Travel plan and Risk Assessments

In general terms, all University activities which are potentially hazardous should be subject to a risk assessment. Business travel is no exception to this, and as such, it is the responsibility of the Head of School (or equivalent), to ensure that adequate systems are in place to manage this; including up to date emergency contact details and next of kin details, for those travelling. However, it is important to take a proportionate approach, to ensure the focus and priorities are on higher risk travel activities. 

Low risk travel within the UK, for example, to recognised institutions or conferences in the UK, for one or two individuals, will not require a formal risk assessment, Part 1 of the Business Travel Plan and Risk Assessment TRA1 form can be used as a travel planner to record basic details of travel, itinerary, and purpose of travel, as well as contact details and expected return date. If these details are recorded elsewhere and are easily accessible by others in an emergency, then it is sufficient to refer to that instead in the travel plan part of the document.  

If international travel is involved, the risk assessment process should be comprehensive, with a detailed travel itinerary, accommodation and work destination details and a regular check in procedure as the trip progresses, along with plans for the reasonably foreseeable events outlined including, accident, loss of baggage or unexpected illness as well as the risks associated with the activities undertaken during the proposed trip. The School/Department should ensure that next of kin details for those travelling are available and up to date, as well as emergency contacts and where it is deemed necessary, out of hours emergency contacts for those overseeing or supervising the travel and activities. 

The travel risk assessment should address hazards associated not only with the travel but may need to include the local situation (for example political unrest), any work activities at the destination. If any of these represent a significant hazard, then that may influence the required detail of the risk assessment for any of the situations outlined above. Some high-risk travel may require risk assessment sign off at School management level, please see your local procedures. 

The Travel Plan and Risk Assessment: TRA1 form can be used for both types of travel, with Part 1 being completed for low-risk UK, travel and continuing with Part 2 for UK travel with high hazards and international travel as well as for uploading into the Travel Insurance application form. Please note, TRA1 is a template form and can be amended as required by the School/Department to suit local processes.