ANNEX A Generic Risk Assessment Form for Travel Abroad (for employees travelling on School business) This form should be completed in discussion with your line manager, allowing sufficient time in advance of travelling for any issues to be addressed. The purpose of the assessment is to ensure that employees are not exposed to risks which could affect their health and safety and so that SOAS can meet its legal obligations. Employees should also ensure that they are familiar with the contents of the Health & Safety Policy and the Overseas Travel Policy, which are available on the School s website. Name of traveller: Location and dates of travel: Hazard Social / Political Unrest: FCO advises against travel to destination(s) on safety/security grounds Personal attack / kidnap: Dangers associated with travelling alone; arriving at night, etc. Driving Theft or loss of ID documents and other belongings: passport, driving license, bank cards, travel tickets, laptop FCO advises against travel to country on health Risk (High / Medium / Low) Remedial Measures Check the FCO website for up-todate advice. Reschedule visit if feasible. Precautionary measures should be taken to protect personal safety. Inform hosts of itinerary. Be aware of specific local risks. Travel during daylight hours if possible Check safety of vehicle. Check insurance. Avoid driving at night Keep items secure. Record details of numbers, issue dates, etc. and store separately both with you and at home. Have emergency contact numbers. Report to police if theft suspected. Minimise amount of cash carried. Check FCO status of destination. Reschedule visit if feasible Comments / Actions 1
grounds Pre-existing medical conditions Exposure to infection: Known endemic illnesses in destination(s) Insect and animal bites Contaminated water/food Minor injuries and ailments Sunburn Health care in EU Take medical advice. Carry written details of medical condition, adequate supplies of prescribed medication, details of blood group, etc. Consider translation of information into local language Take medical advice and arrange vaccination/inoculation/prophylaxis as appropriate for e.g. Cholera, Diphtheria, Hepatitis B, Japanese Encephalitis, Malaria, Meningitis, Poliomyelitis, Tetanus, Tick-borne Encephalitis, Tuberculosis, Typhoid, Yellow Fever Avoid by prevention repellents, clothing, etc. Carry appropriate treatment Avoid food or water which could be contaminated. Carry water sterilising tablets Carry basic First Aid kit Avoid by prevention hat, sunglasses, sunblock. Carry appropriate treatment Up to date European Health Insurance Card 2
ANNEX B School of Oriental & African Studies Overseas Travel Policy Health & Safety Guidance 3
CONTENTS Page No 1. Introduction 2 2. Legal Requirements 2 3. Risk Assessment 2 4. Insurance 3 5. Travel Itinerary and Contact Details 3 6. Travelling Alone 4 7. General Health Advice 4 8. Accident Reporting 4 9. Information Provision 4 10 Foreign and Commonwealth Office Advice for Travellers 5 11. Health Issues 5 12. References / Useful Contacts 5 Annexes: Annex A (i) = Travel Abroad Form 6 Annex B (i) = General Travel Safety Tips for the UK and Abroad 7 4
1. Introduction There will be occasions when employees of the School have to travel abroad in the course of School business. This will generally take place in countries that are considered safe for travellers, but may also take place in countries (or parts of countries) where the Foreign and Commonwealth Office (FCO) advise against travel. However, no employee should be expected to travel to a country where there are legitimate concerns about personal health or safety. This document sets out the School s health and safety guidance on overseas travel undertaken on School business and research, etc. Overseas travel will require advance planning, care and common sense. It should be noted that travel abroad may expose employees to a number of health and safety hazards arising specifically from the travel itself and/or the conditions within the country being visited, which may not necessarily be directly work-related. For information on booking flights, claiming expenses and levels of insurance cover, employees should refer to the School s Travel and Subsistence Policy. 2. Legal Requirements The School has a common law duty of care to protect the health, safety and welfare of its employees from reasonably foreseeable hazards while they are travelling abroad. The Management of Health and Safety at Work Regulations 1999 state that employers must ensure that a suitable and sufficient Risk Assessment has been undertaken to cover the hazards and associated risks to health from such travel and its related work activities. 