness/injury)

Serious injury or loss of life, multiple injuries or loss of lives (e.g. criminal act, explosion, bomb, fire etc.).

Members/collaborator welfare and morale severely impacted.

Adverse publicity / reputation

Local media coverage, short term with little impact on reputation.

Local media coverage, short term/ long term with moderate impact on reputation. Sporadic regional/national media. Non-mainstream international media.

National / international media, negative articles in target staff, student or commercial markets. Serious impact on reputation.

Page | 60


61

2.3 Actions to takeThe table of actions shown below is provided to assist members in managing the response to the incident. Whilst it is impractical to provide a prescriptive list of actions to respond to every conceivable incident, this document is intended to provide an approach that will help staff to cope with the situation and obtain the support that they need.Task ID Task Guidance Status

(Assigned to, time)

1 Ensure all staff and members/collaborators are in a place of safety

FXpedition leader

2 Assign admin support. Open Activity and Communication Log to track developments

See Appendix B FXpedition leader

3 If a member/collaborator requires hospital treatment, assign a team member to accompany him/her

Ensure channel of communication is agreed. See Appendix F for mobile phone numbers

FXpedition leader

4 Inform FXU using CHALET mnemonic and agree frequency of updates

See front page and Appendix A for contact detailsSee Appendix E for CHALET formFXU should implement the alert procedures outlined in this Incident Response Plan

FXpedition leader

5 If a crime has been committed, inform the police and obtain a crime reference number.

The crime reference number may be required by the insurer to support any claim that arises.

FXpedition leader

Page | 61


62

2.4 Key Contacts

Role Name and Contact Numbers Email

Level 1/Level 2 – Emergency Contact Emergency Contacts Provide contact numbers for all emergency contacts

(1) Emergency contact:(2) Emergency contact:(3) Emergency contact:

Provide email addresses for all emergency contacts

Level 3 – Deal with incident locally

Inform Emergency [email protected]

Page | 62



63

Appendix B – Forms

3.1 Incident LogStar the Incident Log by noting the time the incident was reported to you, the time you declared the incident and a quick note of actions taken so far.

Date/time Activity Action Owner Completed

e.g. 13/07/1413:00

Joe Bloggs suffered small cut from dog bite, leader reported the incident to FXU and assigned A. N. Other to escort ‘Insert medical facility here’ refer to Appendix C – Medical care/Emergency Services

A. N. Other took Joe Bloggs to ‘Insert medical facility here’. Joe Bloggs was treated

FXpedition Leader

13/07/1416:20

Completed by ..............................

Page | 63


64

3.2 Call Management LogFollowing an incident it may be necessary to call a variety of people, both internal and external to the FXpedition. The table below outlines some of the information that needs to be captured in order to monitor calls:

Person Called & Company By Whom Date/Time Response/Outcome

Completed by ...............................................

Page | 64


65

3.3 Casualty ListNB: Accident / Near Miss Forms should always be completed

Name of casualty Details of injury Comment Information provided by

e.g. airlifted to hospital Name

Completed by ...............................................................

Page | 65


66

Appendix C – FXpedition Risk Assessment4.1 Identifying HazardsThinking about the FXpedition and the work you will be carrying out, please use the list below to identify all the hazards you will / may encounter during your FXpedition. A hazard is something with the potential to cause harm. You should focus on identifying all hazards that are reasonably foreseeable. You may like to consult with any members who have been on this FXpedition before / use contacts in the destination area to assist you with this. Add any additional sections that are relevant to your FXpedition.

