Safety, Health & Environment Section
FM SHE FM SHE 013
Procedural Guidance
for H&S During Saff
Overseas Travel
January 2016
Version 6.0
Document review due: January 2017
Please Note :This is a controlled document, please ensure you are using the most recent
version available at: FM SHE 013 Overseas Staff Travel Guidance.docx
Contents
Page
1. Introduction
3
2. Scope
3
3. Legislative Requirements
3
4. Managers Responsibilities
5. Travellers Responsibilities
3
6. Risk Assessment
4
6.1 New risk assessment process for staff travel to European and
North American destinations to undertake low risk activities
4
6.2 Staff travel within Europe and North America to undertake potentially
higher risk activities
4
6.3 Process for staff travel to non-European and North American
destinations to undertake any activity
5
6.4 Risk assessment process examples
5
6.5 Information to inform risk assessments
5
6.6 Red24
6
7. Insurance
6
7.1 AonProtect Sanctioned High Risk Country Questionnaire
7
8. Lone Working
7
9. Immunisation/Vaccinations & General Health Care
7
10. Existing Medical Conditions and Medication
10.1 Existing Medical Conditions
10.2 Existing Medication
10.3 Emergency Medical First Aid Kits
10.4 Reducing the Risk of DVT During Travel
7
7
8
8
8
11. Accident Reporting
8
12 Personal Safety Advice
8
13. References / Useful Contacts
12
14. Appendix
13
Appendix 1. Generic Staff Overseas Travel Risk Assessment for Low Risk
Destinations / Low Risk Activities
14
Appendix 2. Staff Overseas Travel Template Risk Assessment Form
(Higher Risk Activities European/North American Destinations & All other
Destinations/Activities)
18
Appendix 3. Procedural Guidance on Travel-Related Deep Vein Thrombosis
(DVT)
27
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Procedural Guidance for the
Management of Health & Safety for Overseas Staff Travel
1. Introduction
Overseas travel requires additional advance planning, care and common sense. It should be
noted that travel abroad may expose staff to a number of health and safety hazards arising
specifically from the travel itself and/or the conditions within the country being visited. These
may not be necessarily directly work-related.
2. Scope
The following document sets out University procedural guidance for the management of health
and safety during overseas staff travel. It is intended to assist you in complying with relevant
University procedures, the law and offers practical advice to help ensure your health, safety
and welfare. It is applicable to all overseas travel undertaken by staff on University business,
research etc.
3. Legislative Requirements
The University has a statutory duty of care to protect, so far as reasonably practicable, the
health, safety and welfare of its employees whilst travelling on University business.
Under the requirements of Regulation 3 of the Management of Health & Safety at Work
Regulations 1999, all overseas travel and its associated work activity must covered by a
suitable and sufficient risk assessment and appropriate control measures adopted.
4. Managers Responsibilities
Managers must ensure that all staff travel and any associated work activity is risk assessed in
advance of travel commencing and approved by them or their appointed nominee (see Section
6.). This should include using the University’s Travel Hierarchy and associated procedures to
ensure the most suitable environmentally sustainable travel mode is used.
Managers should ensure that staff with a pre-existing medical condition or disability that could
be potentially worsened by the proposed overseas travel/activity declares this and it is actively
considered as part of the risk assessment process and suitable controls identified.
Procedural guidance also relevant to overseas travel:

Travel/Transport Environmental Management Procedure

Procedural Guidance for the H&S Management of Fieldwork /Fieldtrips

Risk Assessment for Activities Involving Disabled Staff & Students

Lone Worker Guidance for all Employees
5. Travellers Responsibilities
If you are intending to travel overseas on University business then this document applies to
you.
All travellers are responsible for the following:
1. Checking there are no travel restrictions to the country/areas within the county;
2. Using the University’s Travel Hierarchy to select the most appropriate and sustainable
mode of travel;
3. Familiarisation with and completion of, all necessary documentation to ensure
compliance with University staff travel procedures;
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4. Ensuring a risk assessment is completed and submitted to your line manager to be
approved by them or their appointed nominee;
5. Where relevant seeking confirmation from your GP that you are fit to travel particularly
for ‘long-haul’ flights, The University’s Occupational Health provider can also provide
medical examinations if required (see also Section 10);
6. Declaring any relevant pre-existing medical condition or disability that could be
potentially worsened by the proposed overseas travel/activity;
7. Undergoing regular medical examinations if a frequent air passenger;
8. Ensuring that you have had the necessary vaccinations as advised by your GP /
Occupational Health;
9. Checking the country specific safety advice on the UK’s Foreign & Commonwealth
Office (FCO) and Red24 websites and complying with their requirements / advice;
10. Providing your School/Service office with a travel itinerary covering issues such as flight
numbers, departure times, accommodation address, telephone number, schedule of
planned meetings, events etc., and any other relevant contact details;
6. Risk Assessment
6.1 New risk assessment process for staff travel to European and North American
destinations to undertake low risk activities
Staff travelling to low risk European or North American destinations to undertake low risk
activities such as conferences, visiting partner institutions, students on placements, student
recruitment events, lecturing, etc., will no longer be required to complete a specific written risk
assessment.
Staff however will be required prior to travel to familiarise themselves with the University’s
Generic Travel Issues Risk Assessment (appendix 1.) and the country/city specific safety
information issued by the UK’s Foreign & Commonwealth Office (FCO) and Red24*. Staff will
confirm they will do so during the electronic travel booking process.
Please note: this process does not apply to travel involving students
6.2 Staff travel within Europe and North America to undertake potentially higher risk
activities
Staff traveling within Europe and North America to undertake potentially higher risk activities
will continue to be required to complete a specific written risk assessment 30 days prior to
travel using the UCLan overseas travel template (appendix 2.).
This risk assessment must take into account FCO and Red24 country/city specific safety
information. The completed risk assessment must be signed off by the Dean of School/Director
of Service or their nominee prior to travel commencing.
Higher risk activities:
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Research work situated in low risk countries but in specific areas where the FCO/Red24
issue express safety warnings.
Travel to any country involving adventurous activities e.g., those requiring specialist
competencies/equipment such as mountaineering, caving, diving, or trekking in
hazardous or remote areas, etc.
Activities potentially inflammatory to any countries home government, security forces,
military (e.g. undertaking research on minority groups, religious beliefs and political
motivation etc.).
Travel to remote areas e.g. mountain regions, sparsely populated areas etc., in any
county.
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
Travel to any country which involves a high-risk medical exposure (e.g. work that will
involve exposure to persons with disease).
