Student International Travel

The University has a duty of care to students undertaking approved international travel as part of their programme. The approval process helps ensure that:

• Risks have been properly assessed.
• Appropriate support and emergency arrangements are in place.
• Travel insurance cover is available.
• The University knows where students are and how to contact them in an emergency.

This process applies to University of Cumbria students travelling internationally as part of their studies, including:

• Placements (including Turing Scheme opportunities)
• Fieldwork
• Research and data collection
• Conferences
• Other approved programme-related activities

The process does not apply to personal travel, or travel to Northern Ireland, the Isle of Man, or the Channel Islands.

1. Apply early

You should begin the approval process at least 12 weeks before your planned departure date.

Do not book travel or make non-refundable arrangements until formal approval has been granted. Approval can be refused if risks cannot be managed appropriately.

2. Complete the travel approval process

The process has two stages:

Stage 1: Outline Travel Plans

You will need to compete this Stage 1 Student International Travel Approval Form - Editable.pdf

As part of this you will:

• Provide details of your destination, travel dates and itinerary.
• Explain the purpose of your trip.
• Confirm whether additional activity risk assessments are required. If you are travelling to undertake a placement or undertake fieldwork, you will need to refer to and follow the additional Risk Assessment of Student Placement Policy, or the Health and Safety in Fieldwork Policy to conduct a risk assessment of the activity you are travelling for. Further information on these policies can be found here.

Your travel sponsor will need to approve this form in order to progress to the risk assessment and formal approval stage.

Stage 2: Risk Assessment and Formal Approval

You will need to compete this Stage 2 Risk Assessment and Formal Approval of Travel Form - Editable.pdf.

As part of this you will:

• Complete a travel risk assessment with your Travel Sponsor.
• Identify potential risks and how they will be managed.
• Seek final approval from the Dean of Faculty.

Every international trip has a named University Travel Sponsor. This may be your:

• Placement Coordinator
• Programme Leader
• Module Tutor
• Research Supervisor

Your Travel Sponsor will support you through the approval process, discuss risks with you, and maintain contact while you are overseas.

You must not travel without having appropriate insurance in place. Approved travel is usually covered by the University's travel insurance, provided that:

• The travel has been formally approved.
• The destination is not subject to FCDO advice against travel.
• You have not been advised not to travel by a GP or Occupational Health.

You may need additional insurance if:

• You are travelling before or after the approved dates for personal reasons.
• You are undertaking activities not covered by the University's insurance policy.
• You are completing a placement for which additional insurance will be required. For a guide to this, click here.

Please contact the University’s Finance team for any queries on insurance by emailing insurance@cumbria.ac.uk.

If you travel without obtaining approval, you will not be covered by the University's travel insurance and may be subject to Student Disciplinary Procedures.

Before travelling, you must:

• Read and follow the University's international travel guidance.
• Complete the required approval forms and risk assessments.
• Ensure insurance is in place for travel.
• Provide a copy of your passport, itinerary and contact details.
• Ensure your emergency contact details are up to date.
• Obtain any required passport, visa or work permit.
• Check Foreign, Commonwealth and Development Office (FCDO) travel advice before booking and again before departure.
• Seek medical advice where appropriate, including vaccinations and health precautions.
• Understand the risks associated with your destination and follow agreed mitigation measures.

While you are overseas you must:

• Follow local laws and customs.
• Take reasonable care of your health, safety and belongings.
• Keep in regular contact with your Travel Sponsor (normally at least weekly).
• Inform the University of any changes to your travel plans.
• Report any incidents, accidents or concerns as soon as possible.

Before you travel make sure you have:

• University approval to travel.
• A valid passport and any required visas.
• Completed risk assessments.
• Appropriate travel insurance.
• Required vaccinations or medications.
• Emergency contact information.
• Checked FCDO travel advice.
• Shared your itinerary with your Travel Sponsor.
• Updated your contact details on University systems.