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Booking your travels for conferences

Things you need:

1) risk assessment,

2) insurance,

3) booking with appropriate travel agent

1) risk assessment

ALL Travel needS a risk assessment, but which one depends on the nature and purpose of the travel. As a general rule of thumb:

Travel type

Travel type

Column 1

Column 2

Column 3

Column 4

Nature

Short-distance, non-overnight, non-international, low risk

Longer distance, risky, overnight or international

Purpose

Non-research (i.e. not to conduct primary research)

You do not need to complete a Travel RA form*

E.g. return train journey to London for a meeting

Please complete a Travel RA form

E.g. international conference

Research

Include in your R-RAMP

You do not need to submit a Travel RA form*

E.g. students travel to a local school via bus to collect data, already covered in R-RAMP

This should be included in your R-RAMP

Please complete a Travel RA form

E.g. data collection trip in India - covered in R-RAMP but Travel RA form still advised

There are no rows in this table

⁠

*Please note that additional factors can affect travel-associated risk and consequently the procedure adopted. For example, if the traveller has a health condition that increases the risks of local travel, a Travel RA form may be appropriate. Please contact H&S team if you have any queries.

Who completes the Travel RA form?

The PI completes the Travel RA form on behalf of any students or other associates travelling

How do I complete the Travel RA form?

Identify the relevant RAMPs needed to complete the form. These may include:

The SoP RAMP developed for international (also applies to national), overnight travel, including conference attendance. See

approved RA page⁠

⁠

Any active R-RAMPs that you have approval to use, e.g., if the travel is for research purposes and you have assessed travel-related risks in that context

Any relevant University RAs e.g.

Lone working RALinks to an external site.⁠

⁠

Complete the

Travel form⁠

⁠

Download Travel form⁠

Please note: You won't be able to complete the RR table on p1 until you have completed later parts of the form, specifically the risk matrix.

Emergency contact info:

Please include your own and next of kin emergency contact info and a contact number for your destination e.g. hotel.

The H&S team will use this to attempt to make contact if there is an emergency or disaster in your destination.

Only the H&S team (Denise, sometimes Stephanie) will access your completed form.

Use relevant RAMP(s) (see [1]) to populate the risk matrix on page 5 of the travel form such that your assessment is specific to the trip

Here are some

examples ⁠

⁠

Download examples ⁠

of completed travel risk matrices.

Then use the residual risk (RR) scores to complete the table on p1 of the travel form

Submit by emailing

sophs@contacts.bham.ac.uk⁠

⁠

Useful links

University Travel and Work Abroad Health and Safety Guidance:

https://intranet.birmingham.ac.uk/hr/documents/public/hsu/hsuguidance/24twa.pdf⁠

FCO Website:

http://www.fco.gov.uk/Links to an external site.⁠

H&S psychology

https://canvas.bham.ac.uk/courses/67564⁠

⁠

From this

https://canvas.bham.ac.uk/courses/67564/pages/risk-assessment-for-travel⁠

⁠

2) Insurance

For international trips, Make sure you have

University travel insurance⁠

⁠

3) Booking

Travels, where possible, should be booked here

https://claritygo.travel/login?company=UOB⁠

- Clarity

Training⁠

for performing the booking is available here.

⁠

⁠

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