University Travel Risk Procedures
When planning fieldwork travel or international travel on University business, all staff are required to follow University procedures for fieldwork, as set out in the Fieldwork and Travel Code of Practice .
The University defines Fieldwork as:
"Any work carried out by staff or students for the purposes of teaching, research or other activities while representing the institution off-site. This definition will therefore include activities as diverse as attendance at meetings, conferences and recruitment fairs, or undertaking social science interviews, as well as activities associated with the term “fieldwork” such as survey/collection work carried out by geography students or biologists. The definition also includes Global Hope overseas trips."
The University has a duty of care to staff and students travelling abroad on University activities and it is a requirement that a risk assessment is completed before any overseas work related travel takes place. A risk assessment ensures that appropriate action has been taken to identify and mitigate risks wherever possible and to ensure adequate advance preparations are made.
Risk assessments are a requirement regardless of the number of people travelling abroad. Where staff are travelling alone there is still a requirement to complete a risk assessment however the documentation and overall process can be streamlined to reflect the level of risk associated with the trip.
Risk assessments for Fieldwork activities are required by the University's insurers as a condition of the insurance cover that is granted to most staff for the duration of their trip. Staff confirming insurance arrangements through the University's Finance Office will need to demonstrate that;
- a suitably detailed risk assessment has been completed in advance of departure, covering all participants (including, where applicable, students);
- participants health or medical conditions have been considered as part of the risk assessment;
- the trip has been authorised and approved by the relevant Head of Department (for low risk trips);
- for medium/ higher risk trips the risk assessment documentation reflects the level of risk and has been signed off by the School Dean.
All staff leading UK and international fieldwork should complete a risk assessment with evaluation of specific risks on every occasion, signed off by line manager or above approver depending on level of risk. A new blue risk assessment template with completed examples has been produced for UK based fieldwork, in addition to the red international travel risk assessment. Page 3 of the Fieldwork and Travel COP provides a decision-making flowchart to assist staff in deciding what sections of the travel risk assessment need to be completed, to whom the risk assessment needs to be signed off and approved by and when to inform the Health and Safety Advisor (fieldtrips and visits above low risk, however staff are welcome to consult on any aspects of lower risk trips as necessary).
General Procedures
European Staff Travel (low risk) – Completion of Part A of the international travel risk assessment is required with line manager signature only. Travel must be booked using the approved University travel management company with to allow insurance@hope.ac.uk to provide insurance cover. Most European staff travel is considered low risk. Staff should consult with the Health and Safety Advisor during planning for trips and activities when an elevated risk is apparent from assessment.
World Staff Travel - For trips outside of Europe, completion of Part A, B and C of the red international travel risk assessment is required and must be signed off by your line manager. Travel must be booked using the University approved travel management company and
UK Staff Travel - Staff should complete a UK Staff Travel Health and Safety Checklist for UK event and conference travel. If a staff member is conducting a regular UK visit or conference with no changes in procedure, it is not necessary to complete paperwork on every occasion. One staff UK visit checklist is required and to be reviewed annually, on any change or as a result of any adverse incident.
European or World Travel Involving Students – Completion of Part A, B and C of the international travel risk assessment is required and must be signed off by approver. Travel must be booked using the University approved travel management company and a minimum of 10 is required to allow for insurance cover to be arranged.
UK Fieldwork and trips – (such as attendance at Plas Caerdeon) - A blue UK based risk assessment should be completed. Health questionnaires should identify students with LSP’s and PEEP’s and should be sent to Plas Caerdeon Centre Manager. Risk assessment for students in these groups need not be complex with consideration and good communication of how any disability, impairment or mental health conditions might impact on the means of travel used, accommodation and trip activities, medication needs (most students should manage this themselves) and awareness of and reacting to emergencies. Only one risk assessment is required for the trip and should encompass any LSP and PEEP.
Essential Documents for UK Trips, Fieldwork and International Travel
It is important that you evaluate the hazards and risks of your specific trip, country and region of travel and apply suitable and sufficient control measures beyond the completed example.
Choosing your own accommodation? Please check the latest guidance issued about booking Airbnb for University trips.
Staff and Students are advised to complete the Fieldwork and Overseas Travel Health Questionnaire, providing a copy to the Fieldwork Leader in advance of departure.
How to Complete a Risk Assessment
All staff must complete a risk assessment covering their trip and this should be done when compiling their itinerary and planning their travel arrangements. For guidance on the general risk assessment process, please see the Risk Assessment pages.
