Financial and Commercial Services GUIDELINES FOR DEANS & STAFF REGARDING TRAVEL OVERSEAS TO HIGH RISK AREAS

Financial and Commercial Services GUIDELINES FOR DEANS & STAFF REGARDING TRAVEL OVERSEAS TO HIGH RISK AREAS

Contents RISK ASSESSMENT FOR OVERSEAS TRAVEL TO AREAS OF HIGH RISK... 4 OVERSEAS TRAVEL RISK ASSESSMENT AND APPROVAL FORM... 8 To be completed by the Dean/Director... 8 2

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. 3

RISK ASSESSMENT FOR OVERSEAS TRAVEL TO AREAS OF HIGH RISK APPENDIX A 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 Legal barriers 4

Environmental Extreme Weather conditions Oxygen deficiency 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 5

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)? Please list.. Have you also considered? If you have local agency contacts or arrangements for all areas of travel? : Do you have emergency first aid arrangements? Have you any contingency plans in the event of interruption to your travel, accommodation or business plans? Is it possible to extend insurance cover for this trip? Is any specialist advice, information or training available and required? If the trip is financed through a grant or contract is advice and support is provided by the awarding body? 6

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) 7

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 8

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 approving Signature Date 9