staff travel abroad guidance - university of central … · web viewparticular care should be taken...
TRANSCRIPT
Safety, Health & Environment Section
FM SHE
document.docx
Jan 2017Version 8.0
Document review due: Jan 2018
Please Note :This is a controlled document, please ensure you are using the most recent version available at: FM SHE 013 Overseas Staff Travel Guidance.docx
Contents Page
1. Introduction 3
2. Scope 3
3. Legislative Requirements 3
4. Managers Responsibilities
5. Travellers Responsibilities 3
6. Risk Assessment 4
6.1 New risk assessment process for staff travel to European and North American destinations to undertake low risk activities 46.2 Staff travel within Europe and North America to undertake potentially higher risk activities 46.3 Process for staff travel to non-European and North American destinations to undertake any activity 56.4 Risk assessment process examples 5
6.5 Information to inform risk assessments 56.6 Red24 6
7. Insurance 67.1 AonProtect Sanctioned High Risk Country Questionnaire 6
8. Lone Working 7
9. Immunisation/Vaccinations & General Health Care 7
10. Existing Medical Conditions and Medication 710.1 Existing Medical Conditions 710.2 Existing Medication 710.3 Emergency Medical First Aid Kits 810.4 Reducing the Risk of DVT during Travel 8
11. Accident Reporting 8
12 Personal Safety Advice 8
13. References / Useful Contacts 12
14. Appendix 13Appendix 1. Generic Staff Overseas Travel Risk Assessment for Low Risk Destinations / Low Risk Activities 14
Appendix 2. Staff Overseas Travel Template Risk Assessment Form 20 (Higher Risk Activities European/North American Destinations & All other Destinations/Activities)
Appendix 3. Procedural Guidance on Travel-Related Deep Vein Thrombosis 29(DVT)
Page 2 of 32
Procedural Guidance for theManagement of Health & Safety for Overseas Staff Travel
1. IntroductionOverseas travel requires additional advance planning, care and common sense. It should be noted that travel abroad may expose staff to a number of health and safety hazards arising specifically from the travel itself and/or the conditions within the country being visited. These may not be necessarily directly work-related.
2. ScopeThe following document sets out University procedural guidance for the management of health and safety during overseas staff travel. It is intended to assist you in complying with relevant University procedures, the law and offers practical advice to help ensure your health, safety and welfare. It is applicable to all overseas travel undertaken by staff on University business, research etc.
3. Legislative RequirementsThe University has a statutory duty of care to protect, so far as reasonably practicable, the health, safety and welfare of its employees whilst travelling on University business.
Under the requirements of Regulation 3 of the Management of Health & Safety at Work Regulations 1999, all overseas travel and its associated work activity must covered by a suitable and sufficient risk assessment and appropriate control measures adopted.
4. Managers Responsibilities Managers must ensure that all staff travel and any associated work activity is risk assessed in advance of travel commencing and approved by them or their appointed nominee (see Section 6.). This should include using the University’s Travel Hierarchy and associated procedures to ensure the most suitable environmentally sustainable travel mode is used.
Managers should ensure that staff with a pre-existing medical condition or disability that could be potentially worsened by the proposed overseas travel/activity declares this and it is actively considered as part of the risk assessment process and suitable controls identified.
Procedural guidance also relevant to overseas travel:
Travel/Transport Environmental Management Procedure Procedural Guidance for the H&S Management of Fieldwork /Fieldtrips Risk Assessment for Activities Involving Disabled Staff & Students Lone Worker Guidance for all Employees
5. Travellers ResponsibilitiesIf you are intending to travel overseas on University business then this document applies to you.
All travellers are responsible for the following:
1. Checking there are no travel restrictions to the country/areas within the county;
2. Using the University’s Travel Hierarchy to select the most appropriate and sustainable mode of travel;
3. Familiarisation with and completion of, all necessary documentation to ensure compliance with University staff travel procedures;
4. Ensuring a risk assessment is completed and submitted to your line manager to be approved by them or their appointed nominee;
Page 3 of 32
5. Where relevant seeking confirmation from your GP that you are fit to travel particularly for ‘long-haul’ flights, The University’s Occupational Health provider can also provide medical examinations if required (see also Section 10);
6. Declaring any relevant pre-existing medical condition or disability that could be potentially worsened by the proposed overseas travel/activity;
7. Undergoing regular medical examinations if a frequent air passenger;
8. Ensuring that you have had the necessary vaccinations as advised by your GP / Occupational Health;
9. Checking the country specific safety advice on the UK’s Foreign & Commonwealth Office (FCO) and Red24 websites and complying with their requirements / advice;
10. Providing your School/Service office with a travel itinerary covering issues such as flight numbers, departure times, accommodation address, telephone number, schedule of planned meetings, events etc., and any other relevant contact details;
6. Risk Assessment
6.1 New risk assessment process for staff travel to European and North American destinations to undertake low risk activitiesStaff travelling to low risk European or North American destinations to undertake low risk activities such as conferences, visiting partner institutions, students on placements, student recruitment events, lecturing, etc., will no longer be required to complete a specific written risk assessment.
Staff however will be required prior to travel to familiarise themselves with the University’s Generic Travel Issues Risk Assessment (appendix 1.) and the country/city specific safety information issued by the UK’s Foreign & Commonwealth Office (FCO) and Red24 * . Staff will confirm they will do so during the electronic travel booking process.
Please note: this process does not apply to travel involving students
6.2 Staff travel within Europe and North America to undertake potentially higher risk activitiesStaff traveling within Europe and North America to undertake potentially higher risk activities will continue to be required to complete a specific written risk assessment 30 days prior to travel using the UCLan overseas travel template (appendix 2.).
This risk assessment must take into account FCO and Red24 country/city specific safety information. The completed risk assessment must be signed off by the Head of School/Director of Service or their nominee prior to travel commencing.
Higher risk activities:
Research work situated in low risk countries but in specific areas where the FCO/Red24 issue express safety warnings.
Travel to any country involving adventurous activities e.g., those requiring specialist competencies/equipment such as mountaineering, caving, diving, or trekking in hazardous or remote areas, etc.
Activities potentially inflammatory to any countries home government, security forces, military (e.g. undertaking research on minority groups, religious beliefs and political motivation etc.).
Travel to remote areas e.g. mountain regions, sparsely populated areas etc., in any county.
Travel to any country which involves a high-risk medical exposure (e.g. work that will involve exposure to persons with disease).
Page 4 of 32
6.3 Process for staff travel to non-European and North American destinations to undertake any activity regardless of potential riskStaff traveling outside of Europe and North America will continue to be required to complete a specific written risk assessment 30 days prior to travel using the UCLan overseas travel template (appendix 2.).
This risk assessment must also take into account the FCO and Red24 country/city specific safety information. The completed risk assessment must be signed off by the Head of School/Director of Service or their nominee prior to travel commencing.
