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Travel advice for business, teaching, research or study (staff and Doctoral College research students)

Staff travel advice

Staff travel advice

Staff travel advice

All remaining COVID-19 travel restrictions have now ended for people entering the UK.

Unvaccinated people arriving from overseas are no longer required to take a test before and after their arrival in the UK, and the requirement to complete a passenger locator form has been removed.

Anyone travelling overseas is still advised to check the rules for the countries you are visiting as many still have restrictions and testing requirements in place.

Travel principles

For all UK & International travel the requirements within the University Travel Policy must be followed before any arrangements are booked.

  • All travel conducted on behalf of the University is documented as meeting the essential travel criteria
  • Any travel deemed to be of higher risk, whether by nature of activity or destination location has been escalated for a documented approval, and confirmation of insurance held prior to booking
  • Any travel that is booked outside of the University travel partners has a documented approval at the relevant level, and has followed the agreed exceptions process prior to booking
  • Any staff trips overseas for a period greater than 3 months are referred to Global Mobility prior to booking to support immigration law and tax compliance
  • All travellers understand their responsibility to follow the policy and processes

Travel Process

The accordions below take you through the travel approvals process. Please follow the guidelines within the accordions before you partake in any travel. See links to flowcharts as below.

 

Business Travel

Taught Travel

Research Travel

In line with the easing of restrictions, some overseas travel will be supported, where it aligns with the University of Exeter Principles for Essential Travel and the starting countries COVID-19 Government risk ratings (RAG or High, Medium, Low). For UK travellers refer to the UK Government Red list of countries (as appropriate).

All University travel for business, teaching, research or study must meet the following key principles:

  1. Travel to red list countries (if applicable) will not be permitted unless there are exceptional circumstances, and must be approved by the COVID-19 Gold group
  2. The requirements within the University Travel Policy 
  3. International Travel risk assessments have been completed, one overarching risk assessment per trip is required.

NB: See further requirements in the approvals section below.

It remains the case that any overseas trips for greater than 3 month’s duration must follow the Global Mobility Policy to ensure employment law compliance. Advance notice of 3 months must be provided to enable this.

If you are required to take a COVID-19 test before or after travel, this must be a paid for private government approved test. You can find many test providers on the Gov website.

If your travel is funded by the University, where covid testing forms part of the standard cost of international travel, and the trip has been risk assessed, approved, and insured in accordance with the University travel policy, the cost of tests can be re-imbursed via expenses or paid by University purchasing card. Each College and Service has control over which internal budget they apply these costs to and should make arrangements accordingly.

Information on how to claim expenses can be found on our finance webpage.

For field trips where testing is required

Guidance is now available to support field trip leads - Field Trip Guidance 

Field trip leads of qualifying trips will need to:

Devon: email - rapidresponsehub@exeter.ac.uk with details of the field trip and testing request.

Cornwall: work is in hand with Penryn Fieldtrips, who are working with RRT, to support identified testing requirements.

PCR HALO testing for travel

    • Devon – Field Trip Lead to contact rapidresponsehub@exeter.ac.uk with travel test request. Testing will take place at the Innovation Centre, Streatham Campus by arrangement for the trip. Please do not book via the symptomatic route.
    • Cornwall  – Liaise with the Penryn fieldtrips team who are working with RRT on all currently identified field trips

LFD testing all campus’ - LFD home test kits will be delivered to the field trip lead.

 

If you are travelling for work or fieldwork you are required to complete the Stage 1 Health Questionnaire (or equivalent for UG students) annually, or sooner if there are changes to your health beforehand.  The Stage 1 Health Questionnaire should be sent to your manager or supervisor only.  

If there are health conditions highlighted within the Stage 1 Health Questionnaire that may affect your ability to safely undertake fieldwork or travel you will need to complete the Stage 2 Health Questionnaire.

Stage 2 Health Questionnaire must be sent to Occupational Health with your Stage 1 Health Questionnaire. Both Questionnaires will be reviewed by the OH clinical team with one of the 2 following outcomes:

  1. A report will be sent to your manager and the HR Advisor Team informing them that you are fit for the proposed travel.
  2. An appointment will be arranged for you with a member of the Occupational Health team to explore your health in more detail.

Both Health Questionnaires can be found here:  Fieldwork & Travel - Health and safety - University of Exeter

Medical information provided to the Occupational Health team will remain confidential between the traveller and the Occupational Health team and will be stored securely in your Occupational Health record.

 

All overseas research fieldwork activity must be approved by the Director of College Operations and be supported by the Director of Research. Travel to a red list country (if applicable) will require the support of the DOR and must be approved by the Research Restart Panel and Gold. Please refer to the approvals accordion below which details the approval pathways.

