Guidance on Managing Risks from Travel, Fieldwork and Work Away - August 2021 HSD089M (rev 3)
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August 2021 Guidance on Managing Risks from Travel, Fieldwork and Work Away HSD089M (rev 3) This document replaced HSD039M & HSD055M in January 2019. Please destroy all copies of previous guidance documents
Executive Summary
This guidance is provided to help with fulfilling the risk management duties of the University of
Cambridge (UoC) under health and safety law1 and UoC Health and Safety Policy2. It should be
read in conjunction with the UoC Policy to Safeguard Students Studying and Working Away3. It
replaces two previous documents: HSD039M “Working Away from Cambridge” & HSD055M
“Guidance for the Safe Conduct of Fieldwork and Work Away from the University (“Fieldwork”)”.
This document is also available to University of Cambridge Colleges so they are informed of the
procedures that Faculties and departments will follow and to identify where Colleges might
contribute to these processes.
University responsibilities
We are committed to safeguarding the safety and health of our employees, students and other
persons working or studying as part of University business. We also have a legal duty to
safeguard the health and safety of our staff and students regardless of where they are, and to
ensure they are protected from foreseeable risks.
How do we fulfil these duties in respect of travel away from University of
Cambridge?
Travel away from University of Cambridge can be for a variety of reasons – to attend meetings
or conferences, conduct research or study or do other work. For convenience all these are
called ‘work away’ in this document. The University can only fulfil its legal duties (outlined
above) if it ensures the risks involved are adequately considered and appropriately managed by
departments together with people who are travelling/working away (called “traveller” in this
document).
A summary of the risk assessment requirements is shown in Fig.1 section 2.4 below, and full
details of responsibilities are in Appendix 1.
When the traveller proposes work away, they must complete a risk assessment appropriate to
the level of risk. To select the correct form, they must first refer to Table 1 in section 3 to
determine if the overall risk of travel is likely to be low, medium or high. The traveller then
proceeds according to their department’s local procedure for notification or authorisation of
travel. Following authorisation, they need to follow this guidance to prepare for travel, obtain
training for high risk travel, and making other relevant arrangements.
Each department must have a local procedure and persons identified or nominated to manage
travel risks through:
Knowing where the traveller is – for very low risk travel this could be through a shared
calendar, and for medium and high risk travel it is covered by the relevant risk assessment.
Reviewing and approving all student travel, and medium or high risk travel by staff
Remaining in contact with students, and staff working away for long periods, especially
when high risks are identified
If a department has a system in place already that works effectively and is equal to or better
than that outlined in this guidance, it only needs to add the referral of high risk travel to the
Study Away Risk Assessment Committee to its procedure.
Notes
1. The Health and Safety at Work etc Act 1974 - see: http://www.hse.gov.uk/legislation/hswa.htm
2. University of Cambridge Health and Safety Policy – see: https://www.safety.admin.cam.ac.uk/files/hsd016m.pdf
3. Policy to Safeguard Students Studying and Working Away – see:
https://www.educationalpolicy.admin.cam.ac.uk/files/approved_working_away_policy_and_procedures.pdf
1
Contents
Executive Summary .................................................................................................................................. 1
1 Introduction ........................................................................................................................................... 3
1.1 Purpose.......................................................................................................................................... 3
1.2 Scope ............................................................................................................................................. 3
1.3 Definitions and Examples .............................................................................................................. 4
2 Responsibilities and Procedure ............................................................................................................ 5
2.1 Responsibilities .............................................................................................................................. 5
2.1.1 The University’s Responsibilities ........................................................................................... 5
2.1.2 Responsibilities of the Head of Department .......................................................................... 5
2.1.3 Responsibilities of People Managing Those Working Away ................................................. 6
2.1.4 The Traveller’s Responsibilities ............................................................................................ 7
2.2 College role in safeguarding students working away .................................................................... 7
2.3 Fieldtrip Organisers and Supervisors ............................................................................................ 8
2.4 Overview of Procedure for Travel Risk Management .................................................................... 9
2.5 Covid-19 travel restrictions and requirements…………………………………………………………8
3 Risk Assessment Process .................................................................................................................. 10
3.1 How to select the correct travel risk assessment form ................................................................ 10
3.2 Evaluating Risk Assessments and Travel Plans ......................................................................... 10
4 Research ethics guidance .................................................................................................................. 13
5 Placement Specific (Students Only): .................................................................................................. 14
6 Insurance ............................................................................................................................................ 14
7 Emergency Protocol ........................................................................................................................... 14
8 Monitoring and review ........................................................................................................................ 14
9 Other Helpful Resources and Appendices ......................................................................................... 15
9.1 APPENDIX 1 – Detailed Responsibilities for Managing Risks from Travel ................................. 16
9.2 APPENDIX 2 - Departmental Procedure Template ..................................................................... 19
9.3 APPENDIX 3a - Low Risk (Basic) Travel Assessment Form - Students ..................................... 20
9.4 APPENDIX 3b - Low Risk (Basic) Travel Assessment Form – Staff ........................................... 21
9.5 APPENDIX 4a - Medium Risk (Standard) Travel Assessment Form - Students......................... 22
9.6 APPENDIX 4b - Medium Risk (Standard) Travel Assessment Form - Staff ............................... 26
9.7 APPENDIX 5a - High Risk (Elevated) Travel Assessment Form - Students ............................... 30
9.8 APPENDIX 5b - High Risk (Elevated) Travel Assessment Form - Staff ..................................... 38
9.9 APPENDIX 6 – Assessing High Risk Work Away ....................................................................... 46
9.10 APPENDIX 7 – Risk Considerations for Travel and Work Away ................................................. 50
9.11 APPENDIX 8 – Additional Information for Supervised (Field) Trips ............................................ 54
9.12 APPENDIX 9 – Student Placement Health and Safety Questionnaire ........................................ 58
9.13 Frequently Asked Questions ....................................................................................................... 60
Quick Navigation
“Travel and work away” – Scope and Definitions and Examples
Overview of Procedure for Travel Risk Management
Departmental Travel Risk Management Procedure Template
Detailed Responsibilities for Managing Risks from Travel
College role in safeguarding students working away
How to select the correct travel risk assessment form
Evaluating Risk Assessments and Travel Plans
Assessing High Risk Work Away: Making a referral to the study Away Risk Assessment Committee
2
1 Introduction
The University of Cambridge is responsible in law and under its own Policy on Health and
Safety, for managing the risks to its employees (staff), students and anyone else who is
affected by its “undertaking”, that is, its business. The business of the University is teaching and
research and any support activity that is done to facilitate these.