6.4 Risk assessment process examples Destination Paris France, attending academic conference – no additional risk
assessment required, staff must familiarise themselves with generic travel issues risk assessment, FCO & Red24 country/city specific safety information and confirm that they have done so.
Destination Mumbai India, visiting partner University, specific risk assessment required to be completed by traveller using FCO & Red24 information, signed off by Head of School/ Director of Service or nominee.
Destination Barcelona Spain, research work interviewing homeless substance abusers, full formal risk assessment required to be completed by traveller, signed off by Head of School/Director of Service or nominee.
Destination Islamabad Pakistan, academic conference – travel not permitted against advice of Red24 significant safety concerns.
6.5 Information to inform risk assessments Fundamental to risk assessing overseas travel is consulting the country specific safety advice given on the Foreign & Commonwealth Office (FCO) and Red24 websites. Additional practical advice on travel to a specific country can also often be gained by talking to other staff who have experience of the particular country. Such advice must be incorporated into the risk assessment where relevant.
Please Note : No member of staff or student is permitted to travel to any country or area against the advice of UCLan, the FCO and/or Red24.
Additionally, no member of staff or student should be expected to travel to a country or to a specific area where there are legitimate concerns about personal health or safety expressed by the FCO, e.g. due to a high risk of sectarian violence, terrorism, etc.
Where risk assessments are completed several weeks before travel for whatever reason, they must be reviewed against the latest travel safety advice from the FCO/Red24 to ensure the risk assessment is still current and the safety advice still relevant.
The University also has a duty in relation to the proposed travel to, ‘so far as reasonably practicable’, make an assessment of a member of staff’s ‘fitness for travel’ prior to travel commencing. This is of particular importance as overseas travel may potentially impose additional health related risks.
Staff with a pre-existing medical condition or disability that could be potentially worsened by the proposed overseas travel/activity should be encourage to declare this to their line-manager. This is so it can be considered as part of the risk assessment process and suitable controls to protect the traveller identified. In such circumstances managers may wish to seek advice from the SHE Section (ext: 2067) and/or the University’s Occupational Health Service (ext 2336).
Additional guidance on the University’s overseas travel insurance policy requires ‘frequent’ air passengers to undergo regular medical examinations. These can be arranged with the Occupational Health service by contacting your Human Resources Manager / Officer.
Page 5 of 32
Please note: Insurance cover is excluded whilst travelling against medical advice or for the purpose of obtaining treatment or medical advice. Further information and advice can be found in Section 10. of this document and in the University’s procedure Risk Assessment for Activities Involving Disabled Staff & Students
Example issues which may require consideration during the risk assessment process include: specific safety advice given by UCLan, the FCO, Red24, etc.; mode of transport - both to, from and within the country and location being visited; staff ‘fitness’ to undertake the proposed travel / work activity; suitability / location of accommodation; specific health related travel issues e.g. jet lag, Deep Vein Thrombosis (DVT), manual
handling, etc., and diseases spread by animals, insects and personal contact essential and advised immunisation/vaccinations required; personal safety e.g. accidents, crime, political instability, local customs and laws; country specific legislation and/or customs; climate/season e.g. hot/cold/humid extremes, some diseases are also weather/season
dependant; planned work activities – conference, data gathering, etc., and leisure time activities; location being visited e.g. urban and rural travel may pose different risks; lone working issues; duration of trip - short trips may be of lower risk; health advice - including food/water hygiene, travellers diarrhoea and risks from local
food and its preparation/handling, contaminated water, soil and airborne organisms; emergency and contingency arrangements including medical and travel insurance
(including repatriation).
6.6 Red24The University’s overseas travel insurance policy gives staff access to Red24 a leading global security company, who provide essential safety, security and health advice for over 230 countries and territories worldwide. The specific information provided by Red24 is far more comprehensive and detailed than that provided by the FCO which may prove vital particularly with travel to higher risk destinations.
Red24 will also complete for travellers a security briefing tailored to their specific travel itinerary when travelling to a high-risk region, covering the risks, preventative measures and important contacts you require to help you remain safe while travelling abroad.
Please note: The services of red24 must not be used for the booking of flights, accommodation, etc.
Access to Red24 is via: https://www.red24.com/affiliate/aonprotect/ either register individually following the online instructions or login: email: [email protected] Password: SHESection
7. InsuranceThe University holds insurance for standard work-related overseas travel activities carried out by its employees. Travellers must ensure they are fully conversant with the requirements and arrangements of the policy. All insurance related enquires should be directed to Legal Services at: [email protected]
7.1 AonProtect Sanctioned High Risk Country QuestionnaireStaff proposing to travel to specified high risk destinations are required by the University’s overseas travel insurers to complete the ‘AonProtect Sanctioned High Risk Country Questionnaire’ (Destinations include: Afghanistan, Columbia, Iraq, Mexico, Nigeria, Pakistan,
Page 6 of 32
Somalia, Venezuela, Yemen, Iran, Syria, Cuba, Sudan, North Korea, Libya and Myanmur Burma).
The Questionnaire requires details on a number of criteria which the insurers assess to decide whether insurance cover will be sanctioned or not and if sanctioned, whether a premium is payable by the University.
It should be noted that though the insurers may sanction travel to these specified destinations it does not lower the country/specific locations high risk rating and therefore the risk to the traveller.
8. Lone WorkingIt is recognised that in some situations it is not reasonably practicable to avoid lone working whilst abroad. Particular care should therefore be taken to establish safe procedures with respect to the working environment. These should stem from the risk assessment process, with the lone worker directly being involved and having the ability to input.
Further information and advice can be found in the University’s Lone Worker Guidance for all Employees.
9. Immunisation/Vaccination and General Health AdviceAll staff intending to travel overseas are advised to have a medical and dental check-up before travelling. Where necessary, advice on the need for immunisation and other health related issues must be sought in advance of travel commencing. The University’s Occupational Health service may be contacted on ext 2336. They can offer advice and provide a vaccination programme for staff.
Additionally the NHS through its Fitfortravel website issues guidance on the immunisation requirements for various countries. You should be aware that certain vaccinations are mandatory for entry into some countries and ensure you keep a record of all mandatory vaccinations when travelling.
The NHS also provides advice and guidance on the level of health care you are entitled to overseas on its Health Care Abroad website.
10. Existing Medical Conditions and Medication10.1 Existing Medical ConditionsIf you have any medical needs, your chosen airline may ask you to complete an Incapacitated Passengers Handling Advice (INCAD) form and/or a Medical Information Form (MEDIF). These are standard forms used by many airlines to help them organise any assistance or equipment you may need during your journey and to decide whether you are fit to fly.
You can fill in the INCAD form yourself, but the MEDIF form must be completed by your doctor. Most travellers do not have to fill in the MEDIF form, or apply for medical clearance to fly, including people who have stable, long-term disabilities and medical conditions.
You should contact the airline and discuss your condition with them, even if your doctor says you are fit to fly, as different airlines have different policies about carrying disabled passengers and people with medical conditions. The airline will be able to give you any forms they require you to complete.
