Transporting Field Teams Safely
The use of motor vehicles, including cars, trucks, and watercraft, can be a dangerous aspect of field research. It is important that team members complete proper training and preparation before driving or boating for field research. This is particularly important if field teams are traveling to new locations, to areas with limited cellular reception, or to areas with unpaved roads. Driving and boating in remote and unfamiliar locations requires advanced planning to identify hazards and mitigate risks before leaving, and during field research, to ensure everyone is safe in the field. Contact EHS or Risk Management with questions about driver safety and insurance needs.
Considerations for Minoritized Scientists
Because of societal inequities, team leaders and team members should be aware that the presence of local law enforcement to help with a vehicle accident or broken vehicle may pose increased risks for certain team members. Team leaders should talk with team members before calling local law enforcement for help and involve team members in decision-making about how the team will interact with the police in the event of a vehicle accident.
Considerations for Health and Disability
Some vehicles are less safe or less accessible for people with limited mobility. Supervisors can select vehicles with some basic accommodations (see below) to make vehicles more accessible, but supervisors should never make assumptions about the needs of a team member who has disclosed that they have limited mobility and instead consult with that team member to understand all necessary extra accommodations. These accommodations may include selecting vehicles that are not too low to the ground, ones that can be appropriately outfitted with assistive devices, such as hand control or pedal extensions, or one that has large enough storage capacity to accommodate assistive devices that a team member may need in the field.
Before You Go
Know the ‘ins and outs’ of the field site
Supervisors and team leaders should know exactly what route(s) the field team will use to get to their field site and what road conditions the team will likely experience. If possible, team leaders should visit field sites to check road conditions and to determine where they can park vehicles safely and alternative exit routes in case the main travel route becomes impassable owing to flooding, mudslides, landslides, or other adverse conditions. If the field team will be traveling off-road, team leaders should ask park rangers or other officials about typical road conditions to ensure that the field vehicles meet clearance and horsepower requirements. Immediately prior to trip departure, the team leader should check transportation alerts for recent road closures or other hazards. The Oregon Department of Transportation maintains an online map of current road conditions and travel information at Trip Check.
Determine the appropriate vehicle
Before leaving for the field, supervisors should work with team leaders to determine the types of vehicles the field team will need to get to the field site. Team members may need cars, motor boats, paddle boats, ATVs, a truck with a trailer, or snowmobiles, which all may require different types of insurance, driver’s licenses, and training. If field teams will be driving off-road or in areas with poorly maintained roads, they should have a vehicle with high-clearance, 4x4 or all-wheel drive, and a recovery kit with a winch, tow rope or cable, and a traction mat.
Supervisors can increase vehicle accessibility for all researchers by selecting vehicles that have the widest range of accommodations. For example, high clearance vehicles should either have a drop-down step or team leaders should bring a small, collapsible step stool to facilitate easy entry and exit from the vehicle. When selecting ATVs or other off-road vehicles, supervisors should make sure these have seat belts and that properly-fitting helmets and balance supports are provided that do not require a lot of physical exertion to remain in the vehicle. It is also important to ensure that the ATV is appropriately sized for the intended operator.
Ensure multiple team members can operate each vehicle
Supervisors should make sure that a minimum of two team members have driver’s licenses and experience operating vehicles used during field research. A field team with a single driver may get stuck if the only team member who can drive the vehicle is incapacitated.
Boating
Supervisors should ensure that multiple team members have proper licenses, insurance, and safety certifications before allowing field teams to operate boats during research. The Oregon Marine Safety Board provides links to courses that fulfill state requirements for a boating education card. Supervisors may consider having at least one team member complete a lifeguard training course, offered locally through Portland Parks and Recreation, depending on the field conditions and time team members will spend on the water.
Supervisors should also confirm that all team members have received boat safety training and can swim. Team leaders should check that every team member has correctly-fitted life jackets in the boat, that all team members know where life jackets are stored, and that all life jackets are easily accessible.
ATVs and Snowmobiles
Supervisors should ensure that multiple team members have proper helmets, licenses, insurance and training for driving ATVs or snowmobiles used during field research. Oregon requires ATV drivers to complete a safety course before using the vehicles on public land. A link to the free ATV safety course and further information can be found through Portland Parks and Recreation.
Renting vehicles
Supervisors at PSU can rent vehicles through a few different options. One option is renting either short or long-term through the Oregon State Motor Pool, located in Salem. Another option is renting through Enterprise. Typically, team members must be 18 years of age to drive a vehicle rented while working at PSU. All designated team member drivers must present their driver’s license to the rental agency staff to be listed as an official driver of a rental vehicle.
Zipcars are available on PSU’s campus for trips shorter than 180 miles. Faculty, staff, and students can sign up for a reduced Zipcar membership.
Obtaining Authorization for High Occupancy Vans
Employees seeking authorization to operate high occupancy vans (vans which hold more than nine passengers) must first complete the process to become an authorized univeristy vehicle driver. Once this process is complete there are additional requirements for obtaining high occupancy van driver authorization.
Self-register for and complete the PSU High Occupancy Van Operator Safety Training in Canvas.
Complete the PSU High Occupancy Driver Authorization Form.
- Verify PSU Driver Authorization Form is completed
- Verify High Occupancy Van Operator Safety training is completed
- Driver and department approver signs and submits to Risk Management
- Risk Management approves and signs
- Forms may be submitted to Don Johansen (johansed@pdx.edu)
- Form is retained in department files
- Renew authorization form every two years; consists of an interview between the supervisor and employee to confirm the information on the original form
Employees may not operate a high occupancy van until Risk Management returns the approved form.