3. Risk Assessment As with all work related UK based travel, all overseas work related travel and its associated work activity must be risk assessed in advance of travel commencing. A generic risk assessment form is available on the School s website at http://www.soas.ac.uk/hr/forms/health/file74454.doc for use by employees, if required. Sufficient time should be allowed in advance of travelling for this risk assessment to be carried out and for any issues to be addressed. The School also has a duty in relation to the proposed travel to, so far as reasonably practicable, make an assessment of employee fitness for travel and general capabilities prior to travel commencing. This is of particular importance as overseas travel may potentially impose additional health related risks. The assessment is crucial to ensure that any pre-existing health conditions are not compounded by the overseas travel or work related activity. Where an employee knows that they have a pre-existing medical condition or other related issue that may affect their ability to travel or work abroad, they should seek advice from the School s Occupational Health service before travelling. 5
To arrange an Occupational Health appointment, employees should contact the Human Resources Directorate at least one month before travelling, to allow time for the appointment to be scheduled and the report to be received. 4. Insurance A travel insurance policy is permanently in force for travel by employees undertaken on behalf of the School. Employees may apply for an insurance travel card either from their Faculty/Department administrator or directly from John Faulkner, Senior Financial Administrator on ext. 5022 or Jane Wood, Accounting Officer on ext. 5026. Employees should take this card with them whenever they are travelling abroad on School business. Please note that: Travellers over the age of 75 are not insured by the School. Travel to Disturbed Areas is excluded unless terms are agreed in advance. (Disturbed Areas are classified by the Foreign & Commonwealth Office - http://www.fco.gov.uk/en/travel-and-living-abroad/travel-advice-by-country) Travel for periods over six months is excluded unless agreed in advance. The School Travel Insurance is supported by 24 hour emergency assistance operated by AonProtect Assistance. Helpline: +44 (0) 20 7173 7797. Claims, or incidents which might give rise to a claim, must be reported promptly to John Faulkner, Room V206 (jf1@soas.ac.uk). Losses should be reported immediately to the local police or the transport carrier. Receipts should be obtained to support the claim on return to the UK Cover for disturbed areas or for periods of more than six months as well as further details of the insurance cover can be obtained via John Faulkner. 5. Travel Itinerary and Contact Details Employees travelling overseas on School business should ensure that details of their travel itinerary are available in an emergency, either via a colleague at work or a family member. Details of who holds these details should be recorded on their Travel Abroad Form (see Annex A (i) ). The travel itinerary should detail flight numbers, departure times, accommodation address, telephone number, and schedule of planned meetings, events, etc. with relevant contact details provided. The Travel Abroad Form should be completed and sent to the Insurance section prior to departure. 6
6. Travelling Alone It is recognised that in some situations it is not reasonably practicable to avoid travelling alone when abroad on School business. It is important therefore that appropriate measures are taken to ensure that the traveller remains in control of their situation and feels able to make informed judgements in response to situations as they arise. The traveller should be able to make contact with the School at any time, should an emergency arise. See Annex B (i) for further advice on measures that can be taken to reduce the risks to those travelling alone. 7. General Health Advice General advice on travel health related issues, including immunization and vaccinations for travel can be obtained from the employee s General Practitioner or from the School s Occupational Health service. Employees are reminded that certain vaccinations are mandatory for entry into some countries and as such they should keep a record of all mandatory vaccinations with them when travelling. 