Health & Safety Directorate
Queen Mary University of London
Health and Safety Guidance for
Employees Working Abroad
(Ref: QMUL_HSD_GA037_Dec 2015)
QMUL_HSD_GA037_QMUL Health and Safety Guidance for Employees Working Abroad_ V1 _Dec 2015
Contents
Summary ................................................................................................................................................. 3
Emergency Assistance ............................................................................................................................. 3
Risk Assessment ...................................................................................................................................... 3
Roles, Responsibilities and Communication ........................................................................................... 3
Vaccinations and Immunisations ............................................................................................................ 4
Medication .............................................................................................................................................. 4
Passports and Travel Documents............................................................................................................ 4
The Journey ............................................................................................................................................. 5
Accommodation ...................................................................................................................................... 5
Taxis ........................................................................................................................................................ 5
Driving Abroad ........................................................................................................................................ 5
Money & Credit Cards ............................................................................................................................. 5
Theft ........................................................................................................................................................ 6
Cultural Awareness ................................................................................................................................. 6
Going out................................................................................................................................................. 6
If you feel threatened ............................................................................................................................. 7
The Sun and High Temperatures ............................................................................................................ 7
Snow and Ice and Cold Temperatures .................................................................................................... 7
Altitude sickness ..................................................................................................................................... 8
Insects ..................................................................................................................................................... 8
Animals.................................................................................................................................................... 8
Eat and Drink Safely ................................................................................................................................ 9
Insurance................................................................................................................................................. 9
Emergency Assistance ............................................................................................................................. 9
Travel Advice ......................................................................................................................................... 10
Emergency Medical First Aid Kits .......................................................................................................... 10
Accident Reporting ............................................................................................................................... 10
Further Reading .................................................................................................................................... 10
Appendix I ............................................................................................................................................. 11
Appendix II ............................................................................................................................................ 13
2
Summary
During your time with the University you may need to work abroad as part of your job; for
example to carry out research, collaborate with other institutions or to deliver a
presentation. It is imperative that you follow health and safety guidance before you travel to
help you to prepare suitable arrangements. Such arrangements might include considering
emergency contacts and procedures, arranging suitable insurance and producing risk
assessments.
You should remember that when you are travelling abroad you must still look after your
health and not switch off to the hazards around you, especially when working in countries
with very different hazards to those which you are exposed to on a daily basis at the
University. It is easy to forget about the risk associated with certain flora and fauna or
dealing with extremes of temperatures for example. Some of the issues you may need to
consider prior to travelling and during your stay follow.
Emergency Assistance
The University Travel Insurance is supported by 24 hour emergency assistance operated by
Lifeline Plus.
Helpline: +44 (0) 1273 400 850
Policy Number: 0015865134
Risk Assessment
Before any travel and/or work abroad is undertaken a risk assessment must be carried out.
The level of detail will depend on the places being visited and the work being undertaken. A
number of the hazards one might expect to face are considered herein.
A copy of the risk assessment template can be found here. The Universities and Colleges
Employers Association (UCEA) have also produced a hazard checklist which can help you to
think about the types of hazards you may come across. This can be found in Appendix 1.
Roles, Responsibilities and Communication
Roles and responsibilities both to persons travelling and someone who is to remain at the
University must be designated. For example a line manager can be kept updated during your
time abroad and if necessary implement any emergency procedures.
This person should maintain travel and contact details of those persons who are travelling
during the period of their travel including:
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The date of travel and expected return.
Countries being visited.
A brief description of the work being undertaken.
The University’s insurance reference number.
Contact details of next of kin.
The address and telephone number of the nearest British Embassy or Consulate.
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Schools should consider providing a pre-paid SIM card or similar that will work in the country
or countries to be visited to ensure regular contact. An agreed timetable of communication
should also be prepared and implemented during the employee’s stay abroad.