When a member of staff or registered student travels and/or works away from its premises on
University or department business, the University of Cambridge retains its legal duty to
safeguard their health and safety, and must ensure that risks to its members are appropriately
assessed and controlled. The University has a number of policies that cover these duties:
● Health and Safety Policy – see: https://www.safety.admin.cam.ac.uk/files/hsd016m.pdf
● Overseas working policy (for staff) - see: https://www.hr.admin.cam.ac.uk/hr-
services/overseas-working
● Policy to Safeguard Students Studying and Working Away – see:
https://www.educationalpolicy.admin.cam.ac.uk/files/approved_working_away_policy_and
_procedures.pdf
The University’s legal responsibility for managing these risks can be fulfilled only if we put in
place measures to control risks identified through a “suitable and sufficient” risk assessment.
There is an enhanced duty of care for managing risks to students.
1.1 Purpose
The purpose of this document is to offer guidance on managing risks of travel and work away,
in compliance with the law and University policies listed above.
The law requires all employers to use a risk-based approach to the management of health and
safety. This approach recognises that:
● The prime purpose of any work away is to provide learning and development experience
or new opportunity for research and enable access to wide ranging opportunities;
● Work away varies considerably and therefore each case must be considered individually;
● Each department must have its own local procedures for managing the risk assessment
component of work away (these must comply with this document as well as the policies
listed above).
If you are involved at the planning or approval stage of student or staff work away, or if you
accompany students during their work away, it is your responsibility to follow this guidance and
ensure they do too. This applies to work away organisers, administrators, academic staff, and
health and safety staff. You may find it beneficial to read the further guidance issued to those
travelling.
The University has the right to refuse any proposal to work away, on grounds of health and safety
or for other good operational or academic reasons. Any student or staff member who leaves the
University without approval to travel, work, or study is considered to be unauthorised.
1.2 Scope
This guidance applies to all types of travel and work away in the UK and overseas on University
business - examples are given in section 1.3 below.
This guidance does not cover legal, financial and insurance issues relating to work away for
longer periods - please see: For students - Work Away From Cambridge
(https://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-
status/work-away-cambridge) and for staff: Overseas working
(https://www.hr.admin.cam.ac.uk/hr-services/overseas-working).
The duty to manage travel risk applies to work away by both staff and students. There are minor
differences in the way student travel is managed, and these are highlighted in this document.
31.3 Definitions and Examples
“Work Away” - This guidance uses the short-hand term ‘work away’ to refer to an authorised
period spent away from the University of Cambridge where:
● A member of staff travels to locations other than University of Cambridge premises for any
activity in connection with the business of a department or the University as a whole;
● A student undertakes work or study outside University of Cambridge premises - either as an
integral part of their course, or where the student has justified the work as being sufficiently
beneficial or considered essential to obtaining their degree;
“Work away” includes the period of physical travel to and from the location outside. Some
examples of ‘work away’:
Attending conferences Clinical placements i.e. Organised trips/ fieldtrips
and external meetings extramural study for staff and/or students
Student Summer activity
Practical research at Longer term overseas
(IF required by their
other institutions working by staff
course)
Staff working Student research/industrial
Collection of data or
collaboratively with placements at other
samples in the field
external organisations institutions
Mandatory work placements/
Team building trips away Use of facilities at other
internships, including student
from Cambridge organisations
year abroad
“Risk Assessment” is the systematic process of reviewing the work, the location of work away
or destination and the characteristics of the individual proposing the work to:
Identify significant hazards and determine what harm they could cause;
Evaluate the level of risk;
Determine the measures required to remove or adequately mitigate the risks.
“Traveller” in this document and University Insurance procedures means the staff (employee)
or student member travelling and working away from Cambridge on University business, as a
requirement of their work or study.
“Suitable and sufficient” is a term used in the Management of Health and Safety at Work and
other regulations. It means that not only must all the relevant aspects of the risk be considered,
but the detail of the risk assessment must be proportional to the potential impact of the harm
and the likelihood of it being realised (i.e. the level of risk). The travel assessment formats
provided in this document reflect the level of detail, and the type of topics that must be
considered for different levels of risk.
42 Responsibilities and Procedure
The University is required by law to assess and manage risks to the health and safety of its
students, staff and anyone else working on its behalf. Fulfilling this responsibility is devolved to
departments and Faculties (jointly called “departments” in this document) that administer travel
and work away. These responsibilities are outlined in section 2.1, with more detail given in
Appendix 1. Colleges are not required to sign off travel risk assessments, but their input should
be sought in completing the risk assessment (see 2.2).
2.1 Responsibilities
The responsibilities of the various people involved in managing risks from work away are
outlined below. Detailed information is in Appendix 1.
