Oxford University Expeditions Council
The Oxford University Expeditions Council offers official recognition and support of an overseas expedition, permitting it to use the title of Oxford University Expedition. Once recognised, each Expedition is subject to the Expeditions Council Rules 2012/13 
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How to apply for University approval
The University of Oxford Exploration Club provides support and advice to Oxford students interested in planning a University Expedition. This should be your first port of call when planning an Expedition.
Expeditions Council will meet in Michaelmas Term to discuss all new proposals. Fourteen hard copies of each proposal should be submitted to the Expeditions Council Secretary at the Examination Schools by no later than 5pm on Friday of Week 5 (Friday 9th November 2012).
Once you have received University approval, you should ensure the following are completed:
Risk Assessment and Contingency Plan
It is a condition that all members of the Expedition should discuss and draw up a Risk Assessment. This should be in a format giving a similar or greater level of detail to that required in the Risk Assessment Procedure in the Biology Final Honour School: Safety in Fieldwork Overseas form (42kb). This form must be signed by every member of the Expedition who is a member of the University and sent to the Secretary to the Expeditions Council, based at the Examination Schools, High Street, by Friday of 0th Week of Trinity Term. Other members of the Expedition must read and agree this assessment. In addition, a contingency plan for emergencies must be drawn up and signed by every member of the Expedition who is a member of the University, and returned to the Council Secretary by the same date. In the event of an emergency, the Oxford University Security Services must be notified immediately so that they may be prepared to handle any enquiries that arise but they should not be considered a source of assistance in the field.
Insurance
Suitable travel insurance must be taken out by all members of the Expedition. Once the Risk Assessment has been approved, travellers may apply for the University's travel insurance through the Insurance Section. If the expedition is to a country where the Foreign and Commonwealth Office advises against travel, this will have to be referred in the first instance to the University Safety Office, with a copy to the Insurance Section, and for possible onward referral to the University's insurer. Please note an additional premium may be payable. Please contact Linda Greig in the Insurance Section, tel: 01865 (6)16078, email: linda.greig@admin.ox.ac.uk, for further queries.
Expedition Rules and Bank Authorisation Form
All members of the Expedition must sign the Expedition Rules and return to the Council Secretary at least three weeks prior to departure, along with the Bank Authorisation Form (287kb)
Medical Requirements and First Aid Training
One member of the Expedition must be nominated Medical Officer and is responsible for organising First Aid Training for members who are not currently trained, as well as medical arrangements for all members. This includes making an appointment early in Hilary Term with Dr Chris Conlan through the University Occupational Health Service to discuss the Expedition's requirements and make appointments for the other members.
You will also be required to submit a statement of the mandatory medical requirements and complete the First Aid Training form (13kb) and Medical Requirements Form (29kb). Please note that estimated costs of medical treatment, supplies and first aid training must be included in the Expedition's budget. Written confirmation that all members of the Expedition have received the recommended advice, medical treatment and first aid training must be sent to the Secretary of the Expeditions Council at least two weeks prior to Expedition's departure.
Failure to comply with these procedures will be reported to the Proctors and any recognition and financial support provided by the University withdrawn.
Ethical Considerations
Any project which involves any human participants, such as gathering opinions, images or knowledge from local people must be approved for research ethics through the University's CUREC process. For more information, please visit the CUREC website. Note that the members of CUREC and the Expeditions Council will require that you have thoroughly read the guidance and prepared the relevant CUREC forms as carefully and fully as possible, and as early as possible, since such projects may take some months for CUREC to screen. You should also familiarise yourself with any relevant local, national and international laws relating to Intellectual Property, the welfare of animals and the study and movement of human or other biological materials.