Notification to Travel Form (N2T)

Notification to Travel Form (N2T)

Must be completed by the traveller as soon as need to travel overseas has been established, and submitted to

About You (all fields marked with * are mandatory)
Traveller Name* / Employee / Student ID*
Email:
Department / Institute / Research Centre*
Traveller Type* / Undergraduate Student ☐
Postgraduate Student ☐
Researcher ☐ / Staff ☐
Other, please specify ☐
Click or tap here to enter text.
Passport No* / Expiry Date*
Nationality / Date of Birth
Gender / Male ☐ Female ☐ Other ☐
Line Manager / Academic Supervisor* / Name / Tel
Email
Your Trip
Destination(s) to be visited*
Countries/cities/areas etc.
Type of Travel*
Please see Overseas Travel Policy for details / Simple ☐ / Complex ☐
Reason for Travel* / Conference ☐
Field Trip – group/organised ☐
Research ☐ / Meeting ☐
Educational Visit ☐
Other ☐
Purpose of Travel*
please be as specific as possible about your planned activities
Proposed Departure Date* / Proposed Return Date*
Dates of business travel you require insurance cover for* / From: to:
Do you have any experience of travelling to the same, or similar contexts before?

Formal Risk Assessment

Guidance Notes

For travel to a heightened risk environment, you are required to complete a Formal Risk Assessment prior to departure.

For Complex Travel, , this requirement has been determined on the assessment of seven different risk factors appended to the Notification to Travel Form: Threat Environment, Context Fragility, Traveller Profile, Research Sensitivity, Research Methodology and Length of Travel

For Simple Travel (e.g. to attend a conference), a Formal Risk Assessment must be completed if you are travelling to a destination with that is classified as a HIGH or EXTREME.

The purpose of this risk assessment are two-fold:

To identify the individual travel risks that you may face during your trip and develop risk mitigation measures to help to reduce these risks as far as reasonably practical;
To measure the severity of risks are (after mitigation measures have been applied), so that the traveller and the School can make an informed decision on whether to accept them or not;

In order to provide an accurate, up-to-date reflection of the risks you may face, you should undertake extensive contextual research on your destinations. Without a good understanding of the context, it is not possible to truly know what may harm you and how vulnerable you are to this. It is recommended you triangulate contextual information from a wide range of sources, including:

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UK Foreign & Commonwealth Office (http://www.fco.gov.uk/en/travel-and-living-abroad/travel-advice-by-country/) or other government
Drum Cussac
Colleagues
Local Partners or other contacts
National and International News
Social Media

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We all have different perceptions of risk which can be influenced by many different factors, including our previous travel experience, our appetite to take risk and our familiarity with the context. Therefore, it is recommended that you collaborate with others and seek technical support as much as possible when completing this form.

Once completed, your risk assessment must be submitted to your academic supervisor or line manager. This is not to gain authorisation to travel, but rather to confirm that the risks identified in this form are accurate and true reflection of the context, and that any risk mitigation measures proposed are realistic.

Once this confirmation has been given, your risk assessment must be submitted to the Health & Safety Team ( ) where it will be referred to a Travel Advisory Board for technical review. Once reviewed, it will be used to support any decision made by the Travel Authoriser to approve or decline travel.

Given that there are many governing processes that underpin this risk assessment, it is important that you complete it as early as possible. Doing so means that you will have ample time to address any concerns or issues that a Travel Advisory Board, or your Travel Authoriser may have relating to your travel; which, in turn, increases the likelihood that it will be approved.

If the context of where you are travelling to changes after authorisation has been given, may be required to re-submit your risk assessment to reflect these contextual changes.

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Risk Assessment
Likelihood
1 / Very Low / The risk will only occur in the most exceptional of circumstances
2 / Low / The risk is not expected to occur in most circumstances
3 / Medium / The risk will occur in some circumstances
4 / High / The risk will occur in most circumstances
5 / Very High / The risk will occur in just about all circumstances
Impact
1 / Very Low / Minor injury that requires local first aid treatment
2 / Low / Recoverable injury or illness that may require treatment at local medical facility; minor psychological impact that can be treated without need for professional psychosocial support
3 / Medium / Moderate injury or illness that requires non-urgent hospital treatment or possible relocation; moderate psychological trauma that may require professional psychosocial support
4 / High / Life-threatening injury or illness that requires urgent hospital treatment or possible evacuation; severe psychological trauma that requires lengthy professional psychosocial support
5 / Very High / Single or multiple deaths
Risk Rating
NEGLIGIBLE / General awareness from travellers; generic travel advice followed
LOW / Increased awareness from travellers; generic travel advice followed
MEDIUM / Heightened awareness and continual situational awareness. May require application of context-specific risk mitigation measures.
HIGH / Priority Concern – will require the application robust risk mitigation and incident management measures. Requires escalation to senior managers
EXTREME / Beyond the School’s risk appetite – risk to be avoided entirely or transferred
What are the travel risks? / How will I reduce the risk? / What is the severity of the risk? / Comments
What is it that can harm me?
e.g. robbery, state arrest, road traffic accident, kidnap, disease, natural disasters, pickpocketing, harassment, civil unrest, stress etc / How vulnerable I am to it?
Think:

Your personal profile
Your research topic and methodology
Locations where you are travelling to, how will you get there, where will you stay
Who you are travelling with

/ LIKELIHOOD
(1-5) / IMPACT
(1-5) / RISK RATING

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Authorisation
Academic Supervisor / Line Manager
I agree that this risk assessment accurately reflects the travel risks the traveller may face and that all reasonable steps have been taken to minimise them.
Name: / Signature: / Date:
Traveller
I confirm that the travel risks identified in this form accurately and truly reflect the locations where I am travelling to. I confirm that I have taken all reasonable steps to ensure these travel risks have been minimised in accordance with the School’s Overseas Travel Policy.
Name: / Signature: / Date:

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