UCL SSEES: Overseas Travel (H&S Doc-14)

Before departing for a research trip or a study abroad placement, it is important to manage risk by devoting some time to essential pre-departure preparation:

• What will the trip will entail? (travel plans, accommodation, setting up meetings/interviews)
• What information will you need to have with you? (local transport facilities, local conditions, living costs, anticipated research expenses)
• How would you manage an emergency? (travel and medical insurance, useful contacts)

SSEES draws on a number of arrangements in order to ensure the management of health and safety for overseas travel.

Undergraduate Students

In additional to the departmental briefings and the specific notes provided by SSEES, the UCL International Office provides a range of support for students preparing for a study abroad placement. This includes providing comprehensive briefing on managing risk, and advice on matters such as medical insurance.

The Programmes Co-ordinator responsible for the specific programme of study is the person delegated by the SSEES Director with responsibility for ensuring that appropriate arrangements are in place for the study abroad placement, and that students have taken note of the advice provided by the International Office.

If the Programmes Co-ordinator or student(s) think that it would be helpful to obtain further advice, they should also contact the SSEES Safety Officer or UCL Safety Services(http://www.ucl.ac.uk/efd/safety_services_www/) to arrange a consultation.

Masters Students

In additional to the departmental briefings and the specific notes provided by SSEES, the UCL International Office provides a range of support for students preparing for a study abroad placement.

The Programmes Co-ordinator who manages the programme of study is the person delegated by the SSEES Director with responsibility for ensuring that appropriate arrangements are in place for the study abroad placement, including all safety arrangements.

Research Students

Where research requires absence for more than four weeks, an Application for Study Leave must be made by the student to the Student Records Section of the Registrar’s Division. The application must be made on the recommendation of the Principal Supervisor and must be approved by the Registrar before the student embarks on the research trip.

Research fieldwork will present different levels and types or risk depending on the nature of the work to be undertaken (e.g. particular location where one-to-one interviews might be conducted), and the local conditions in the area to be visited. The Study Abroad Office provides a range of services for students preparing to go abroad on managing risk, and advice on matters such as medical insurance.

The Principal Supervisor is responsible for ensuring that the risks associated with the proposed research trip are minimised through sufficient preparation, and that the student has the information they will need to manage their Health and Safety. Where it is appropriate, the Principal Supervisor is responsible for carrying out a Risk Assessment, assisted by the student (http://www.ucl.ac.uk/efd/safety_services_www/guidance/fieldwork/acop.pdf) .

NB The completed Risk Assessment form should be sent to the SSEES Safety Oficer and a copy held in the SSEES Safety Records.

Staff

Staff are required to make sure they have the appropriate information to manage Health and Safety while travelling on SSEES business. They are asked to inform the SSEES Director about planned trips outside the United Kingdom, and are required to leave details of how they may be contacted during for the proposed period of absence. In case of emergency, staff are asked to contact the SSEES Director as soon as is possible.

When travelling to European Union countries it is recommended that the traveller carry a European Health Insurance Card(EHIC) which provides entitlement to have reduced medical treatment in an emergency. The card can be obtained by applying online at: http://www.dh.gov.uk/PolicyAndGuidance/HealthAdviceForTravellers/fs/en.

UCL has a Group Travel Insurance Policy that will insure UCL employees and students undertaking trips on UCL business outside the United Kingdom. This policy is not for private use, but cover can also be provided for accompanying adults of UCL employees. To take advantage of this policy an application form should to be completed at least a week before travel is due to start. For further information, see:http://www.ucl.ac.uk/hr/policy_procedure/#I.

Accident Reporting

All incidents/accidents, whether they result in an injury or not, must be reported to the Study Abroad Tutor, Master Programme Director/Tutor, Research Supervisor or the SSEES Director. If the accident is serious, it should be reported immediately by telephone, email or fax.

This page last modified Thursday 11 August 2011.