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All members of the University, staff and students alike, must follow the procedures below in order to obtain insurance cover for travel.

These processes are new and were introduced in Autumn 2024.

Please see below for more details of when travel risk assessments are required, the overall process and lead times for approval as these can be as long as 10 weeks.

A flowchart is available giving a visual outline of the travel risk assessment process

• Travel Risk Management Procedure Flowchart

All members of staff and students who are travelling overseas for business, teaching or research business must first of all complete a travel log. This is required to track travel details, hotels, locations, dates and times and emergency contacts and is a prerequisite for all overseas travel.

• Travel log

There are 4 levels of risk relating to overseas travel:

1. Low

2. Medium

3. High

4. Severe

You firstly need to find the risk level of your destination. In order to do this, you will need to check the risk rating with Solace Secure, our Insurer’s source of risk information.

Registration with Solace Secure

1. Open the Solace Secure website

2. Add the company name (University of York)

3. Enter your name and email address

4. Enter the policy number (100742260GPA)

You will receive an activation email and once logged in, you will be directed to the homepage. From here you can access Country Reports and sign up for alerts.

FCDO guidance

You should also check the Foreign, Commonwealth and Development Office Travel Advice for the latest threat and travel restrictions.

Staff

A travel log is required but no travel risk assessment is needed for staff travelling to low risk travel areas. However, you will still need an activity risk assessment if you are performing any fieldwork such as face to face interviews, travelling to remote areas to undertake sampling and measurements etc.

Students

If you are a student travelling to a destination that is within the low risk category, then you will be required to complete both a travel log and a written travel risk assessment approved by your supervisor and then emailed to the Departmental Safety Advisor (environment-safety@york.ac.uk). You must then wait for an email confirmation from the HoD or DSA before travelling.

• Travel log form

• Travel risk assessment form

• email this to environment-safety@york.ac.uk

Staff and Students

All travellers are required to complete a written travel risk assessment approved by your supervisor and then emailed to the Departmental Safety Advisor (environment-safety@york.ac.uk). You must then wait for an email confirmation from the HoD or DSA before travelling.

• Travel log form

• Travel risk assessment form

• email this to environment-safety@york.ac.uk

Staff and Students

1. All travellers are required to complete a written travel risk assessment approved by your supervisor

2. Email this to the DSA (environment-safety@york.ac.uk)

3. Head of Department completes the Supporting Statement on the risk assessment form and signs it off

4. The form is returned to the DSA

5. The form is sent to the Dean of Faculty for approval

6. The form is returned to the DSA

7. The form is sent to the Insurance Team

8. The form is sent to the WHSO (Workplace Health and Safety Office)

9. When approved, the WHSO will email confirmation to the Insurance Office, the traveller and the HoD/DSA.

10. You must wait for the approval email before travelling.

• Travel log form

• Travel risk assessment form

• email this to environment-safety@york.ac.uk

All Travellers

1. Submit an initial TRA/business case 70 days before planned travel. Consider such things as security costs, evacuation plan, independent security assessment

2. Send this to the HoD - and agreement in principle will be agreed when the HoD shares this with the Dean of Faculty, Insurance Office and WHSO

3. Traveller completes a full and complete TRA 40 days before travel and sends this to the HoD who will share it with the Dean of Faculty, Director of H&S and the Insurance Office. One of these parties will refer this to the OTRAG committee (Overseas Travel Risk Assessment Group)

4. OTRAG are the final decision makers on whether or not the travel will be permitted

5. You must wait for approval from OTRAG before travelling.

Notes

• The agreement in principle must be sought at least 70 days before travel

• Full Travel Risk Assessment and supporting material must be sent at least 40 days before travel

• OTRAG will require the following

  • Justification for travel from HoD

  • Ethics approval if relevant

  • Statement of relevant experience, knowledge and skills acquired from previous travel, relevant to intended destination

  • Responses to The Foreign, Commonwealth & Development Office (FCDO) advice including references and evidence as to how stated risks will be mitigated

  • Activity-based risk assessment where appropriate

  • Any other documentation as requested by the travel insurance provider

• Travel log form

• Travel risk assessment form

• email this to environment-safety@york.ac.uk

All travellers

The University’s Emergency Procedure can be found at Overseas Emergencies. It contains key
contacts within and out-of-work hours and the agreed escalation route(s). You must familiarise
yourself with the procedure before you travel.