Health and safety whilst travelling on University business

1. General guidance

1.1 The University has a duty of care to ensure, so far as is reasonably practicable, the health and safety of their staff whilst they are travelling on business whether this be within the UK or overseas, There is also a duty placed upon the individual employee who is travelling to take reasonable care for his/her own health and safety and that of others who may be affected by their actions or omissions.

1.2 This is important when travelling or working away from the University, and especially when overseas, as the University has much less meaningful control over safety or health hazards that may face staff whilst away from University controlled sites. It is therefore important that staff make themselves aware of information regarding the areas that they intend to travel or work in, if overseas this would include the laws of that country and any related safety, or health, issues.

1.3 If you are about to travel abroad in the course of your work or studies, particularly if your destination country is in some way "politically unstable", or offers some other indication that you might be exposing yourself to a higher degree of risk than you would normally experience, by visiting the location in question, you should consult the official advice from the Foreign and Commonwealth Office's Travel Advice Unit. In the event that the Foreign and Commonwealth Office’s (FCO) advice to UK nationals is “strongly advise against all travel” you must heed this advice. The University of West London does not permit you to travel to the specified country, or area of the specified country.

1.4 If the FCO advice is “strongly advise against all but essential travel”, or to “exercise extreme caution”, you are strongly advised to heed this advice and in these cases the FCO risk status must be conveyed to your Head of School/Central Service Department (CSD) Director and permission sought to proceed with travel, such permission should only be granted after an exhaustive risk management assessment has been prepared in conjunction with the travelling staff member. You should however be aware that FCO advice is general to all travellers, both tourists and business travellers, and may be affected by political motivation.

1.5 If you intend travelling, or working, in a country with an elevated FCO risk status it is strongly recommended that you register with the British Embassy or Consular Office on your arrival and that you keep these contact details in your possession in order that action can be taken should the situation change or the FCO risk status upgraded.

2. Documentation

2.1 Your passport and any visa documentation are extremely important documents, you should make sure that they are kept in a safe place during travel and whilst in a foreign country. If available always use hotel safes for safekeeping of such important documents. Some countries require that foreign nationals carry their passports at all times if this is the case thought should be given to secure storage of such items on your person e.g. body belt rather than in handbags or pockets which may be easily snatched or picked.

2.2 You should leave a photocopy of these documents either at home, with your School or CSD and it may be prudent to carry a copy on your person, this should be separate from your original passport. If you are unhappy carrying this with you, an alternative is to scan it and email it to a system that you have access to whilst overseas.

3. Contact information

3.1 You should leave an itinerary of your travel arrangements, including hotel/host contact information with your School/CSD office.

3.2 If you are attending meetings you should leave contact information of the persons/places you are to meet. The persons you are meeting should have details of a School/CSD contact to alert in the event that you do not turn up. In the event that your itinerary alters you should alert your School/CSD of the alterations and supply updated contact numbers.

3.3 You should always have emergency contact numbers with you, both for your home country and your host country. It is a good idea to have these programmed into your mobile telephone as well as being kept in paper form with your other important documents.

3.4 Check with your provider that your mobile telephone will work in the countries through which you are travelling and that you have International Roaming availability.

4. High risk countries or areas

4.1 Travel and work in high risk countries should only be undertaken if there is no other viable option and then only after a thorough risk assessment has been undertaken and all risk reducing steps put in place. See important advice re Foreign and Commonwealth Office above.

4.2 Some general travel tips:

• If you are being met at an airport or railway station find out before your arrival the name of the person that will be meeting you and where possible have a photograph of them emailed to you before you leave this country.
• If the above is not possible ask the person picking you up where they are taking you, instead of telling them where you want to go. This is good way in which to check that you have the correct pick up.
• If travelling to a very high-risk area, consider arranging a password to confirm who is picking you up.
• Always be aware of those around you and be on the lookout for suspicious behaviour.
• It is advisable to be careful of any individual who is asking you a lot of questions, particularly if they are of a personal nature, and be careful of how much information you disclose.
• If you find yourself in a situation where you are uncomfortable in terms of personal safety, take immediate steps to remove yourself from the situation.