6.3 Process for staff travel to non-European and North American destinations to
undertake any activity regardless of potential risk
Staff traveling outside of Europe and North America will continue to be required to complete a
specific written risk assessment 30 days prior to travel using the UCLan overseas travel
template (appendix 2.).
This risk assessment must also take into account the FCO and Red24 country/city specific
safety information. The completed risk assessment must be signed off by the Dean of
School/Director of Service or their nominee prior to travel commencing.
6.4 Risk assessment process examples

Destination Paris France, attending academic conference – no additional risk
assessment required, staff must familiarise themselves with generic travel issues risk
assessment, FCO & Red24 country/city specific safety information and confirm that
they have done so.

Destination Mumbai India, visiting partner University, specific risk assessment required
to be completed by traveller using FCO & Red24 information, signed off by Dean of
School/ Director of Service or nominee.

Destination Barcelona Spain, research work interviewing homeless substance
abusers, full formal risk assessment required to be completed by traveller, signed off
by Dean of School/Director of Service or nominee.

Destination Islamabad Pakistan, academic conference – travel not permitted against
advice of Red24 significant safety concerns.
6.5 Information to inform risk assessments
Fundamental to risk assessing overseas travel is consulting the country specific safety advice
given on the Foreign & Commonwealth Office (FCO) and Red24 websites. Additional practical
advice on travel to a specific country can also often be gained by talking to other staff who
have experience of the particular country. Such advice must be incorporated into the risk
assessment where relevant.
Please Note: No member of staff or student is permitted to travel to any country or area against
the advice of UCLan, the FCO and/or Red24.
Additionally no member of staff or student should be expected to travel to a country or to a
specific area where there are legitimate concerns about personal health or safety expressed
by the FCO, e.g. due to a high risk of sectarian violence, terrorism, etc.
Where risk assessments are completed several weeks before travel for whatever reason, they
must be reviewed against the latest travel safety advice from the FCO/Red24 to ensure the
risk assessment is still current and the safety advice still relevant.
The University also has a duty in relation to the proposed travel to, ‘so far as reasonably
practicable’, make an assessment of a member of staff’s ‘fitness for travel’ prior to travel
commencing. This is of particular importance as overseas travel may potentially impose
additional health related risks.
Staff with a pre-existing medical condition or disability that could be potentially worsened by
the proposed overseas travel/activity should be encourage to declare this to their linemanager. This is so it can be considered as part of the risk assessment process and suitable
controls to protect the traveller identified. In such circumstances managers may wish to seek
advice from the SHE Section (ext: 2067) and/or the University’s Occupational Health Service
(ext 2336).
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Additionally guidance on the University’s overseas travel insurance policy requires ‘frequent’
air passengers to undergo regular medical examinations. These can be arranged with the
Occupational Health service by contacting your Human Resources Manager / Officer.
Please note: Insurance cover is excluded whilst travelling against medical advice or for the
purpose of obtaining treatment or medical advice.
Further information and advice can be found in Section 10. of this document and in the
University’s procedure Risk Assessment for Activities Involving Disabled Staff & Students
Example issues which may require consideration during the risk assessment process include:
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specific safety advice given by UCLan, the FCO, Red24, etc.;
mode of transport - both to, from and within the country and location being visited;
staff ‘fitness’ to undertake the proposed travel / work activity;
suitability / location of accommodation;
specific health related travel issues e.g. jet lag, Deep Vein Thrombosis (DVT), manual
handling, etc and diseases spread by animals, insects and personal contact
essential and advised immunisation/vaccinations required;
personal safety e.g. accidents, crime, political instability, local customs and laws;
country specific legislation and/or customs;
climate/season e.g. hot/cold/humid extremes, some diseases are also weather/season
dependant;
planned work activities – conference, data gathering, etc., and leisure time activities;
location being visited e.g. urban and rural travel may pose different risks;
lone working issues;
duration of trip - short trips may be of lower risk;
health advice - including food/water hygiene, travellers diarrhoea and risks from local food
and its preparation/handling, contaminated water, soil and airborne organisms;
emergency and contingency arrangements including medical and travel insurance
(including repatriation).
6.6 Red24
The University’s overseas travel insurance policy gives staff access to Red24 a leading global
security company, who provide essential safety, security and health advice for over 230
countries and territories worldwide. The specific information provided by Red24 is far more
comprehensive and detailed than that provided by the FCO which may prove vital particularly
with travel to higher risk destinations.
Red24 will also complete for travellers a security briefing tailored to their specific travel itinerary
when travelling to a high-risk region, covering the risks, preventative measures and important
contacts you require to help you remain safe while travelling abroad.
Please note: The services of red24 must not be used for the booking of flights,
accommodation.
Access to Red24 is via: https://www.red24.com/affiliate/aonprotect/ either register
individually following the online instructions or login: email: pnhill1@uclan.ac.uk Password:
SHESection
7. Insurance
The University holds insurance for standard work-related overseas travel activities carried out
by its employees. Travellers must ensure they are fully conversant with the requirements and
arrangements of the policy.
All insurance related enquires should be directed to
IHelpdesk@uclan.ac.uk
7.1 AonProtect Sanctioned High Risk Country Questionnaire
Financial
Services
at:
Page 6 of 31
Staff proposing to travel to specified high risk destinations are required by the University’s
overseas travel insurers to complete the ‘AonProtect Sanctioned High Risk Country
Questionnaire’ (Destinations include: Afghanistan, Columbia, Iraq, Mexico, Nigeria, Pakistan,
Somalia, Venezuela, Yemen, Iran, Syria, Cuba, Sudan, North Korea, Libya and Myanmur
Burma).
The Questionnaire requires details on a number of criteria which the insurers assess to decide
whether insurance cover will be sanctioned or not and if sanctioned, whether a premium is
payable by the University.
It should be noted that though the insurers may sanction travel to these specified destinations
it does not lower the country/specific locations high risk rating and therefore the risk to the
traveller.
8. Lone Working
It is recognised that in some situations it is not reasonably practicable to avoid lone working
whilst abroad. Particular care should therefore be taken to establish safe procedures with
respect to the working environment. These should stem from the risk assessment process,
with the lone worker directly being involved and having the ability to input.
Further information and advice can be found in the University’s Lone Worker Guidance for all
Employees.
9. Immunisation/Vaccination and General Health Advice
All staff intending to travel overseas are advised to have a medical and dental check-up before
travelling. Where necessary, advice on the need for immunisation and other health related
issues must be sought in advance of travel commencing. The University’s Occupational Health
service may be contacted on ext 2336. They can offer advice and provide a vaccination
programme for staff.
