The University’s health and safety standard on overseas travel applies to students. For any overseas (non-UK) travel students should be encouraged to research the country they are visiting. Health and safety concerns associated with overseas travel need to be considered as part of the student placement risk assessment record (.docx).
All students travelling overseas for placements will need to complete the Travel Insurance Application Form to obtain details of their insurance cover. Work-Based Learning Managers / Officers must check that students have complied with this requirement. Students must also be advised that the University’s insurance will not cover them for adventurous activities carried out recreationally (i.e. in their own time rather than as part of the work experience, study or research), holiday time or personal possessions.
When the student completes the Travel Insurance Application form, they will need to put Essex Abroad or Placements email address as appropriate. This will enable the relevant team to monitor and manage applications for insurance and completion of risk assessments and training where required.
High risk travel is defined as:
- Travel to countries or locations with an overall risk score of 3.5 or greater in the location specific travel advice provided by Drum Cussacs Risk Monitor for travellers. Access to the travel advice can be obtained by completing the UMAL Drum Cussac Online Risk Monitor registration (.pdf).
- Travel to countries with an overall lower risk score, but where either a location in that country, and/or a listed risk area for that country may have a listed score of 3.5 or greater.
- Overseas travel that includes partaking in adventurous activities (e.g. diving, water / air-based sports, trekking in remote areas, caving).
High risk travel requires a more detailed risk assessment and formal approval by:
- The head of the relevant academic department for travel that is part of a student’s course of study (i.e. curricular)
- The Academic Registrar for co-curricular travel that is arranged by the Academic Section.
In addition the relevant Executive Dean or the Registrar and Secretary will approve visits where the Drum Cussac risk rating is equal to or greater than 4.50.
For students the following procedure ensures this process is carried out where necessary:
- Placement students are to complete the MoveON form so Essex Abroad can monitor and support with Insurance application where required.
- If a student identifies that they would like to travel to a location that could be deemed high risk, the work-based learning manager / officer or Essex Abroad should check the Drum Cussac Risk Monitor to confirm whether there are risk scores of 3.5 or over for the location required. The relevant Head of Department should also be notified. It is strongly recommended that an informal discussion about whether the placement is likely to be appropriate takes place at this stage.
- If it is decided that the placement is feasible, the student should be informed that a risk assessment will be necessary. They should be directed to complete the Travel Insurance Application Form, giving the authorising email address as:
- The Insurance Officer will inform the student that they need to complete the risk assessment for students working or studying overseas form and submit it to the Placements Team or Essex Abroad (as appropriate). The Insurance Officer will also inform Essex Abroad.
- If the student will be undertaking adventurous activities as part of their overseas placement, a suitable risk assessment should be provided by the placement provider as part of the placement vetting process. It must be submitted with the completed Risk Assessment for Students Working or Studying Overseas form (.docx).
- If the student is travelling to an area with a risk rating of 4 or above, the Insurance Officer will inform them that they will be required to complete the overseas travel security training and which modules to complete. They will need to include the certificate(s) of training when they submit their risk assessment(s).
- The student will need to send the risk assessments(s) adventurous activities risk assessment (where relevant) and training certificate(s) (where relevant) to the Placements Team or Essex Abroad (as appropriate).
- Placements Team or Essex Abroad (as appropriate) will arrange for the appropriate authorising manager to approve the trip by signing the completed Risk Assessment for Students Working or Studying Overseas form (.docx).
- Placements Team or Essex Abroad (as appropriate) will inform the student of the outcome.
- If the trip is approved, the Placements Team or Essex Abroad (as appropriate) will forward the Risk Assessment for Students Working or Studying Overseas form (.docx), adventurous activities risk assessment (where relevant) and training certificate(s) (where relevant) to the Insurance Officer.
- The Insurance Officer will issue the student with their travel insurance details.
- To ensure Essex Abroad are aware of risk assessment process, Placements are to update Essex Abroad, so MoveON can be updated and students not chased unnecessarily.