Page Comparison

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 DSA (environment-safety@york.ac.uk) who will then share this with the HoD and track progress. An 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 DSA (environment-safety@york.ac.uk) who will share it with the HoD, 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.

All travellers must print off the insurance contact details in case they are needed. This covers ALL overseas destinations.

• Travel Assistance Card