Further information is available from DirectGov - Airport and airline services for disabled travellers website.
10.2 Existing MedicationEnsure you keep a written record on your person of any medical condition affecting you and the proper names – not just the trade names – of any medication you are taking. If you need
Page 7 of 32
prescribed medication for a health condition, talk to your doctor or practice nurse about your travel plans as they can tell you if you need to make any special arrangements.
You may need to check the rules for all the countries you’re going to, including countries that you are just passing through. Different countries have different rules and regulations about:
The types of medicine they allow to be taken into the country, and The maximum quantity you can take in.
Some medicines available over the counter in the UK may be controlled in other countries and vice versa. Countries such as India, Japan and Turkey have lists of medicines that they will not allow into the country. Contact the embassy of the country you’re visiting for advice. The FCO & Red24 website has a full list of foreign embassies in the UK.
Further information and advice on taking medicines overseas can be found on the NHS website.
10.3 Emergency Medical First Aid KitsThe University’s Occupational Health provider can provide emergency medical first aid kits for travellers to higher risk countries / environments. Please contact the provider on Ext: 2336 for further details.
10.4 Reducing the Risk of Deep Vein Thrombosis (DVT) During TravelProlonged immobility on long journeys, whether by plane, train or car, can lead to 'Deep Vein Thrombosis' (DVT) - a blood clot in the leg. To help reduce the risk, move your feet around, or get up and walk around regularly if you can and avoid dehydration by taking regular non-alcoholic drinks, further information can be found in appendix 3.
11. Accident ReportingAll accidents/incidents of ANY kind while you are at work (including travelling as part of your work activity) MUST be reported on the University’s Accident Report Form HS3/4. Forms should be available from your School or Service office or can be downloaded from the SHE Section website.
Serious incidents must also be reported immediately to the University SHE Section by telephone on (+44) (01772 89) 2067. Additionally in the event of a serious injury or fatality the following University services must also notified:
Human Resources : (+44) (01772 89) 2324 Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff in all
areas of the University: (+44) (01772 89) 2068
12. General Personal Safety advice from the FCO for travellers abroad
12.1 General Keep abreast of the local and regional political scene in the media; Try to avoid potentially risky situations - think about what you are doing at all times and
trust your instincts. It is easy to let your guard slip when you are away from home. Try to be as careful as you would be at home;
Act confidently. Plan your itinerary so you know where you are going and what you are doing. Try to avoid looking lost or confused, avoid unlit streets at night and vary your route if making regular journeys;
Report daily to a University contact; Be wary of new ‘friends’. Don’t tell strangers where you are staying or give out too many
details about your travel plans; Mobile phones should be checked with the network provider for compatible operation
before departure and ‘roaming’ enabled if available.
Page 8 of 32
Programme in useful numbers such as the local police, the British Embassy or Consulate and a trustworthy taxi company;
12.2 Passports and Travel Documents Ensure you have a valid passport (minimum of six months at return date) and any
necessary visas; Write the full details of your next of kin in your passport; Keep your passport in the hotel safe and carry a photocopy with you at all times.
Additionally leave a copy at home and/or with your school/service office; Take another form of ID with you (preferably with a photograph); Always keep your travel tickets and other important documents in a safe place; Note: some countries require you to carry a valid form of ID with you at all times.
12.3 Accommodation Avoid ground floor rooms; Never leave your key where someone can note your room number; Do not leave your window open, especially if your room is on the ground floor or has a
balcony; Remember to lock your room door even when you are inside the room; Never open your room door to anyone without checking with reception first that they are
genuine; Recommend that if you intend to take any electrical appliances with you, that you obtain
suitable adapters for the local voltage to ensure that they can be used safely.
12.4 Transport Where possible, for higher-risk countries or where recommended by the FCO, organise a
named contact to meet you at the airport;
12.5 Taxis Keep the phone number of a trustworthy taxi or minicab-company with you at all times.
(Hotels and tour companies can normally give you details of such); If possible book taxis through the hotel, the drivers name and approximate fare should be
verified beforehand; Always keep some money for phone calls and a taxi journey home from your destination
separate from the spending money you take out with you; If you are in a vehicle and you feel threatened, firmly ask the driver to stop and try to get
out in a busy public place. If the driver refuses to stop, try alerting other drivers by shouting or waving out of the window.
12.6 Driving Abroad Never drink and drive; Ensure you understand the driving laws, licence requirements and driving conditions
specific to the country you are visiting; Make sure your UK driving licence is current and valid. Some countries require you to
hold an International Driving Permit (IDP) with your UK licence; If you are staying for an extended period of time check what the driving licence
requirements are; Be aware that in many countries there are on-the-spot fines for traffic offences -
exceptions are not made for foreigners.
12.7 Money & Credit Cards Use a money belt or secure inside pocket. Only carry the minimum amount of cash that
you need for the day; Never leave large amounts of cash in your room (unless in a room safe), always use the
main hotel safe / safety deposit box where possible;
Page 9 of 32
Check local restriction on the use of credit cards. Don't carry all of them with you – leave at least one in the hotel safe. If you lose or have your credit card stolen cancel it immediately by phoning the relevant 24-hour emergency number;
Change money in banks or legal foreign exchange dealers. It may be illegal to change money with unauthorised persons and you run the risk of receiving fake currency and arrest;
Keep all exchange receipts, as you may have to prove you obtained your local currency legally;
Consider carrying ‘universal’ currency such as US dollars up to the value of approximately £50 for emergencies.
12.8 Theft Leave your valuables and spare cash in the hotel safe or other secure place; Consider carrying two wallets, one should be prepared as a ‘dummy’ to be thrown down
if threatened. It should contain around US $50, some local currency, a few old receipts, expired credit cards and a few UK notes;
Never resist violent theft; If your money, passport or anything else is stolen report it immediately to the local police; Obtain a police statement about the loss: you will need to claim on the University’s
insurance policy; Phone your bank at home to transfer money or to cancel your credit card using the
relevant 24-hour emergency number; Do not flaunt your (relative) wealth.
12.9 Cultural Awareness Get a good guidebook, this will tell you about the country you are visiting and help inform
you about local laws, customs and culture; Take a phrase book and try speaking the local language; Respect local customs and dress codes, particularly if visiting religious sites, markets
and rural communities - think about what you wear and how you fit in; Particular care should be taken not to offend Islamic codes of dress and behaviour with
regard to sexual relations, alcohol and drugs; Be discreet about your views on cultural differences; Always ask an individual’s permission before you take a photograph and respect their
reply. In some cultures you should not attempt to photograph women; Do not haggle too aggressively. In most countries where haggling is the norm, it is done
with good humour and not for too long. Although prices are usually inflated for tourists, it’s also important to remember that the discount you are haggling over could be a few pence for you but a significant means of income for a seller;
It is always best to err on the side of caution. Behaviour that would be regarded as innocuous elsewhere can lead to serious trouble.