Vaccinations and Immunisations
Ensure you get the correct vaccinations for the country you are visiting. Queen Mary
University of London (QMUL) Occupational Health Service can provide assistance on such
matters, as can your local GP. For further details please visit Occupational Health Service
website.
Ensure you make arrangements in plenty of time; a full course of Hepatitis B vaccinations
requires three injections over four to six months for example, so waiting until the last minute
may mean that you are unable to travel
Medication
Ensure you keep a written record on your person of any medical condition affecting you and
the names of any medication you are taking. If you need 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. It may be prudent to separate your medication
into different bags. This will help to ensure that you have a short term supply should one of
your bags be lost or delayed.
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, Pakistan, 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 UK Foreign and Commonwealth Office website has a full list of foreign embassies
in the UK.
Further information regarding taking medicine abroad can be found on the NHS website
Passports and Travel Documents
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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 safe and carry a photocopy with you at all times. Additionally leave a
copy at home and/or with your school/department.
Take another form of photo ID with you. Some countries require you to carry a valid form
of ID with you at all times.
Always keep your travel tickets and other important documents in a safe place.
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The Journey
Travelling for long periods can cause stress to your musculoskeletal system. Being
sedentary for extended periods can also affect your pulmonary system; Deep Vein
Thrombosis (DVT) is linked to long haul travel for example. Below are a few steps you can
take to safeguard your welfare when travelling:
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Avoid wearing tight clothes on long-distance journeys.
Do regular stretching exercises such as flexing your ankles
Try to walk around at regular intervals.
Drink plenty of water and avoid diuretics such as alcohol and caffeine.
Accommodation
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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.
If you intend to take any electrical appliances with you, obtain suitable adaptors for the
local voltage to ensure that they can be used safely.
Taxis
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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).
Book taxis through a hotel, the drivers name and approximate fare should be verified
beforehand. Flagging down taxis should be avoided altogether in some countries.
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.
Be aware that in some places taxis may not have seatbelts in the back seats. You may
need to consider travelling in the front seat, requesting a different taxi or using public
transport.
Driving Abroad
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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.
Be aware that in many countries there are on-the-spot fines for traffic offenses
Never drink and drive
Money & Credit Cards
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Use a money belt or secure inside pocket. Only carry the minimum amount of cash
that you need for the day.
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Never leave large amounts of cash in your room (unless in a room safe), always use
the main hotel safe or safety deposit box where possible.
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.
Theft
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Leave your valuables and spare cash in the hotel safe or other secure place.
Consider carrying two wallets, one prepared as a ‘dummy’ to be thrown down if
threatened.
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 this to make an insurance claim.
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.
Cultural Awareness
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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.
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.
It is always best to err on the side of caution. Behaviour that would be regarded as
innocuous elsewhere can lead to serious trouble.
Going out
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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 remove yourself from situations where
you do not feel comfortable.
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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.
If you feel threatened
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Stay calm, and try to be firm and direct.
Remove yourself from the situation. 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.
The Sun and High Temperatures
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Protect yourself from harmful UV rays by using a sun cream with a high sun
protection factor (SPF). Reapply regularly and don’t forget to protect your ears, lips,
hair parting and the tip of your nose with sun block.
Try to stay in the shade between 11am and 3pm when UV rays are at their most
damaging.
Wear a wide-brimmed hat and loose clothing.
Choose sunglasses with UV filters to protect your eyes.
Avoid strenuous activity during the hottest part of the day.
Drink plenty of non-alcoholic liquids to balance the loss of body fluid through
perspiration.
If you get prickly heat, take tepid showers and dab the affected areas with calamine
lotion. Wear loose clothing to reduce irritation.
Snow and Ice and Cold Temperatures
Hypothermia is a potentially fatal condition that occurs when your body temperature falls
beneath 35°C (95°F). Look out for a change in behaviour which can indicate someone is
suffering.
Wear appropriate clothes, with sufficient insulation and wind- and waterproof outer layers. A
hat is also important in reducing heat loss.