Identify the hazards you may encounter on your FXpedition by highlighting them in yellowAccommodation – This applies not only to your field sites, but anywhere you stay during the expedition.Availability, Buildings, Facilities, Hygiene, Suitability, Sanitation, OtherBehaviour – This includes all team members, collaborators, volunteers etc.Alcohol-related harm, Group dynamics, Relationships, OtherBiological/Environmental – This applies not only to your field sites, but anywhere you travel during the expedition.Algal toxins: Campylobacter, E. coli, Food-borne illness, Gastric disorders, Water-borne infection, Wound infection, OtherFarm stock: Buffalo, Bulls, Dogs, Pigs, OtherFlora and Fauna: Amphibians, Arthropods, Avifauna, Invertebrates, Mammals, Poisonous/irritant plants, Reptiles, OtherMicrobiological: Cholera, Lyme Disease, Malaria, Tetanus, Typhoid, Weil’s Disease, OtherCatering – This applies to any catering done by or for the team during the expedition.Food preparation: Burns, Cuts, Food-borne illness, Infection, Water-borne illness, OtherGas cooking/heating: CO poisoning, Fire burns, OtherChemical - This applies not only to your field sites, but anywhere you travel during the expedition.Dumps, Harmful chemicals, Toxic/flammable gases, Wastes, Water pollution, OtherClimate – Include all conditions you may encounter, be sure to check what season you will be undertaking your research during.Low temperatures: Frostbite, Hypothermia, OtherMist/fog/low cloud: Getting lost, OtherStorm/Rain: Isolation, Lack of shelter, Lightning, Snow blindness, Snow/Sleet, Wind (blown over), Wind chill, OtherSun/Heat/Humidity: Dehydration, Electrical equipment failure, High temperatures, Heat exhaustion, Heat stroke, Sunburn, UV exposure, OtherElectrical – This applies not only to your equipment, but the facilities you will be using.Differing safety standards, Exposed circuits, Exposure to extreme cold/heat, Generators, Fire, Old equipment, Portable electrical equipment, OtherFieldwork: Marine – What hazards will you encounter in the field?Diving: ‘Bends’, Entry to water, Getting into/out of boat, Faulty equipment, OtherDiving Prep: Pressure gauge bursting, Tanks falling off benches, OtherDive/Snorkel/Swim - General Abnormal waves, Boat Collision, Currents, Drowning, Flotsam and Jetsam, Trawler Nets, Panic attacks, Riptides, OtherEquipment Entanglement, Failure, Inappropriate clothing/footwear, Loss, Poor maintenance, Sharp edges, Transporting to site, Trapping, OtherSnorkeling: Faulty Equipment, Other