Additionally the NHS through its Fitfortravel website issues guidance on the immunisation
requirements for various countries. You should be aware that certain vaccinations are
mandatory for entry into some countries and ensure you keep a record of all mandatory
vaccinations when travelling.
The NHS also provides advice and guidance on the level of health care you are entitled to
overseas on its Health Care Abroad website.
10. Existing Medical Conditions and Medication
10.1 Existing Medical Conditions
If you have any medical needs, your chosen airline may ask you to complete an Incapacitated
Passengers Handling Advice (INCAD) form and/or a Medical Information Form (MEDIF).
These are standard forms used by many airlines to help them organise any assistance or
equipment you may need during your journey and to decide whether you are fit to fly.
You can fill in the INCAD form yourself, but the MEDIF form must be completed by your doctor.
Most travellers do not have to fill in the MEDIF form, or apply for medical clearance to fly,
including people who have stable, long-term disabilities and medical conditions.
You should contact the airline and discuss your condition with them, even if your doctor says
you are fit to fly, as different airlines have different policies about carrying disabled passengers
and people with medical conditions. The airline will be able to give you any forms they require
you to complete.
Further information is available from DirectGov - Airport and airline services for disabled
travellers website.
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10.2 Existing Medication
Ensure you keep a written record on your person of any medical condition affecting you and
the proper names – not just the trade 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.
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:

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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, 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
FCO & Red24 website has a full list of foreign embassies in the UK.
Further information and advice on taking medicines overseas can be found on the NHS
website.
10.3 Emergency Medical First Aid Kits
The University’s Occupational Health provider can provide emergency medical first aid kits for
travellers to higher risk countries / environments. Please contact the provider on Ext: 2336 for
further details.
10.4 Reducing the Risk of Deep Vein Thrombosis (DVT) During Travel
Prolonged immobility on long journeys, whether by plane, train or car, can lead to 'Deep Vein
Thrombosis' (DVT) - a blood clot in the leg. To help reduce the risk, move your feet around, or
get up and walk around regularly if you can and avoid dehydration by taking regular nonalcoholic drinks.
Further information can be found in appendix 3.
11. Accident Reporting
All accidents/incidents of ANY kind while you are at work (including travelling as part of your
work activity) MUST be reported on the University’s Accident Report Form HS3/4. Forms
should be available from your School or Service office or can be downloaded from the SHE
Section website.
Serious incidents must also be reported immediately to the University SHE Section by
telephone on (+44) (01772 89) 2067. Additionally in the event of a serious injury or fatality the
following University services must also notified:

Human Resources: (+44) (01772 89) 2324

Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff in all
areas of the University: (+44) (01772 89) 2068
12. General Personal Safety advice from the FCO for travellers abroad
12.1 General
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Keep abreast of the local and regional political scene in the media;
Try to avoid potentially risky situations - think about what you are doing at all times and
trust your instincts. It is easy to let your guard slip when you are away from home. Try to
be as careful as you would be at home;
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Act confidently. Plan your itinerary so you know where you are going and what you are
doing. Try to avoid looking lost or confused, avoid unlit streets at night and vary your route
if making regular journeys;
Report daily to a University contact;
Be wary of new ‘friends’. Don’t tell strangers where you are staying or give out too many
details about your travel plans;
Mobile phones should be checked with the network provider for compatible operation
before departure and ‘roaming’ enabled if available.
Programme in useful numbers such as the local police, the British Embassy or Consulate
and a trustworthy taxi company;
12.2 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 in the hotel safe and carry a photocopy with you at all times.
Additionally leave a copy at home and/or with your school/service office;
Take another form of ID with you (preferably with a photograph);
Always keep your travel tickets and other important documents in a safe place;
Note: some countries require you to carry a valid form of ID with you at all times.
12.3 Accommodation
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Avoid ground floor rooms;
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;
Never open your room door to anyone without checking with reception first that they are
genuine;
Recommend that if you intend to take any electrical appliances with you, that you obtain
suitable adapters for the local voltage to ensure that they can be used safely.
12.4 Transport
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Where possible, for higher-risk countries or where recommended by the FCO, organise a
named contact to meet you at the airport;
12.5 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);
If possible book taxis through the hotel, the drivers name and approximate fare should be
verified beforehand;
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. If the driver refuses to stop, try alerting other drivers by shouting
or waving out of the window.
12.6 Driving Abroad
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Never drink and drive;
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;
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If you are staying for an extended period of time check what the driving licence
requirements are;
Be aware that in many countries there are on-the-spot fines for traffic offences - exceptions
are not made for foreigners.
12.7 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;
Never leave large amounts of cash in your room (unless in a room safe), always use the
main hotel safe / 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.
12.8 Theft
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Leave your valuables and spare cash in the hotel safe or other secure place;
Consider carrying two wallets, one should be prepared as a ‘dummy’ to be thrown down if
threatened. It should contain around US $50, some local currency, a few old receipts,
expired credit cards and a few UK notes;
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 to claim on the University’s
insurance policy;
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.
12.9 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;
Particular care should be taken not to offend Islamic codes of dress and behaviour with
regard to sexual relations, alcohol and drugs;
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. Although prices are usually inflated for tourists, it’s
also important to remember that the discount you are haggling over could be a few pence
for you but a significant means of income for a seller;
It is always best to err on the side of caution. Behaviour that would be regarded as
innocuous elsewhere can lead to serious trouble.
12.10 Going out
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Always tell someone where you are going and when you expect to return;
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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 keep away from situations where you do
not feel comfortable;
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;
Be cautious of people who ignore your personal space, do not listen to you, and make you
feel guilty if you resist their advances or appear to be very drunk.
12.11 If you feel threatened
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Stay calm, and try to be firm and direct;
Remember that you always have the right to say ‘no’ at any point. Never feel that you
have to go further than you feel comfortable with;
If you feel pressured, get out of the situation. Never assume that it won’t happen to you;
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;
12.12 Food Safety
Wherever you travel overseas be careful of what you eat and drink, food and water may be
contaminated in a variety of ways. Traveller’s diarrhoea, as well as diseases such as cholera,
typhoid and hepatitis A can all be caught from contaminated food and water, but they can also
largely be avoided by simple precautions.