12.10 Going out Always tell someone where you are going and when you expect to return; Be aware of “no-go” areas and avoid them; Make sure you know the address and phone number of where you are staying and how
to get back; Stay aware of what is going on around you and keep away from situations where you do
not feel comfortable; Be aware that alcohol can lead to you being less alert, less in control and less aware of
your environment; If you are going to drink alcohol, know your limit. Remember that drinks served in bars
overseas are often stronger than those in the UK; Be cautious of people who ignore your personal space, do not listen to you, and make
you feel guilty if you resist their advances or appear to be very drunk.
Page 10 of 32
12.11 If you feel threatened Stay calm, and try to be firm and direct; Remember that you always have the right to say ‘no’ at any point. Never feel that you
have to go further than you feel comfortable with; If you feel pressured, get out of the situation. Never assume that it won’t happen to you; Get away from the person you are with and go to a safe place; If you feel uncomfortable or in danger, do not be afraid to draw attention to yourself.
Shout, make a fuss and make people aware that you feel threatened;
12.12 Food SafetyWherever you travel overseas be careful of what you eat and drink, food and water may be contaminated in a variety of ways. Traveller’s diarrhoea, as well as diseases such as cholera, typhoid and hepatitis A can all be caught from contaminated food and water, but they can also largely be avoided by simple precautions.
12.13 Personal Hygiene Always wash your hands after going to the lavatory, before handling food and before
eating; If you have any doubts about the water available for drinking, washing food or cleaning
teeth, boil it, sterilise it with disinfectant tablets or use bottled water - preferably carbonated with gas - in sealed containers;
Avoid ice unless you are sure it is made from treated and chlorinated water. This includes ice used to keep food cool as well as ice in drinks;
It is usually safe to drink hot tea or coffee, wine, beer, carbonated water and soft drinks, and packaged or bottled fruit juices;
Eat freshly cooked food which is thoroughly cooked and still piping hot; Avoid food which has been kept “warm”; Avoid uncooked food, unless you can peel or shell it yourself; Avoid food likely to have been exposed to flies; Avoid ice cream from unreliable sources, such as kiosks or itinerant traders; Avoid - or boil - unpasteurised milk; Fish and shellfish can be suspect in some countries, uncooked shellfish, such as oysters,
are a particular hazard.
12.14 Data and information SecurityAs an international traveller, you should take measures to ensure not only the safety and security of yourself but also the security of University information while traveling overseas. There are a number of things you must do to protect your laptop and mobile devices from loss and theft whilst travelling. LIS advise you to use your common sense and avoid making yourself an easy target for thieves however you must also consider that the data stored on your devices can be just as if not more valuable than the device itself.
Tips on how to help protect your laptop and mobile devices from theft when travelling overseas can be found at: LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);
Safety, Health & Environment SectionJan 2017
Page 11 of 32
12. References/ Useful Contacts
AonProtect Personal Accident & Travel Assistance access to Red24 is via: https://www.red24.com/affiliate/aonprotect/ either register individually following the online instructions or login: email: [email protected] Password: SHESection
Department of Health. Health Advice for Travellers:http://www.dh.gov.uk/PolicyAndGuidance/HealthAdviceForTravellers/fs/en
University Health, Safety & Environment Section: https://intranet.uclan.ac.uk/ou/fm/Pages/Health-and-Safety-Home.aspx
University Travel Office: https://intranet.uclan.ac.uk/ou/financial-services/Pages/Travel-Home-Page.aspx
University Sustainable Travel: https://intranet.uclan.ac.uk/ou/fm/sustainable-development/Pages/Sustainable-Travel.aspx
LIS Virtual Conferencinghttps://intranet.uclan.ac.uk/ou/lis/Pages/Digital-Services.aspx
Foreign and Commonwealth Travel Site:http://www.fco.gov.uk/en/travel-and-living-abroad/
World Health Organisation:http://www.who.int/en/
Health & Safety Executive (HSE):http://www.hse.gov.uk/
TravelHealth Advice (detailed advice on various travel related issues):http://www.travelhealth.co.uk/advice/index.html
NHS Fit to Travel:http://www.fitfortravel.nhs.uk/home.aspx
NHS Taking medicines overseas:http://www.nhs.uk/chq/Pages/1074.aspx NHS Health Care Abroad - http://www.nhs.uk/nhsengland/Healthcareabroad/pages/Healthcareabroad.aspx
DirectGov - Airport and airline services for disabled travellershttp://www.direct.gov.uk/en/DisabledPeople/TravelHolidaysAndBreaks/GettingThere/DG_4017242
LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);https://intranet.uclan.ac.uk/ou/lis/resource-centre/Staff%20Only%20Documents/International%20travellers%20advice.pdf
Page 12 of 32
APPENDIX
Page 13 of 32
Appendix 1. GENERIC STAFF OVERSEAS TRAVEL RISK ASSESSMENT FOR LOW RISK DESTINATIONS / LOW RISK ACTIVITIES
Risk Assessment For Assessment Undertaken ByService / School: All UCLan Schools & Services Name: Peter Hill – SHE Section
Location of Activity: Low Risk European & North American Destinations Only. Date: Jan 2017
Activity: Overseas travel by UCLan staff to low risk European & North American destinations to undertake low risk activities: e.g. conferences, meetings, visiting partner institutions, visiting students on placements, student recruitment events, lecturing, assessment boards, course validation, graduation ceremonies, etc.
Signed by Head of School / equivalent or nominee:
Date:
Please ensure your school/service has your emergency in country contact details and next of kin details are up to date on iTrent
UCLan Insurance: Insurer: Ace European Group Ltd / Axis Speciality Europe SEPolicy Number: 16 PAT-0000000458Policy Period: 1 August 2017 to 31 July 2018Emergency Assistance Helpline (Aonprotect Assistance):Telephone outside of the UK +44 (0) 20 7173 7797https://intranet.uclan.ac.uk/ou/sds/Pages/Insurance.aspx
Significant hazards: Persons at risk:
Existing controls, safety procedures etc. Actions needed for risks, which are not adequately controlled:
Remaining level of risk:
Personal ‘fitness’ to travel, medical emergency, food poisoning, contaminated water, including disabilities, pre-existing medical conditions, country specific diseases, etc.
Risk – general or specific Ill-health, conditions, pre-existing medical condition or disability made worse by travel or intended activities,
UCLan staff
Procedural Guidance for H&S During Overseas Travel
Traveller to check country specific health information from FCO / Red24 / NHS Fitfortravel and act upon advice given.
Traveller to declare any relevant pre-existing medical condition or disability that could be potentially worsened by the proposed overseas travel and/or activity and advised to see their GP and seek medical advice on their fitness to travel. No member of staff permitted to travel on University business against advice of their GP or Occupational Health. Regular travellers overseas to have medical examinations via OH
Traveller to contact the University’s Occupational Health Provider or their GP in good time to ensure assessment of required vaccinations can be undertaken and vaccinations can be administered with correct lead in time.