Make sure you have proper insurance coverage
For PSU supervisors who rent vehicles through Enterprise, the institution should decline additional vendor-provided insurance for domestic rentals. PSU provides full liability and physical damage insurance for accidents and losses, when state motor pool vehicles are being utilized. When renting a vehicle from Enterprise, PSU is part of a State purchase agreement with Enterprise, which provides full insurance coverage. If supervisors are renting vehicles for international field research, they may need to purchase additional insurance. Please contact Risk Management for more information. Team leaders should make sure that all vehicles have a copy of the Accident Report Packet, which is designed to help collect accident information, and includes the following:
Personal vehicles are not covered by Portland State University’s insurance policy. Team members who drive their own vehicles must carry their own liability and damage insurance and are responsible for deductibles. If team members drive their own personal vehicles, they should have a copy of their insurance in the vehicle at all times.
Inspect all vehicles before leaving for field research
Supervisors or team leaders should inspect all vehicles, both rental and personal, before heading out to the field. Field vehicles should have current state-required inspections and recent oil change that will not expire during the field research travel dates. Field vehicles should also be stocked with appropriate safety equipment (Appendix 3: List of recommended safety equipment to bring in a field vehicle). Supervisors should make sure someone checks field safety equipment at least once a year to replace any items that have expired. If field teams will be in very remote areas with limited access to car mechanical stores, supervisors should make sure field teams have extra supplies like vehicle fuel and oil, windshield wiper fluid, and extra safety equipment to last the duration of the trip.
In The Field
Check vehicle and road conditions each day
Each day before getting into field vehicles, team leaders should go over the list of safety equipment (Appendix 3: List of recommended safety equipment to bring in a field vehicle) and replace any missing supplies.
Cars and Trucks
Team leaders should make sure that vehicle’s oil level, tire air pressure, and windshield wiper fluid are full, that there are no vehicle warning lights on the dashboard, and that all headlights and taillights are properly functioning. If possible, team leaders should check local weather and road conditions to make sure driving to and home from your field site will be possible that day. Team members should carry their drivers license on them, observe all local traffic laws, and make sure everyone in the vehicle is wearing a seatbelt.
Boats
All team members should wear a life vest while using watercraft. When loading boats each day, team leaders should check that sufficient fuel is on board and make sure that the total boat load--including people and field equipment--does not exceed the safety weight limit. Team leaders should check weather conditions for the day and not leave port if adverse conditions like fog or storms could prevent a field teams return to port are expected during the day.
Park vehicle safely at field site
Many field sites do not have designated parking areas for vehicles and field teams may need to park vehicles off the roadside. Team members should make sure that they are parked as far off the road as possible. If parking along a road, field teams should try to park vehicles at wide points in the road with good visibility in both directions, so that cars traveling in the road are not suddenly surprised by parked field vehicles. Field teams should respect ‘Private Property’ and ‘No Trespassing’ signs by never parking vehicles in areas where property rights are not clear. Field teams should be aware of their surroundings and if they feel uncomfortable parking a vehicle at a site, they should leave the site.
Team leaders should make sure that parked vehicles are identifiable as part of the research institution.
Prevent theft and vandalism by removing valuables from vehicle
Supervisors should check with local officials about risks of vehicle vandalism and theft at new field sites. If field teams will be working far from their parked vehicles, they should lock vehicles and remove all items from the vehicle. Team leaders should make sure that valuable items like cell phones, cameras, instruments, laptops, or other electronics are not visible, and ideally not left inside a field vehicle. If bags or backpacks are left in the vehicle, they should be hidden underneath seats or in vehicle trunks.
Stay calm if you have an accident
If a team member driving an institution rented vehicle is in a car accident, they should follow instructions from the PSU Safe Driving Program. If there is an injury, have someone call emergency services immediately. Drivers involved in an accident must immediately report the incident to their supervisor, Campus Public Safety (CPSO), and Risk Management; if anyone is injured, Human Resources must also be notified as soon as possible after appropriate medical attention is received by submitting an online injury report.
If the vehicle can still be driven, the team member should move the vehicle out of the path of moving traffic. All team members should get out of the vehicle and stand a safe distance from the road and the team leader should turn on the vehicle’s emergency lights.
If the accident involves another person, the team leader should call the local police, or if the accident occurred near or on campus, the PSU Campus Public Safety ((503)725-5911). The team leader should collect contact information and details from the other person, including their name and phone number. If the accident involved another vehicle, the team leader should also request the other person’s license plate number, insurer, and insurance number. The team leader should take photographs of any damage to any vehicle, if possible, and if there are other witnesses not involved in the accident, request their names and phone numbers as well. Team leaders should not assume responsibility for an accident and call the supervisor as soon as possible to provide all the necessary information. Supervisors should report the accident to PSU Risk Management by using the PSU Accident Report form and the rental agency immediately.
Stay calm if your vehicle gets stuck
Field vehicles can get stuck in mud, snow, ice, or sand, but luckily a well-prepared field team with a well-stocked field vehicle can likely get their vehicle unstuck from many situations. If a vehicle is trapped by floodwater, field teams should not drive through floodwater, but instead wait until water recedes or follow an alternative (non-flooded) route.
In the event a vehicle gets stuck, all team members should exit the vehicle and stand a safe distance from the vehicle. No one should stand or sit downslope from a stuck vehicle. Team leaders should direct team members to help use tow equipment, winches, shovels, sand, track mats, or other equipment to unstick the vehicle.
If the field team is unable to move the vehicle, then the team leader will need to call for help. If the team is working on public lands or a field station, the team leader may be able to call the local ranger station or field station manager for help. If the team is close enough to a town, the team leader may be able to call a tow truck. In the event the field team gets stuck in an area with no cell service, the team leader should use a roadside emergency flare to seek assistance.