Finance Unit
Guidelines for the Management of Risks to University Staff Engaged in International Travel
| Date of Approval | August 2001 |
| Amendments | |
| Reference Authority | Human Resources Unit |
| Cross References |
The University of South Australia is increasingly involved in offshore endeavours. This necessitates international travel and work by university staff. These guidelines are designed to assist such staff to travel and work safely.
The guidelines are grouped below under the following broad risk categories:
Each member of staff required to travel outside Australia on behalf of the university should ensure that their personal state of health would not be endangered by such travel and/or by the duties to be undertaken upon reaching the destination. Travel medical consultations are made available by the University and should be accessed as often as required by staff travelling on University business (refer to Provision of Medical Advice below).
Staff who at the time of the planned travel are on workers compensation associated rehabilitation or return to work plans must discuss the matters with the University Claims Manager Unisure prior to leaving Australia. Failure to do so and follow any advice received from Unisure may place the entire compensation claim in jeopardy.
It should be noted that the University’s travel insurance policy excludes claims from persons who travel contrary to the advice of medical practitioners.
Where long term travel or offshore placement is proposed, a medical examination is required (refer to Provision of Medical Advice below).
Disease and Other Exposure
Each member of staff travelling outside Australia must ensure that they are aware of and carry out recommended or required immunisation procedures prior to leaving Australia. (refer to Provision of Medical Advice below)
Medically Prescribed Drugs
Each member of staff required to travel outside of Australia and who has a need to carry medically prescribed drugs should ensure that they carry documentary evidence that such drugs are indeed prescribed for their personal use to avoid possible problems with customs officials at the point of arrival. The Department of Foreign Affairs and Trade also advises as follows: “Australian citizens are advised that some medical/pharmaceutical supplies may not be available overseas. It is also possible that some medical/pharmaceutical items may be packaged under a different brand name to those available in Australia. Australian citizens dependent on medical/pharmaceutical supplies should ensure that they take sufficient supplies for the duration of their trip. If the medication is critical to their wellbeing these supplies should be carried with the individual onboard the aircraft. This would prevent the loss of medical supplies in the event of lost luggage.”
Provision of Medical Advice
The University has opened an account with Traveller’s Medical and Vaccination Centre (TMVC). Staff are advised to make an appointment and attend the Centre to obtain all necessary medical and health services and advice prior to embarking on any overseas travel on behalf of the University.
The relevant cost centre manager who has approved travel must ensure that each staff member required to travel overseas for the University is aware of the above advice and services and has the opportunity to use the services offered above. These visits will be charged to the relevant cost centres. Alternatively the account may be settled using a University credit card. In either case, it is necessary to complete an FS32, which provides the authorisation for TMVC to proceed with the consultation.
Staff on workers compensation plans must obtain assistance and advice from Unisure as outlined previously. Again staff who fail to follow such advice may place their compensation claim in jeopardy.
For staff who will be employed overseas for more than 6 months at any one time a full medical examination will be required prior to departure. A copy of the medical report will be forwarded to the cost centre manager for consideration. Should such examination show that overseas travel is not recommended then the planned travel should not proceed. As noted previously the University’s travel insurance will exclude claims where staff have travelled contrary to the advice of medical practitioners.
Staff are advised to follow any advice given to them by qualified medical advisors or a recognised authority (such as an internationally recognised airline) to promote safety and health during travel.
Medical Advice
The Travel Doctor TMVC maintains a 24 hour communications facility in Adelaide to respond to minor health or vaccine queries by University travellers. This is available through email using the Walkabout Club facility on the Travel Doctor website. Every staff member will be recruited to this facility after visiting the Adelaide clinic. Existing clients of the centre can immediately access this facility by contacting the clinic manager Cath Pugh. The Walkabout Club facility provides a link between the traveller and their own individual records held in the clinic. Existing clients are also able to access medical staff by phone. An after hours facility is in place.
Medical Kits
All University staff who are frequent overseas travellers (3 or more trips per year) should carry a medical kit which may assist in the treatment of minor ailments and medical issues. The kits will be available at TMVC, and will be charged to relevant cost centres. The nature of the kit varies in relation to the destination, and guidance will be provided by TMVC in the acquisition of an appropriate kit.
Upon Arrival and Working Overseas
While the University’s workers compensation policy will compensate for many of the injuries suffered by staff while engaged on university business in an overseas location this does not remove the requirement for all concerned to exercise a duty of care.
All concerned in planning and participating in an overseas university business trip should be aware of the potential hazard that heavy and awkward pieces of luggage may pose to the travelling staff member. Where possible some form of assistance should be provided to transport such items of luggage and/or equipment.
Workers Compensation
The University is a self-insurer under the workers compensation legislation of the state. It has to be acknowledged that such insurance covers staff only for injury/illness incurred whilst working for the university.
Injury/illness incurred whilst not actually working for the university may not be covered by workers compensation insurance. Such happenings may though be covered by the University’s travel insurance policy.
For advice on travel insurance refer to Insurance Officer.
The following websites may provide additional information useful in assessing and managing travel health risks:
Department of Foreign Affairs and Trade
Awareness of differences in laws and culturally accepted behaviour is a generally a personal responsibility. There are numerous sources of information relating to these topics. All University offshore travellers should refer to the intranet site of the International Relations Unit. International Relations can provide a range of briefing information.
Cost centre managers who are approving University travel should also seek the advice of the International Relations Unit in order to maximise the potential benefits of the proposed trip, and to manage business risks attached to cultural differences likely to be encountered by University travellers.
Travel database information is required from travellers, and forms can be found at International Relations Unit.
Risks to personal safety can be heightened when travelling abroad. Some of the risks are internal travel conditions, health systems, crime rates, political environment, terrorism, war and civil unrest. Issues of this nature are generally covered in advisories issued by the Australian Department of Foreign Affairs and Trade. Travel should not proceed where advisories are in place suggesting that travel be deferred or cancelled. If there is a continuing need for travel to take place in spite of official advisories or warnings, the travel plans should be referred to the relevant Senior Management Group member for approval. It should be noted that the University travel insurance contains exclusions that may be relevant in these circumstances.
It is the University’s expectation that managers and staff proposing offshore travel would routinely research destination information in the above manner.
All travellers must carry the 24 hour ACE Rescue line number- this is provided through the University Insurance Officer on 8302 1678. In addition, it would be advisable for travellers to carry other emergency contact numbers at which relevant University staff can be reached. All travellers should carry contact numbers and locations for local consulates or embassies in case some assistance or advice is necessary.
Management planning for longer overseas placements should include a communications plan. The communications plan should establish the frequency and scope of reporting required to a nominated home-based supervisor. While this can assist in assuring that University objectives are being achieved, it may also assist in the management of other risks, including those relating to staff health and safety.