2.1.1 The University’s Responsibilities
Various members and sections of the University have responsibilities for managing travel risk:
The Education Committee is responsible for:
Review and update of the University Policy to Safeguard Students Studying and Working
Away.
Establishing and operating the University Study Away Risk Assessment Committee
(SARAC). SARAC must review all student High Risk (Elevated) Travel Assessment Forms
and accompanying documentation, and give a final decision on such trips.
Human Resources will regularly review and update the Overseas Working Policy for staff.
The University Insurance Section is responsible for:
Ensuring that adequate travel insurance is available for staff and graduate students
travelling abroad.
Providing departments with access to web-based travel risk expertise (usually via the
insurer) to help with the review process.
The Safety Office is responsible for:
Review and update of this Guidance document (HSD089M).
Ensuring there is access to expert travel advice from an independent source to help
SARAC and HoDs with the review process.
Providing training and guidance for those filling in risk assessments and those that have
been given responsibilities within departments for reviewing such assessments.
Having procedures in place to evacuate individuals from locations in emergency
situations, either via the travel insurance policy or other sufficient contract.
The COVID Helpdesk is responsible for:
Providing guidance and sources of information to those intending to travel regarding testing
and quarantine requirements relating to the COVID -19 global pandemic for the end location
and any countries included in the travel itinerary.
Offering help and assistance with any concerns raised regarding travel risks associated with
COVID-19
The Registrary’s Office is responsible for enabling the University Silver Team to deal with
emergency situations that arise whilst University members are away from Cambridge.
The University Disability Resource Centre is responsible for providing additional help and
support to all staff and students who require it when planning for working away from
Cambridge.
2.1.2 Responsibilities of the Head of Department
Ensure the department has a suitable procedure in place to assess and manage the risks
involved with student and staff travel, and that it meets the requirement of this Guidance
document.
Delegate responsibilities to named or classes of individuals (e.g. supervisors) to assess /
review and approve travel and work away risk assessments, and carry out the tasks
below.
5 Ensure that individuals involved in writing or reviewing travel risk assessments have
received the training provided by the University Safety Office, or equivalent training.
Accept the level of risk involved with individual trips for those working on behalf of their
department.
Ensure that all student High Risk (Elevated) Travel Assessments are referred to the Study
Away Risk Assessment Committee (SARAC).
Ensure any further conditions or risk mitigations imposed by either travel risk experts or
SARAC are adhered to by the department and/or the traveller.
Ensure no individual leaves for work away without completing the appropriate risk
assessment for the trip.
Implement an appropriate disciplinary action for individuals who fail to comply with the
departmental procedure prior to the trip, or control measures whilst on the trip.
Where appropriate, involve the College when reviewing applications and risk
assessments for work away.
For higher risk travel, ensure the University’s insurer’s web based travel risk expert tool is
used to help with reviewing travel risk assessments.
Check that suitable arrangements are in place to contact the traveller as appropriate to
the trip, and that contact is maintained as determined by the risk assessment.
Ensure contingency arrangements are in place to re-establish communication with the
traveller in case the contact requirements are not met.
Be prepared to convene the Departmental Silver Team if required and elevate to the
University Silver Team if necessary.
Ensure the department maintains a securely held but readily accessible, up to date list of
those conducting medium risk or high risk work away, including locations, contact details
for the travellers and their emergency contacts. For low risk work away, notification of
travel on a calendar or similar means will suffice.
Inform SARAC if conditions appear to worsen for a student whilst away from Cambridge
on high risk travel.
Be prepared to assist with the evacuation of any member of the department in emergency
situations.
2.1.3 Responsibilities of People Managing Those Working Away
NB These could be (but are not limited to) Supervisors / Principal Investigators / Managers /
Nominees of HoDs and additionally for Students, College Director of Studies / College Tutor
Familiarise yourself with the departmental procedure and the contents of this Guidance to
effectively manage those applying to travel/work away. Ensure travellers comply with
them.
Ensure you have the skills, experience and knowledge to review individual travel risk
assessments, for example attend training offered by the University Safety Office/ found on
the University Safeguarding webpages if necessary to gain or enhance these skills.
For staff: Approve medium (standard) risk travel assessments and refer high (elevated)
risk travel assessments to the HoD. Advice from the University Safety Office can be
sought for staff high risk travel assessments. Departments will have their own
arrangements for low risk travel by staff (see departmental procedure).
For students: Ensure that all high (elevated) risk travel assessments are referred to
SARAC.
Maintain contact with people working away at the frequency agreed in the risk
assessment and highlight any problems with contacting individuals to HoD / Departmental
Silver Team if required.
Regularly check on the health and welfare of those you are responsible for whilst they are
away. Highlight any concerns for these to the HoD (and for students, their College tutor)
to address further if required.
6 Keep an up to date list of all those you are responsible for who are working away,
including locations, contact details of the travellers and their emergency (e.g. next of kin)
contact details. Ensure these are securely held but easily accessible should they be
required.
In emergency situations, be prepared to assist with the evacuation of any member of the
department you are responsible for.
2.1.4 The Traveller’s Responsibilities
Familiarise yourself with the departmental procedure and the contents of this document
and cooperate with its requirements. Allow enough time to do so.
Contact the University COVID helpdesk before planning any travel to seek guidance and
information on testing and quarantine requirements for your destination and return
journey. It remains your legal responsibility to check and comply with all testing and
quarantine requirements as these may change at very short notice.
Carry out a risk assessment and explore travel arrangements that minimise risks – use
the appropriate risk assessment forms (see Travel Risk Rating Table). Ensure it is signed
off.
Keep your contact details up to date (on CamSIS for Students and ESS for staff).
