New procedures for international travel
29 April 2022
Procedures and policies for staff and students travelling abroad on University business have been updated. These changes are in response to an emergency exercise designed to simulate a range of hypothetical emergency scenarios to test our international travel systems and procedures.
Although international travel on University business by staff and students has significantly reduced over the last two years, we expect to see this increase again in the coming years as the pandemic eases.
Following the below procedures will ensure that the travel is necessary, approved, insurance is in place for your travel, transport is arranged via the Travel Management Company or group travel provider, specialist travel advice & support is available to you, and that contingencies are in place (i.e. that your emergency contact details are available to UoR staff 24/7 during the duration of your travel.)
For further information please check out the links below.
Before you travel
Assess if you need to travel or can undertake the work in another way:
- Consider a “digital first approach”.
- Can the end result be gained via video conferencing?
- If you do need to travel, try to source the lowest carbon options available (reduce your carbon footprint).
If travel is necessary: then please complete the required forms and risk assessments (there are different version for students detailed below)
1. Read through H&S Codes of Practice 38 & 32
2. Prepare your risk assessment & gain approval for your travel via your head of school/function
3. Visit the Business Travel Insurance webpages and complete the Overseas Staff Travel form
- These need to be completed at least 21 days ahead of the travel
- It is essential that your emergency contact information, itineraries etc are uploaded
- Review the link for useful information when booking your trip here. Travel, including flights and train tickets (reading.ac.uk)
- Complete any addition forms required e.g. For Sanctioned Countries – at least 3weeks prior to travel, Visa etc..
Students - (including PGRs)
1. Will need to prepare a risk assessment & gain approval for travel via Head of School
2. Complete the travel forms on RSIS
- These need to be completed at least 21 days ahead of the travel
- It is essential that emergency contact information is uploaded
- Complete any addition forms required e.g. For Sanctioned Countries – at least 3weeks prior to travel, visa etc