Page | 66


67

Fieldwork: Terrestrial – What hazards will you encounter in the field?Caves Dead ends, Equipment Failure, Flooding/tides, Getting lost, Getting stuck, Oxygen deficient/Poisonous atmosphere, Roof fall, OtherEquipment Failure, Inappropriate clothing/footwear, Loss, Poor maintenance, Sharp edges, Transporting equipment to field site, Trapping, OtherLowlands: Floods, Radon, Soft ground, OtherUplands: Exposure, Falls, Loose/falling rocks, Mudslides, Reduced oxygen, OtherWoodland: Fire, Getting lost, OtherWorking at height (>2metres): Access equipment, Integrity of fall harness, Lack of training, Safety ropes, OtherLegal/Security/Work Abroad - This applies not only to the host country, but anywhere you travel during the expedition (including the UK).Crime: Assault, Theft, Violence, OtherLegal: Conservation areas, Private ownership of areas, Sites of Special Scientific Interest, OtherLocal factors: Language/communication problems, Local (differing) customs/Sense of humour, Restrictions on photography, Sexual harassment, OtherSecurity Armed conflict, Civil unrest, International Tension, Terrorist activity, OtherHuman Activity – What human activity are you likely to encounter during your expedition?Farming: Agrochemicals, Buildings, Felling, Industrial machinery, Large machines at open sites and quarries, Static and mobile machinery, Vehicles, OtherExcavations: Asphyxiation, Dead ends, Drowning, Explosive gas mixes, Failure of props/supports, Hidden Shafts, Mines, Quarries, Roof fall, Toxic gas, OtherMilitary Ammunition: Explosion, Hazardous materials, Waste disposal, OtherPersonal Health – This will be expanded upon in Appendix D ‘Medical Information’.Health: Asthma, Food intolerance/allergy, Illness, Infection (e.g. hepatitis and HIV), Joint problems, Lack of fitness, Pre-existing conditions, OtherLone working: Isolation, OtherPersonal: Differing expectations, Isolation, Lack of family/peer support, Stress trauma, Workload, OtherRecreation – What hazards might you encounter during any recreation time?General: Climbing, Collision, Firearms, Hiking Other sports, Horse riding, Hunting/shooting, Rock-falls, OtherSkiing: Avalanche, OtherWater sports: Body boarding, Diving, Jet Skiing, Snorkeling, Surfing, Swimming, OtherTerrain/Location – Outside of your fieldwork (above), what other terrains will you encounter?Caves Dead ends, Equipment Failure, Flooding/tides, Getting lost, Getting stuck, Oxygen deficient/Poisonous atmosphere, Roof fall, OtherInland waters, lagoons: Drowning, Flotsam and Jetsam, Flash Floods, Loose rocks, Quicksand, Sludge pits, Tides, Underwater obstacles, Unstable substrate, OtherLowlands Floods, Oxygen deficient/Poisonous atmosphere, Soft ground, Radon, OtherMarine/Coastal: Abnormal waves, Currents, riptides, OtherTropics: Heat exhaustion, OtherUplands: Falls, Loose/falling rocks, Mudslides, Reduced oxygen, OtherUrban: Roads and railways, Trains, Vehicles, OtherWoodland: Fire, Getting lost, OtherTransport - This applies not only to the host country, but anywhere you travel during the expedition (including the UK).All Terrain: Collision, Damage to vehicle, Vehicles (ATV’s)/Off-roaders, OtherBoats: Blown out to sea, Boarding/departing boat, Capsizing, Collision, Damage to vessel Falling overboard, Sea sickness, Sinking, Swamping, Other

Page | 67


68

Flight: Poor maintenance, OtherGeneral/Other: Incompetent driver/pilot, Insufficient fuel, Insufficient protection, Poor weather conditions, OtherSelf-powered: Exhaustion, Getting lost, OtherTrains: Boarding/departing train, Insufficient space, Poor maintenance, OtherVehicles Collisions: Being struck by, Fuel fires, Hazardous terrain, Loose loads, Other

Risk Assessment

In this section following the instructions below, you need to assess the hazards and identify the measures you are going to take to reduce the risks.

Step Instructions Guidance1. For each Hazard you have identified in the previous list, please enter it into table 1 below. Table 12. Please then identify the most likely consequence (how bad / severe could it be if it happened?) Table 23. How likely is it to happen? Table 34. Multiply the two scores together and enter your risk score into the assessment (Consequence x Likelihood = Risk Score) Table 45. Now describe all the steps you are planning to take to either eliminate, reduce or control the risks you have identified (e.g. take factor 30 sun cream, wear long trousers

etc.)6. Do the controls you have listed do enough to control the risks, re-assess with a residual risk score (carry out step 1, 2, &3 again and enter score into section x). You have

now assessed the residual risk (the remaining risk, taking into account all the controls you are taking)7. If the residual risk score is 9 or over (amber), you will need to discuss your trip further with your Staff mentor/adviser and FXU. This is unlikely to affect your trip, but there

may be more that can be done to support you to reduce the risks further

Page | 68


69

4.2 Table 1: Risk Assessment

Hazard number

What is the hazard (e.g. low temperature, falling rocks) Action to be taken to control the risk (pleas list all actions you will be taking)

Residual Risk (the remaining risk once your controls are put in place)

C X L = RS

AccommodationUse hazards from 4.1 Identifying Hazards for each row What action will you implement?e.g. ‘Buildings’Insert rows as appropriate

Behaviour

Biological/Environmental

Catering

Chemical

Climate

Electrical

Fieldwork: Marine

Fieldwork: Terrestrial

Legal/Security/Work Abroad

Human Activity

Personal Health

Page | 69


70

Recreation

Terrain/Location

Transport

C = Consequence. L = Likeliness. This risk assessment must be shared with all FXpedition members taking part in the FXpedition.4.3 Table 2: Consequence ScoreConsequence Score 1 2 3 4 5