C heck availability of prescribed medication being taken abroad
If travelling to an EU country, travellers should obtain a European Health Insurance Card
FCO: Disabled Travellers
Specific risk assessment as required for persons with pre-existing medical conditions which may be worsened by the travel, the activities or if egress from buildings in the event of a fire alarm activation cannot be undertaken without use of a lift.
Low
(EHIC) before leaving the UK. Ensure University medical and emergency insurance policy details are up to date and easily accessible.
Only drink water from bottled sources and avoid food prepared by unlicensed vendors at all times and carry Imodium or similar medication and rehydration sachets.– NHS Food & Water Safety Abroad
General safety issues associated with residential accommodation and locations being visited
Risk - Fire, personal security
UCLan staff
Procedural Guidance for H&S During Overseas Travel
Traveller to check country specific residential accommodation information from FCO / Red24 and act upon advice given.
If traveller has any serious concerns regarding safety of accommodation this should be reported as soon as possible to the accommodation provider. If issues are not addressed traveller should contact the University Travel Office.
Travellers advised to read the evacuation procedures in the accommodation and ensure they are familiar with the appropriate escape route from their rooms and how to raise the alarm should you see smoke or fire.
Premises / site / activity safety procedures / instructions to be followed at all times. Any safety equipment provided by staff at premises must be used and as directed
Remember to lock your door at night and when you go out during the day, as you would at home. Obtain suitable electrical adapter for the local voltage/plug type.
University & premises accident reporting procedures.
Low
Weather Possible extremes of hot, cold or wet.
Risk - Hot – heatstroke, heat exhaustion , sunburn, dehydration,
Risk - Cold – hypothermia .
UCLan staff
Research expected weather conditions prior to travel.
For hot climates: Exposure to extreme midday heat will be minimised. Drink lots of water at regular intervals throughout the day (3 litres per day) and take re-hydration sachets to replace lost salts as required. High alcohol consumption to be avoided. Pack a variety of clothing in case of sudden weather changes, wear a hat with a brim wide enough to shade your face, wear loose-fitting clothes made of breathable fabrics such as linen or cotton. Protect yourself from sun and insects. Wear light colours, long-sleeved shirt and long skirt or trousers.
For very cold climates: Always wear warm, windproof and waterproof clothing, protecting extremities (such as fingers, toes, nose, and ear lobes). Dress in loose-fitting multiple layers to trap air and create an insulating effect, wear warm socks and robust, waterproof shoes/boots. Always take a change of dry clothing. Avoid prolonged exposure and shelter from high winds. Avoid drinking alcohol when it is very cold.
First aid kits available from University Occupational Health.
Low
Transportation (by air, UCLan Traveller to check country specific transport information from FCO / Red24 and act upon NHS - Preventing DVT Low
Page 15 of 32
hired vehicle, public transport, taxi, etc.)
Air travel / airport. Risk - Long haul flight - DVT / Dehydration, theft
Hired vehicle, public transport, taxi, etc. Risk - Potential breakdown / accident, theft, etc.
staff advice given.
Traveller advised to follow all DVT / dehydration precautions advised by aircraft cabin crew. Procedural Guidance on Travel Related Deep Vein Thrombosis (DVT).
Use hotel or other recommended taxi companies. Always pre-book taxis. Requirements of any train / public transport safety information provided to be followed at all times.
Hired vehicles - Assess vehicle suitability for basic safety features e.g. working brakes – many hire vehicles do not meet the standards of the UK. Trip not to commence if staff have concerns about vehicle safety; Driver to familiarise themselves with controls of vehicle and country specific driving laws before setting off. Mobile phones must not be used when driving even with a hands free kit. Care should be exercised to ensure that alcohol consumed on the previous day does not affect driving performance, Seat belts must be worn at all times during vehicle journeys (where fitted).
when you travel
NHS – How to beat jet lag
FCO - Transport if you're disabled
FCO - Driving in Europe
FCO – Driving Abroad
Page 16 of 32
Terrorism, personal security / safety, working in an unfamiliar area
Risk - Personal injury, attack / abuse / fatality
There is considered to be a heightened threat of terrorist attack globally against UK interests and British nationals, from groups or individuals motivated by the conflict in Iraq and Syria. You should be vigilant at this time.
UCLan staff
Procedural Guidance for H&S During Overseas Travel
Traveller to check country specific safety, security and terrorism information from FCO / Red24 and act upon advice given. N o member of staff/student permitted to travel to a country against advice from the FCO/ Red24.
Traveller to ensure UCLan/School/Service has their latest personal and next of kin contact details whilst abroad in case emergency contact required.
Traveller to ensure they have contact details for the Embassy or Consulate in the country being visited. For consular assistance, call the FCO on (+44) (0) 207 008 1500.
If you are the victim of crime overseas please contact the local Police and notify the University as soon as possible;
Out of Hours: UCLan Security (24-hour security lodge) holds a cascade list of senior staff within the University: (+44) 01772 892068. Email: [email protected]
If travelling in Europe register your UK mobile with 112 before you go to Europe, as it will default to 999. Text REGISTER (in capitals) to 112 and wait for the reply and then answer YES (again in capitals) to complete process.
Personal attack alarms available from Security, ensure mobile phones will operate within the country being visited. Traveller to ensure they keep up-to-date when abroad with issues within the country via FCO/ Red24 , local/world news.
Set up a reporting plan with a designated time when you can contact your college//school/service, spouse partner, etc., to let them know you are safe. If you do not call then they can try contacting you to see if you are safe.
Travellers should remain vigilant in all public places and take sensible precautions for personal safety and avoiding public gatherings and demonstrations, which have the potential to turn violent.
Only take with you the cash you will need for the day and leave valuables in a hotel safe / safety deposit box.
You should respect local traditions, customs, laws and religions at all times and ensure your actions and comments do not offend nor bring yourself, others or the University into disrepute.
Avoid wearing any clothing which could be mistaken for or form part of a military uniform at all times e.g. camouflage jackets, trousers, etc.
Travellers advised to research the county / specific area which they are visiting e.g. personal safety, areas to avoid, local customs, legislation, etc.
Any activities that are undertaken additionally to those outlined must be risk assessed prior to commencement.
FCO: How to deal with a crisis overseas & Get help if you're a victim of crime abroad & Help for British nationals travelling overseas
FCO – Foreign Travel Checklist
Low
Page 17 of 32
Manual handling (luggage)Risk - Injuries arising from incorrect lifting techniques
UCLan staff
Information provision; Maintain good posture when lifting or lowering equipment, avoid twisting or bending to reduce the chance of back injury.
FCO - Hand luggage restrictions at UK airports
Manual handling training available to book on via ITrent self service
Low
Risk of discrimination, verbal or physical assault, arrest or detention due to age, sexual orientation, disability whether physical or mental, gender, gender identity, religious beliefs, nationality, caste, race or ethnicity.
