Visiting Researchers Policy and Protocols

Purpose

The policy and protocols document for visiting researchers, internships, work experience students, volunteers and honorary curators at the Rosny Collection and Research Facility (RCRF), TMAG City Campus (TCC) and Tasmanian Herbarium (TH) is primarily to ensure that the needs of visitors to the site are met, with regard to the policies of the Tasmanian Museum and Art Gallery (TMAG) and the Department of Economic Development, Tourism and the Arts (DEDTA).

The policies which will directly relate to this document primarily include those of Occupational Health and Safety and policies that outline the accepted use of government resources.

This document also aims to ensure that the policies and procedures at the TMAG including those of security, risk management and resource allocation at the TMAG are respected.

Application Form

Potential visiting researchers who express an interest in utilising the TMAG laboratories and/or general facilities will be asked to complete an application form (Appendix A).

This formally outlines the project concerned and what resources are required (e.g. laboratories, equipment, collections and logistical materials).

The application form states the beginning date and expected completion of the research to be undertaken at the TMAG. The application also states who will be present on- site (e.g. colleagues, volunteers, students, visitors), and on what dates/times.

Security Checks

Applicants, if approved, will be required to present a current federal police check, or a letter of confidence from their employer or host organisation.

This will be required of all persons the applicant intends to bring on site.

If applicants are not to have access to collections or resources (such as microscopes), and their presence at TMAG is to be less than two week, the Deputy Director Collections and Research may exercise the right to obtain oral confirmation of the applicants intentions from his/her host organisation or referee.

Insurance

Applicants who wish to undertake research at the TMAG may need to provide details of their public liability insurance or coverage provided by their own organization (e.g. a letter from their manager/director stating they are covered by their organizations insurance).

These details should be attached to their application.

Applicants must also ensure guests of an on-going nature (i.e. volunteers) are appropriately covered by insurance and provide details to the TMAG Administration Officer PRIOR to their entering the facility.

Occupational Health and Safety

Visiting researchers and their colleagues will undergo an induction process on-site PRIOR to the commencement of their tenure at TMAG.

The induction will be similar to that given to TMAG employees, and will include descriptions pertaining to security, collection handling, pest management, quarantine issues, laboratory protocols, registration issues, OH&S, emergency evacuations and a tour of the site.

Visiting researchers will be supplied with an information folder containing policies, procedures, phone numbers, emergency evacuation plans and laboratory protocols, for the tenure of their visit.

It is expected that visiting researchers will become familiar with the contents of the folder as soon as possible.

The TMAG understands it owes a duty of care to persons entering the site and will endeavour to carry out that responsibility to the best of its ability.

On-site Security

Successful applicants will not have unrestricted access to collections.

Collections utilised by successful applicants for research purposes must be registered as such with the appropriate curator and the TMAG Registrar.

Researchers will be given access to building entrance doors (via swipe card) and utility rooms (via a key) between the hours of 8.45am and 5.00pm only.

Researchers must be familiar with the TMAG Access Policy and Procedures prior to taking receipt of access card and keys.

Long term researchers may be authorised, after application to the Deputy Director Collections and Research, to sign out keys to utility rooms for the duration of their research.

Such applications will be judged on an individual basis.

Use of TMAG RCRF Resources

Any proposed use of TMAG resources must be outlined and justified in the application form.

Researchers taking part in joint TMAG research projects will be afforded similar status to that of TMAG staff.

Researchers taking part in private research projects will have the use of a TMAG internal telephone and nominal use of a computer located in the main building.

The use of other resources such as that of a fax or photocopier may be subject to nominal fees in order to cover TMAG costs.

This will be at the discretion of the TMAG Administration Officer and relate to rate of use by the researcher.

Researchers will not be provided usage of government vehicles. Researchers may only travel in a government vehicle if it is driven by a TMAG staff member.

TMAG staff must comply with the DEDTA Vehicle Usage Policy if allowing a visiting researcher to travel as a passenger.

TMAG staff must inform the Deputy Director Collections and Research of their intentions, and apply to the Administration Officer for relevant paperwork (i.e. Remote and Isolated Field Work applications).

Fees and Charges

The TMAG will support short-term projects and visitors, when lab space is available and researchers are working largely on our collections.

Long-term projects may require payment of bench fees to cover costs incurred.

We encourage researchers to build into grant applications some allocation for bench fees.

Researchers proposing to work at the TMAG for longer than two weeks should discuss their planned project with the Deputy Director of Collections and Research.