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Frequently Asked Questions about Travel Insurance

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  1. Which forms do I have to fill in?
  2. Why does the University need to know I am travelling overseas?
  3. Do I need to complete a full risk assessment every time I travel?
  4. What do I need to take with me?
  5. When I come back, do I have to do anything?
  6. I am a Dean of School or a Director of Service: what do I have to consider when staff ask to travel overseas?
  7. What documents do I need to apply for a visa?
  8. If I need travel advice about the country I am visiting, who should I contact?
  9. Does the University insurance cover my personal trips and family holidays overseas?
  10. I am travelling overseas as an external examiner. Am I covered by the University insurance?
  11. I have a pre-existing medical condition (e.g. asthma/bad back). Am I still covered by the University insurance policy?

1. Which forms do I have to fill in?

This includes a Risk Assessment Form and Checklist. You can also find additional Risk Assessment forms if you are visiting multiple destinations and more information about how to fill in the form at the above link .

Each member of staff at UEL must fill in a form individually. Members of staff travelling with groups of students can fill in the form for themselves and send it in with a list of the students attached.

2. Why does the University need to know I am travelling overseas?

It is a University requirement that you provide your department with your itinerary, contact phone number and name/address of your accommodation. Failure to do so may invalidate your insurance.

3. Do I need to complete a full risk assessment every time I travel?

Yes. Use the Red24 website (password 7797) to read about specific concerns regarding your particular destination and read more about the Request for Approval to travel and risk assessment forms online. Risks change daily so it is crucial that you complete a new risk assessment each time you travel, even if it is to a familar destination.

4. What do I need to take with me?

5. When I come back, do I have to do anything?

6. I am a Dean of School or a Director of Service: what do I have to consider when staff ask to travel overseas?

If youhave concerns regarding a member of staff's fitness to travel, please contact the Occupational Health & Safety Unit. You can also read more advice in the Fieldwork Policy and Code of Practice in the Occupational Health and Safety Unity Handbook.

7. What documents do I need to apply for a visa?

The documents required vary, depending on your nationality and which country you are visiting. As well as your passport, you will need some or all of the following:

You must ensure that you have at least 6 months remaining before the expiry date on your passport (some countries will request one year). For further advice on applying for visas, check the Foreign and Commonwealth Office website for Entry Requirements for your destination. You can also use a commercial site, such as VisaExpress, for more specific information about the documentation requirements for your particularly type of journey. Please note that UEL is in no way affiliated with VisaExpress and cannot guarantee the accuracy of the information on its site. Finally, you can also contact the UEL International Office to get further help.

8. If I need travel advice about the country I am visiting, who should I contact?

9. Does the University insurance cover my personal trips and family holidays overseas?

No.

10. I am travelling overseas as an external examiner. Am I covered by the University insurance?

If you are paid by UEL or are acting as a volunteer, yes, you are covered by UEL's Insurance. You MUST complete a Request for Approval to travel ahead of booking your trip.
If, however, your time is paid for by another organisation or instituion, your hosts should provide you with travel insurance.

11. I have a pre-existing medical condition (e.g. asthma/bad back). Am I still covered by the University insurance policy?

The University policy does not exclude pre-existing medical conditions but does exclude travelling against the advice of your medical practitioner. If in doubt, contact your GP to check that you are fine to travel. It is important that you take any medical conditions into account when completing your risk assessment. Contact the Occupational Health & Safety Unit for further advice regarding risk assessments, or the Insurance Officer for information on insurance implications of existing medical conditions.


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