UCLan staff
See also Safety and Security controls;Ensure you thoroughly research the country you are travelling to especially the FCO - Local laws and customs and Red24 Security Issues and Cultural Factors sections for warnings of potential discrimination threats or local laws;Consult the ILGA’s global sexual orientation laws page to assess whether criminalisation, protection and recognition laws are enacted;Contact your line manager for advice if you believe you are the subject of any form of discrimination;If you are the victim of a hate crime overseas please contact the local Police and notify the University as soon as possible.
Gov.UK: Lesbian, Gay, Bisexual and Transgender foreign travel advice
Contact your Embassy if you incur problems overseas, especially if you feel that you can’t approach the local police.Consult FCO: Disabled TravellersFCO - Foreign travel advice for people with mental health needsFCO - Transport if you're disabled
Low
Excessive consumption of alcohol / use of drugs
Risk – Personal injury, attack / abuse.
UCLan staff
Ensure the consumption of excessive alcohol or a drug does not endanger their own or others safety or personal security.
Adherence to University Drugs & Alcohol Policy
University disciplinary procedures.
Low
Page 18 of 32
Document controlRisk - Loss of passports, visas, insurance details, lap-tops, credit cards, etc.
UCLan staff
Follow LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);
Travellers advised to take photocopies of all important travel documents keeping them separate from originals. There is a requirement in many countries to carry your passport or a copy with you at all times for identification purposes.
Note cash/credit card numbers and ensure emergency numbers for contacting bank and/or credit card companies are available in case of card loss.
Never put in bank or personal details into a shared PC or lap top;
Inform your bank you are travelling overseas so they can clear bankcards to work in your destination.
UCLan accident emergency insurance and procedure.
Assistance from relevant Consulate.
FCO Passport advice
Low
UK Foreign & Commonwealth Office Country Specific Safety Advice: https://www.gov.uk/foreign-travel-advice
AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online instructions or Login as: email: [email protected] Password SHESection
The UCLan’s accident and insurance policy gives access to Red24 a leading global security company who provide essential security and health advice for over 230 countries worldwide. The specific information provided by Red24 is far more comprehensive and detailed than that of the FCO which may prove vital particularly with travel to higher risk destinations. Please note: The services of Red24 must not be used for the booking of flights, accommodation, etc.
Page 19 of 32
Appendix 2. STAFF OVERSEAS TRAVEL HEALTH & SAFETY INFORMATION FORM & RISK ASSESSMENT(Higher Risk Activities European/North American Destinations & All other Destinations/Activities)
STAFF DETAILSName: College/Service/School & Division/Section:
Job Title: Email Address & Tel No:
Your Travel Itinerary Details:Please Note: You will not permitted to travel to any country or a specific area within a country against the advice of UCLan, FCO or Red24 this includes
‘against all travel’ and ‘against all but essential travel’
Expected dates of travel:
Country / specific city/town/area/s being visited:
Name & contact details of Institution, organisations, etc., being visited.Outline the work and higher risk leisure activities you will be undertaking whilst overseas:Details of your accommodation and address abroad:
My contact details whilst abroad e.g. mobile/email:
Please also ensure your emergency & next of kin details are up to date on iTrent
UCLan Insurance: Insurer: Ace European Group Ltd / Axis Speciality Europe SEPolicy Number: 16 PAT-0000000458Policy Period: 1 August 2017 to 31 July 2018Emergency Assistance Helpline (Aonprotect Assistance):Telephone outside of the UK +44 (0) 20 7173 7797https://intranet.uclan.ac.uk/ou/sds/Pages/Insurance.aspx
Page 20 of 32
Please complete all areas in red text - Note: not all of the hazards or controls listed below will be relevant to your intended travel – please delete those that are not applicable!
List significant hazards here:
Persons at risk:
List existing controls, or refer to safety procedures etc. For risks, which are not adequately controlled, list actions needed.
Remaining level of risk: high, med or
lowPersonal ‘fitness’ to travel – disabilities, pre-existing medical conditions, country specific diseases, etc., Medical Emergency / Food Poisoning / Contaminated Water (e.g. Malaria, Typhoid, Hepatitis A, Diphtheria, Yellow Fever).
Risk – Ill health, pre-existing medical conditions made worse by travel or activities.
Specific safety warnings/risks from FCO / Red24 to be included where relevant
Detail any travellers relevant disabilities or pre-existing medical conditions that may require additional controls to be put in place:
Your name Procedural Guidance for H&S During Overseas Travel
Traveller advised to see their GP and seek medical advice on their fitness to travel. No member of staff permitted to travel on University business against advice of their GP or Occupational Health.
Travellers to ensure they contact the University’s Occupational Health Provider or their GP in good time to ensure assessment of required vaccinations can be undertaken and vaccinations can be administered with correct lead in time.
Regular travellers overseas to have medical examinations via Occupational Health;
Travellers to declare any relevant pre-existing medical condition or disability that could be potentially worsened by the proposed overseas travel and/or activity;
If prescription only medicines are being taken abroad c heck availability of prescribed medication.
Ensure University medical and emergency insurance policy details are up to date and easily accessible.
Only drink water from bottled sources and avoid food prepared by unlicensed vendors at all times – NHS Food & Water Safety Abroad
Carry Imodium or similar medication and rehydration sachets.
Specific risk assessment as required for persons with pre-existing medical conditions which may be worsened by the travel, activities or egress from buildings in the event of a fire alarm activation.
Guidance on Zika Virus and general mosquito bit avoidance.
Ensure staff receive required vaccinations and health surveillance as appropriate via University Occupational Health Provider / GP
Consult AonProtect Personal Accident & Travel Assistance
Consult FCO: Disabled Travellers
Specific risk assessment as required for persons with pre-existing medical conditions which may be worsened by the travel, activities or egress from buildings in the event of a fire alarm activation.
Page 21 of 32
Specific safety advice from FCO / Red24 to be included where relevantRisk of discrimination, verbal or physical assault, arrest or detention due to age, sexual orientation, disability whether physical or mental, gender, gender identity, religious beliefs, nationality, caste, race or ethnicity.
Your name See also Safety and Security controls;Ensure you thoroughly research the country you are travelling to especially the FCO - Local laws and customs and Red24 Security Issues and Cultural Factors sections for warnings of potential discrimination threats or local laws;Consult the ILGA’s global sexual orientation laws page to assess whether criminalisation, protection and recognition laws are enacted;Contact your line manager for advice if you believe you are the subject of any form of discrimination;If you are the victim of a hate crime overseas please contact the local Police and notify the University as soon as possible.
Gov.UK: Lesbian, Gay, Bisexual and Transgender foreign travel advice
Contact your Embassy if you incur problems overseas, especially if you feel that you can’t approach the local police.Consult FCO: Disabled TravellersFCO - Foreign travel advice for people with mental health needsFCO - Transport if you're disabled
General safety issues at locations being visited including residential accommodation
Risk - Fire, personal security
Specific safety warnings/risks from FCO / Red24 to be included where relevant
Your name Procedural Guidance for H&S During Overseas Travel
If travellers has any serious concerns regarding safety of accommodation this should be reported as soon as possible to the accommodation provider. If issues are not addressed traveller should contact the University Travel Office.
