Aberystwyth University Overseas Travel Risk Assessment

Aberystwyth University Overseas Travel Risk Assessment FormThe Travel Risk Assessment Form must be completed by any member of staff who will be travellingoverseas on University business. All sections must be completed. Section A should be completed andsubmitted to the authorising person within the Institute or Department. Once both Sections A and Bhave been completed, the form must be sent to travel@aber.ac.uk to arrange Travel Cover. TravelCover will not be arranged without receipt of this completed form. A copy of the completed form isto be retained by your Institute or Department for information for in the event of an emergency.SECTION ATravel DetailsName of TravellerInstitute / DepartmentEmail AddressStaff / Student NumberName of Line Manager /SupervisorContact number(s) duringthe period of travelDate(s) of TravelDestination(s) (Cities andCountries)From:To:1.2.3.4.Purpose of TravelNote: Specific Risk Assessmentsfor high risk activities mustaccompany this formCurrent FCO advice ntravel-adviceChoose an item.Emergency Contact InformationBritish Embassy Contact Detailshttps://www.gov.uk/world/embassiesAddress of Nearest British Embassy (tocountry/region visiting)Emergency Contact Number for Country(ies) to bevisitedTravel Cover Provider DetailsTel: 44 (0)20 7902 7405Fax: 44 (0)20 7928 4748Reference: UMAL/025Contact Details of Host Organisation (if applicable)Page 1 of 6Overseas Travel Risk Assessment Form

Risk AssessmentHazards and ControlsYesControls in PlaceNoN/AControl Measures to be Implemented / FurtherDetailsPersonal Safety and SecurityForeign and Commonwealth Office (FCO) travel advice has been consulted andwill be adhered to at all times, particularly in respect of no go areas, carryingvaluables, and use of approved transport companies etc.Lone working to be avoided and first aid supplies to be carried if requiredNo significant events (e.g. civil unrest, strikes, riots, political demonstrations,upcoming elections, etc.) due to take place during the period of travelBe aware of crowded areas, opportunistic theft and cultural sensitivity, and ifconfronted by aggressor, hand over items requested and report incident to localPolice Travel Documents / Insurance / Legal EntryPassport checked as valid (e.g. valid for at least 6 months beyond the completionof the trip if required)Visa requirements checked and visa to be obtained if necessaryWork permit requirements checked and work permit to be obtained if necessaryContact details for British Embassy / High Commission / Consulate forcountry(ies) to be visited available if needed to arrange replacement passport orother assistance as required.Keep copies of travel documentation separate from originalsTravel CoverUniversity Travel Cover to be arranged and contact details for the Travel CoverProvider to be carried for duration of tripAdditional private Travel Cover to be arranged if required e.g. if extended trip toinclude period of annual leaveUniversity Travel Cover Policy provides an acceptable level of cover for theactivities to be undertakenAccident / Injury / Illness / Poor HealthNo known or pre-existing medical conditions which have the potential to affect orimpact the traveller’s ability and fitness to travelTraveller is not travelling against medical or GP adviceNote: Doing so will invalidate the University’s Travel Cover PolicyGuidance on required vaccinations/medications sought and where requiredobtained prior to travel (e.g. anti-malarial medication)Page 2 of 6Overseas Travel Risk Assessment Form

Hazards and ControlsTraveller to have valid European Health Insurance Card if applicable i.e. iftravelling to EuropeCountry is not regarded as high risk for diseases, epidemics, etc.Consideration for hygiene standards such as sanity of drinking water and foodvendors (e.g. only drink bottled water)Entry requirements for medication considered and addressedAdequate supply of essential prescription and other medication to be carried,accompanied with GP letter justifying quantity and type of medicationControls in PlaceYesNoN/A Control Measures to be Implemented / FurtherDetailsEmergency CommunicationNext of kin information and contact details up-to-date and accurate on Pobl AberPeople (for staff) or Student Record (for students)Full travel itinerary to be made available to the Institute / Department prior todepartureEmergency contact numbers and addresses pre-populated in the mobile phone tobe used during the tripArrangements known on how to contact the Institute / Department in the eventof an emergency or if assistance is required while overseasWhere appropriate, communication plan in place and to be adhered to, wherebythe University will be contacted in accordance with a mutually agreed timetableConfirmed mobile phone reception will be available in the country(ies)/region(s)to be visitedLaws and CultureHealth, Safety and Environment standards checked as comparable to UK, and anyadditional/varying requirements understood and addressedLegal variances and cultural norms are understood and can be accommodatedCare to be taken when taking photographs, videos or using binoculars, to avoidsuch actions being misunderstoodLack of MoneyObtain sufficient local currency for duration of stay and allow for contingenciesCheck that credit card can be accepted in the country/region and that cash canbe obtained via ATM’sWeatherConditions unlikely to lead to medical or other emergency e.g. extreme cold orheatAppropriate luggage to be taken e.g. clothing, footwear, sunscreen etc.Page 3 of 6Overseas Travel Risk Assessment Form

Hazards and ControlsControls in PlaceYesNoN/AControl Measures to be Implemented / FurtherDetailsAccommodationUse of reputable hotel accommodationFamiliarisation with evacuation procedures in accommodation, including nearestexit routes and ways of raising the alarmDoors to be locked at night and when away during the day, and remain vigilantwhen arriving, leaving and answering doorsUse secure storage facilities for valuablesObtain suitable electrical adapter for local voltage/plug type and use equipmentas intended TransportAvailability and standards of transportation are acceptable (i.e. equivalent to UKstandards) and understood to the traveller, and any perceived unsafe transportmethods will not be usedAppropriate documentation (e.g. driving licence) available if hiring a carIf required, car insurance arranged which provides appropriate insurance coverOther Risks and Hazards as ApplicablePage 4 of 6Overseas Travel Risk Assessment Form

Declarations and SignaturesIn signing this declaration, the traveller confirms that the information provided is correct to thebest of their knowledge, and that any subsequent alterations required during the period leading totravel will be made as necessary.Name of Traveller(PRINT)SignatureDateIn signing this declaration, the authoriser confirms that they have reviewed the informationprovided, and that the identified hazards have been addressed and reduced as far as reasonablypracticable to allow the travel to take place.Name of Authoriser(PRINT)SignatureDateSECTION BTo be completed when travel and accommodation has been confirmed following authorisation.Travel DetailsThis section must be completed for all journeys following the booking of transport.Travel 1Date of TravelFlight NumberAirlineDeparture AirportDestination AirportTravel 2Date of TravelFlight NumberAirlineDeparture AirportDestination AirportTravel 3Date of TravelFlight NumberAirlineDeparture AirportDestination AirportPage 5 of 6Overseas Travel Risk Assessment Form

Travel 4Date of TravelFlight NumberAirlineDeparture AirportDestination Airport*Please add additional entries if undertaking further travel during the trip.Accommodation DetailsComplete one entry for each accommodation during your travel.Accommodation 1Hotel NameAddressPhone NumberDuration of StayFrom:To:Accommodation 2Hotel NameAddressPhone NumberDuration of StayFrom:To:Accommodation 3Hotel NameAddressPhone NumberDuration of StayFrom:To:Accommodation 4Hotel NameAddressPhone NumberDuration of StayFrom:To:*Please add additional entries if staying in further accommodation during the trip.Page 6 of 6Overseas Travel Risk Assessment Form

Travel Cover University Travel Cover to be arranged and contact details for the Travel Cover Provider to be carried for duration of trip Additional private Travel Cover to be arranged if required e.g. if extended trip to include period of annual leave University Travel Cover Policy provides an acceptable level of cover .