Ensure you have sufficient and appropriate insurance – check its exclusions.
Check there are suitable emergency and contingency arrangements in place.
Sign up to receive FCDO travel alerts for overseas travel. Obtain other specialist advice
(e.g. from the University’s travel insurer) as needed.
Maintain contact with your department as per the risk assessment.
Whilst away, inform the University if there are significant changes to your circumstances
(including health).
2.2 College role in safeguarding students working away
Travel and work away risk assessments must consider the personal characteristics,
circumstances and needs of a student. A student’s College will have knowledge of these as
part of their pastoral responsibility and so departments should collaborate with Colleges when
assessing the personal risks for students working away.
For applications routed via the CamSIS approval system (for work away of 14 days or over),
Colleges are automatically provided with the opportunity to comment. For other types of work
away e.g. undergraduate Year Abroad, or graduate work away, Colleges should be offered the
opportunity to comment in line with departmental procedures.
In contributing to the risk assessment, Colleges might suggest conditions, for example College
support is likely to be subject to:
● Student agreeing to regular contact with College Tutor (College to determine regularity
and means of contact)
● Seeing the full risk assessment prior to student departure
● The student completing a SSD with the DRC (if applicable)
Students need to consider how their personal circumstances and characteristics might impact
travel plans and are encouraged to speak with their College (or if appropriate, with the Disability
Resource Centre) on measures to mitigate such concerns
(https://www.safeguarding.admin.cam.ac.uk/individuals-travelling-health-and-safety-those-
working-away/individual-factorssupport).
If the College has concerns about particular plans, these should be raised with the department
at the earliest opportunity. SARAC should be contacted for guidance in specific cases where
there are serious concerns over student safety. Please email SARAC@admin.cam.ac.uk for
more information.
7The College Senior Tutor may be required by SARAC to comment on high risk travel
applications for students under their care.
2.3 Fieldtrip Organisers and Supervisors
People organising field/supervised trips must follow this guidance and additionally refer to the
guidance in Appendix 8.
2.4 Covid-19 travel restrictions and extra requirements
The global COVID-19 pandemic has dramatically affected international travel, any member of
staff or student planning to travel on University-related business needs to ensure that they are
complying with both current Government guidance with regard to travel restrictions and any
testing or quarantine requirements for their destination and return journey to the UK.
Please note that this guidance may be subject to change at short notice.
All travellers or fieldtrip organisers are strongly advised to telephone the COVID Helpdesk
(01223 339514) for assistance with planning your trip. COVID testing and quarantine
requirements vary widely from country to country, and change frequently, it is essential you are
aware of these requirements and the time scales involved during the planning stage of your trip.
COVID-19 has also had an effect on University travel insurance. For travel insurance advice,
please see the travel insurance section on the University website.
http://www.admin.cam.ac.uk/offices/insurance/travel/.
82.5 Overview of Procedure for Travel Risk Management
Figure 1 - Procedure for risk assessment prior to UK and overseas travel
93 Risk Assessment Process
3.1 How to select the correct travel risk assessment form
Table 1 below shows how to evaluate the level of risk (risk rating) of the proposed travel and work
away, and which risk assessment form to use.
There are three forms (each with a staff and student version) with different levels of detail, to match
the overall level of risk identified for the work away. Completing the appropriate form helps to fulfil
the requirements of a “suitable and sufficient” risk assessment. However, given the wide variety of
work away situations, departments/Faculties may choose to adapt these or use their existing forms
to manage their specific risks. Departmental forms must meet the minimum requirements of this
guidance.
For low risk travel in the UK, departments may allow staff to enter travel and contact details in a
shared calendar and agree to follow a generic risk assessment drawn up by the department, or they
may use the Low Risk Travel Assessment form.
Examples of completed risk assessments are here.
For more detailed guidance on planning field trips, including courses and research, see Appendix 8.
3.2 Evaluating Risk Assessments and Travel Plans
Approving applications to travel
Departments must have procedures in place for agreeing plans to work away, including details of
where any applications should be submitted and stored following approval. See “Responsibilities of
Head of Department” in 2.1 above, and example of Departmental Procedure Template in Appendix 2
.
Graduate students only: Applications for work away of over two weeks’ duration must be submitted
via CamSIS. If you are an ‘approver’ you will receive an email once the application has been routed
to you for approval. The risk assessment is a separate process that is carried out within the
department. However, students are advised to attach their signed risk assessments to CamSIS
applications so that details of these are stored in a central location and other approvers can add
comments if necessary. Please note that the department maintains responsibility for checking and
signing off the risk assessments. This is not the responsibility of the Degree Committee, College, or
Student Registry although they may add further comment if relevant.
For trips under two weeks, there is no formal requirement for students to submit leave to work away
applications through CamSIS. See here for further information. The exception to this is when
departments have identified plans as high risk (see rating table). In these cases, students should
submit an application through their CamSIS self-service. An example of this would be a one week
trip to an area where travel is advised against by the FCDO. When processing these applications
departments should include a comment in the approval step explaining why the application has been
entered into CamSIS. This will ensure that it is not rejected by the Student Registry.
Evaluating a risk assessment
Managers or supervisors of those travelling are best placed to evaluate risk assessments as they
will understand what is involved in the proposed work, and will know the person travelling. If the
department’s travel management process requires someone else to approve travel, at the very least
the supervisor or manager must be consulted.
10Table 1 – Rating the Overall Risk of Travel/Work Away
Factor Details and examples
Location Travel is in the UK, “See our local travel advice” “Advise against all but essential
Factors OR travel or advise against all
(Foreign and No FCDO advice in place anywhere in the country. Please note: there is not travel”
Commonwealt always a map in the FCDO
h Office advice. Please note: there is not always
webpage) a map in the FCDO advice.