12.13 Personal Hygiene
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Always wash your hands after going to the lavatory, before handling food and before
eating;
If you have any doubts about the water available for drinking, washing food or cleaning
teeth, boil it, sterilise it with disinfectant tablets or use bottled water - preferably carbonated
with gas - in sealed containers;
Avoid ice unless you are sure it is made from treated and chlorinated water. This includes
ice used to keep food cool as well as ice in drinks;
It is usually safe to drink hot tea or coffee, wine, beer, carbonated water and soft drinks,
and packaged or bottled fruit juices;
Eat freshly cooked food which is thoroughly cooked and still piping hot;
Avoid food which has been kept “warm”;
Avoid uncooked food, unless you can peel or shell it yourself;
Avoid food likely to have been exposed to flies;
Avoid ice cream from unreliable sources, such as kiosks or itinerant traders;
Avoid - or boil - unpasteurised milk;
Fish and shellfish can be suspect in some countries, uncooked shellfish, such as oysters,
are a particular hazard.
Safety, Health & Environment Section
January 2016
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12. References/ Useful Contacts
AonProtect Personal Accident & Travel Assistance – red24
https://www.red24.com/affiliate/aonprotect/ – 4 digit passcode is 7797
Department of Health. Health Advice for Travellers:
http://www.dh.gov.uk/PolicyAndGuidance/HealthAdviceForTravellers/fs/en
University Health, Safety & Environment Section:
https://intranet.uclan.ac.uk/ou/fm/Pages/Health-and-Safety-Home.aspx
University Travel Office:
https://intranet.uclan.ac.uk/ou/financial-services/Pages/Travel-Home-Page.aspx
University Sustainable Travel:
https://intranet.uclan.ac.uk/ou/fm/sustainable-development/Pages/SustainableTravel.aspx
LIS Virtual Conferencing
https://intranet.uclan.ac.uk/ou/lis/Pages/Digital-Services.aspx
Foreign and Commonwealth Travel Site:
http://www.fco.gov.uk/en/travel-and-living-abroad/
World Health Organisation:
http://www.who.int/en/
Health & Safety Executive (HSE):
http://www.hse.gov.uk/
TravelHealth Advice (detailed advice on various travel related issues):
http://www.travelhealth.co.uk/advice/index.html
NHS Fit to Travel:
http://www.fitfortravel.nhs.uk/home.aspx
NHS Taking medicines overseas:
http://www.nhs.uk/chq/Pages/1074.aspx
NHS Health Care Abroad http://www.nhs.uk/nhsengland/Healthcareabroad/pages/Healthcareabroad.aspx
DirectGov - Airport and airline services for disabled travellers
http://www.direct.gov.uk/en/DisabledPeople/TravelHolidaysAndBreaks/GettingThere/DG_401
7242
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APPENDIX
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Appendix 1. GENERIC STAFF OVERSEAS TRAVEL RISK ASSESSMENT FOR LOW RISK DESTINATIONS / LOW RISK
ACTIVITIES
Risk Assessment For
Assessment Undertaken By
Service / School: All UCLan Schools & Services
Name: Peter Hill – SHE Section
Location of Activity: Low Risk European & North American Destinations Only.
Date: January 2016
Activity: Overseas travel by UCLan staff to low risk European & North American destinations to undertake low
risk activities: e.g. conferences, meetings, visiting partner institutions, visiting students on placements, student
recruitment events, lecturing, assessment boards, course validation, graduation ceremonies, etc.
Signed by Dean of School / equivalent or nominee:
Date:
Significant hazards:
Persons
at risk:
Existing controls, safety procedures etc.
Actions needed for risks, which are
not adequately controlled:
Personal
‘fitness’
to
travel,
medical
emergency,
food
poisoning, contaminated
water, including disabilities,
pre-existing
medical
conditions, country specific
diseases, etc.
UCLan
staff
Procedural Guidance for H&S During Overseas Travel
FCO: Disabled Travellers
Traveller to check country specific health information from UCLan, the FCO
/ Red24 / NHS Fitfortravel and act upon advice given.
Specific risk assessment as required for
persons with pre-existing medical
conditions which may be worsened by
the travel, the activities or if egress from
buildings in the event of a fire alarm
activation cannot be undertaken without
use of a lift.
Risk – general or specific Illhealth, conditions, preexisting medical condition
or disability made worse by
travel or intended activities,
Traveller to declare any relevant pre-existing medical condition or disability
that could be potentially worsened by the proposed overseas travel and/or
activity and advised to see their GP and seek medical advice on their fitness
to travel. No member of staff permitted to travel on University business
against advice of their GP or Occupational Health. Regular travellers
overseas to have medical examinations via OH
Traveller to contact the University’s Occupational Health Provider or their
GP in good time to ensure assessment of required vaccinations can be
undertaken and vaccinations can be administered with correct lead in time.
Check availability of prescribed medication being taken abroad
If travelling to an EU country, travellers should obtain a European Health
Insurance Card (EHIC) before leaving the UK. Ensure University medical
and emergency insurance policy details are up to date and easily
accessible.
Only drink water from bottled sources and avoid food prepared by
unlicensed vendors at all times and carry Imodium or similar medication
and rehydration sachets.– NHS Food & Water Safety Abroad
UCLan: Insurer: Ace European Group
Ltd / Axis Speciality Europe SE
Policy Number: 15 PAT-0000000458
Policy Period: 1 August 2015 to 31 July
2016
Emergency
Assistance
Helpline
(Aonprotect Assistance): Telephone
outside of the UK +44 (0) 20 7173 7797
Remaining
level of
risk:
Low
General safety issues
associated with
residential
accommodation and
locations being visited
Risk security
Fire,
UCLan
staff
Procedural Guidance for H&S During Overseas Travel
Low
Traveller to check country specific residential accommodation information
from FCO / Red24 and act upon advice given.
If traveller has any serious concerns regarding safety of accommodation
this should be reported as soon as possible to the accommodation provider.
If issues are not addressed traveller should contact the University Travel
Office.
personal
Travellers advised to read the evacuation procedures in the
accommodation and ensure they are familiar with the appropriate escape
route from their rooms and how to raise the alarm should you see smoke
or fire.
Premises / site / activity safety procedures / instructions to be followed at
all times. Any safety equipment provided by staff at premises must be
used and as directed
Remember to lock your door at night and when you go out during the day,
as you would at home. Obtain suitable electrical adapter for the local
voltage/plug type.
Weather
Possible
extremes of hot, cold or wet.
UCLan
staff
Risk - Hot – heatstroke,
heat exhaustion, sunburn,
dehydration,
Risk - Cold – hypothermia.
Transportation (by air,
hired
vehicle,
public
transport, taxi, etc.)