The process for seeking approval to undertake field activities (filming, field work or field trips) on taught programmes can be found on our SharePoint. All applications must be submitted by completing the relevant College application form and field work risk assessment.

All risk assessment templates can be downloaded from the Fieldwork and Travel Standard website which also includes guidance on how to complete a risk assessment.

Domestic/International

Reason For Travel

Risk Assessment Required

Domestic (inter campus)

Travel Between Exeter and Penryn Campuses.

Travel Risk Assessment Template (Abridged).

Domestic (starting and ending within UK), without crossing any international borders

Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based

UK T‌ravel Risk Assessment

Fieldtrip or Fieldwork

Teaching or research - medium to high risk activities or remote locations

Fieldwork Risk Assessment Template  (In Country)

Non-UK (based overseas, no crossing of international borders)

 

All activities low, medium or high risk

Research trip or field activity on taught programmes – day trip or overnight stays

Fieldwork Risk Assessment Template  (In Country)

International – crossing international borders for any part of the journey

Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming,  office/teaching based

Travel Risk Assessment Template (International)

Fieldtrip or Fieldwork

Teaching or research - medium to high risk activities, remote locations

Fieldwork Risk Assessment Template (International)

Once you have evidence of risk assessment and essential trip approval, you can then seek insurance approval by emailing insurance@exeter.ac.uk. (Insurance only needed for international travel). If your requested destination is sanctioned, a minimum of 14 days advance notification to the insurer, prior to the intended travel start date, is required. Cover for sanctioned countries is not guaranteed and certain exclusions will apply, this will be confirmed on a case by case basis. You must wait to receive confirmation of insurance before booking any travel.

For more information on the travel insurance process, please visit the staff webpages.

Attendance at educational day visits, seminars, conferences and business meetings is permitted, in line with country government travel advice, provided that the relevant risk assessments are completed and approved. UK residential stays (such as fieldtrips) and sports events are also permitted, where the correct risk assessments are completed and approved.

Key considerations:

  • If travel is planned to a higher COVID-19 risk region - for example due to variants of concern or regional outbreaks, trip organisers must consider how to reduce the risk.
  • There is no cancellation or curtailment cover within the University of Exeter travel insurance policy for COVID-19, but all other elements remain in place.
  • If Government guidance changes, bringing into force local, regional or national lockdowns, trips may be cancelled. There are two exclusions on our insurance policy, relating to (a) Government or Local Authority Directives, and (b) pandemic. If a trip is cancelled or curtailed for this reason, it will not be covered by insurance. Cancellable / refundable / transferrable booking options should be selected, to minimise the risk of financial loss.

Travel between the University of Exeter campuses (e.g. Exeter to Penryn or vice versa) requires a risk assessment to be completed. If trips are frequent, one risk assessment with an extended end date that covers all trips within that period will suffice as long as there is a review date to reflect any changes if any. The reason for the extended end date can be explained in the description section of the risk assessment. This is only to be done if the travel remains the same every time, if there are any changes, separate risk assessments will need to be completed.

The University has a legal obligation to ensure risks are mitigated as far as possible. Insurers expect the University to have a process in place to ensure suitable arrangements are in place and documented within a risk assessment which is approved/authorised. Please ensure your trip is approved as essential travel, according to the following approval routes:

International Travel Approval Pathways

Travel type

Approval pathway
(not red list)

Approval pathway
(if red travel)

Overseas Recruitment

Line Manager

Gold

Global Partnerships (Team/Exec)

Line Manager

Gold

Global Partnerships (Funding award)

Head of Discipline

Gold

Research Fieldwork/Fieldtrips

e.g. medium to high risk activities, remote locations etc.

 

DCO 

Research Restart and recommendation to Gold

Taught programmes Fieldwork/Fieldtrips

e.g. medium to high risk activities, remote locations etc.

ADE / DCO

Review panel with recommendation  to Gold

Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based

Head of Discipline

Gold

Professional Services (general)

Conferences, meetings, visiting another institution low risk activities

Line Manager

Gold

In Country Travel Approval Pathways 

All risk assessment templates can be downloaded from the Fieldwork and Travel Standard website which also includes guidance on how to complete a risk assessment.

Travel Type

Risk Assessment Type

Approval Route

Escalation Route (If concern regarding decision)

Domestic Travel Between Exeter and Penryn Campuses.

 

Travel Risk Assessment Template (Abridged)

Line Manager

 

UK Business trip – day trip or overnight stays.

Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based

UK Travel Risk Assessment

Line Manager

DCO

Head of Department

UK Research trip, Fieldwork & fieldtrip  – day trip or overnight stays

Fieldtrip or fieldwork (teaching or research) - medium to high risk activities, remote locations

Fieldwork (In Country)

Director of Research

Research Restart Panel

UK Field trip, fieldwork or filming on taught programmes – day trip or overnight stays

Fieldwork (In Country)

Head of Department or nominee

ADE/DCO and/or Fieldtrip and Fieldwork review panel for taught programmes

Non-UK (based overseas, no crossing of international borders) Research trip or field activity on taught programmes – day trip or overnight stays

 

Fieldwork (In Country, Overseas )

DCO – research trip (supported by ADR’s)

Non-UK In Country - DCO - research trip
(supported by ADR's)

ADE/DCO (field activity on taught programmes 

 

Booking your travel

Once you’ve completed the above steps, you’re ready to be given access to the university travel partners to book your arrangements.

Access to the University travel partners for all colleges will be granted by your local booking administrator.

Booking Admin – nominated personnel who will enable access to the booking system. These are the people you would have spoken to in your Department pre-covid regarding travel bookings.

You will not be given access to book your trip until you can provide the following evidence:

  • Completed Risk Assessment (signed or evidence of approval by another means e.g. email)
  • Documented approval of the essential nature of the trip
  • Insurance confirmation (international trips only)

Travel Champions – nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.

Travel Booker

To contact CEMPS travel booking administrators, please email: emps-est@exeter.ac.uk

Travel Booker

  • Degree Apprenticeships: Maggie Bishop
  • SITE: Lauren Witkin
  • Economics: Irene McManus
  • TARC: Helen Spalding
  • Management: Tom Crowford
  • Finance and accounting: Belinda Bloom
  • Sustainable Futures: Ali Bearhop

To contact UEBS travel booking administrators, please email: business-school-academic-support@exeter.ac.uk

Travel Champion: Caroline Haughian

Travel Champions - nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.

Travel Booker

  • Susan McGowan
  • Geography: Isabel Castle and Beverley Bradford
  • Sports & Health Science: Clare Fogarty and Owen Corrick
  • Bio: Joy Richards and Lindsey Beasley
  • Psychology: Karen Swanston and Monica Hitt CEDAR: Joe Alvis, Peter Harwood and Jessica Luck
  • Cornwall: Sally Bennett

Travel Champion: Alex Bremner

Travel Champions – nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.

Travel Booker:

  • ADR: Rebecca Thomson
  • EGENIS and SPA: Chee Wong
  • EGENIS: Alfiya Yermukasheva
  • CRPR: Emma Tranter
  • College admin: Lauren Strimer and Rebecca Barr
  • PVC and ADG: Aida Allise-Percival
  • Q-STEP: TBC
  • Politics Streatham: Laura Shears
  • Law Streatham: Oliver Jones
  • ADE and DCO: Samantha Richards
  • IAIS: Sarah Firman
  • GSE: Jo Smithson

Travel Champion - Emily Morris

Travel Champions – nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.

Travel Booker

Please contact the HUMS College Operations Team (HUMSCollegeOps@exeter.ac.uk) for support with travel and accommodation bookings.

Travel Champion -Brendan Johnson  B.Johnson2@exeter.ac.uk

Travel Champions – nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.

Travel Booker:

  • CEG & Programme Directors: Lucy Buckland, Becky Jones, Wendie Burden, Lucy Barrie and Brendan Johnson
  • ECEHH: Vanessa Gordon and Emma Squire
  • IHR: Stella Taylor (for Institute Director/PenARC)
  • Cath Hopkins (PenARC)
  • Sue Whiffin (ESMI/PenTAG)
  • Lynne Quinn (CTU)
  • Leigh Curtis (DISCO)
  • Sarah Vinnels (Epidemiology and Public Health group/REACH)
  • Leala Watson (Health Economics/Health Statistics)
  • Georgina Hack (Mental Health Research Group)
  • Fleur Boyle (PenCRU)
  • Ellie Kingsland and Chloe Thomas (Primary Care)
  • Natalie Bastone (Relational Health Group/REACH)
  • Linda Dumchen (Third Gap/Neurodegeneration Imaging Group)
  • IBCS: Joshua Gammage
  • Lucy Lofthouse (Prof. Andrew Hattersley & team)
  • Wendy Cowell (Profs Jon Mill and Katie Lunnon & team)

Finance Services staff should contact adfs-admin@exeter.ac.uk

MRCG staff should contact tracey.smith@exeter.ac.ukl.perry3@exeter.ac.uk or the MRCG Admin team mrcgadmin@exeter.ac.uk 

Strategic Support staff should contact Karyn Shields - Strategic Support for SEAS or Samuel Talbot – Strategic Support   

Global Advancement staff should contact o.atcheson@exeter.ac.uk

Human Resources staff should contact: j.trump@exeter.ac.uk 

Research Services & IIB staff should contact rkt-bookings@exeter.ac.uk for advice. To request a travel booking please complete the ‘Travel Request Form’.

If your area is not listed above, please refer to your local administration support.