Indicators
Traveller has relevant experience, understanding and Traveller has personal characteristics (e.g. health, Traveller has personal characteristics (e.g. health, disability,
Individual
skills for the type of work proposed. disability, pregnancy, language, ethnic, religious, pregnancy, language, ethnic, religious, protected
Factors
protected characteristics or cultural factors) that may characteristics or cultural factors) that could significantly
require specific adjustments or support during work, increase their vulnerability to certain risks.
or because of living away from home. Traveller lacks experience, understanding and/or skills to
conduct a higher risk activity or work in a higher risk location.
Traveller is planning to conduct non-practical work such Traveller is planning to conduct practical work (field Traveller is planning to conduct lone practical work in an area
Type of Work
as desk work, attendance at a seminar, conference or visits, work in a lab, work in a remote area), and/or an of high risk (field visits, work in a lab, work in a remote area),
Away
exhibition held in a controlled environment (business or activity where permits/licenses are required or an activity where permits/licenses are required
(includes
academic institute). (mountaineering, diving, archaeological dig), where (mountaineering, diving) and will not be accompanied by a
travel and
the individual is accompanied by a professional professional guide. The individual may be researching a
study)
guide, or any other work/research that requires the highly sensitive/controversial topic that could put them in
traveller to complete a standard ethics assessment. danger.
Risk rating Low Risk Travel Medium Risk Travel High Risk Travel
For low risk UK travel – traveller may use their Use Medium Risk (Standard) Travel Assessment Use High Risk (Elevated) Travel Assessment Form
Forms & other Department’s generic risk assessments OR notify of Form
requirements Head of Department/Faculty to make recommendations.
travel and contact details as per department procedure. Department/Faculty to sign off assessment Refer student high risk travel to SARAC for agreement.
Travel abroad - As minimum, use Low Risk (Basic) Minimum contact frequency to be maintained with Minimum contact frequency to be maintained with traveller:
Travel Assessment Form. Department/Faculty to sign traveller: e.g. to confirm arrival and every month e.g. on arrival, departure from each destination and every 2
off assessment for students. following as applicable to duration. weeks
Maintain minimum contact frequency as agreed. Traveller Traveller must review risk assessment any time Traveller must review risk assessment any time
must review risk assessment any time circumstances circumstances change. circumstances change.
change.
11(Evaluating a Risk Assessment - continued)
There is specialised risk assessment training available for people authorising or supporting travel and
work away. They are expected to attend this training unless they have extensive experience in
assessing the particular travel risks involved (contact the Safety Office for details).
When you receive a travel risk assessment:
1. First use Table 1 to assess whether the plans fit best within the low, medium or high risk
category;
2. Next, check that the traveller has correctly identified all the significant hazards (a hazard is
anything that could cause harm, i.e. injure people, or damage their health);
3. Then check that the risk control measures (precautions) are sufficient to adequately control
(remove or reduce) the risks arising from the hazards identified.
If the travel is evaluated as “high risk”, please read Appendix 6: “Assessing High Risk Work Away”
below. The amount of time spent on planning and the degree of detail recorded in the risk
assessment needs to be proportionate to the level of risk identified. More extensive planning,
preparation and assessment will be required for lone fieldworkers or for work in areas where there
may be an increased risk to personal safety (for example due to criminal activity or political
instability). The traveller’s past experience or personal circumstances and characteristics may have a
bearing on the foreseeable level of risk or ability to deal with risks, and the assessment must reflect
this.
The proposed traveller must be asked for further information if the assessment is not comprehensive
enough, i.e. does not identify all the entire significant hazards specific to the work/travel, or
appropriate measures to control the risks from them. For example, the assessment may be too vague
or ask for impractical control measures. However, travellers must not complete the risk assessment
as though it is a tick box exercise and should fill the hazard table only with the significant hazards
relevant to their situation. There is extensive travel risk guidance for those travelling, here:
“Individuals travelling - health and safety for those working away”:
https://www.safeguarding.admin.cam.ac.uk/individuals-travelling-health-and-safety-those-working-away
Selecting appropriate measures to control risks
For each hazard identified, the traveller should have included measures to eliminate or minimise the
impact or the likelihood of harm, and reduce the overall level of risk to an acceptable level. These
control measures must include anything that is “reasonably practicable” - this means balancing the
cost, time and effort you need to spend to manage the risks effectively, against the actual level of risk.
You may need to agree with the traveller that the risk assessment should be reviewed, updated, and
amended based on additional local information and direct observation once they start the work away.
This will be particularly important if:
there are significant differences between what was expected and what is actually found on
arrival and/or
the placement is considered ‘high risk’ and has been approved with conditions
Updated risk assessments should be submitted depending on what has been agreed prior to
departure and in accordance with the minimum recommendations found within Table 1 above (risk
rating).
12Signing off a risk assessment
Risk assessments must be signed off by the reviewer(s) in line with the departmental procedure. The
Safety Office recommends using the following sign off statement once reviewers are satisfied with the
risk assessment.
Department/Faculty: I am signing to indicate that this constitutes a suitable and
sufficient assessment of the level of risk identified.
Name: Signature:
Role: Date:
Signing off a risk assessment and approving a travel plan is based on informed consent by the
department and places responsibility on the traveller to be honest in their application.
The traveller must be informed that participating in activities that are not included within the
plan of work or risk assessment, is not part of their authorised work away.
Once the risk assessment has been signed off, you should follow departmental procedures to ensure
that a record of the assessment is kept.