UCLan
staff
University & premises accident reporting procedures.
Research expected weather conditions prior to travel.
For hot climates: Exposure to extreme midday heat will be minimised. Drink
lots of water at regular intervals throughout the day (3 litres per day) and
take re-hydration sachets to replace lost salts as required. High alcohol
consumption to be avoided. Pack a variety of clothing in case of sudden
weather changes, wear a hat with a brim wide enough to shade your face,
wear loose-fitting clothes made of breathable fabrics such as linen or
cotton. Protect yourself from sun and insects. Wear light colours, longsleeved shirt and long skirt or trousers.
For very cold climates: Always wear warm, windproof and waterproof
clothing, protecting extremities (such as fingers, toes, nose, and ear lobes).
Dress in loose-fitting multiple layers to trap air and create an insulating
effect, wear warm socks and robust, waterproof shoes/boots. Always take
a change of dry clothing. Avoid prolonged exposure and shelter from high
winds. Avoid drinking alcohol when it is very cold.
Traveller to check country specific transport information from FCO / Red24
and act upon advice given.
First aid kits available from University
Occupational Health.
Low
NHS - Preventing DVT when you travel
Low
NHS – How to beat jet lag
Page 15 of 31
Air travel / airport. Risk Long haul flight - DVT /
Dehydration, theft
Hired
vehicle,
public
transport, taxi, etc. Risk Potential
breakdown
/
accident, theft, etc.
Traveller advised to follow all DVT / dehydration precautions advised by
aircraft cabin crew. Procedural Guidance on Travel Related Deep Vein
Thrombosis (DVT).
Use hotel or other recommended taxi companies. Always pre-book taxis.
Requirements of any train / public transport safety information provided to
be followed at all times.
FCO - Transport if you're disabled
FCO - Driving in Europe
FCO – Driving Abroad
Hired vehicles - Assess vehicle suitability for basic safety features e.g.
working brakes – many hire vehicles do not meet the standards of the UK.
Trip not to commence if staff have concerns about vehicle safety; Driver to
familiarise themselves with controls of vehicle and country specific driving
laws before setting off. Mobile phones must not be used when driving even
with a hands free kit. Care should be exercised to ensure that alcohol
consumed on the previous day does not affect driving performance, Seat
belts must be worn at all times during vehicle journeys (where fitted).
Page 16 of 31
Terrorism,
personal
security / safety, working
in an unfamiliar area
UCLan
staff
Risk - Personal injury,
attack / abuse / fatality
Procedural Guidance for H&S During Overseas Travel
Traveller to check country specific safety, security and terrorism information
from UCLan, FCO / Red24 and act upon advice given. No member of
staff/student permitted to travel to a country against advice from the FCO/
Red24.
Traveller to ensure UCLan/School/Service has their latest personal and
next of kin contact details whilst abroad in case emergency contact
required.
There is considered to be a
heightened
threat
of
terrorist attack globally
against UK interests and
British
nationals,
from
groups
or
individuals
motivated by the conflict in
Iraq and Syria. You should
be vigilant at this time.
Traveller to ensure they have contact details for the Embassy or Consulate
in the country being visited. For consular assistance, call the FCO on (+44)
(0) 207 008 1500.
Out of Hours: UCLan Security (24-hour security lodge) holds a cascade
list of senior staff within the University: (+44) 01772 892068. Email:
sservice1@uclan.ac.uk
Travellers advised to research the
county / specific area which they are
visiting e.g. personal safety, areas to
avoid, local customs, legislation, etc.
Low
Any activities that are undertaken
additionally to those outlined must be
risk assessed prior to commencement.
FCO: How to deal with a crisis overseas
& Get help if you're a victim of crime
abroad & Help for British nationals
travelling overseas
FCO – Foreign Travel Checklist
Traveller to ensure the School/Service has their latest contact details whilst
abroad in case emergency contact required.
Traveller to ensure they have contact details for the Embassy or Consulate
in the country being visited.
Set up a reporting plan with a designated time when you can contact your
college//school/service, spouse partner, etc., to let them know you are safe.
If you do not call then they can try contacting you to see if you are safe.
Personal attack alarms available from Security, ensure mobile phones will
operate within the country being visited. Traveller to ensure they keep upto-date when abroad with issues within the country via FCO/ Red24,
local/world news.
Travellers should remain vigilant in all public places and take sensible
precautions for personal safety and avoiding public gatherings and
demonstrations, which have the potential to turn violent.
Manual
(luggage)
handling
Risk - Injuries arising from
incorrect lifting techniques
UCLan
staff
Only take with you the cash you will need for the day and leave valuables
in a hotel safe / safety deposit box.
Information provision; Maintain good posture when lifting or lowering
equipment, avoid twisting or bending to reduce the chance of back injury.
Manual handling training available to
book on via ITrent self service
FCO - Hand luggage restrictions at UK airports
Page 17 of 31
Low
Excessive consumption
of alcohol / use of drugs
Risk – Personal
attack / abuse.
UCLan
staff
Adherence to University Drugs & Alcohol Policy
injury,
Document control
Risk - Loss of passports,
visas, insurance details,
lap-tops, credit cards, etc.
Low
Ensure the consumption of excessive alcohol or a drug does not endanger
their own or others safety or personal security.
UCLan
staff
University disciplinary procedures.
Travellers advised to take photocopies of all important travel documents
keeping them separate from originals;
Note cash/credit card numbers and ensure emergency numbers for
contacting bank and/or credit card companies are available in case of card
loss.
Assistance from relevant Consulate.
Low
FCO Passport advice
Note there is a requirement in many countries to carry your passport or a
copy with you at all times for identification purposes.
Ensure any UCLan confidential information on laptops is encrypted.
Inform your bank you are travelling overseas so they can clear bankcards
to work in your destination.
Never put in bank or personal details into a shared PC or lap top;
UCLan accident emergency insurance and procedure.
I agree to take note of the risks identified above and abide by the control measures outlined, I will review in country travel safety advice prior to travel to ensure
risks/controls remain accurate and appropriate. I will notify the University of any significant changes to my stated travel or in country activities and agree not to travel
until my travel has been signed off.
UK Foreign & Commonwealth Office Country Specific Safety Advice: https://www.gov.uk/foreign-travel-advice
AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online instructions or
Login as: email: pnhill1@uclan.ac.uk Password SHESection
The UCLan’s accident and insurance policy gives access to Red24 a leading global security company who provide essential security and health advice for over 230
countries worldwide. The specific information provided by Red24 is far more comprehensive and detailed than that of the FCO which may prove vital particularly with
travel to higher risk destinations. Please note: The services of Red24 must not be used for the booking of flights, accommodation, etc.