8. Accident Reporting: All accidents, near-miss incidents and diseases which occur during staff travel abroad should be reported via the School Incident Report Form - http://www.soas.ac.uk/healthandsafety/forms/. It should be noted that even an injury which appears at first sight to be trivial should be reported, since 'trivial' injuries can occasionally develop into more serious situations. Near miss incidents should also be reported to ensure, where possible, control measures, procedures, etc. are put in place to ensure similar incidents are avoided. Serious incidents must be reported immediately to the School Travel Insurance (AonProtect Assistance) 24 hour emergency assistance Helpline (+44 (0) 20 7173 7797). Additionally in the event of a serious injury or fatality the following School services must also notified: Human Resources: (Director s number?) And/or Out of Hours: (School s contact? Or special email account to be set up?) 9. Information Provision Travel abroad may expose employees to a variety of health and safety issues arising specifically from the travel itself and/or the conditions within the country being visited. It is essential therefore that travellers are provided with sufficient information to ensure, so far as reasonably practicable, their health, safety and welfare whilst abroad. Personal safety information and advice for travellers is available via the Foreign & Commonwealth Office Website. Practical advice on travel to a specific country can also be gained by talking to other colleagues who have experience of the particular country to be visited. 7
10. Foreign & Commonwealth Office (FCO) Advice for Travellers Employees should refer to the FCO website http://www.fco.gov.uk/ before travelling for up to date news and advice by country, including warnings against travel to certain countries, as well as advice on personal safety and cultural awareness. 11. Health Issues Employees should refer to the Department of Health s website http://www.dh.gov.uk/policyandguidance/healthadvicefortravellers/fs/en before travelling for up to date healthcare advice, including pre-travel check-ups, food safety and DVT. 12. References / Useful Contacts Health Protection Agency (2009): Advice and Information for Travelling Abroad http://www.hpa.org.uk/topics/infectiousdiseases/infectionsaz/travelhealth/ Foreign and Commonwealth Office: Comprehensive travel advice and information - http://www.fco.gov.uk/en/travel-and-living-abroad/ Rape and Sexual Assault Overseas: Advice on personal safety and information for victims - http://www.fco.gov.uk/resources/en/pdf/2855621/rape-and-sexual-assaultoverseas.pdf Victims of Crime Abroad - http://www.fco.gov.uk/en/travel-and-living-abroad/whenthings-go-wrong/crime/ In Prison Abroad http://www.fco.gov.uk/en/travel-and-living-abroad/when-things-gowrong/arrest World Health Organisation: http://www.who.int/en/ Health & Safety Executive: http://www.hse.gov.uk/ Travel Health Advice (detailed advice on various travel related issues): http://www.travelhealth.co.uk/advice/index.html Department of Transport: Road Safety Advice http://www.dft.gov.uk/topics/road-safety/ The Institute of Advanced Motorists: http://www.iam.org.uk/policy-and-research/policy-and-research135/198-adviceand-information 8
ANNEX A (i) Travel Abroad Form To be completed for each SOAS business trip outside of the UK Name of Traveller: Department / Faculty: Date of departure: Anticipated date of return to SOAS: Proposed activity(s): I confirm that a copy of my itinerary, including flight and contact details, is held by: Select the appropriate answers below: YES I confirm that the FCO does not advise against travel to the country / region I am visiting. I confirm that the FCO does advise against travel to the country / region I am visiting. If yes, I confirm that I have notified John Faulkner, as required by the SOAS Insurers I confirm that I hold a travel insurance card. I confirm that I have completed an appropriate risk assessment for this trip. I confirm that I have taken appropriate medical advice. I confirm that I have given the HR Directorate up-to-date information on my next of kin or a person who can be contacted in an emergency. I confirm that I accept the conditions of the insurance indemnity arrangements. Signed: Date: On completion, this form should be sent to John Faulkner, Insurance Section. 9
General Travel Safety Tips for the UK and Abroad ANNEX B (i) 1) Routes & Schedules Travellers prior to departure should file with their relevant department office a route plan, together with date and time of departure, expected time of return, their contact information, details of any pre-arranged meetings and if applicable, address, telephone number of accommodation. This is particularly important for lone travellers. 