Description Insignificant Minor Moderate Major Catastrophic

Minor injury not requiring first aid

Minor injury or illness, first aid

treatment needed

Person absent for more than 3 days / bad sprain / broken

bone

Major injuries, or long term incapacity

/ disability (loss of limb)

Death or major permanent incapacity

4.4 Table 3 – Likelihood Score

1 2 3 4 5Descriptor Rare Unlikely Possible Likely Almost Certain

Frequency Not expected to occur for years

Expected to occur at least annually

Expected to occur at least monthly

Expected to occur at least weekly

Expected to occur at least daily

Probability

< 1% 1 – 5% 6 – 20% 21 – 50% > 50%

Will only occur in exceptional

circumstancesUnlikely to occur Reasonable chance of

occurring Likely to occur More likely to occur than not

Page | 70


71

4.5 Table 4 – Risk Scoring Matrix

Likelihood

Consequence

1Insignificant

2Minor

3Moderate

4Major

5Catastrophic

1 - Rare 1 2 3 4 5

2 - Unlikely 2 4 6 8 10

3 - Possible 3 6 9 12 15

Page | 71


72

4 - Likely 4 8 12 16 20

5 - Almost Certain 5 10 15 20 25

Page | 72


73

4.6 Potentially dangerous diseases in host country

Disease Inoculation required Medication required Notes

Page | 73


74

4.7 Procedures for bites/stingsBite/sting ProcedureE.g. Venomous or unidentified snake Immediate evacuation to hospital while keeping casualty as inactive as possible. DO NOT attempt to suck out venom, nor

apply a tourniquet, nor give painkillers or anything else. None of this works, but may actually cause harm and, most importantly, causes delays.

Page | 74


75

4.8 First Aid & Safety ArrangementsArrangement Provide detailsWill you (or your collaborators) be carrying a comprehensive first aid kit including neck braces etc.?Will everyone carry a first aid kit?Will all team members be trained in first aid?Will any team members have advanced first aid training?Will you have a satellite phone for emergencies?Will carry charged mobile phones at all times when signal is available?What will be your minimum group size when in the field?Will you be accompanied by a guide during your time in the field?

4.9 FXpedition Insurance details

Insurer

Emergency number

Policy number

Policyholder

4.10 Medical care/Emergency ServicesCentre Name/Address Telephone NumbersHospital/medical

MEDICAL EMERGENCIES (Insert country) Emergency number (e.g. 999)Fire: Fire Type/Location e.g. Emergencies, forest fires etc.

Police: Police Type/Location e.g. emergencies, local, national

EMERGENCY NUMBER (Insert country) Emergency number (e.g. 999)SEARCH AND RESCUE (Insert country) Emergency number (e.g. 999)NATURAL DISASTER (Insert country) Emergency number (e.g. 999)

Page | 75


76

4.11 Consulate detailsEmbassy Address Email Non-

Emergency Phone

Emergency (in hours)

Emergency (out of hours)

British Embassy (Insert country)Insert details of embassies for any non-British team members

o

Page | 76


77

Appendix D – Expedition Contact List/Team Member information

5.1 Expedition Contact List

Last Name First Name

Nationality Role Email UK Telephone Number In-country Telephone Number

Team membersBloggs Joe British Expedition Leader [email protected] member 2Team member 3Team member 4Team member 5Team member 6Host country members/collaborators (Research students, NGOs, GOs, charities, companies)Collaborator 1 N/ACollaborator 2 N/ACollaborator 3 N/ACollaborator 4 N/ACollaborator 5 N/ACollaborator 6 N/AEmergency contacts/next of kin (Please provide general emergency contacts as well as next of kin for all team members)Emergency 1 Team contact UK 1 N/AEmergency 2 Team contact UK 2 N/AEmergency 3 Team contact UK 3 N/AEmergency 4 Joe Bloggs’s mother N/AEmergency 5 Joe Blogg’s father N/AEmergency 6 N/AEmergency 7 N/AEmergency 8 N/AEmergency 9 N/AEmergency 10 N/A

