1. Guidelines for Overseas Travel
- All international travel for staff must be approved by your Dean, Director or Manager using the UTS Staff Overseas Travel Form.
- The Institute for International Studies will manage their students' overseas travel. Non-IIS students travelling overseas are the responsibility of the Dean of their Faculty.
- It is the traveller's responsibility to monitor and adhere to the relevant Department of Foreign Affairs and Trade (DFAT) Travel Advice and direction from their Dean/Director/Manager before they travel and while overseas.
- The table in Section 2 below ("Interpreting DFAT Travel Advice") provides a guide to the action required for each type of DFAT warning.
- If the advice falls into level 4 ("reconsider your need to travel"), the Dean, Director or Manager must consider carefully whether the intended international travel is essential and ensure they can demonstrate due diligence in their approval.
- No staff member is under an obligation to undertake any international travel which conflicts with DFAT advice.
- Faculties/Units and Institutes will retain a listing of staff and students travelling overseas.
- Students/staff travelling will be provided with at least one Faculty / Departmental emergency contact and details of the 24 hour emergency assistance service from the insurer.
For ease of management, DFAT travel advice has been grouped into five risk levels. UTS guidelines for each risk level are shown in the table below. However, you should consider the specific content of the advice provided on the DFAT web site for the country to which you intend to travel.
Link to the DFAT Smart Traveller web site: http://www.smarttraveller.gov.au/
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DFAT Risk Level
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Examples of DFAT Advice
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UTS Guidelines
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1.
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Exercise good personal security awareness.
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- No special action required.
- Travellers may wish to register for DFAT updates to travel advice by e-mail.
- Travellers may wish to register with the nearest Australian embassy.
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2.
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Exercise caution and monitor developments that might affect your safety.
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- Travellers and Dean/Directors, or their nominee, must register for DFAT updates to travel advice by e-mail.
- Travellers must register with the nearest Australian embassy.
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3.
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Exercise a high degree of caution.
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- Travellers and Dean/Directors, or their nominee, must register for DFAT updates to travel advice by e-mail.
- Travellers must register with the nearest Australian embassy.
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4.
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Reconsider your need to travel.
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- Deans/Directors must demonstrate due diligence in approving travel to, or allowing staff/students to remain in, these countries.
- Deans/Directors must provide documentation supporting the decision that the travel is essential, noting any additional safety or security precautions. The Risk Management section below must be used for this purpose.
- Travellers and Deans/Directors, or their nominee, must register for DFAT updates to travel advice by e-mail.
- Travellers must register with the nearest Australian embassy.
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5.
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Advised not to travel.
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- Do not travel to this country. If travel has already commenced, follow DFAT advice.
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3. Risk Management Section - must be completed by the Dean/Director for DFAT Level 4 only.
Print this guide (PDF)
The following information is a guide to assist Deans and Directors to determine whether staff/students should be permitted to travel to and/or remain in countries in risk level 4 (DFAT advice is "reconsider your need to travel" or similar).
a) Purpose of the travel
b) Nature of DFAT warning
c) What is in place to reduce the risk to health and safety in this instance?
For example:
- Traveller has extensive in-country knowledge and experience
- Proximity to location of concern
- Traveller can speak the language
- Reliable local supervision and guidance
- Local guide/security firm engaged
- Safe venue and transport
- Prior training conducted
- Prior health precautions taken (eg. vaccinations)
- Safety equipment provided
- Evacuation contingency plan in place
d) What is the impact of not being able to travel?
Consider the University, Faculty/Unit and individual; and the implications related to finance, governance, strategic issues, compliance and legal, resource and capability, contracts and intellectual property or technology. Examples may relate to:
- Inability to complete a course of study
- Course delivery interrupted
- Breach of contract
- Inability to fulfil research commitments
- Negative image/reputation
- Strategic alliance at risk
- Potential liabilities or litigation
- Financial loss
- Loss of revenue
- Loss of confidential information/data
e) If you approve the travel, please attach this page or other relevant documentation to the travel application form.
Please note: If you are in doubt, do not approve the travel.
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