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Travel - Managing risks overseas

Guidelines for the management of risks to University Staff engaged in international travel

Introduction

The University of South Australia is increasingly involved in offshore activities. This necessitates international travel and work by university staff. These guidelines are designed to assist staff to travel and work safely.

Management of health risks

Fitness to travel

Each member of staff required to travel outside Australia on behalf of the university must 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 off-shore destination. Travel medical consultations are made available by the University and should be utilised by staff travelling on University business.

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 Rehabilitation Consultant and the Claims Management Unit prior to leaving Australia. Failure to do so and follow any advice received from the Claims Management Unit  and / or the Rehabilitation Consultant may place your 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.

Deep Vein Thrombosis (DVT)

Deep Vein Thrombosis has been identified as a risk for air travellers. The following links offer further information on Deep Vein Thrombosis, please take the time to read these pages at the Department of Health and Ageing website prior to travel.

Immunisation

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.

Medically prescribed drugs

Each member of staff required to travel outside of Australia and who has a need to carry medically prescribed drugs must 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 an account with the Travel Doctor (TMVC). Staff wishing to access the medical consultation services prior to overseas travel must discuss the need with their cost centre manager prior to making an appointment. To arrange an appointment with the Travel Doctor you must contact them by phone (08) 8212 7522 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 on behalf of the university is aware of the services provided by the travel doctor and that they are encouraged to utilise these services. The costs incurred for these visits will be charged to relevant cost centres or alternatively the account may be settled by using a University purchasing card. In either case, it is necessary to complete FS32, which provides the authorisation for the Travel Doctor to proceed with the consultation. It is also important to obtain a tax invoice for each consultation.

For staff who will be employed overseas for periods of 6 months or greater at any one time must undergo a full medical examination prior to departure. A summary 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 shall not proceed.

Medical advice from Travel Doctor

The Travel Doctor maintains a 24 hour communications facility in Adelaide for staff that have used their service within the last 12 months to respond to minor health or vaccine queries by University travellers. This is also available through email by 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 adelaide@traveldoctor.com.au. The Walkabout Club facility provides a link between the traveller and their own individual records held in the clinic. Existing clients of the Travel Doctor are also able to access medical staff by phone (61 8) 82127522.

Medical kits

All University staff who travel off-shore on University business should consider carrying a medical kit which may assist in the treatment of minor ailments and medical issues. The kits are available from the Travel Doctor 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 the Travel Doctor in the acquisition of an appropriate kit.

Luggage and equipment

While the University’s workers compensation system may compensate staff for many injuries sustained while engaged on university business in an overseas location this does not remove the requirement for all staff to exercise a duty of care to themselves.

Any staff member involved in planning and participating in an overseas university business trip must be aware of the potential hazard that heavy and awkward pieces of luggage and other equipment 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 South Australian Workers Rehabilitation and Compensation legislation. It is to be noted that staff are covered for workers compensation if they sustain an injury/illness in the course of their work whilst working on University business.

Staff members will not be covered for Workers Compensation if they sustain an injury/illness off-shore whilst not working on University business, however these costs may be covered by the University’s travel insurance policy.

For advice on travel insurance contact Finance Officer (Insurance) (61 8) 83021678.

Management of cultural and legal risks

Staff travelling off-shore on university business must understand and be aware of differences in laws and culturally accepted behaviour. There are numerous sources of information relating to these topics. All University offshore travellers should refer to the UniSA International website.

Cost centre managers who are approving University travel should also seek the advice of UniSA International 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 on the UniSA International  website.

Management of other risks

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 the country is subject to a non essential travel warning travel plans should be referred to the relevant Cost Centre Manager for written endorsement and then approval be sought from the Executive Director International and Development via UniSA International. 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.

Related information

The following websites provide additional information in assessing and managing health risks related to offshore travel

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