Frostbite occurs when the extremities (fingers, cheeks, ears, nose and toes) get so cold their
temperature drops below freezing. If noticed quickly, it’s fully reversible. If not, it can result in
loss of tissue. If you suspect someone has hypothermia or frostbite, stop work immediately
and take the following steps:
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Move the person indoors or somewhere warm as soon as possible.
Once the person is in a warm environment, carefully remove any wet clothing and dry
them.
Wrap them in warm blankets, towels, or coats (whatever you have available),
protecting their head and torso first.
Encourage the person to shiver if they're capable of doing so.
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If possible, give the person warm drinks (not alcohol) or high-energy foods, such as
chocolate, to help warm them up. But only do this if they can swallow normally – ask
them to cough to see if they can swallow.
Once the person's body temperature has increased, keep them warm and dry.
If symptoms are extreme or persistent seek medical assistance.
Altitude sickness
At high-altitude resorts, you’ll probably notice the effects of thinner air – you may feel very
tired, very quickly. To help lessen the effects, start your pre-ski fitness regime at least six
weeks before you travel. Start on the lower slopes and work your way up to higher altitudes.
Acute mountain sickness (AMS) causes dizziness, nausea, raging headaches and radical
change in personality or behaviour. It’s life-threatening condition. If symptoms arise in any of
your group, alert the ski patrol or mountain medical corps, and descend the mountain
immediately.
Insects
Insect bites can cause unpleasant reactions and even transmit diseases. Seek medical
attention if an insect bite causes swelling, bruising or persistent pain.
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Check with your GP if any medication is required before visiting the country.
Use an insect repellent containing DEET. Wrist and ankle bands impregnated with
this chemical are also available.
Wear protective clothing and use mosquito netting. Especially in malarial areas.
Avoid applying high-concentration (30% DEET) products to the skin.
Don’t inhale or ingest repellents and be careful not to get any in your eyes.
Pregnant and breastfeeding women should minimise use of repellents. Seek specific
advice from your GP.
Keep your legs covered after sunset.
Avoid using aftershave, perfumes or scented deodorants as they can attract insects.
Animals
In general, animals tend to avoid humans but they can attack, particularly if they’re with their
young and their bites can lead to infection that may be serious, sometimes fatal. They can
also transmit rabies, an acute viral infection of the nervous system. Rabies occurs in Europe
and North America, as well as in the developing world.
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In areas of endemic rabies, domestic dogs, cats and other animals shouldn’t be
petted. Wild animals should be avoided altogether.
If you’re bitten by an animal, wash the bite immediately using soap, or flush with
clean water for at least five minutes. Apply antiseptic, if possible, and cover the area
with a dry dressing.
Seek medical attention immediately. If you need a rabies vaccination, the course
must be started straight away.
Note the details of the incident and description of the animal. If it’s domesticated, try
to identify the owner. Find out whether the animal has an up-to-date rabies vaccine.
Check if the animal becomes sick within a fortnight.
Report the incident to the police – you’ll need a formal report for insurance purposes.
Consult your GP on return to the UK.
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Eat and Drink Safely
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Always wash your hands after going to the toilet, before handling food and before
eating. Carry alcohol gel or wipes so you can be diligent even in remote locations.
Use bottled water, check the seals are unbroken.
Boil water or filter using a water purifier.
Avoid ice in drinks if you are unsure of the water source.
Avoid uncovered food which could have been exposed to flies etc.
Avoid eating somewhere if it looks unhygienic
Insurance
The Travel Insurance Policy automatically covers all staff and students for emergency
assistance while undertaking authorised visits involving travel outside the UK on college
related business only.
Due to some restrictions on the policy, any trips planned to any of the following territories
must be declared to the Insurance Manager in advance of booking to confirm the travel
policy will provide cover:
The Balkans, Belarus, Burma, Cuba, DR Congo, Iran, Iraq, Liberia, Libya, North Korea,
Russia, Somalia, Sudan, Syria, Ukraine, Zimbabwe.