Further assessment guidance:
Assessing High Risk Work Away – see Appendix_6_
Risk considerations for travel and work away – see Appendix 7
4 Research ethics guidance
In addition to completing a risk assessment, people conducting research involving human participants
or personal data, must seek ethical approval for their project from a University/ department research
ethics committee and/or the host institution.
Please read the guidance on the “Ethical Review of Overseas Research” webpages (link below)
carefully to ensure that your department has procedures in place to meet these requirements.
Department procedures should clarify at what point an ethical review is required. However, it is
expected that travellers would typically seek ethical approval first and submit the approval letter with
their work away application. Departments should reinforce the importance of travellers discussing
plans in advance with their supervisor/manager in order that all necessary applications are completed
on time.
Useful links relating to good research practice, research ethics and integrity:
“Ethical Review of Overseas Research”: https://www.research-integrity.admin.cam.ac.uk/research-
ethics/ethics-application-guidance/ethical-review-overseas-research
For all research - “Research Integrity and Good Practice Checklist” : https://www.research-
integrity.admin.cam.ac.uk/research-integrity/research-integrity-and-good-research-practice-checklist
For students only – “Code of Practice for Research Students”:
https://www.cambridgestudents.cam.ac.uk/new-students/manage-your-student-information/graduate-students/code
Templates found on the following pages can be adapted for overseas research and to take into
account local requirements:
https://www.research-integrity.admin.cam.ac.uk/research-ethics/research-ethics-committees
https://www.research-integrity.admin.cam.ac.uk/research-ethics
135 Placement Specific (Students Only):
A “placement” is a period of work experience, paid or unpaid,
● Which is undertaken as an integral part of the student’s course.
● Where the student is enrolled at the institution during this period.
● Where there is the transfer of direct supervision of the student to a third party.
Where a host institution controls the work, they will usually have their own standards and policies with
which members of the University should comply. These must be available to the person on
placement and reviewed in advance of any visit. This does not override the requirement to complete
a risk assessment but should be provided as evidence to support the mitigation measures to be
implemented.
Departments must ensure that the questionnaire is Appendix 9 is completed and returned by the
placement host before students start their placement.
6 Insurance
All those who plan to travel overseas obtain appropriate insurance before departure. This can be
private or, if the traveller is eligible, an application for University insurance can be made – this is free
to staff and graduate students. See this webpage: https://www.insurance.admin.cam.ac.uk/insurance-
guidance/travel-insurance
Please note that due to COVID-19 there have been some changes in the level of cover provided by
both the University Travel Insurance Policy and private providers. It is important to note what may not
be covered due to cancellation and curtailment of trips due to COVID-19 issues.
Those travelling should check the page here for real examples of invalid claims where departments or
individuals have been liable for costs.
7 Emergency Protocol
Departments and Colleges may seek guidance from the Safety Office for non-urgent matters relating
to risk assessment of emergency and contingency planning.
For urgent matters, departments and Colleges should contact University Security Control Centre on
01223 767444 (on internal landlines use 101). Security will liaise with the Chair of the University
Silver Team.
8 Monitoring and review
A fully effective system for managing work away requires regular review of departmental procedures
at least once a year so that lessons can be learned from experience and working practices can be
improved. Consider the following:
If something went wrong, why did it?
Were adequate advance plans and preparations made for the work?
Were reasonably foreseeable hazards anticipated and were adequate precautions implemented
to control the risks that might arise?
Do any changes need to be made to improve health and safety on similar projects / activities in
the future?
149 Other Helpful Resources and Appendices
For other useful advice on planning travel and fieldwork, go to:
https://www.safeguarding.admin.cam.ac.uk/useful-documents-and-links
University Policies, Guidance and Support
Safety Office pages on “Travel Safety”: Safeguarding Work Away
https://www.safeguarding.admin.cam.ac.uk/
a. Risk Assessment Training video: https://www.safeguarding.admin.cam.ac.uk/risk-assessment-
training-video Aimed at helping the traveller assess risks adequately
b. TED talk “Three simple, fun and effective tools to help manage risk” – see the bottom of this
page: https://www.safeguarding.admin.cam.ac.uk/individuals-travelling-health-and-safety-those-
working-away/completing-risk-assessment
Detailed training for people approving medium and high risk travel – contact the Safety Office
for details (travelriskassessment@admin.cam.ac.uk)
Healix Travel Oracle (from University Travel insurer) for detailed travel advice for individual
locations – https://traveloracle.healix.com/Allianz
Guidance on how to use this guidance
Healix Travel Oracle App, gives real time advice for the traveller whilst away from the University.
The Healix Travel Oracle App can be downloaded onto your smart phone from the Apple App
store or Google Play store.