Page 18 of 31
Appendix 2. STAFF OVERSEAS TRAVEL HEALTH & SAFETY INFORMATION FORM & RISK ASSESSMENT
(Higher Risk Activities European/North American Destinations & All other Destinations/Activities)
Staff Details
Name:
College/Service/School & Division/Section:
Job Title:
Email Address & Tel No:
Travel Destination Details
Destination Country & Specific city/town/area/s being visited:
Expected Dates of Travel:
(You will not permitted to travel to any country or a specific area within a country
against the advice of UCLan, the FCO or Red24 this includes ‘against all travel’
and ‘against all but essential travel’):
Name and contact details of organisations, institutions, etc., being visited:
Your personal in country contact details:
Name and contact details of residential accommodation:
Insurance: Insurer: Ace European Group Ltd / Axis Speciality Europe SE
Policy Number: 15 PAT-0000000458
Policy Period: 1 August 2015 to 31 July 2016
Emergency Assistance Helpline (Aonprotect Assistance): Telephone outside of the
UK +44 (0) 20 7173 7797
Please provide a detailed description of your expected work activities and any planned or expected leisure activities with inherent risks:
Page 19 of 31
Please complete all areas in red text - Note: not all of the hazards or controls listed below will be relevant to your intended travel – please
delete those that are not applicable!
List significant hazards
here:
Safety and Security
Risk – lack of personal
safety, attack, abuse,
potential breakdown /
accident, theft, etc.
Insert here specific safety
and security warnings
from FCO website and
Red24
People at
risk:
Your
name
List existing controls, or refer to safety procedures etc.
For risks, which are not
adequately controlled, list
actions needed.
You are not permitted to travel to any country or a specific area
within a country against the advice of UCLan, FCO or Red24
check advice before you depart.
FCO: Your Trip Advice
Major travel safety issues occurring prior to travel will be notified
to the staff members travelling by UCLan Travel Office.
Check your mobile phone will operate within the country being
visited and ensure your School/Service has your latest contact
details and next of kin details in case emergency communication
is required.
Ensure you have the contact details for your nationality’s
Embassy or Consulate in the country being visited.
Out of Hours: Security (24-hour security lodge) holds a cascade
list of senior staff within the University: (+44) 01772 892068.
Email: sservice1@uclan.ac.uk
Set up a reporting plan with a designated time when you can
contact your college//school/service, spouse partner, etc., to let
them know you are safe. If you do not call then they can try
contacting you to see if you are safe.
Personal attack alarms available from Security, you should
remain vigilant in all public places and take sensible precautions
for personal safety and avoid public gatherings and
demonstrations, which have the potential to turn violent.
Consider carefully the location you are taking expensive
equipment too and the chance of theft. Only take the cash you will
need for the day and leave valuables in a hotel safe / safety
deposit box.
Insert remaining
level of risk below
for each hazard
identified. high,
med or low
FCO: Victims of Crime Abroad
FCO: World Wise
Tailored Travel Briefings available
via AonProtect Personal Accident &
Travel Assistance for travel to higher
risk counties
‘AonProtect Sanctioned High Risk
Country Questionnaire’ must be
completed for travel to: Afghanistan,
Columbia, Iraq, Mexico, Nigeria,
Pakistan, Somalia, Venezuela,
Yemen, Iran, Syria, Cuba, Sudan,
North Korea, Libya and Myanmur
Burma).
Hired vehicles - Assess vehicle
suitability for basic safety features
e.g. working brakes – many hire
vehicles do not meet the standards
of the UK. Trip not to commence if
staff have concerns about vehicle
safety;
Driver to familiarise themselves with
controls of vehicle and country
specific driving laws before setting
off; Mobile phones must not be used
when driving even with a hands free
Page 20 of 31
You should respect local traditions, customs, laws and religions
at all times and ensure your actions and comments do not offend
nor bring yourself, others or the University into disrepute.
AonProtect Personal Accident & Travel Assistance
kit.
Care should be exercised
to ensure that alcohol consumed on
the previous day does not affect
driving performance;
Adherence to University Drugs & Alcohol Policy
Ensure the consumption of excessive alcohol or a drug does not
endanger their own or others safety or personal security.
Insert here contact details of your
nationality’s Embassy in the country
you are visiting
University disciplinary procedures.
Accident Reporting Procedures;
If you have any concerns about in country travel safety issues
you should contact the Travel Office / SHE Section for further
advice.
Terrorism
Risk – involved in terrorist
attack
Insert
here
specific
terrorism warnings from
FCO website and Red24
There is considered to be
a heightened threat of
terrorist attack globally
against UK interests and
British nationals, from
groups or individuals
motivated by the conflict in
Iraq and Syria. You should
be vigilant at this time.
Transportation (by air,
hired vehicle, public
transport, taxi, etc.)
Your
name
Insert here specific safety and security protection advice from
FCO website and Red24
Any terrorism safety measures outlined by FCO / Red24 to be
followed at all times.
Avoid wearing any clothing which could be mistaken for or form
part of a military uniform at all times e.g. camouflage jackets,
trousers, etc.
FCO: Reduce your
terrorism while abroad
risk
from
Include here relevant terrorism protection advice from FCO /
Red24
Procedural Guidance for H&S During Overseas Travel
You are advised to follow all DVT / dehydration precautions
advised by aircraft cabin crew.
NHS - Preventing DVT when you
travel
NHS – How to beat jet lag
FCO - Transport if you're disabled
Page 21 of 31
Air travel / airport. Risk Long haul flight - DVT /
Dehydration, theft
Hired
vehicle,
public
transport, taxi, etc. Risk Potential breakdown /
accident, theft, etc.
Procedural Guidance on Travel Related Deep Vein Thrombosis
(DVT).
FCO - Driving in Europe
Use hotel or other recommended taxi companies. Always prebook taxis.
Roads may be in a poor state of
repair, use recommended local
guides/drivers where appropriate.
Requirements of any train / public transport safety information
provided to be followed at all times.
FCO – Driving Abroad
Hired vehicles - Assess vehicle suitability for basic safety features
e.g. working brakes – many hire vehicles do not meet the
standards of the UK. Trip not to commence if staff have concerns
about vehicle safety; Driver to familiarise themselves with controls
of vehicle and country specific driving laws before setting off;
Mobile phones must not be used when driving even with a hands
free kit. Care should be exercised to ensure that alcohol
consumed on the previous day does not affect driving
performance;
Detail your expected
travel modes here:
Seat belts must be worn at all times during vehicle journeys, water
and food will be carried on all lengthy trips in case of such
scenarios.
