Operations and Field work

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

This applies to everyone; staff, students, guest PhD/students and visiting researchers.

You should start preparation well in advance. We recommend being flexible and always having backup plans since the Svalbard weather, wildlife and conditions may change where and when you can go.

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 your scope of work including a detailed plan for your fieldwork and a risk analysis, to Operations and Field Safety: ofs@unis.no

Deadlines:

Summer/Autumn: 1 April
Winter/Spring: 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, or another staff member from OFS. Too book: contact your department engineer or ofs@unis.no

This is not a planning meeting but a final check to see if your plan can be carried out under the current conditions. The HSE briefs are usually organized the day before field work.
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.

Include:
- Project number
- Dates
- Equipment list

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