Page | 77



78

5.2 Passport/Next of Kin Information

Surname Forename Passport No Next of Kin/Emergency Contacts

Address Phone Email

Bloggs Joe 000000000 Mrs. Bloggs 07#########01#########

Mr. Bloggs 07#########01#########

5.3 Medical Information

Surname Forename Allergies Dietary Requirements Conditions Medications Additional Notes

Bloggs Joe Peanuts No nuts Mild asthma Epipen, anti-histamines, inhalers

Carries medication at all times

Page | 78


79


University Funding may only be applied for by teams that have had their Project Proposals approved by the FXpeditions Committee.

This an application for funding provided by the Halpin Charitable Trust and the University of Exeter Annual Fund. Any weak points in your original Project Proposal should have been amended.

Please ensure that you read the application “Guidelines for Approval and University Funding” and “Frequently Asked Questions (FAQs)” before completing this form. The application should be submitted electronically. Maps, risk assessments, safety management plans and budgets can be sent separately or as part of this document.

DisclaimerFXpeditions are ‘Falmouth and Exeter Expeditions’ – Expeditions run by students from the University of Exeter and Falmouth University. Each FXpedition team is an entirely independent entity. Teams are responsible for the entirety of their FXpedition (unless hiring an external party for support e.g. travel agent), including their safety, finances, and logistics. They must make their own arrangements for any emergency situations that may arise. The University of Exeter and Falmouth University are not affiliated to the FXpeditions and take no responsibility or liability for these expeditions, nor do they endorse them. Using either University’s logo is not permitted for FXpedition teams.


In short: If something goes wrong, your FXpedition team is responsible and needs to have made sure that procedures and back-up plans are in place to prevent or minimise the impact

of these events.

Page | 79

FXpedition University FundingThe Les Halpin Expedition Fund and the University of Exeter Scientific Expedition Fund

Application FormPlease send this application to:FXpeditions Director: [email protected]

www.expeditionbasecamp.com



80





1.2 Contact Details

a Leader Details

Email:

Address:

Tel:

b FXpedition email address:

c FXpedition website address (if any):


1.4 Total Budget:

Page | 80


81












Page | 81


82



2.3 Advisors




Page | 82


83









Page | 83


84






Page | 84


85






a Location (Country, region) :

b Latitude (degrees, minutes N or S):Longitude (degrees, minutes E or W):

c Geography of your research area: Include details that illustrate the environmental conditions, including the season, expected temperatures and rainfall, you expect to encounter and the remoteness of your field site/accommodation. Please attach a detailed map of your project area to this application (200 words)

4.3 Risk assessmentA written risk assessment for the FXpedition must be reviewed by the FXpedition Judging Board. Your application will not be processed if your risk assessment has not been seen by the board. To ensure this happens, you should send your risk assessment to the board at least one month before the grant deadline. Please attach the assessment to your application form. You must complete both a full risk assessment and a condensed two-page version of the document (FAQ 13).

4.4 Crisis management planA crisis management plan (that outlines the procedure should an emergency arise) must also be included with this application. This must include plans for communication and emergency evacuation. This should not be more than one page long (FAQ 14).

4.5 Emergency contact detailsPlease provide full contact details of the home contact in the UK and in-country contact while the research team is in the field. These can be contacted in the event of an emergency.



Page | 85


86

4.6 Permissions







Yes/No




Page | 86


87

4.9 Budget Provide details of your planned FXpedition income and expenditure under the following sections. Add any appropriate budget headings.




Page | 87


88

Section 5: Other information

5.1 Referee statementsTwo referee statements are required for the University Funding application. One of these can be a staff member from the University of Exeter of Falmouth University (FAQ 20), while the other should be from an appropriate contact in-country, preferably from a government representative or an academic helping with your research programme. Your referees must not be members of the fieldwork team. Please send each referee the Guide for Referees (available at http://issuu.com/fxpeditionskernow) and ask them to return their statements directly (by email: [email protected]).