Travellers advised to read the evacuation procedures in the accommodation and ensure they are familiar with the appropriate escape route from their rooms and how to raise the alarm should you see smoke or fire.
Premises / site / activity safety procedures / instructions to be followed at all times. Any safety equipment provided by staff at premises must be used and as directed
Remember to lock your door at night and when you go out during the day, as you would at home.
Obtain suitable electrical adapter for the local voltage/plug type.
University & premises accident reporting procedures.
Traveller to check country specific residential accommodation information from FCO / Red24 and act upon advice given
Any activities that are undertaken as an addition to those outlined before the trip begun, must be assessed prior to them starting.
Local security arrangements.
Page 22 of 32
AonProtect Personal Accident & Travel AssistanceWeather Possible extremes of hot, cold or wet.
Risk - Hot – heatstroke, heat exhaustion, sunburn, dehydration,
Risk - Cold – hypothermia .
Specific safety warnings/risks from FCO / Red24 to be included where relevant
Your name Research expected weather conditions prior to travel.
For hot climates: Exposure to extreme midday heat will be minimised. Drink lots of water at regular intervals throughout the day (3 litres per day) and take re-hydration sachets to replace lost salts as required. High alcohol consumption to be avoided. Pack a variety of clothing in case of sudden weather changes, wear a hat with a brim wide enough to shade your face, wear loose-fitting clothes made of breathable fabrics such as linen or cotton. Protect yourself from sun and insects. Wear long-sleeved shirt and long skirt or trousers. Light colours are reflective and therefore cooler than dark colours.
For very cold climates: Always wear warm, wind and water proof clothing, protect extremities (such as fingers, toes, nose, and ear lobes). Dress in loose-fitting multiple layers to trap air and create an insulating effect, wear warm socks and robust, waterproof shoes/boots. Always take a change of dry clothing. Avoid prolonged exposure and shelter from high winds. Avoid drinking alcohol when it is very cold.
First aid kits available from University Occupational Health.
Transportation (by air, hired vehicle, public transport, taxi, etc.)
Air travel / airport. Risk - Long haul flight - DVT / Dehydration, theft
Hired vehicle, public transport, taxi, etc.
Risk - Potential breakdown / accident, theft, etc.
Specific safety warnings/risks from FCO / Red24 to be included where relevant
Your name Procedural Guidance for H&S During Overseas Travel
Travellers advised to follow all DVT / dehydration precautions advised by aircraft cabin crew. Procedural Guidance on Travel Related Deep Vein Thrombosis (DVT).
Use hotel or other recommended taxi companies. Always pre-book taxis. Requirements of any train / public transport safety information provided to be followed at all times.
Hired vehicles - Assess vehicle suitability for basic safety features e.g. working brakes – many hire vehicles do not meet the standards of the UK. Trip not to commence if staff have concerns about vehicle safety; Driver to familiarise themselves with controls of vehicle and country specific driving laws before setting off; Mobile phones must not be used when driving even with a hands free kit. Care should be exercised to ensure that alcohol consumed on the previous day does not affect driving performance; Seat belts must be worn at all times during vehicle journeys, water and food will be carried on all lengthy
NHS - Preventing DVT when you travel
NHS – How to beat jet lag
FCO - Transport if you're disabled
FCO - Driving in Europe
FCO – Driving Abroad
Roads may be in a poor state of repair, use recommended local guides/drivers where appropriate.
Page 23 of 32
trips in case of such scenarios.
Requirements of any train / public transport safety information provided to be followed at all times.
AonProtect Personal Accident & Travel Assistance
Specific safety advice from FCO / Red24 to be included where relevant
Page 24 of 32
Manual handling (luggage)
Risk - Injuries arising from incorrect lifting techniques
Your name Information provision;
Maintain good posture when lifting or lowering equipment, avoid twisting or bending to reduce the chance of back injury
Manual handling training available through SHE Section.
Page 25 of 32
Terrorism, personal security / safety, working in an unfamiliar area
Risk – personal injury
Specific terrorism/security information from FCO website and Red24 to be included here
There is considered to be a heightened threat of terrorist attack globally against UK interests and British nationals, from groups or individuals motivated by the conflict in Iraq and Syria. You should be vigilant at this time.
Your name Procedural Guidance for H&S During Overseas Travel
Check FCO website and AonProtect Personal Accident & Travel Assistance website prior to travel to ensure there are no restrictions - no member of staff/student permitted to travel to a country against advice from FCO.
Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff within the University: (+44) 01772 892068. Email: [email protected]
If travelling in Europe register your UK mobile with 112 before you go to Europe, as it will default to 999. Text REGISTER (in capitals) to 112 and wait for the reply and then answer YES (again in capitals) to complete process.
Travellers to ensure the School/Service has their latest contact details whilst abroad in case emergency contact required.
Travellers to ensure they have contact details for the Embassy or Consulate in the country being visited.
Set up a reporting plan with a designated time when you can contact your college//school/service, spouse partner, etc., to let them know you are safe. If you do not call then they can try contacting you to see if you are safe.
Personal attack alarms available from Security;
Ensure mobile phones will operate within the country being visited;
Travellers to ensure they keep up-to-date when abroad with issues within the country via FCO website / AonProtect Personal Accident & Travel Assistance website
Travellers should remain vigilant in all public places and take sensible precautions for personal safety and avoid public gatherings and demonstrations, which have the potential to turn violent.
Only take with you the cash you will need for the day and leave valuables in a hotel safe / safety deposit box.
You should respect local traditions, customs, laws and religions at all times and ensure your actions and comments do not offend nor bring yourself, others or the University into disrepute.
Travellers strongly advised to research the county / specific area which they are visiting e.g. personal safety, areas to avoid, local customs, legislation, etc.
‘AonProtect Sanctioned High Risk Country Questionnaire’ must be completed for travel to: Afghanistan, Columbia, Iraq, Mexico, Nigeria, Pakistan, Somalia, Venezuela, Yemen, Iran, Syria, Cuba, Sudan, North Korea, Libya and Myanmur Burma).
FCO: Your Trip Advice
Tailored Travel Briefings available via Red24 for travel to higher risk counties
Any activities that are undertaken as an addition to those outlined before the trip begun must be risk assessed prior to commencement.
FCO - Help for British nationals travelling overseas
FCO - Get help if you're a victim of crime abroad
FCO: How to deal with a crisis overseas
FCO – Foreign Travel
Page 26 of 32
Avoid wearing any clothing which could be mistaken for or form part of a military uniform at all times e.g. camouflage jackets, trousers, etc.
Lone Worker Guidance for all Employees.
Accident Reporting Procedures;
Specific safety advice from FCO / Red24 to be included where relevant
Checklist
Minimising Environmental Impact
Environment
Actively consider if overseas travel particularly to long haul destinations is really necessary and whether there are alternative methods to undertake proposed activities e.g. Skype, teleconferencing, Lync, etc.
