BIGD Field Visit Guideline
Introduction:
This guideline sets out the procedures to be followed by the employees of BIGD during field visits.
Although some of the contents of this guideline is reflected in the BIGD Code of Conduct, this guideline is specifically made for researchers/other BIGD team members who attend field visits.
1. General Requirements
Prior to visiting the field, the relevant team member shall each fill out and submit a travel authorization form including the dates for field visit.
The respective supervisor shall assign a team leader with responsibility of overseeing the team wellbeing and safety during a field visit.
Employees visiting field are not permitted to take their family members with them during field visits (except for young children and child’s caregiver).
Prior to start date of the field visit, the team leader is required to obtain from the Admin department all relevant information on the locality to be visited including contact details of law enforcement and hospitals and the local BRAC District Representative.
Prior to start date of the field visit, each team member is required to confirm with the Admin department his/her current contact number.
If any employee of BIGD is required to travel to the field alone then he/she should contact BIGD’s Admin department in case of any emergency.
In case any cluster of BIGD plans on taking any foreigner for a field visit then the relevant cluster should inform the Admin department at least 4 days beforehand about the details of their travel plan as there is a requirement to share details with the local police station for security of the foreigner.
2. Duties of a Team Leader
Stay connected to BIGD Admin team and inform them of any changes in travel and/or accommodation plans
Ensure all team members abide by the code of conduct
If any team member’s safety or wellbeing is compromised, inform supervisor and Admin team immediately. Take action based on consultation.
Keep track of team members’ movement when in field.
The driver assigned for transportation to the filed shall report directly to the team leader.
The team leader shall be responsible for the overall management of the driver’s duties and shall inform the driver in advance regarding the day to day travel plans of the team so that adequate preparation may be taken.
3. Norms & behaviors to be maintained during field visit:
BIGD employees/personnel are required to adhere to the following general principles while on field visits:
Respect the cultural orientation of the local area;
Respect the religious beliefs and practices of the local area;
Dress code: While working in the field, BIGD employees should be careful about their attire and should wear appropriate clothing based on local culture of the area visited.
Avoid any kind of conduct or mannerisms that creates conflict with the values of that area (smoking in public spaces, disrespectful attitude towards culture and any religious places).
Avoid making any comments that conflict with the political views of the local area.
Be respectful towards the driver assigned to transport the BIGD team members.
Report back to the respective supervisor on a periodic basis regarding the progress of the field work and their whereabouts.
Refrain from overstaying on the field once field work is complete and/or engaging with any person beyond the scope of the field visit.
4. Duty of Responsibility of team members
While on field visits, each team member is required to adhere to and maintain the following:
Being open and receptive to the concerns of other team members including but not limited to any concerns regarding safety and well-being.
Report any concerns regarding safety and well-being to Team Leader.
If team member needs to attend to any personal engagement during field visit (e.g. visiting family members, friends, going for shopping and entertainment), he/she must inform Team Leader beforehand and take consent. The Team Leader may not permit movement for personal engagements if he/she feels that the safety and wellbeing of the team member is at risk.
Communicate any news regarding any adverse situation in the local area to the Admin department of BIGD and the respective supervisor as soon as possible.
5. Accommodation
In cases where field visits require overnight stays or multiple days the following guidelines shall be applicable:
The team members conducting the field visit shall only use the accommodation options under the list of approved lodging provided by the Admin department which shall be periodically updated.
The accommodation options for employees visiting field shall be as follows:
First option will be BRAC Learning Center or BRAC Regional/Area office. Second option will be government guest house/circuit house. If the first two options are unavailable then a hotel operated by Bangladesh Parjatan Corporation may be booked. If unavailable, any NGO or other government guest house listed in BIGD approved list should be booked. The last option would be to book a private hotel provided that such private hotel has been vetted by BIGD Admin department.
If none of the above options are available, the Team Leader should convene a meeting with respective supervisor and Admin personnel to re-plan the field visit.
In case any employee wants to use accommodation options beyond those vetted and approved by BIGD, he/she must seek prior approval before the start date of the field visit from the respective supervisor and shall sign a declaration that he/she has chosen an accommodation at his/her own risk.
6. Safety Measures
In case a team member sustains any injury or is suffering from any illness while out on the field he/she shall inform the respective supervisor and Admin department and seek immediate medical treatment. All other team members shall assist the ailing team member and ensure that he/she receives appropriate medical treatment
7. Consequences of failure
This guideline arises from and is to be read together with the BIGD Code of Conduct and Duty of Care Guideline. Hence, any failure to abide by the requirements of this Guideline shall be taken as a serious breach of the same and the BIGD management shall reserve the right to take appropriate disciplinary action.
This guideline shall be effective immediately. This guideline shall be reviewed by the Executive Cluster from time to time.