Driving at Work
Staff are requested to be aware of the University Health and Safety Aspects of Driving at Work Codes of Practice with departmental heads and managers ensuring staff are aware of their duties when driving on University business.
The COP provides driving risk assessment information, conditions of minibus use, Section 19 of Transport Act 1985 permits (S19 permit), accident reporting and insurance information that all staff should be aware of when driving on University business. Staff must complete an annual driver declaration form confirming understanding of its contents including the Driving at Work COP, signed off by line manager and sent to the University insurance team at
Insurance
All persons who drive University owned or leased vehicles as an essential part of their employment and, all persons who request vehicles to be hired or leased by the University for their use on business purposes are covered by the University’s insurance policy.
Persons who use their own vehicles for University business purposes on a casual basis or for convenience (e.g. travel to meetings) should ensure that their personal insurance policy states “for business use”.
University Insurance Conditions - Gallagher Bassett Insurance
- Recovery of a damaged vehicle if undriveable following an accident is covered under the policy.
- Any losses incurred by others (excluding the driver) as a result of driver negligence are covered under the policy.
- There is no provision under the policy for a replacement vehicle. (replacement can be arranged separately by University or other method of travel as part of contingency following incident as required).
- There is no breakdown assistance provided by the policy. (provided by hire company).
Vehicle Hire
The University preferred hire vehicle provider is Arnold Clarke. Staff should familiarise themselves with breakdown service information before using a hire vehicle. Arranging hire early will avoid the need to look at other providers at times when Arnold Clarke may be fully booked.
If you are driving a minibus on University business you must hold a category D1 Licence or obtain a Section 19 Permit (Transport Act 1985), satisfying condition of use, not for hire or reward, maximum number of minibus passengers and legal weight of vehicle. Staff may also require specific minibus training (MIDAS). Please contact the University Health and Safety Advisor if this becomes a requirement of use.
Arnold Clark Conditions of Hire
- Outside office hours - all relevant information should be passed to the emergency breakdown company (number of people, nature of breakdown) Onward travel will be arranged.
- All Arnold Clarke vehicles are covered by the AA or RAC.
- Arnold Clarke provide a 24-hour, 365-day emergency service, offering advice and guidance.
- Emergency response time is typically 90 minutes.
- The University hirer will not pay for vehicle recovery, repair or replacement, unless fault is as a result of an accident, misuse or negligence on the part of the user.
Accident and Incident Reporting
All accidents, incidents and near misses that occur during University related travel, fieldtrips and while driving at work must be reported to the Health and Safety Advisor as soon as possible and within 24 hours via the University’s Accident/Incident Report Form or telephone (3835), depending on risk and urgency. All accidents involving University owned vehicles and hired vehicles must also be reported to the University’s Insurance Team on insurance@hope.ac.uk
Hired vehicles - Care should be taken when reporting or dealing with hire companies following an accident. Staff should not accept responsibility for any accident nor should they agree to pay any monies directly to the hire company.
Staff own vehicles -Staff should report accidents or incidents involving their own vehicle to their own insurance company.
Chubb Travel Smart App
All University staff have free access to the Chubb Travel Smart safety app. This provides useful information and safety and risk information about all world travel destinations with emergency reporting features and live risk information alerts. Please contact the University Health and Safety Advisor for further information on how to access the app.
Contact Information
For reporting of travel and fieldwork incidents (asap and within 24 hrs), advice on travel risk, fieldwork travel or international travel, please contact the University Health and Safety Advisor on 291-3835.
For any incident or contingency related matter that may require insurance enquiries, please contact your UEM or relevant emergency contact for liaison with the University Insurance Team at insurance@hope.ac.uk or the finance office, depending on the urgency of the matter. *Essentially, contacting any of the above is adequate to begin communication and management of incidents and emergencies.
University Emergency Contact Numbers
Hope Park - 3800
Creative Campus - 3700
Plas Caerdeon - 01341430276
Why do I have to follow the Fieldwork procedures, especially if I’m just travelling alone to a meeting?
As a member of staff, the University has a duty of care towards you and must do all that’s reasonable to protect your health and safety. This applies to any work activity you’re involved in whilst working at the University whether you’re working on campus or off-site.
This simplest way of evaluating the risks involved with your work activity is by completing a risk assessment, for short duration trips, this will likely require a short form to show your travel has been planned in the safest way possible. Visit our Risk Assessments page for full details.
How is my trip classified? E.g. is it fieldwork/placement/trip?