Emergency Assistance
The University Travel Insurance is supported by 24 hour emergency assistance operated by
Lifeline Plus.
Helpline: +44 (0) 1273 400 850
Policy Number: 0015865134
Non-emergency claims should be made as soon as possible on return to the UK. Insurers
will require evidence relating to the cause and the claim amount. Please note that claims for
loss of belongings and money will not be settled unless the loss is reported to the local
police.
Under the Medical Expenses claims, the policy only covers reasonable costs necessarily
incurred outside the UK for treatment in hospital or from a GP. Dental treatment is covered
only if incurred in an emergency. This is not a health insurance policy and does not cover
routine treatments or treatments which can be delayed until the individual returns to the
UK. It is only intended for medical emergencies.
For Visa applications, please allow enough time before you travel if a visa is required to
enter the country being visited. Insurers will not accept a cancellation claim where the
individual concerned did not allow sufficient time.
AIG Business Travel App
Our insurers has an App Service available for download on your mobile device. This App
provides you with local guidance for your trips. This is advice and available 24/7.
You will need the policy number: 0015865134
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Fire Safety
There are many cultural and legislative variations to fire safety across the world. You should
satisfy yourself that there is adequate means of escape from buildings and that they are
available to use and not locked. Make enquiries as to what action to take if a fire is
discovered and where to go. Walk your escape routes and not just the route that you enter
the building. Many buildings will not have automatic fire detection and the emergency
escape signage may differ from the UK.
Travel Advice
Government information on all aspects of travelling, including potential danger areas, laws
and customs abroad, and who to contact in case of trouble can be accessed on the Foreign
and Commonwealth Office website.
Emergency Medical First Aid Kits
Health and Safety Directorate can provide first aid kits for travellers to higher risk
countries/environments. Please contact hs-helpdesk@qmul.ac.uk for further details.
Accident Reporting
All accidents/incidents and near misses of any kind while you are at work (including travelling
as part of your work activity) must be reported on QMUL’s Accident Report Form and sent to
the Health and Safety Directorate.
Further Reading
IOSH Safety without Borders
National Health Service
MASTA (Medical Advisory Services for Travellers Abroad)
Fit For Travel
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Appendix I
Health and Safety Hazard Checklist
Please use this checklist as part of your risk assessment process and ensure that adequate
control measures are in place for hazards identified.
Tick
Hazard
Associated problems pertinent
if
Comment
to overseas working
appro
priate
Climatic
extremes
dry /desert (high humidity,
hypothermia), monsoon/storms,
oxygen deficiency/rarefied air,
sunburn/skin cancer, tidal and
other water considerations,
unusual winds (e.g. tornado,
hurricane)
Contact with
animals
allergies, asthma (bites and other
physical contact, dermatitis, rabies)
Contact with
insects
bites/stings (Lyme’s disease,
malaria, yellow fever, other)
Contact with
reptiles
availability of antidotes/medical
back-up (poisoning, snakes,
scorpions etc. remoteness, shock)
Contaminated
food
allergies (food poisoning, Hepatitis
A)
Contaminated
water
diarrhoea, legionella, leptospirosis
Contaminated
(drinking)
water
cholera, polio, typhoid, other
Electricity
compatibility of equipment and
supply, safety standards
(higher/lower/ different)
Emergencies
(including fire)
arrangements and procedures (first
aid provision, “help”
numbers/contacts, response
expected)
Environment
(local)
culture (customs, dress, religion)
Hazardous
substances/
chemicals
antidote availability (CHIP, spillage
arrangements, transport
requirements)
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Legal
differences
local codes/guidance (local
standards, local statute - staff
informed and trained)
Natural
phenomenon
avalanche, earthquake, volcano,
other
Needles
(contaminated)
/ sexual
contact
HIV, Hepatitis B
Stress
accommodation problems, civil
unrest, crime, vandalism and
violence, extremes of heat/cold,
fatigue, language/communication
problems, lack of support
(especially family/peers),
loads/expectations excessive,
loneliness/remoteness, sickness,
unfriendly environment
Transportation
competent driver(s), hazardous
terrain, properly maintained
vehicles, suitable transport
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Appendix II
Work Organiser/Line Manager Checklist
Issue
Actions
Access
 Travel arrangements to, from and at location
arranged.