Guidance on how to use this App guidance
Study Away Risk Assessment Committee - https://www.safeguarding.admin.cam.ac.uk/policy-
and-guidance/study-away-risk-assessment-committee
Travel Insurance - https://www.insurance.admin.cam.ac.uk/travel-insurance
Risk Assessment Forms: https://www.safety.admin.cam.ac.uk/policy-
guidance/miscellaneous/hsd089m-guidance-travel-fieldwork-and-work-away-cambridge
Guidance for Staff Working Overseas, www.hr.admin.cam.ac.uk/policies-procedures/overseas-
working
Specific requirements for carrying out radiation work away from University of Cambridge
premises: https://www.safety.admin.cam.ac.uk/system/files/hsd196r.pdf
University’s preferred travel agency- see: http://www.admin.cam.ac.uk/offices/purchasing/travel/
University’s COVID Helpdesk 01223 339514
Government Advice
FCDO website for foreign travel advice: https://www.gov.uk/foreign-travel-advice
Other Fieldwork/Travel Advice
The Oxford Handbook of Expedition and Wilderness Medicine 2nd Edition April 2015
www.oup.com
First Aid and Wilderness Medicine ISBN 978 1 85284 913 9 - Cicerone 2017, 12th edition
Safety on Mountains. British Mountaineering Council
Code of Practice for the Safety of the Social Researcher: Social Research Association
Higher Education Sector Guidance on Health and Safety in Fieldwork and Travel University Health
and Safety – USHA
BS 8848 2014. Specification for the provision of visits, Fieldwork, expeditions and adventurous
activities outside the UK. BSI Standards Publication
Safety First. A safety security handbook for aid workers Shaun Bickley 2010 Guidance on
harassment
159.1 APPENDIX 1 – Detailed Responsibilities for Managing Risks from Travel
Note: “Travel” includes any transit to and from a location, fieldwork, and study away or other work or volunteering away from University of Cambridge – see section 1.3 above for definition and examples
The University’s Responsibilities of People with overall responsibility Responsibilities of People Managing those The Traveller’s Responsibilities
Responsibilities for managing health and safety in Departments and Working Away
Offices
Education Committee of the University Heads of Department, including Heads of managing offices (e.g. Year For example: Supervisors, PIs, Managers, Nominees of HoD - and Staff, students and other persons working or studying
Abroad Office) – called ‘HoDs’ in this document
Who?
General Board, its Sub-Committee (Study additionally for students: College DoS and College Tutor away from Cambridge as part of University business
Away Risk Assessment Committee - (i.e. research and study/teaching)
SARAC), the University Safety Office,
Insurance Section and others.
University Health and Safety Policy; The HoD is responsible for accepting the level of risk for all proposals People involved in managing work away must: Staff and students proposing work away must:
https://www.educationalpolicy.admin.ca that are not sent to SARAC; these include low – medium risk student ● Co-operate with the requirements of this
● Familiarise yourself with the contents of HSD089M (this
m.ac.uk/files/approved_working_away_p work away and all staff travel. guidance document and departmental
olicy_and_procedures.pdf; Overseas Guidance), and relevant department procedures; procedures for travel and work away;
Working Policy for staff; For all work away HoDs must ensure that: ● Ensure travellers comply with them;
● Discuss and explore alternative arrangements
● The requirements of this guidance are suitably implemented in ● Ensure you understand the proposal to work away, and that
that could be put in place to control and reduce
Staff high risk work away: The Safety their Department; activities are relevant to the staff member’s work or the the risks from ‘high risk travel’ with their
student’s degree; supervisor or manager, both before and during
Office can provide departments with ● There is a clear procedure outlining responsibilities within the
guidance Department for work away (see: Template for Departmental ● Determine the complexity of assessment required and check the time away;
procedure), including how to refer ‘high risk’ work away to HoD the correct assessment form is used; ● Sign up to receive FCDO travel alerts for all
Student work away: where SARAC will not be involved, and consequences of failure ● Assess whether any change to plans advised by the traveller overseas travel (e.g. because of change in risk,
All proposals assessed as ‘high risk’ by to comply. This procedure must be communicated to all involved are significant enough to require a new risk assessment to travel disruptions, environmental changes).
Departments (see Risk Rating Table for in work away; be submitted; They may also obtain specialist travel advice
guidance) are passed to SARAC, which from WorldAware via their Department;
Governance and overview
● Appropriate action is taken if students or staff fail to comply with ● Maintain contact with the traveller as stated within the risk
will consult with departments, Colleges departmental or SARAC requirements. assessment. ● Inform the University of significant changes to
and/or experts, before making final their circumstances, such as contact details,
● Work away plans are authorised in advance, following suitable If in doubt seek advice from HoD or their nominated person (see
decisions on high risk applications and review of risk assessment; nature of study/work or changes in physical or
to ensure that a consistent approach is your department’s procedures). mental health. Significant changes will require
● An easily retrievable, secure record of travellers, their location a revision of the risk assessment;
taken towards high risk work away and contact details is kept;
across the University. SARAC ● Keep their contact details up to date (for staff
● The level of detail and time used in planning and assessment is on Employee Self Service or via Department.
considers exceptional cases and has the
proportionate to the level of risk - requirements for ‘low risk’ For students, on CamSIS).
final decision about high risk /work work may be minimised (see Risk Rating Table and
away. recommended risk assessment forms); Students are advised to raise any (wellbeing)
concerns at the very earliest opportunity with their
Crisis abroad – In a crisis, the ● People involved in ‘high risk’ work or travel obtain appropriate
supervisor and College Tutor.
University Emergency Silver Team will training (see video here and contact Safety Office for more
detailed training); Staff should raise these with their manager or HR
determine a way to deal with University
travellers likely to be affected and will ● People leading trips are appointed and competent to lead and Failure to Comply with requirements
need Departments and Colleges to deal with adverse or emergency conditions; Travel abroad without authorisation and suitable
assist by providing an up to date list of ● Regular reviews are carried out to ensure the Departmental risk assessment and control measures may result
their members travelling and/or working procedures are working effectively to manage risks. in disciplinary action, especially if the travel is high
in that area. Additionally for student travel, HoDs must ensure that Colleges risk. Students and staff may be required to return
are given the opportunity to comment on plans. NB: the College is to the UK immediately. Students - see Policy to
(Please note: There University has not responsible for risk assessment of activities authorised by a Safeguard Students.
separate policies on carbon reduction in department. For travel longer than 14 days notified via the CamSIS
travel, which are not within the purview approval system, Colleges are automatically given the opportunity to
of this guidance). comment. For other types of work away e.g. undergraduate Year
Abroad, there should be Departmental procedures in place to consult
Colleges.
