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.
All students travelling overseas for placements will need to complete the Travel Insurance Application Form to obtain details of their insurance cover. The student should check with insurance for any help or queries completing this form. 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. For any queries regarding this the student should contact insurance
When the student completes the Travel Insurance Application form, they will need to put Placements email address where appropriate. This will enable the relevant team to monitor and manage applications for insurance and completion of risk assessments and training where required.
Information and requirements are set out on our Overseas Travel page under High risk travel.
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. They should be directed to complete the Travel Insurance Application Form, giving the authorising email address as: firstname.lastname@example.org
- If a student identifies that they would like to travel to a location that could be deemed high risk, they need to confirm with their department whether there are scores of 3 or over for the location required by checking the Drum Cussac Risk Monitor. It is strongly recommended that an informal discussion about whether the placement is likely to be appropriate takes place at this stage, before finalising the placement during the risk assessment conducted with the placements team.
- If it is decided that the placement is feasible, the student should be informed that a high-risk risk assessment will be carried out with the placements team.
- If the student will be undertaking adventurous activities as part of their overseas placement, a suitable risk assessment (employer risk assessment) should be provided by the placement provider as part of the placement vetting process. It must be attached along with the completed general risk assessment to the Placements risk assessment that was sent via DocuSign.
- Please refer to the High risk travel for all requirements if the student is travelling to an area with a risk rating of 3 or above. The Insurance Officer will inform them of risk assessment(s) to be completed and whether they will need to undertake the overseas travel training - advising which of the modules they must complete..
- The student will receive the high risk student placement risk assessment form via DocuSign from the Placements team. As part of this the student can attach the ERA and GRA.
- Placements Team will conduct a final meeting with the student to approve the trip.
- Student will receive a copy of the risk assessment once approved by the Head of Department.
- Once the trip is approved and the insurance team have received the appropriate risk assessment, they will release the travel insurance to the student.
- 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.