 Permission to work on site, if needed,
obtained.
 Provision made for disabled, if necessary.
Assistance (medical, legal, consular, local, etc)
lined up.
 Accommodation for whole of itinerary
organised.
 Additional insurance, if necessary, arranged.
Preplanning
 Travel documents ordered/ received.
 Local Conditions evaluated.
 Risk assessments made.
 Health questionnaires completed and action
taken.
 Next of kin and GP recorded.
 Medical problems noted.
 Vaccination (tetanus, plus any other
suggested for the area to be visited) received
by all participants.
 Draft itinerary available and updated as
necessary.
 “Base” contact in UK informed of all necessary
details.
Health
 First-aid kit(s) obtained.
 Sterile packs organised/received.
Training
 First-aid cover appropriate for work. Language
differences catered for.
 Hygiene health education advice given to
participants.
 Navigation matters addressed.
 Interpersonal skills OK.
 Participants told what is expected of them.
 Specific skills, e.g. diving, chain saws, use of
ropes, etc. met by members of the group.
Staffing
 Staff to student ratios (if appropriate)
acceptable.
 Leaders established.
 Deputising arrangements, if necessary,
understood.
 Competency of all leaders checked for
specialist or hazardous activities.
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Comment
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Equipment
taken
overseas
 Equipment fit for purpose and suitable for
transport.
 Instructions for proper use available.
 Equipment well maintained.
 Equipment capable of repair on site.
 Is there a need to duplicate equipment?
Catering
 Drinkable water or water purification tablets
available.
 Ability to cater for special dietary needs
actioned.
 Availability of food provisions checked.
 Food preparation and storage facilities
acceptable.
 Availability of fuel for cooking (remote
fieldwork) checked and OK.
Personal
safety
 Risk of attack assessed and provided for (if
necessary).
 Method of routine communication established.
System for communication in an emergency in
place.
 Accident and emergency plans in place.
 Extreme weather (if outdoor work involved)
considered.
 Severe terrain exposure, e.g. mountains,
cliffs, glaciers, crevasses, ice falls, caves,
mines, quarries, forests (fire hazards), fresh
water, sea and seashore (tides, currents, etc.),
marshes and quicksand taken into account.
 Normal weather for the area, e.g. hot and
sunny (sun protection factor) recognised.
Physical
Hazards
Biological
hazards
 Venomous, lively or aggressive animals
considered.
 Plant risks assessed.
 Pathogenic micro-organisms (tetanus,
leptospirosis, etc.) and similar risks evaluated.
Final Check
 All travel documents ready.
 Insurance information given to individuals.
 Itinerary checked and up-to-date.
 Trip registered and authorised to proceed.
 Copy of itinerary lodged with university “base”.
 Emergency contact arrangements valid and
operational.
 Special and/or individual requirements
provided for.
 All necessary training completed.
 First aid materials provided (if necessary).
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Document Control
Version 1
QMUL_HSD_GA037_QMUL Health and Safety Guidance for Employees Working Abroad_ V1 _Dec 2015
Author:
David Dewberry
Position:
H&S Advisor, Health and Safety Directorate
Approved by:
Zarah Laing
Position:
Director, Health and Safety Directorate
Signature:
Date of Issue:
December 2015
Date of next Scheduled Review: December 2016
Revision(s)
Version No.
1
Date of alteration
and re-issue
December 2015
Details of changes
Issued
Changes made
by
ZL
15