Overseas travel risk assessment procedure

Owned by Dave Hay
Last updated: 21 Nov, 2024
4 min read

Table of Contents

Introduction

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.

Overview

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

Travel log - mandatory for all travellers to all overseas destinations

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 Insurance Documents - mandatory for all travellers to overseas destinations

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

Sources of risk level Information

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.

Low Risk Travel - allow 1 week for this

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.

Medium Risk Travel - allow 1 week for this

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.

High Risk Travel - allow 4 weeks for this

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.

Severe Risk Travel - allow 70 days for this

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 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 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

Emergency Procedures

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.

Full list of referenced links and resources

  • Review the University’s Insurance Webpage

  • Review the University’s Overseas Travel Process & Flowchart

  • Read the FCDO travel advice for your destination (required to complete the TRA form and
    travel log)

  • Read Solace Global Assistance for Information on the risks and potential controls for your
    destination (required to complete the TRA form and travel log)

  • Complete the Travel Log

  • Complete the University’s Travel Risk Assessment Form

  • Download or print (if applicable) all relevant travel documents e.g. Summary of Travel
    Insurance cover and emergency contact numbers from the University’s Insurance webpage,
    copy of your passport, your travel bookings?

  • Download SafeZone app and ensure you have registered on the app before travelling.

  • Are you familiar with the University’s Emergency Procedure for overseas travel Overseas
    Emergencies

  • Have an Emergency Escape Plan (for high risk destinations only)