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Travel abroad

​​  At the present time, international travel should only be undertaken for an essential purpose deemed    business critical by your Dean or Director of Service. ​​​​

​​​An example of an essential reason for overseas travel may include field work for research purposes which cannot be undertaken from the UK / virtually or attendance at events / meetings which cannot be undertaken from the UK / virtually which are business critical. In order for overseas travel to be approved, a risk assessment will need to be completed (see below). The completed risk assessment alongside the accompanying rationale for travel must be approved by the relevant Dean / Director of Service (and for international travel outside Europe by the Vice Principal International), to ensure consistency in terms of our approach across the University. 

Deans / Directors must also confirm that if the member of staff is required to quarantine on return, there is adequate cover for other activities such as teaching / on-campus duties. Currently the University insurance does not include cover for travel disruption due to Covid-19, this would include cancellation, curtailment, re-arrangement or travel delay. Therefore, if a staff member is unable to travel due to Covid-19, or needs to remain in-country in order to self-isolate etc. the additional costs associated with this would need to be met by the relevant School or Service.

Travel Risk Assessment ​

Any member of staff or student planning to travel overseas on official University business should always complete a travel risk assessment form prior to any travel and/ or accommodation being booked*.  The travel risk assessment is an essential part of preparation for overseas travel and should be undertaken well in advance of any trip.  The University also has a duty of care to all staff and students who are planning on travelling overseas on University business and needs to be assured that travellers have fully considered any risks and have put appropriate precautions in place. ​​

Travel Risk Assessment form​ (updated 07/12/2021) -  for use by staff and students (except mobility students)


Crisis24/GardaWorld ​

Staff travelling abroad must register with Crisis24/GardaWorld (updated 04/10/2021)

Crisis24/GardaWorld guidance documents:

Crisis24/GardaWorld Travel Security Complete Start Guide

Crisis24 App Guide​

​UMAL Travel Cover

**UMAL Travel Cover - Coronavirus Outbreak​

Travel Cover Document and Travel Cover Summary

  • These documents should always be carried when travelling on University business
  • The emergency medical expenses cover will provide you with advice and assistance should you become ill or sustain injury during your journey

Other useful resources

Safer Adventures : Managing the Risks of Adventure Travel​ - British Standard for adventurous activities outside the United Kingdom (BS 8848:2014)

Higher Education Sector Guidance on Health and Safety in Fieldwork and Travel​ - USHA (Universities Safety and Health Association)​

IOSH Safety without borders - keeping your staff healthy and safe abroad​



* Booking of travel - Travel Partner

Booking of travel should be through the University’s contracted travel partner who is appointed via a fully compliant OJEU tendering process. The travel partner is the external organisation who liaises with the University travel booker on behalf of the employee to book travel arrangements. The travel partner can arrange flights, some overseas trains (all UK rail journeys should be booked through ScotRail Business Travel), car hire, visa and accommodation​ requirements. 

If bookings are not made through our travel partner then the traveller does not have access to the 24hr support provision.  Our travel partner provide a 24/7/365 support service to assist travellers experiencing flight delays, cancellations and travel problems or travellers affected by a crisis situation. Our travel partner’s specialists are trained to provide active crisis support and fast reaction times. When travellers may be facing the most risk or danger, their agents focus on finding and implementing the most appropriate solution. This service is free of charge for University staff.​