GUIDELINES FOR DEANS & STAFF

REGARDING TRAVEL OVERSEAS

TO HIGH RISK AREAS

Contents

RISK ASSESSMENT FOR OVERSEAS TRAVEL TO AREAS OF HIGH RISK

OVERSEAS TRAVEL RISK ASSESSMENT AND APPROVAL FORM

To be completed by the Dean/Director

The University has a duty of care for its staff and students under management of health & safety at work regulations. This extends to staff and students travelling in connection with the business of the University. All overseas travel needs to be approved in advance by completion of a TAP Form (Advance authorisation for travel & subsistence expenses). However the University will not normally approve travel to high risk areas of the world, where the Government Foreign & Commonwealth Office advise against all travel.

It is however recognised that occasionally genuine business imperatives require travel to high risk countries. In these circumstances the University will not compel anyone to travel if they or their family are unhappy about making the trip. The traveller must be fully aware of the possible risks prior to travel and take personal responsibility for assessing the danger of these risks so they can make a judgement about, if, when, where and how to travel. If any postgraduate students are obliged to travel they should equally be involved in the assessment of risk and should not be compelled to travel if they do not wish to.

It is essential that a formal risk assessment is conducted by each traveller prior to approval by the Dean/Director and a Risk Assessment Form is attached at Appendix A to facilitate this process.

The Dean/Director must then assess, prior to approval, if there are reasonable grounds for individuals to travel and to ensure appropriate precautions are being taken to minimise the risk. A travel assessment and approval form is attached at Appendix B to facilitate this process.

The Dean/Director should be aware that the University insurance policy excludes travel to high risk areas and it is often difficult to obtain an extension of cover. In these cases the potential cost arising from losses, medical cover, repatriation or other claims will fall on the School or Department.

In approval of a trip to a high risk area the Dean/Director is

  • Ensuring the traveller has followed procedure, assessed and accepted the risk associated with the trip.
  • Accepting that a reasonable and considered risk assessment has been undertaken.
  • Endorsing any precautionary measures being adopted.
  • Ensuring appropriate contact information is available in the event of an emergency.
  • Informed of travel patterns and risks associated with his/her area of responsibility.

Completed risk assessment documentation should be returned to the Finance Office D34 with the Standard TAP form.

APPENDIX A

RISK ASSESSMENT FOR OVERSEAS TRAVEL TO AREAS OF HIGH RISK

This form should be completed by all individuals intending to travel overseas to areas when the Foreign advise against all travel or if the nature of the visit, fieldwork or other activity gives rise to additional or special risks.

Name: / Job Title: / Ext No.
School/Planning Unit: / Date & Length of stay in risk zone
Destination:
Knowledge & Experience of Destination:
FCO Advice in relation to your trip:
Risk Factors (for example) / Significance if any / Proposed precautions
Human
War or Civil unrest
Muggings or robbery
Kidnap or abduction
Culture & language
Local contacts & guides
Legalbarriers
Environmental
Extreme Weather conditions
Oxygendeficiency
Avalanche / Earthquake or
Volcano
Animals
Pollution or Radiation
Food & Drink
Water quality
Allergies
Food poisoning
Project
Stress (excessive schedule)
Accommodation problems
Transport suitability
Equipment & money
High hazard work
Security arrangements
Health
Physical condition
GP Clearance
Disease & health precautions
Medical facilities & back up
In the event of an Emergency
Will you carry a mobile phone that works in the area of travel?
If so please provide the number here………………………………………….
Do you have a UK emergency contact?
Name……………………………………………….
Contact Numbers………………………………..………………………………………………..
Any other contact numbers at your destination
(e.g. hotels, businesses)? Pleaselist…………………………………..…………………………………………………………
Have you also considered?
If you have local agency contacts or arrangements for all areas of travel?
Yes / No Details:
Do you have emergency first aid arrangements?
Yes / No Details
Have you any contingency plans in the event of interruption to your travel, accommodation or business plans?
Yes / No Details
Is it possible to extend insurance cover for this trip?
Yes / No Details
Is any specialist advice, information or training available and required?
Yes / No Details
If the trip is financed through a grant or contract is advice and support is provided by the awarding body?
Yes / No Details
I hereby declare that I have assessed all the risks and precautionary measures associated with this trip and discussed this with appropriate family members and still wish to undertake this journey.
(Signed)…………………………………………………………. (Date) ……………

APPENDIX B

OVERSEAS TRAVEL RISK ASSESSMENT AND APPROVAL FORM

To be completed by the Dean/Director

The following information is a guide / checklist to assist Deans and Directors in determining whether staff/students should be permitted to travel to and/or remain in countries or areas where the FCO recommended that no travel is advisable.

Traveller, location & reason for travel.
FCO warning & risk
Is this travel due to an external grant or contract. If so, what support or advice do they provide?

Check what is in place to reduce the risk to health and safety, tick as appropriate.

Yes / No
Traveller has extensive in-country knowledge and experience
Proximity to location of concern is maximised
Traveller can speak the language
Reliable local supervision and guidance available
Local guide/security firm engaged
Safe venue and transport arranged
Prior training conducted
Prior health precautions taken (eg. Vaccinations)
Safety equipment provided
Evacuation contingency plan in place.

Check the impact of not being able to travel and comment as appropriate considering

Inability to complete a course of study
Course delivery interrupted
Breach of contract
Inability to fulfil research commitments
Negative image/reputation
Strategic alliance at risk
Potential liabilities or litigation
Financial loss

If you approve the travel, please attach this page or other relevant documentation to the travel application form.Note :If you have serious doubts about safety do not approve the travel.

______

Name of person approvingSignature Date

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