4.3 Some tips for local travel:

• Where possible book all tickets in advance from this country
• Always use licensed taxi cabs and wherever possible book these to pick you up from a location rather than hail them in the street.
• Do not be afraid to challenge the driver and ask to see his cab drivers licence.

4.4 Some tips for accommodation:

• Always book into a good standard of accommodation and check that it has basic security and fire precaution systems in place e.g. 24 hr reception, smoke detectors, signed exits, etc.
• If possible book a room on the 2nd to 7th floor as those on the ground and 1st floors are the easiest to break into, whilst in some countries fire escapes do not extend above the 7th floor.
• Always check your nearest escape route when you first check into a new hotel. It is recommended that you count the number of doors, or steps required, between your room and the fire escape in case you are disorientated when the alarm goes off, should the lighting fail or the corridor be smoke logged.
• Always remember to take your room key with you if you leave in an emergency situation. Should your means of escape be blocked, for instance by fire or smoke, you may have to return to your room to alert reception that you cannot escape and remain there until help arrives.
• Should you be trapped in your room, do not panic, lay some fabric material such as bed linen, clothes etc. across the bottom of the door to prevent ingress of smoke, open and standby the window where you can shout for help or wave light coloured material to attract attention.

5. Prescription and over the counter medicines

5.1 Do not assume that because medicines can be legally prescribed, or bought over the counter in pharmacies in this country that they can be legally taken into another country. Find out the laws of the countries you intend travelling to, in particular what substances it is illegal to bring into the country. For information on this go to the World Health Organisation.

5.2 Medicines should be kept in your hand baggage when travelling and in the hotel room safe (if available) after arrival. If you need to take syringes into a foreign country it is advisable to take a letter from your doctor.

5.3 Ensure all required vaccinations are up to date well in advance of travelling as it can take up to 10 days for some vaccinations to become effective. Advice and the arrangement of the requirement of vaccinations can be obtained from Deborah McGuaran, HR Department, email: deborahmcGuaran@uwl.ac.uk or 0208 231 2561.

5.4 Remember to carry your travel inoculations card with you and if you have been vaccinated against Yellow Fever, it is essential that you remember to carry your Yellow Fever certificate with you.

6. Ill health insurance whilst travelling

6.1 Insurance for all University travel by staff, students and external examiners should be arranged via the University’s Insurance Office, please note cover is NOT automatic and should be arranged through the University’s Insurance Office at: helen.prince@uwl.ac.uk or 0208 280 0273. You will be provided with the relevant insurance documentation and cover.

6.2 Be aware, and take note with you, of the 24-hour number that is available via the University insurance for hospital care or medical attention.

7. Risk assessment

7.1 An essential part of preparation for foreign travel, or a field trip, is carrying out a risk assessment. This must be undertaken well in advance of your travel, sent for approval and signature by your Head of School/CSD Director, ensuring a copy of the most recent FCO is attached. In the event that you are completing this form some months in advance of your anticipated travel, it is your responsibility to keep checking the FCO website and if the conditions of your destination have changed, submit a new travel form to your Head of School/CSD Director. Once approval is received copy your form to your Next of Kin and give the original to your line manager. Email copies of this form to Helen.prince@uwl.ac.uk and health.safety@uwl.ac.uk (this can also be undertaken via any University printer using the email facility.)

7.2 The model template Risk Assessment Form in Appendix 2 is intended for completion by members of University staff who intend to travel overseas for work, research, or study related activities. It is a template and can be altered to suit individual schools/CSD’s requirements. It should be completed in conjunction with the above guidance and after consultation of the Foreign and Commonwealth Office (FCO) website. (This is not required for travel within EU countries).

8. New or expectant Mothers

8.1 Expectant Mothers will also be required to complete the New or Expectant Mothers Risk Assessment (please contact health.safety@uwl.ac.uk for more information)

In addition to, please read and adhere to the health and safety guidance given on this page for expectant mothers.

9. Prior to travel

Prior to travel we advise you to discuss both general and specific health risks with occupational health or your GP. Where applicable this should include existing medical conditions.

Some websites which have good information on overseas travel are:

Health:

• BBC
• Travel Health 
• WHO

Safety:

• FCO