Guidance on Safe Overseas (Non- UK) Travel

This site gives general guidance to all staff and students who are planning overseas travel as part of their work and studies.

Note: Certain high risk trips will require risk assessment and approval. To find out more about the University's requirements for risk assessment and approval  go to Overseas Travel Health and Safety Standard.

Quick links:

• Travel tips
• Protection against health risks
• Further travel advice
• Fieldwork training and technical advice

Travel Tips

Here are some  tips to  help you travel safely. If you have a travel tip to add to this please let the Health and Safety Advisory Service (HSAS know).

• Use Key Travel to help you with your travel arrangements. Key Travel are specialists in organising travel for the academic sector, to assist employees with their business travel arrangements. As well as sourcing suitable flights/transport and accommodation, they offer a range of services to enhance safety, such as a travel risk information email/texts and 24 hour emergency travel reschedule service.  Find out more about Key Travel by emailing procure@esex.ac.uk . 
• If you are travelling to a country you have not been to before, or not been to for some time, do some research.  Visit the Foreign Office Travel Advice Website and / or the Chartis Travel Guard Website. (Note: when using Travel Guard for the first time you will need to register with the site using the University Travel Policy Number which is in the Travel Insurance Policy Guidance which can be found by following this link: Risk assessment (secure link) or from the Insurance and Risk Manager). Also, if possible, speak to someone you know who is familiar with the country.
•  Take time to complete the Travel Guard online travel security course or read the Life Guard travel advice (available as downloadable pdfs).  These are offered by Chartis (our travel insurers). To find out how to access them go to:  Training offered by the University (secure link).
• If you need to use a third party agency, source a reliable organisation with high standards of customer service.  Online companies may be convenient to use but they can be ineffective in an emergency. 
• Use hotels you know and trust.  Reputable 4/5 star hotels are not just for comfort, they have higher security standards and good medical emergency procedures.
• It is recommended that you complete a detailed itinerary for your visit and leave this with a contact at the University (e.g. your Departmental Administrator) or home, listing details of all meetings and venues, dates and times, hotels and flight numbers. Also added to the itinerary are: mobile phone number, passport number, credit card number and emergency contact details of a nominated person in the UK.
• Make three copies of your itinerary, passport & visa.  Pack one copy separately from the originals, leave one with your office and one with your emergency contact person.  Please note: many countries will require you to carry your passport/ID at all times.  Having another copy in your luggage will help if your originals are lost, stolen or confiscated.
• Email any important documents to yourself - if you lose your memory stick or your laptop gets stolen, you can still access your email in the hotel Business Centre. And that one phone number you didn't find before you left the office will be the one you really need - make a list of contacts before you leave the country. Alternatively make use of the  Chartis confidential storage of personal & medical information which can be transmitted to you or requested contacts in an emergency. Information is available on the Chartis Travel Guard Website.
• The FCO encourages all British nationals travelling and living abroad to register with their LOCATE service, even for short trips.  . This will help them to provide advice to you and your family in the event of a major incident. Once registered, you only need to update details for future trips.
• Check whether there are any special occasions such as public holidays/local elections/political conferences/major sporting events in the destinations you are travelling to.  As well as affecting prices, hotel availability and traffic, security may be heightened and the likelihood of terrorist attacks can increase.  Check the Foreign Office Travel Advice Website and Chartis Travel Guard Website for upcoming or recent events that may affect travel.
• Check the medical provision in-country before you go.  Although you will be covered by University insurance, you may not be admitted to the hospital without cash payment on arrival (even as an emergency case in an ambulance).
• If you wear glasses or contact lenses, pack an extra pair.  When carrying your own medications, take a copy of your prescription with you and the generic names for the drugs.  If you have any doubt about the legality of carrying a certain drug into a country, consult the embassy or consulate of that country first. Keep medicines in their original, labelled containers. If a medication is unusual or contains narcotics, carry a letter from your doctor attesting to your need to take the drug. Take enough medication for the duration of your trip plus 7 days (for emergencies).
• Charge your mobile phone daily - you don't want the battery to run out in an emergency or when you are on a long journey in-country.  Programme in the numbers of local contacts and emergency contacts.  Do not take pre-paid phones unless you know you will be able to top-up credit while abroad, and make sure your phone will work in the country you are going to. 
• Road traffic accidents are a significant risk and standards of safe driving vehicle condition can vary. Use reputable transport providers. Choose vehicles with seat belts where possible, and wear them.

Protection against health risks

You may need vaccination or medication to protect you from health risks prevalent in the country or area you are visiting. Check the NaTHNaC or MASTA website below to find out. If you do, let your manager know. You should then make the arrangements with your GP or a travel clinic and reclaim the cost on your expenses.

National Travel Health Network and Centre (NaTHNaC) www.nathnac.org : Provides travel health information by country or on specific health risks.

Medical Advisory Service for Travel Abroad (MASTA) www.masta-travel-health.com: Up to date advice on vaccination and travel health precautions by country. (NB: There is a small charge for the personalised travel brief)

Health Protection Agency:  http://www.hpa.org.uk/Topics/InfectiousDiseases/InfectionsAZ/: for information on infectious diseases.

European Health Insurance Card: If eligible, make sure you take a European Health Insurance Card (EHIC) (and check that it has not expired).  NHS advice on the European Health Insurance Card (EHIC) and a country by country guide to entitlement to health care whilst abroad can be found at: www.nhs.uk/NHSEngland/Healthcareabroad/Pages/Healthcareabroad.aspx 

Further travel advice

Foreign and Commonwealth Office: Up to date travel advice by country and embassy contact information:  www.fco.gov.uk/en/travel-and-living-abroad

Various useful publications can also be downloaded from the FCO website (follow the publications link) including:

• Travel safe: Produced by the Foreign Office and Lonely Planet, this booklet provides tips on safe travel all over the world.
• World wise: Useful tips from the experts at Lonely Planet to help travellers choose destinations, plan trips and know what to do if things come unstuck.
• Checklist for travellers: Advice on how to carry and secure money while you travel, including guidance on the safety of your passport, stolen items and consular assistance
• Disabled travellers: General information on staying safe overseas and what help you can receive if you do get into difficulties.

UCEA / USHA Guidance on Health and Safety in fieldwork (.pdf)

Consult travel guides (e.g. Lonely Planet, Rough Guides) as good source of local information on customs and travel safety advice.

Trip Advisor (www.tripadvisor.co.uk) includes traveller comments and reviews of accommodation and destinations.

It may also be useful to speak to colleagues or University contacts who may know the area being visited.

Sources of Fieldwork Training and Technical Advice

Training Expertise (formally FieldSkills):  www.training-expertise.co.uk specialist training in first aid, field safety, overseas travel and expeditions. Courses for Universities, adventure travellers and businesses

Royal Geographic Society:  promotes, supports and enhance geographical research, education, fieldwork and expeditions. Advice and training on fieldwork and expeditions can be found at: http://www.rgs.org/OurWork/Fieldwork+and+Expeditions/Fieldwork+Expeditions.htm

Note: Top Tips is based on Portsmouth University's Tips on Safe Travel.