Excessive consumption of alcohol, or use of drugs
Risk – personal injury, attack / abuse.
Your name Ensure the consumption of excessive alcohol or a drug does not endanger their own or others safety or personal security.
University disciplinary procedures.
Adherence to University Drugs & Alcohol PolicyDocument Control
Risk - Loss of passports, visas, insurance details, IT security, etc.
Specific safety warnings/risks from FCO / Red24 to be included where relevant
Your name Follow LIS Overseas Travellers IT advice (lap tops, mobile devices, etc.);
Travellers advised to take photocopies of all important travel documents keeping them separate from originals;
Note cash/credit card numbers and ensure emergency numbers for contacting bank and/or credit card companies are available in case of card loss;
Note there is a requirement in many countries to carry your passport or a copy with you at all times for identification purposes;
Inform your bank you are travelling overseas so they can clear bankcards to work in your destination;
Never put in bank or personal details into a shared PC or lap top;
UCLan accident emergency insurance and procedure.
Assistance from relevant Consulate.
FCO Passport advice
Additional specific risks related to the trip’s travel, work activities or intended leisure activities with inherent risks which are not covered above.
Your name You must now identify existing control measures already in place to ensure the hazards you have identified do not harm anyone
You must now identify any additional control measures required to ensure the hazards you have identified do not harm anyone
Finally decided what level of risk these hazards now pose
Assessment undertaken by: Signed by Head of School / Service or their nominee: Assessment reviewed by:
Page 27 of 32
Name: Your name Name: Name:
Date: you completed form & RA Date: Date:
I agree to take note of the risks identified above and abide by the control measures outlined, I will review my risk assessment prior to travel to ensure risks/controls remain accurate and appropriate. I will notify the University of any significant changes to my stated travel or in country activities and agree not to travel until my risk assessment has been signed off.
Sources of information to assist you complete your travel risk assessment:UK Foreign & Commonwealth Office Country Specific Safety Advice: http://www.fco.gov.uk/en/travel-and-living-abroad
AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online instructions or Login: email: [email protected] Password SHESection
The University’s accident and insurance policy through the use of red24 a leading global security company, gives you access to essential security and health advice for over 230 countries and territories worldwide. The specific information provided by red24 is far more comprehensive and detailed than that provided by the FCO which may prove vital particularly with travel to higher risk destinations.
Red24 will also email travellers a security briefing tailored to your travel itinerary when travelling to a high-risk region, covering the risks, preventative measures and important contacts you require to help you remain safe while travelling abroad.
Please note: The services of red24 must not be used for the booking of flights, accommodation, etc. the University’s Travel Office must always be the first point of contact.
Advice on completion of this form can be requested from your SHE Adviser or contact the SHE Section: Ext 2067
University Safety, Health & Environment Section: http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php
NHS Fit to Travel: http://www.fitfortravel.nhs.uk/home.aspx
US Department of State – travel safety: http://travel.state.gov/content/passports/en/alertswarnings.html
Travel Health Advice (detailed advice on various travel related issues): http://www.travelhealth.co.uk/advice/index.html NHS Taking medicines overseas: http://www.nhs.uk/chq/Pages/1074.aspx Safe Travel: http://www.safetravel.co.uk/ DirectGov - Airport and airline services for disabled travellers http://www.direct.gov.uk/en/DisabledPeople/TravelHolidaysAndBreaks/GettingThere/DG_4017242
Page 28 of 32
NHS Health Care Abroad - http://www.nhs.uk/nhsengland/Healthcareabroad/pages/Healthcareabroad.aspx TripAdvisor: http://www.tripadvisor.co.uk/
For reference purposes take a copy of the completed risk assessment with you when you travel
Page 29 of 32
Appendix 3. Procedural Guidance on Travel-Related Deep Vein Thrombosis (DVT)
1.0 IntroductionDeep Vein Thrombosis (DVT) may be associated with long distance travel in situations where passengers are immobile (usually sitting) for long durations. Although medical journals suggested that there may be a possible link between long-haul air travel (in excess of 4 hours) and DVT in the 1950’s, risk factors, prevalence and prevention methods still remain unclear. The actual number of people who get DVT from travelling on long-haul flights is unknown as the condition can be symptomless and may not occur for some time.
2.0 PurposeThe purpose of this procedural guidance is to advise on how to minimise the risks when travelling long distance by providing general advice.
3.0 Definitions
3.1 What is DVT?DVT occurs when blood flows too slowly through the veins. The blood then forms a clot that blocks up deep veins, usually in the legs. DVT doesn’t generally have any immediate symptoms, making it difficult to detect. However, typical signs include swollen or painful calf or thigh, paleness and increased heat noted around the affected area. DVT is treatable with blood-thinning drugs or anticoagulants with timely medical intervention. If left untreated, a person with DVT is at risk of developing a pulmonary embolism, which happens when part of the blood clot breaks away and travels to the lung and can be fatal.
4.0 Risk FactorsAnyone can develop DVT but it becomes more common with age. Other risk factors also include:
previous venous thromboembolism a family history of blood clots medical conditions such as cancer and heart failure inactivity – for example, after an operation being overweight or obese smoking being overweight pregnant women and new mothers women taking the contraceptive pill that contains oestrogen or taking hormone
replacement therapy (HRT)
5.0 Travel RisksThere is evidence that long-haul travel (lasting over four hours) can increase your risk of developing DVT. The risk is mainly the result of being inactive for long periods of time. In fact, this could happen during any form of long-distance travel whether by car, bus, train or air. Therefore many people refer to ‘travel-related DVT’.
6.0 Symptoms of DVTWhen blood clots occur they can very often be small and don’t cause any symptoms, with the body gradually breaking them down with no long-term effects. Larger clots can partly or completely block the blood flow in the vein and cause symptoms in your affected arm or leg as follows:
swelling pain and tenderness (it may be difficult to stand with full weight on the affected leg) skin that feels hot or warm to the touch and looks red a mild fever
7.0 Risk ReductionIf you think that you have a higher risk of developing DVT, see your GP before you travel. If you are identified as being at high risk you may need to discuss treatment with blood-thinning
drugs or the use of elastic/compression stockings. The latter are widely available to buy from pharmacies.
While you are travelling:
Wear loose comfortable clothes; Consider buying flight socks (compression stockings – these are for women and
men!); Store luggage over-head so that you have room to stretch out your legs in front of
you; Do anti-DVT exercises: raise your heels, keeping your toes on the floor, then
bring them down. Do this 10 times. Now raise and lower your toes 10 times. Do it at least every half an hour (you can do it more often if you like);
Walk around whenever you can; Drink plenty of water; Don’t drink alcohol or take sleeping pills.
After the trip:Symptoms of DVT may appear after arrival. If you develop swollen, painful legs, especially where one is more affected than the other, or if you have breathing difficulties, see a local doctor urgently or go to the nearest A&E Department.
Further advice can be obtained from your GP and from the NHS website
Page 31 of 32