If you are travelling to undertake research, survey or collection work, meet with colleagues in other institutions etc then this is classed as Fieldwork. This can also include travel with student groups.
If you are working within another institution or on behalf of a third party, e.g. Erasmus, then this is usually considered as a placement. For Placements, the institution or third party assumes responsibility for your health, safety and wellbeing for the duration of your visit therefore the documentation required in advance of your trip will differ.
If you are arranging for students to travel to spend time in another institution then this would also be classed as a placement.
What forms must I complete to complete a risk assessment?
You need to complete the Fieldwork Travel Plan and Risk Assessment based on your itinerary or you can update the previous Fieldwork risk assessment you’ve completed if this is a frequent trip.
If the travel activity involves students, you will need to determine whether it should be considered fieldwork or as a placement. The University's Health and Safety and Legal Services Assistant can help signpost you to the correct documentation you’ll need to complete before you travel.
You will also need to contact Insurance@hope.ac.uk once you have completed your risk assessment and it has been signed off by the relevant Head of Department, to obtain your insurance certificate.
What policies should I read in preparation for what I need to do?
The University’s Fieldwork Code of Practice details the process you need to follow for most trips, the flowchart at the front of the policy document is particularly helpful.
Within this guide there is also information regarding first aid cover, arranging student or staff pre departure briefings, health and safety checklists and planning for emergencies.
I am booking a trip for a colleague, what do I need to do?
The responsibility for completing the risk assessment lies with the staff member arranging the fieldwork, if this involves a number of students this is the ‘Fieldwork Leader’.
If you are helping with flight, travel or accommodation bookings you may have some useful input into the risk assessment process but you are not responsible for completing the risk assessment documentation. As the arrangements for this will differ in each department, it’s best to clarify with your colleague who will be completing the risk assessment, in order to avoid any confusion.
I am going on the trip, what do I need to do?
Once you have an idea of where you’ll be travelling, your accommodation and what you’ll be doing then this is a good point to complete the accompanying risk assessment. You’ll need to work through the common hazards associated with Fieldwork and decide if they are likely to affect your trip. If so, what is in place to mitigate the potential risk of harm?
For Example:
If you are travelling to a destination that may have biological hazards present, i.e. biting insects you should be able to document the common control measures within the risk assessment, such as:
- Travel health advice researched for destination in advance of trip
- No vaccinations required
- Bite prevention and treatment to be taken abroad
- Details of local medical facilities checked in case medical treatment is required
- Suitable clothing, longer trousers, shirts/ tops with sleeves to be packed.
Once the risk assessment has been signed off by your Head of Department, you will need to log a copy of the risk assessment, including accommodation and contact details with the relevant person in your department so you can easily be contacted in the event of an emergency.
What do you mean by work related travel/travel on University business?
Ultimately each department will determine whether staff are travelling on University business and this should be considered when the department approves the travel plans. If the department do class travel as work related then they take responsibility for the staff member whilst they are away including providing any necessary supervision (remotely of course) and approving risk assessments etc (as per University procedures).
Factors to assist departments when deciding whether travel is University business include:
- Who is benefiting from the travel? Is the department/University receiving the benefit of the research etc? If not then this may not be classed as University business.
- Is the employee is being paid a direct fee for work by another organisation? If so, this would not be classed as University business.
I'm due to fly at the weekend and it's my last day in the office today, what do I need to do?
If your trip is arranged at short notice, you must still complete the Fieldwork risk assessment and contact insurance@hope.ac.uk to check you have adequate insurance cover in place before you travel.
Do I need a Doctors Note to travel?
The University’s insurance policy does not exclude pre-existing medical conditions but does exclude staff and students travelling against the advice of their GP. If you are unsure whether you are fit to travel, contact your GP for verification.
It is also important that you take any medical conditions (affecting yourself or those in your party, including students) into account when completing your risk assessment. Use the Fieldwork and Overseas Travel Health Questionnaire to help capture this information.
I am pregnant, can I travel?
There are restrictions on pregnant travellers that wish to work off site beyond the 36 week gestation period. There may also be some insurance restrictions placed on pregnant travellers before the 36 week gestation point, dependent on the nature and destination of travel. In most cases a Doctor’s note may be sufficient to declare you fit to travel, especially for lower risk trips such as conferences or meetings. Contact Legal Services or Insurance@hope.ac.uk for further advice.
Do I need to get any injections?
For overseas trips you will need to research travel illnesses and vaccinations to ensure the health risks associated with your trip have been considered. This should be done at least 6 weeks before you plan to travel, to allow you enough time to make arrangements for vaccinations if they are required.