AonProtect Personal Accident & Travel Assistance
Health
Personal ‘fitness’ to travel
– disabilities, pre-existing
medical
conditions,
country specific diseases,
illnesses,
etc.
(e.g.
Malaria,
Typhoid,
Hepatitis A, Diphtheria,
Yellow
Fever,
contaminated water/food).
Risk - Ill-health, long haul
flight - DVT / Dehydration,
theft
Your
name
Specific safety advice from FCO / Red24 to be included where
relevant
Regular travellers overseas to have medical examinations via
Occupational Health;
You are advised to see your doctor and seek medical advice on
your fitness to travel and vaccinations required for travel. You are
not permitted to travel on University business against the advice
of your GP.
Ensure you contact the University’s Occupational Health Provider
or your GP in good time to ensure an assessment of required
vaccinations can be undertaken and vaccinations can be
administered with correct lead in time.
Where necessary ensure you have any necessary vaccinations
and purchased anti-malarial drugs prior to travel
You are advised to have a dental check-up before travel;
Ensure staff
receive required
vaccinations and health surveillance
as appropriate via University
Occupational Health Provider / GP
Consult
AonProtect
Personal
Accident & Travel Assistance
Consult FCO: Disabled Travellers
FCO - Transport if you're disabled
Check availability of
medication.
prescribed
NHS - How to beat jet lag
Adequate preventative measures
should be taken prior to departure to
Page 22 of 31
Detail
any
relevant
disabilities, pre-existing
medical or mental health
conditions
that
may
require additional controls
to be put in place to
ensure your safety and
welfare when overseas:
If an EU national and you are going to an EU country you must
obtain a European Health Insurance Card (EHIC) before leaving
the UK and ensure the University medical and emergency
insurance policy details are up to date and easily accessible.
Procedural Guidance on Travel Related Deep Vein Thrombosis
(DVT) and you are advised to follow all DVT / dehydration
precautions advised by aircraft cabin crew.
Only drink water from bottled sources and avoid food prepared by
unlicensed vendors at all times. Carry Imodium or similar
medication and rehydration sachets.
Insert here specific health
warnings
from
FCO
website / Red24 / NHS
Fitfortravel
Manual handling Information provision, maintain good posture
when lifting or lowering equipment, avoid twisting or bending to
reduce the chance of back injury
Procedure for Risk Assessments for Activities Involving Disabled
Staff and Students
Natural
disasters
including Weather
Risk possible extremes of
hot, cold or wet.
Risk - Hot – heatstroke,
heat exhaustion, sunburn,
dehydration,
Risk - Cold –
hypothermia.
Insert
here
specific
natural disaster / weather
warnings
from
FCO
website / Red24
Your
name
minimise the risk of Malaria and
mosquito bites in general.
Use an insect repellent with 30%50% DEET, remain indoors in a
screened or air-conditioned area
during the peak biting period for
malaria (dusk and dawn).
Sleep in beds covered by nets
treated with permethrin, if not
sleeping in an air-conditioned or
well-screened room.
Spray rooms with products effective
against flying insects, such as those
containing pyrethroid.
Insert here health protection advice from FCO/Red24/NHS
Fitfortravel
Research expected weather conditions prior to travel
For hot climates: Exposure to extreme midday heat will be
minimised. Drink lots of water at regular intervals throughout the
day (3 litres per day) and take re-hydration sachets to replace lost
salts as required. High alcohol consumption to be avoided. Pack
a variety of clothing in case of sudden weather changes, wear a
hat with a brim wide enough to shade your face, wear loose-fitting
clothes made of breathable fabrics such as linen or cotton. Protect
yourself from sun and insects. Wear long-sleeved shirt and long
skirt or trousers. Light colours are reflective and therefore cooler
than dark colours.
For very cold climates: Always wear warm, windproof and
waterproof clothing, protecting extremities (such as fingers, toes,
nose, and ear lobes). Dress in loose-fitting multiple layers to trap
air and create an insulating effect, wear warm socks and robust,
waterproof shoes/boots. Always take a change of dry clothing.
Avoid prolonged exposure and shelter from high winds. Avoid
drinking alcohol when it is very cold.
Page 23 of 31
Entry requirements,
Money & Document
Control
Risk - loss of passports,
visas, insurance details,
etc.
Your
name
Insert here natural disaster / weather protection advice from FCO
website / Red24
Take photocopies of all important travel documents - keep them
separate from originals. There is a requirement in many countries
to carry your passport or a copy with you at all times for
identification purposes.
Note your cash/credit card numbers and ensure you have
emergency numbers for contacting bank and/or credit card
companies in case of card loss.
Assistance from relevant Consulate.
FCO Passport advice
FCO - Hand luggage restrictions at
UK airports
Inform your bank you are travelling overseas so they can clear
bankcards to work in your destination.
Never put in bank or personal details into a shared PC or lap top;
Ensure you do not break any visa conditions or overstay approved
visa duration.
Insert here specific money & document control protection advice
from FCO website / Red24
Page 24 of 31
Residential
accommodation
Your
name
Fire, personal security
Ensure adequate local security arrangements are in place,
research location of accommodation and any relevant safety
concerns there may be;
If you have any serious concerns regarding safety of
accommodation this should be reported as soon as possible to
the accommodation provider. If issues are not addressed you
should contact the University Travel Office.
You should read the evacuation procedures in your
accommodation and ensure you are familiar with the appropriate
escape route from your room and how to raise the alarm should
you see smoke or fire;
Remember to lock your door at night and when you go out during
the day, as you would at home;
Obtain suitable electrical adapter for the local voltage/plug type.
Excessive consumption
of alcohol, or use of
drugs
Risk – personal injury,
attack / abuse.
Document Control
Loss of passports, visas,
insurance details, etc.
Your
name
Include here any relevant accommodation specific safety advice
given by the FCO / Red24 not included above.
Ensure the consumption of excessive alcohol or a drug does not
endanger their own or others safety or personal security.
University disciplinary procedures.
Adherence to University Drugs & Alcohol Policy
Your
name
You are advised to take photocopies of all important travel
documents keeping them separate from originals;
Assistance from relevant Consulate.
Note cash/credit card numbers and ensure emergency numbers
for contacting bank and/or credit card companies are available in
case of card loss.
FCO Passport advice
Note there is a requirement in many countries to carry your
passport or a copy with you at all times for identification purposes.
