Overseas Travel Procedure (OBU-HAS-PROC-17.00)

1.1 The purpose of this procedure is to explain how the H&S risk associated with overseas travel should be managed. It is aimed at staff and students who travel internationally and work overseas or who manage, supervise or make arrangements for working overseas.

2.1 This procedure outlines the requirements for management with responsibility for the health and safety of staff and students who travel and work overseas on behalf of Oxford Brookes University.

2.2 Much of staff and research student travel can be considered as having low risks e.g. travelling to a conference/seminar etc., will involve modes of transport, locations and activities that are safe and will not require a specific risk assessment.

2.3 Some activities, however, will need further consideration and may require a specific risk assessment to be completed.

2.4 Overseas, the exception being if the student returns to their home country to carry out their work (only the actual activity carried out will require a risk assessment, if it is fieldwork, for example).

2.5 Placements (students or staff working for periods of time at another company/institution) should refer to the Placement Procedure guidance.

3.1 Local Conditions

Local conditions include all geographical, climatic, environmental, political, cultural and social elements that may contribute to the safety or otherwise of travellers and workers in the country being visited.

3.2 Overseas Work

Any work-related activity (including fieldwork and attending conferences, workshops, seminars etc.) carried out by staff or students for the purpose of teaching or research in places that are not under the direct control of the university, and which are carried out beyond the territorial waters of the United Kingdom. This includes travel to and from the location.

3.3 Lower Risk Travel

This type of travel will typically be to countries where the FCO has NOT advised against all but essential travel and the nature of the ‘in country activity’ can be considered low risk. These activities include:

• Attendance of a conference, workshop or seminar
• Giving a lecture/speech at a host organisation/institute
• Visiting a host organisation or low hazard location such as a museum or similar

3.5 Higher Risk Travel

A hazard that has a reasonable probability of occurring and likely to have a high impact. The following are hazards/situations that would be considered to constitute a higher risk and would require an additional, more detailed risk assessment:

• Countries that the Foreign Office advise against visiting (it might be due to civil unrest/war or an outbreak of infectious disease for example)
• If fieldwork is involved
• If the traveller has an underlying health issue that needs special consideration

Please note if the reason for completing a risk assessment is that the FCO advise against all but essential travel to a country/part of a country, the risk-rating should reflect the hazardous nature of the trip i.e. it is scored above twelve, requiring a PVC or Director of Professional Service to approve.

4.1 Pro-Vice-Chancellor-Dean and Directors of Directorates are responsible for ensuring:

• There is an appropriate process in place for travel requests to be appropriately authorised and this is communicated to staff

4.2 Managers (including student supervisors) are responsible for ensuring that:

• Risk assessments (for higher risk activities) or the travel guidance checklist has been completed and provisionally authorised before the travel is booked
• Organisational arrangements (including communication) have been established and both the conduct and role of all concerned is clearly understood
• Staff/students receive appropriate training, and sufficient resource is available to carry out their duties
• Injuries or incidents relating to overseas travel/working are reported, recorded and investigated, with remedial action taken where necessary
• Where appropriate, a review is carried out so that best practice or lessons learnt can be documented and available for others to use – this should be a process developed locally
• Seek further information and advice as necessary from the University’s Health and Safety team

4.3 Travellers (or Group Leader in the event of a group travelling) is responsible for:

• Assessing the risks involved in Overseas Work and if high risk is identified (see 3.6), a risk assessment is in place, reviewed on a regular basis and amended if necessary
• The Travel Group leader should be aware of underlying health conditions of any group member (that could be affected by the proposed trip) and liaise with Occupational Health (via the HR lead) for further advice
• Completing the Overseas Travel and Working Assessment Checklist and ensuring it is provisionally approved by their line manager prior to travelling.
• Reporting injuries or incidents associated with overseas travel/working via the University’s H&S reporting system {include link}
• Booking travel in accordance with the requirements of the university’s Travel and Expenses Policy
• If the traveller chooses to book their own flights (perhaps in-country), only those airlines with a safety rating of five and above should be used (see rating in https://www.airlineratings.com/safety-rating-tool/). If there is a requirement to fly with an airline with a score below 5, the traveller is required to seek permission from their line manager
• Upon return to Oxford Brookes, feeding back information to the line manager/student supervisor that might help travellers to similar locations in the future e.g. good practice/lessons learnt

5.1 The H&S Department will provide general training relating to the hazards associated with overseas travel. If additional training is required for those working overseas, it should be discussed (and arranged, where required) with the line manager or student supervisor. Additional costs for such training will be borne by the Faculty or Directorate. Appropriate records of training should be maintained for a minimum of three years.

5.2 All staff and students are required to cooperate with the University in the execution of its responsibilities and comply with any training, information, instruction and guidance associated with working overseas.

6.1 This procedure will be reviewed every three years or sooner if changes are required.

7.1 Overseas Travel and Working Risk Assessment Checklist (to follow)

7.2 Travel Health Declaration Form (to follow)

7.3 Foreign, Commonwealth & Development Office (FCDO)

7.4 Travel Health Pro

7.5 NHS

7.6 IOSH – Safety without Borders

7.7 Maiden Voyage

7.8 FCO Safety Advice for Women

7.9 FCO LGBT Advice

7.10 IGLTA

7.11 Culture Shock