Staff are advised to use the NHS Travel Health Information and the National Travel Health Network and Centre (NaTHNaC)’s Travel Health Pro Service. Both are free services designed to inform travellers about health risks for specific countries along with vaccination recommendations.
You can also request travel vaccine information via your local GP.
Can I go skiing whilst I'm away as part of my down time?
Staff planning additional, recreational activities during Fieldwork may do so but may not be covered for this part of their trip under the University’s insurance policy. This is likely the case for higher risk activities such as skiing and staff will need to arrange their own, separate insurance cover for this.
Who needs to approve my trip?
Your Head of School/ Department should approve your trip in principle prior to making any travel arrangements. Formal sign off of the risk assessment is also required by your Manager or Head of Department to prove this authorisation before an insurance certificate can be issued.
Who needs to approve my risk assessment?
You can request some feedback or check the detail of your risk assessment with the University's Health and Safety Advisor.
Sign off by your Head of School/ Department acts as an approval that the control measures listed within the risk assessment are adequate in relation to your trip.
What guidance is there on completing risk assessments?
There is a general risk assessment guide available online.
The Fieldwork Travel Plan and Risk Assessment contains prompts to help you detail the common control measures or arrangements that should be in place before you travel. It’s important that these details are added to or amended in relation to your specific itinerary.
Training can also be arranged to help you when completing risk assessments. The Legal Services and Health and Safety Assistant can be contacted to arrange this.
How do I know if the country is safe to travel to?
The University advises that staff consult the Foreign and Commonwealth Office (FCO) Travel Advice service for up to date travel information. The FCO will give guidance on any significant risks including recent security alerts, terrorist threats, areas of political instability or areas with a high crime rate.
The Government’s Know Before you Go website also contains general travel information about planning your trip, driving abroad as well as advice for specific groups and types of travel.
For destinations that may be considered medium- high risk, either because of their location or recent incidents, detailed risk reports are accessible via the University’s insurers that can inform the risk assessment process. Please contact the Health and Safety Advisor if you wish to access this service.
Can I add a couple days holiday to the end of my trip?
If you are travelling to a different country this will not be covered under the University’s insurance policy. If you are travelling within the country for a short period of private leisure time, this will be covered, though not if you are carrying out high risk pursuits such as extreme sports.
How do I know that it is safe to travel?
News reports and the Foreign and Commonwealth Office should be accessed for information prior to your trip for safety and security information and in order to verify it is still considered a safe destination. You can also sign up for FCO email alerts or follow @FCOtravel on twitter to receive updates specific to your destination.
If there have been any major incidents or alerts issued for your destination prior to your departure you will need to ensure your risk assessment is updated to reflect this. In the case of significant risks, the Health and Safety Advisor or Insurance Officer should be contacted for further advice.
Is any travel low risk?
Yes, whilst there is always some inherent risk with any kind of travel and risk profiles for each country can change rapidly, most European travel can be classed as low risk especially when attending professional conferences, meetings held at other Universities etc.
Many health and safety precautions whilst abroad are the same as you should take as a stranger in any new town or city, so common sense can often be used to mitigate a lot of travel risks.
Do I have to complete a risk assessment each time I go on the same trip/travel to the same destination?
No. If you are travelling to the same destination, a review of the previous risk assessment to update travel details in line with your itinerary and to check the current Foreign and Commonwealth Office advice is sufficient. The date of the risk assessment should also be updated.
What should I do if I have an accident overseas?
You should plan for emergencies as part of the risk assessment process and this normally includes finding out about the local emergency services available at your destination and keeping a note of the correct emergency number to call. If it is not an emergency but you require medical treatment you should ask a contact at your accommodation/ hotel reception or conference organisers for assistance. If you are working at another University, you should be provided with an emergency contact or first aid information on arrival.
If the event of an accident, you should contact the nominated contact at your host institution. They should have the local knowledge to be able to advise you. You also need to inform an appropriate contact at the University so the accident can be recorded.
What should I do if I fall ill when on my trip/before I travel?
If you require emergency medical attention whilst in Europe then you should use your GHIC card to access free medical treatment. If you need to change your travel plans, i.e. delay your departure flight, arrange an earlier flight to come home or delay your return because of health reasons then the AON protect number should be contacted from any country before rebooking any flights.
To apply for an GHIC card, visit their website.
Where can I get help whilst I'm abroad?