Ensure any UCLan confidential information on laptops is
encrypted.
UCLan accident emergency insurance and procedure.
Please note if your travel or the activities you are undertaking overseas has inherent risks not covered above you must identify those risks and suitable
control measure to mitigate those risks and add to the risk assessment below.
Page 25 of 31
You must now try and
identify any additional
significant hazards related
to your research activities.
Your
name
You must now identify existing control measures already in place
to ensure the hazards you have identified do not harm anyone
You must now identify any additional
control measures required to ensure
the hazards you have identified do
not harm anyone
Finally decided
what level of risk
these hazards
now pose
These may be related to
your choice of location, or
the
activities
being
undertaken.
You must also consider
and leisure time activities
with inherent risks.
I agree to take note of the risks identified above and abide by the control measures outlined, I will review my risk assessment prior to travel to ensure risks/controls
remain accurate and appropriate. I will notify the University of any significant changes to my stated travel or in country activities and agree not to travel until my risk
assessment has been signed off.
Assessment undertaken and signed
by:
Signed by Head/Dean of School / Director of Service or
their nominee:
Assessment reviewed by:
Name:
Name:
Name:
Date:
Date:
Date:
UK Foreign & Commonwealth Office Country Specific Safety Advice: https://www.gov.uk/foreign-travel-advice
AonProtect Personal Accident & Travel Assistance – red24 https://www.red24.com/affiliate/aonprotect/ – either register individually following the online
instructions or Login: email: pnhill1@uclan.ac.uk Password SHESection
The University’s accident and insurance policy through the use of red24 a leading global security company, gives you access to essential security and health advice
for over 230 countries and territories worldwide. The specific information provided by red24 is far more comprehensive and detailed than that provided by the FCO
which may prove vital particularly with travel to higher risk destinations.
Red24 will also email travellers a security briefing tailored to your travel itinerary when travelling to a high-risk region, covering the risks, preventative measures and
important contacts you require to help you remain safe while travelling abroad.
Page 26 of 31
Please note: The services of red24 must not be used for the booking of flights, accommodation, etc. the University’s Travel Office must always be the first point of
contact.
University Safety, Health & Environment Section: http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php
NHS Fit to Travel: http://www.fitfortravel.nhs.uk/home.aspx
US Department of State – travel safety: http://travel.state.gov/content/passports/en/alertswarnings.html
Travel Health Advice (detailed advice on various travel related issues): http://www.travelhealth.co.uk/advice/index.html
NHS Taking medicines overseas: http://www.nhs.uk/chq/Pages/1074.aspx
Safe Travel: http://www.safetravel.co.uk/
DirectGov - Airport and airline services for disabled travellers http://www.direct.gov.uk/en/DisabledPeople/TravelHolidaysAndBreaks/GettingThere/DG_4017242
NHS Health Care Abroad - http://www.nhs.uk/nhsengland/Healthcareabroad/pages/Healthcareabroad.aspx
TripAdvisor: http://www.tripadvisor.co.uk/
Advice on completion of this form can be requested from your SHE Adviser or contact the SHE Section: Ext 2067.
Page 27 of 31
Appendix 3. Procedural Guidance on Travel-Related Deep Vein Thrombosis
(DVT)
1.0 Introduction
Deep Vein Thrombosis (DVT) may be associated with long distance travel in situations where
passengers are immobile (usually sitting) for long durations. Although medical journals
suggested that there may be a possible link between long-haul air travel (in excess of 4 hours)
and DVT in the 1950’s, risk factors, prevalence and prevention methods still remain unclear.
The actual number of people who get DVT from travelling on long-haul flights is unknown as
the condition can be symptomless and may not occur for some time.
2.0 Purpose
The purpose of this procedural guidance is to advise on how to minimise the risks when
travelling long distance by providing general advice.
3.0 Definitions
3.1 What is DVT?
DVT occurs when blood flows too slowly through the veins. The blood then forms a clot that
blocks up deep veins, usually in the legs. DVT doesn’t generally have any immediate
symptoms, making it difficult to detect. However, typical signs include swollen or painful calf or
thigh, paleness and increased heat noted around the affected area. DVT is treatable with
blood-thinning drugs or anticoagulants with timely medical intervention. If left untreated, a
person with DVT is at risk of developing a pulmonary embolism, which happens when part of
the blood clot breaks away and travels to the lung and can be fatal.
4.0 Risk Factors
Anyone can develop DVT but it becomes more common with age. Other risk factors also
include:









previous venous thromboembolism
a family history of blood clots
medical conditions such as cancer and heart failure
inactivity – for example, after an operation
being overweight or obese
smoking
being overweight
pregnant women and new mothers
women taking the contraceptive pill that contains oestrogen or taking hormone
replacement therapy (HRT)
5.0 Travel Risks
There is evidence that long-haul travel (lasting over four hours) can increase your risk of
developing DVT. The risk is mainly the result of being inactive for long periods of time. In fact,
this could happen during any form of long-distance travel whether by car, bus, train or air.
Therefore many people refer to ‘travel-related DVT’.
6.0 Symptoms of DVT
When blood clots occur they can very often be small and don’t cause any symptoms, with the
body gradually breaking them down with no long-term effects. Larger clots can partly or
completely block the blood flow in the vein and cause symptoms in your affected arm or leg as
follows:
 swelling
 pain and tenderness (it may be difficult to stand with full weight on the affected leg)
 skin that feels hot or warm to the touch and looks red
 a mild fever
7.0 Risk Reduction
If you think that you have a higher risk of developing DVT, see your GP before you travel. If
you are identified as being at high risk you may need to discuss treatment with blood-thinning
drugs or the use of elastic/compression stockings. The latter are widely available to buy from
pharmacies.
While you are travelling:
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Wear loose comfortable clothes;
Consider buying flight socks (compression stockings – these are for women and
men!);
Store luggage over-head so that you have room to stretch out your legs in front of
you;
Do anti-DVT exercises: raise your heels, keeping your toes on the floor, then bring
them down. Do this 10 times. Now raise and lower your toes 10 times. Do it at least
every half an hour (you can do it more often if you like);
Walk around whenever you can;
Drink plenty of water;
Don’t drink alcohol or take sleeping pills.
After the trip:
Symptoms of DVT may appear after arrival. If you develop swollen, painful legs,
especially where one is more affected than the other, or if you have breathing
difficulties, see a local doctor urgently or go to the nearest A&E Department.
Further advice can be obtained from your GP and from the NHS website
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