16The University’s Responsibilities of People with overall responsibility Responsibilities of People Managing those The Traveller’s Responsibilities
Responsibilities for managing health and safety in Departments and Working Away
Offices
University Safety Office provides Heads of Department must ensure that: Those who are involved in managing work away must: People who wish to study/work away from
general guidance on completing work ● The department work away procedure clearly defines how to ● Check the traveller understands the department procedures Cambridge must:
away risk assessments here. notify or apply for work away, how to submit and obtain sign off and submits (as relevant) an application to work away with a Allow sufficient time to follow their
for risk assessment, and what to do if the work away is suitable and sufficient risk assessment (as appropriate); departmental procedure for notifying/applying
Each Department can access the considered high risk; ● Check the Risk Rating Table and that the correct form is used to work away
University insurance company (Allianz)’s ● Low risk work away is dealt with simply and quickly according to so assessments are proportionate for the level of risk; Contact the COVID helpdesk in the planning
travel risk expert Healix Travel Oracle departmental arrangements; ● Review individual risk assessments until satisfied that the stages of the trip
https://traveloracle.healix.com/Allianz ● There is guidance in place for hazards specific to the work away traveller has considered all planned activities and suitable Ensure there is a suitable and sufficient risk
(policy number ALZ193112) for more in their department (e.g. fieldwork); controls measures to sufficiently control risks of the work assessment in place (see the Risk Rating
detailed guidance than is available on away; Table to determine what risk assessments
● Applications are being made and approved in good time to allow
FCO website. Guidance for using this proper consideration and implementation of control measures ● Advise the traveller using own experience as well as directing form to use)
Application Procedure
site can be found here before the trip starts; them to the Helpful Resources, Allianz travel risk expert Record as a minimum (for all travel):
Healix Travel Oracle https://traveloracle.healix.com/Allianz
● Participants and those reviewing applications are complying with - Their own contact details
(policy number ALZ193112) guidance on this can be found
Student travel - Central Offices will this Guidance and department procedures, and there are actions - Details of their local contact/host
here
ensure that: The University captures in place to deal with those who put themselves and others at risk - Emergency Contact details (e.g. for next of
dates and locations of certain types of by failing to comply; ● the and nominated people in the department to draw up a kin)
suitable and sufficient risk assessment; -
work away through the CamSIS records ● There is a research ethical review process in place at the Travel dates
system. This includes applications from Department (see: Research Ethics Committees); ● In the event that a traveller has stated they plan to work away - Location of work away
students under the authority of the but not formally applied to do so, tell them about the - Participant signature
● There is a process to pass on the guidance made available
Departmental procedure. If the traveller refuses to comply Follow departmental procedure for high risk
Board of Graduate Studies as well as for to them via the Allianz travel risk expert Healix Travel Oracle
then this should be reported to the HoD immediately; work away - complete a full and honest
undergraduates on the Year Abroad. https://traveloracle.healix.com/Allianz (policy number
ALZ193112) guidance on this can be found here ● Follow the department’s ethical review processes. If application/notification and risk assessment
necessary, check an ethical assessment is completed as a and submit 2- 3 months in advance of travel
● using guidance found here;
condition of approval.
The reviewer should advise the participant of the decision made ● Inform the University of significant changes to
See Appendix 2 for a Departmental process template as per department processes and ensure there is an up to date plans or circumstances (e.g. health) following
record of the travel plan, risk assessment and any documents submission of the application and risk
required by the department. assessment.
The traveller is responsible for obtaining
For student work away only - Those involved in managing work appropriate insurance (e.g. travel, health) before
away must identify ‘high risk’ plans, comment on these and refer departure. Check the insurance exclusions.
them to the HoD who will then make comment and refer the
decision to SARAC;
For staff and students: The University HoDs must ensure that: Those who are involved in managing work away must: The traveller is expected to
Continued support during work
Silver team will contact Departments in ● Healix Travel Oracle website ● Ensure the risk assessment is appropriately updated if they ● Continue to follow Departmental procedure;
case of crisis situations abroad. https://traveloracle.healix.com/Allianz is being used to track are notified of significant changes to the traveller’s ● Monitor FCDO alerts for the country they have
overseas risk alerts. If alerts raise any concerns then the circumstances. subscribed to;
For student work away only: participant is to be contacted and the situation (including risk
Where required, and against ● Maintain contact with all travellers regardless of the travel risk ● Notify their Department (see Departmental
assessment) reviewed;
emergencies, Education Services will level – agreed in advance. See template for example contact procedure for nominated person) of changes
gather information on the status of ● The departmental procedure covers how to review risk frequency on the Risk Rating Table. to plans or circumstances e.g. dates,
assessments in case of significant change; locations;
students working away and might ● Consider the health and wellbeing of the traveller working
away
provide such information to the ● If changes are significant and in-country situation appears to away. ● Check in with their department via a method of
University’s Silver Team. have worsened then obtain guidance to advise the traveller to contact to confirm arrival and then at a suitable
return or carry out alternative arrangements (University Safety For student travel only – the Department should liaise with the frequency as stated within their risk
Office can advise travelriskassessment@admin.cam.ac.uk). assessment.
College to consider wellbeing issues raised during the student’s
For student travel only, if SARAC granted approval and in-country time away (see “When to Refer” for general guidance). ● Download the Healix Travel Oracle App to
situation appears worse, HOD must ensure SARAC is contacted for allow for real time travel advice whilst away
guidance. Supervisors must continue to submit termly supervision reports for from Cambridge. Healix Travel Oracle APP
student travel. Guide (cam.ac.uk)
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