Your application will be jeopardised if your referee statements do not arrive on time.

5.2 Please indicate how you heard about the FXpeditions

5.3 Data ProtectionThe information you have given on this form will be held on the FXpedition’s database and may be released to others planning research FXpeditions, potential sponsors and/or the mediaPlease check the box if you do not wish to have this information released:

5.4 DeclarationThe information submitted in this application is to the best of my knowledge correct at the time this application was made. Should any significant developments arise after this application is made, such as change of team members or official permits being gained, I will keep the FXpeditions Committee informed of such developments (FAQ 22). I have informed my in-country referee that their statement should be returned directly to the FXpeditions Director. Should this project be cancelled or postponed subsequent to receiving support from the Board, I will return the grant awarded.

Please check the box to confirm that you have read and will abide by this declaration:

NOTE: Please remember to attach your full risk assessment and map of your project area to this application. Your application will not be processed until the risk assessment; map and two referee statements have been received.

Any other supporting documents will be accepted.

For further advice or clarification regarding the grant or application process please contact us directly: [email protected].

.

Page | 88





89

Page | 89

Appendices


90

FXpedition Meeting Agenda TemplateThis document is available separately from this Handbook at http://issuu.com/fxpeditionskernow.

Date:

Time:

1. Attendance Speaking

2. Events/Training/Workshops

3. Funding for FXpeditions

4. Kit/Corporate sponsorship

5. Blog/Website/Social media

6. Any other business

Page | 90



91

FXpeditions Committee Annual TimelineKey deadlines, activities, and events throughout the year. This example timeline details what needs to be done for the duration of one expedition starting in January 2015. Remember that this is a two-year process, so this process begins again in 2016.

Suggested Committee Positions Director Secretary

Page | 91


92

Funding Officer Web Manager Social Media Officer Outreach Officer Event Manager

November – January

Prepare FXpedition Exhibition and Expedition Planning Workshop

Event Manager Organise teams and sort logistics for FXpedition Exhibition. Organise speakers/demonstrators and logistics for Expedition Planning Workshop. Be present at events and ensure they run smoothly. Create Facebook event.

Outreach Officer Promote FXpedition Exhibition to local community/school.

Social Media Officer Promote events through social media output. Put up photos from events online.

Secretary Assist Event Manager.

Page | 92


93

January

Deadline for FXpedition reports: Collate reports and release funding

Secretary Collate reports from teams, send to Director. Set up review meeting for FXpeditions Committee.

Director Review reports with FXpeditions Committee, suggest changes if needed.

Funding Officer Release any withheld funds for teams that have handed in their reports on time. Funds need to come from Exeter to FXpedition team bank accounts. Talk to the FXpeditions Committee if there are any problems.

Web Manager Upload reports onto ISSUU site.

Social Media Officer Promote success of teams on social media.

January - March

Promote FXpeditions, call for new proposals

Director Send out message across campus asking for new proposals.

Social Media Officer Promote call for proposals on social media, use previous expedition success/media.

Page | 93


94

Early March

Call proposal meeting and feedback to teams

Secretary Arrange meeting with FXpeditions Committee. Collate proposals and distribute to meeting attendees at least one week before the meeting. Attend meeting and take minutes. Distribute minutes FXpeditions Committee and teams.

Director Attend meeting, discuss proposals with Committee.

May – September

Update FXpedition documents for following year

Director Read through documents (FXpedition Handbook, Proposal forms etc.) and suggest changes.

Send to FXpedition Judging Board if desired.

Secretary Update documents from comments provided by Director and the Board.

Funding Officer Update grants spreadsheet, checking links and changing deadlines to the upcoming year.

Web Manager Upload updated documents to website/ISSUU.

Social Media Officer Publicise any updated documents through social media.

