University-related international travel can only take place with a completed and approved Travel Business Case that is;

• submitted through the Global Travel Approval system at least two weeks before the proposed trip,
• approved by a line manager or supervisor, Head of School or Department or Faculty Manager or a Dean or Divisional Head. The level of approval will depend on the level of risk (related to Government Foreign travel advice).

Use the Global Travel Approval System to put forward a business case for global travel. This system improves the speed and efficiency of the travel approval process and captures details of staff and students’ University-related international travel, enabling a quick response if there are concerns of:

• increased risks
• incidents
• emergencies
• COVID-related travel restrictions

Learn more by visiting the Global Travel SharePoint site.

Whether you complete a risk assessment or not depends on the hazards you might face during your trip. You don’t need to complete a risk assessment if the trip only involves low risk activities.

If you have completed a risk assessment, you must also confirm that risks and mitigating measures have been communicated to all travellers.

Risk assessments must be approved locally by your School, Faculty or Division, and a copy of the risk assessment should also be submitted through the Global Travel Approval System.

It is the responsibility of the lead traveller to ensure that all travellers in their group have read and understood the risk assessment prior to departure.

Use the travel risk assessment template and extend this to include hazards relating to specific locations and activities.

All travel should be booked through the University’s travel management company, Clarity. This includes bookings for:

• accommodation
• air travel
• rail travel
• group/student travel

There are exceptions for:

• travel by private transport
• travel itineraries that can only be booked in another way

What not to do:

• do not book travel using Purchasing Cards unless there is no reasonable alternative
• avoid using unregulated accommodation providers such as Airbnb

Improvements to the Clarity travel portal will shortly be implemented, which will improve the look and feel of the portal.

The University provides free business travel insurance for students and staff travelling overseas on approved University trips.

In addition to staff and students, travel insurance cover extends to:

• visiting academics from another University
• Emeritus Professors who are travelling on University of Bristol approved business
• volunteers assisting on an approved business basis for a University field trip

Note: Travellers must have completed and submitted a travel risk assessment and had University approval prior to travel for insurance cover to be valid.

Find out what you can claim travel expenses for and how to claim on the MyERP Intranet site.

Where international travel is more than 30 days, please refer to the International Mobility Policy and seek compliance advice from International Mobility.

Purpose: Guidance for working, teaching, fieldwork and other activities while representing the institution off-site.

Resources:

• Working off-site guidance

Relevant for: Staff planning or undertaking off-site work and activities.

External resources: 

• USCA/UCEA – Guidance on health and safety in fieldwork
• International SOS Foundation and IOSH – Managing the safety, health and security of mobile workers: an occupational safety and health practitioner's guide

Relevant for: Fieldwork researchers, students and supervisors.

Purpose: Minimising health and safety risks during community-based research involving interviews, surveys, observational studies and collecting data, including using laptops safely away from an office environment.

Resource: Community-based research guidance

Relevant for: Researchers working directly with participants outside of University premises, usually in private settings or unfamiliar environments.

Purpose: Advice on how to manage health and safety risks associated with student placements.

Resources: 

• Student placement guidance
• Student placement policy - Global Opportunities

External resource: USHA – Guidance on health and safety of placements for HE students

Relevant for: Students, supervisors, placement organisers.

Purpose: Guidance for managing the risk of sun exposure during outdoor work.

Resources:

• Fieldwork sun exposure - online guidance 
• or download a printable copy

Relevant for: Fieldwork leaders.

Resources:

• Outdoor work sun exposure - online guidance 
• or download a printable copy

Relevant for: Line managers of outdoor workers.

SafeZone is a travel safety app for staff and students to use. It is mandatory to use SafeZone if you are travelling overseas on University business.

Download SafeZone before you depart so you can communicate with the University if an emergency situation arises during your trip.

If there is an off-site incident or crisis that affects University staff, students or other stakeholders, the University’s response is managed through the Incident & Crisis Management Framework (ICMF).

Tips for using public transport:

• Only use public transport if you are confident that social distancing can be maintained.
• Abide by Government and Public Health advice on face coverings and other issues.

Rental vehicles should be considered ahead of staff-owned vehicles.

Vehicle rental should be booked through:

• Enterprise Rent-a-Car (which has adopted enhanced vehicle cleaning and socially-distanced rental procedures)
• Car Club (for shorter hires)

More details can be found on the Finance Services site.

The risks of contracting the COVID-19 virus is greater when travelling by any means rather than staying at home, but the risk of exposure by using private transport appears to be less than when using public transport.

When considering journeys by private transport such as a bicycle or private car, Schools and Divisions should assess:

• health risks
• environmental implications
• financial implications

For local journeys, colleagues are encouraged to walk or cycle. If car travel using a privately-owned vehicle for University business is the only viable option, you must ensure your motor insurance policy includes cover for business journeys. Find more information on the Motor insurance page.

During the pandemic, avoid car-sharing journeys wherever possible. If travelling together with other colleagues is unavoidable:

• sit apart
• ensure vehicles are well-ventilated

When using University pool vehicles in the course of work, avoid car-sharing journeys wherever possible. If travelling together with other colleagues is unavoidable:

• sit apart
• ensure vehicles are well-ventilated

Separate guidance for fleet managers is available on the Guidance for fleet managers page.

The University of Bristol enables staff and participants to undertake a huge range of work off-site safely. We provide guidance to ensure staff and students are following good practice and manage safe off-site working, including facilitating field working in remote and challenging environments and circumstances.

Schools and Divisions planning potential future field trips (such as during the academic year 2021/22) should consider:

• health risks
• financial implications
• sustainability implications
• how the University’s position can be protected should further events need to be cancelled or postponed

The School of Earth Sciences have lots of helpful information about planning field trips that other areas can use for reference: Visit the Field trips site.

Resources to provide to students for placements:

• Global Opportunities: Student placement policy
• Student placement health and safety
• Student electives