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Travel risk assessment ratings

When registering details of a trip on the Travel Log you will be required to follow the University’s Travelling Overseas Process for completion of a Travel Risk Assessment Form.

When a travel risk assessment is required, this should be submitted to your department for approval at least 30 days prior to travel (or 40 days if severe risk).

Risk ratings

Once the Foreign, Commonwealth and Development Office Travel Advice has been checked and complied with for the destination country, a risk rating will be required. 

Staff and students have access to Solace Global Assistance, a travel security advisory service provided by Aviva.

This provides comprehensive information on worldwide travel, including country risk ratings. When deciding on a destination’s risk rating, the overall country rating should be applied for TRA purposes.

To register for Solace Global Assistance:

  1. Add the company name (University of York).
  2. Enter your name and email address.
  3. Enter the policy number (100818832GPA).

You will receive an activation email and once logged in, you will be directed to the homepage. From here you can access Country Reports and sign up for alerts.

Low risk travel

If you are a student travelling to a destination that is within the low risk category, then you will be required to complete a written travel risk assessment approved by your Head of Department or nominated representative.

The Insurance Office does not require a copy of the travel risk assessment, but it should be made available if required by insurers in the event of a claim.

If you are a member of staff travelling to a destination that is within the low risk category, then you do not need to complete a travel risk assessment. You should still review the destination travel advice on Solace Global Assistance and Foreign Commonwealth and Development Office prior to departure. 

Medium risk travel

If you are travelling to a destination that is within a medium risk category, then you will be required to complete a written travel risk assessment approved by your Head of Department or nominated representative.

The Insurance Office does not require a copy of the travel risk assessment, but it should be made available if required by insurers in the event of a claim.

High risk travel

If you are travelling to a destination that is within a high-risk category, then you will be required to complete a written risk assessment approved by your Head of Department.

Please send a copy of your approved travel risk assessment to insurance-enquiries@york.ac.uk for review by the Workplace Health and Safety Office at least 21 days prior to the date of departure.  Your travel risk assessment may also require approval by the Faculty Dean and this will be determined by the Workplace Health and Safety Office/Insurance Office.

Severe risk travel

If you are travelling to or through a destination which the Foreign, Commonwealth and Development Office (FCDO) “advises against all travel”, your request will not be immediately approved by the University, you will need to follow the Severe Risk Travel Process.

Once an agreement in principle for travel has been sought and agreed with the relevant HOD, Dean, H&S Business Partner and Insurance Team, then the Travel Risk Assessment must be submitted at least 40 days before travel for further consideration before a decision on approving travel can be made.