Event Manager Create generic risk assessments for talks, workshops etc.

SeptemberPage | 94


95

Prepare Expedition Planning Workshop

Event Manager Organise speakers/demonstrators and logistics for Expedition Planning Workshop. Be present at event and ensure it runs smoothly. Create Facebook event.

Social Media Officer Promote event through social media output. Put up photos from event online.


Collate FXpedition descriptions and advertise

Secretary Collate FXpedition descriptions and combine into single document/blog.

Director Promote advertised FXpeditions through a talk or similar event.

Social Media Officer Promote advertised FXpeditions through social media. Use previous materials (past FXpedition pictures/videos) to boost interest.

October

Page | 95


96

The FXpeditions Talk

Director Write and give talk on the FXpeditions, what they are, what they require, what has been

done before, what is being planned, and how people can get involved. Promote significant events coming up during the year (such as RGS Explore).

Social Media Officer Promote talk through social media.

Event Manager Book room. Create Facebook event.

Arrange RGS Explore Trip

Event Manager Complete events pack and risk assessment. Arrange group transport and accommodation if required (at least one week in advance of the

event). Ensure everyone is aware of ‘Early Bird’ deadlines and fills out the appropriate booking form. Create Facebook event. Investigate group discount.

Director Promote event in FXpeditions talk.

Social Media Officer Promote event on social media.


October-December

Page | 96


97

Update website information

Director Call for updated/new information from teams. This should include all text and pictures and

any instructions as to how they would like their pages displayed.

Secretary Collate information for all teams and pass on to Web Manager.

Web Manager Update website with new information.

Social Media Officer Promote new teams and any significant updates through social media.

November

Call funding meeting and feedback to teams, distribute funds

Secretary Arrange date and time of meeting with FXpedition Judging Board. Book room. Prepare applications and distribute to all who will be present. Do this at least one week in

advance of meeting. Take minutes during meeting. Write up notes and disseminate to teams.

Director Call meeting with FXpedition Judging Board.

Funding Officer Arrange for funds to be disseminated through Exeter finance, liaise with FXpedition Judging

Board if unsure of procedure.

General jobs

Director

Page | 97


98

Ensure that roles are suitably delegated and maintain good organisation of the committee. This role requires less work, but more chasing of committee members to make sure that

tasks have been done on time and to the appropriate standard.

Secretary

Arrange FXpedition committee meetings. Write minutes for FXpedition committee meetings and upload to relevant location.

Funding Officer

Search for new sources of FXpedition funding/sponsorship throughout the year. Liaise with the FXpedition Judging Board to attempt to gain more funds from the Halpin Trust

and University of Exeter Annual Fund when these are used up.

Web Manager

Perform general maintenance of the website and blog, ensure all links are working and good presentation is being maintained by any teams utilising the blog/social media feeds.

Social Media Officer

Upload pictures/videos from event to social media. Create a monthly newsletter that details FXpedition activities. Search for guest bloggers.

Outreach Officer

Organise regular outreach events at local schools, youth groups (cubs, scouts, guides etc.). Bring FXpedition teams along to help engage with the audience. Preferably use teams that

Page | 98


99

have returned from the field or a combination of those that have been and those that area going.

Event Manager

Work with teams to think up new, exciting events. Search for potential expedition speakers.

Page | 99


100

Further FXpedition DocumentsAvailable at http://issuu.com/fxpeditionskernow

- Grant Spreadsheet- Budget Template- Previous examples of

o Expedition Reportso Grant Applicationso Project Proposals

RGS Expedition and Fieldwork Publications - http://bit.ly/1NvTx80- Invaluable free resources created by the Royal Geographical Society. Includes the Expedition Handbook which

compliments this document. This will also be particularly useful for post-expedition activities.

Page | 100

http://bit.ly/1NvTx80


fxpeditions handbook

Documents

fxpedition documents

fxpedition teams

fxpedition team members

fxpeditions committee

disclaimer fxpeditions

fxpeditions guide

progress of fxpeditions

fxpedition application