Your local British Embassy, Consulate or High Commission can offer a range of services if you need help for a non medical issue, for example if you lose your passport or are the victim of a crime whilst abroad. Also the University's insurers can be contacted direct if you need assistance in the event of lost or stolen mobile phone, laptop etc contact information is located on the insurance certificate obtained from the University Finance Office.
It’s important you contact the University's insurer in the event of an emergency, failure to do so could lead to seriously enhanced costs being incurred, which the University’s insurers may be entitled to curtail or even decline to pay.
Can I take my family with me on my trip?
This is at the discretion of your Head of Department. The University will not cover the costs of family travelling with you and they will not be included under the University’s insurance cover.
Does it matter who is paying for the trip?
However payment for the trip is arranged does not alter the University’s duty of care and therefore the correct procedures i.e. completing a risk assessment, informing the Insurance Office would still need to be followed. This also applies if the trip is externally funded i.e. through a research grant.
I have my own insurance, can’t I just use that?
Your own personal insurance will provide cover if you need medical attention or lose your luggage, mobile phone etc but may not cover you for business travel. The University policy should be used for all business related travel to ensure you have adequate cover concerning your work activities whilst off site. There is worldwide coverage also included under the University’s insurance policy to cover travel and medical expenses.
There’s a big sporting event on when I visit, should I cancel my trip?
A high profile event may alter and increase the risk associated with your destination but this isn't necessarily reason to cancel your trip. Depending on the purpose of your visit, you should check the usual guidance via the Foreign and Commonwealth Office, and if the security risks are dramatically heightened you could alter your itinerary accordingly, for example by delaying your arrival or avoiding the areas where the event is being held.
When making travelling on University business, consider the following sensible advice whilst planning your trip:
Check whether there are any special occasions
Such as public holidays, local elections, political conferences, major sporting events, at the destination you are travelling to. As well as affecting prices, hotel availability and traffic, security may be heightened and the likelihood of terrorist attacks may increase.
Make three copies of your itinerary, passport & visa
Pack one copy separately from the originals, leave one with a University contact and one with your emergency contact / next of kin. Please note: many countries will require you to carry your passport/id at all times but having another copy in your luggage will help if your originals are lost/stolen/confiscated.
Email any important documents to yourself
If you lose your memory stick or your laptop gets stolen, you could still access your emails via a PC at your destination or hotel accommodation.
Use accommodation providers you know and trust
If you are going somewhere new take some time to research accommodation locations and reviews online. Reputable hotels are not just for comfort, they usually also have higher security standards and good medical emergency procedures. When possible, pay your hotel room booking in advance to avoid having to make large transactions in-country.
Ensure you have more than one source of funds
Do not rely on a single credit card, always have a reasonable amount of local currency, and pay whatever you can in advance (hotels, airport transfers etc).
If you are travelling to a country you have not been to before - do some research
While you may have been to a neighbouring country, there will be differences and country-specific issues to consider. Remember, in addition to the UK Government's Foreign and Commonwealth Office Travel Advice, the University has access to detailed ACE destination reports that should be referred to for higher/ medium risk trips. Contact the Insurance Officer for further information on how to access this service.
Consider your arrival time in a city/country you have not been to before
Will it be after dark? How far out of the city centre is the airport? Make sure you arrange an airport pickup through your hotel or a local contact whenever possible.
Source a reliable travel agent
The University uses a preferred booking agent, details of which can be obtained by contacting the Finance Office.
Check the medical provision in-country before you go
Although you will be covered by University insurance, you may not be admitted to the hospital without cash payment on arrival (even as an emergency case in an ambulance). You should use the University’s ACE destination reports to research the available medical provisions before you travel.
If you wear glasses or contact lenses, pack an extra pair
When carrying your own medications, take a copy of your prescription with you and the generic names for the drugs. If you have any doubt about the legality of carrying a certain drug into a country, consult the embassy or consulate of that country first. Keep medicines in their original, labelled containers. If a medication is unusual or contains narcotics, carry a letter from your doctor attesting to your need to take the drug. It’s also a good idea to take enough medication for the duration of your trip plus 7 days (for emergencies).
Charge your mobile phone frequently
You don't want the battery to run out in an emergency or when you are on a long journey in-country. Programme in the numbers of local contacts and emergency contacts like the University's Insurance contact and emergency assistance providers. New airport regulations require all electronic devices to have power, so make sure you charge your phone/tablet/laptop before departing for the airport and keep your chargers in your hand luggage.
Take a photo of your luggage with your mobile phone camera
If it goes missing you can show the image to the baggage desk staff at the airport, making it easier to find it for you.
