Operations and Field work

All activities outside the UNIS building are considered fieldwork. If you plan to conduct fieldwork through UNIS, you must follow UNIS rules and regulations and complete the required planning steps and safety training described in this section.

This applies to everyone, including staff, students, guest PhD candidates, guest students, and visiting researchers.

Fieldwork preparations should start well in advance. We strongly recommend being flexible and always having backup plans, as weather, wildlife, sea ice, snow conditions, and other local conditions in Svalbard may affect where, when, and how fieldwork can be carried out.

Contracts and project setup

Arrange contracts with HR (HR@unis.no)
- Guest lecturers need an Assignment Agreement
- Students/staff need a Contract
All activities must have a UNIS project number

External participants must have a UNIS contact person who must:

Be present during your stay
Submit an application to the Department Leader
Assist with practical arrangements

Required steps before fieldwork

1. Scope of Work

Submit a Scope of Work (SoW) to Operations and Field Safety at ofs@unis.no. The SoW must include a detailed plan for the fieldwork and a risk assessment.

It is important to meet the submission deadlines so that OFS has enough time to review your plans and provide the necessary support, equipment, and resources for your fieldwork.

Deadlines:
Summer/Autumn fieldwork: 1 March
Winter/Spring fieldwork: 1 November

2. Safety training

Conducting fieldwork safely in Svalbard requires specific competencies, which is why relevant safety training is mandatory for all UNIS students, staff and other personnel who will be going into the field under the auspices of UNIS.

Read more about the safety training and how to sign up here.

3. HSE briefing

Book and perform a HSE brief with your departmental engineer. Too book: contact your department engineer or ofs@unis.no.

The purpose of the HSE briefing is to make a final check of the fieldwork plan, current conditions, identified risks, communication routines, emergency procedures, and any other relevant safety measures before departure. It is not intended as a planning meeting, and the fieldwork plan should already be complete beforehand. HSE briefings are usually held the day before the planned fieldwork.
All participants must be present.
Bring completed HSE form.

4. Equipment booking

Email ofs@unis.no with department engineer on c.c. at least 1 week in advance.

Please include:

UNIS project number or course code
Planned fieldwork dates
Completed equipment list

Please use the Rental Sheet provided in this link and fill in the equipment you require before submitting your request.

Agree on time to pick up the equipment. We recommend you test all equipment before going out.

During fieldwork / UNIS On-Duty report system

At UNIS, we have a 24/7 “UNIS On-Duty” staff member (phone: +4795283511). This person has access to all HSE forms and always knows who is in the field, to ensure they return on time. This is for your safety.

If your schedule or location changes while you are in the field, you must always report this to “UNIS On-Duty”.

In addition, if any unexpected situations occur – such as polar bear encounters ect. – we would like you to inform the “UNIS On-Duty”.

If you have a emergency situation you should always notifying emergency services first.

Before you go out in the field:

Submit HSE form in “out on fieldwork” box before departure. The box is located on the wall under the TV screens in the lobby, next to Lassegrotta.
When you come back move the HSE to the “returned” box.
If you return after 15:30 and in weekends, you have to notify the “UNIS On-Duty” about your return.
If your departure for field work is in the weekend you must in addition to move the HSE form to the “out box” inform the “UNIS On-Duty” before you go out.

After fieldwork