2) When travelling by car: Before you set off: If you are using your own car you must be insured to do so (i.e. you are insured for business use) Plan trips to minimise driver fatigue, it is recommended that a 45-minute break should be taken after any continuous driving period of 4.5 hours and a minimum break of 30 minutes is taken after any continuous driving period of 2.5 hours Drivers should conduct a pre-trip check of the vehicle e.g. tyres, lights, seatbelts, brakes, windscreen wash and wipers function correctly and ensure defects are rectified before travelling A check should be made of weather conditions before travel commences, this is particularly important during winter months Ensure a breakdown service is available and you know how to contact them Plan your route in advance to reduce the likelihood of getting lost Tell people at your destination what time you expect to arrive Carry a mobile phone for use in an emergency 3) Mobile Phones The use of hand-held mobile phones while driving was banned in the UK from 1st December 2003. Drivers still risk prosecution (for failure to have proper control) if they use hands-free phones when driving. Additionally, employers will be found guilty of an offence if they cause or permit their employees who drive for work to use a hand-held mobile (or similar device) whilst driving. All School employees using hand-held and hands-free mobiles (or similar devices) whilst driving under the scope of their employment, should only do so when their vehicles are parked in a safe place and the engine is switched off. It should be considered a disciplinary offence if employees breach the Regulations during their normal working hours or outside of normal working hours when using their mobile phone for work purposes. 4) On the road Ensure that you wear your seatbelt; Keep bags, mobile phones and other valuables out of sight. These can be easy pickings for snatch thieves in traffic jams or at traffic lights; 10
Keep doors locked, windows and sunroofs closed especially in stop/go traffic; Do not pick up hitchhikers; Keep an up to date map with you so there is no need to stop and ask for directions. 5) Motorway driving breakdown Drive or coast to an emergency phone if you can; Park on the hard shoulder and leave the car by the passenger door; If you decide to wait on the verge, lock all doors except the front passenger door; If a car stops while you are waiting, either use the emergency phone to tell the police the registration number or get into the passenger seat of your car and lock the door; When breakdown assistance arrives, wind your window down slightly, ask the driver for identification and check that they know your name. 6) Leaving the car Always lock your car and place all valuables out of sight in the boot; After dark, park in a well lit place, as close to your destination as possible; In a multi-storey car-park, reverse your car in, leave it as close to the exit as you can, near ground level and away from pillars; Have your key ready when you return to the car and check the back seat for intruders before you get in. 7) If you feel threatened If you think you are being followed, drive to a busy place; If the occupants of another vehicle try to attract your attention, simply ignore them; If a vehicle travels along side you at the same speed, slow down and let them pass. If the driver persists, drive to a busy place and call the police; If a car pulls up in front, forcing you to stop, leave the engine on. If the driver gets out and approaches you reverse and get away. Activate hazard lights and sound your horn continuously. 8) If you witness an incident If you see an incident or someone tries to flag you down think before leaving your car. The incident may not be genuine! It may be safer and more practical to use a mobile phone or the nearest payphone to report what you see. 9) When using taxis The majority of taxi services are safe and reliable; nevertheless it is advisable to observe certain precautions. If you cannot hail a licensed cab, carry the phone number of a reputable car company, or ask a friend for a recommendation; Whenever possible, book by phone and ask for the driver s name, make and colour of car. Do not get into any cab you have not asked for; Never give away any personal details to the driver; Before arriving at your destination, have your cash ready, leave the cab and then pay the driver. 11
10) When using public transport Whilst the vast majority of public transport is in complete safety, taking simple precautions can give reassurance and help reduce risk: Have the right change ready for your fare; Know where you are going and which stop you need; When getting off a bus, train or tube at night or in an unfamiliar area, attach yourself to groups of people and walk purposefully to your destination. Alternatively, arrange for someone to meet you; When waiting for a bus after dark, stand in a well-lit place near groups of people; On an empty bus, or late at night, sit near the driver or conductor; On trains, sit with other people, try to avoid travelling in compartments with no access to corridors or other parts of the train; If you use the underground rail, wait in a well-lit place near groups of people and avoid empty carriages. 12