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Student overseas travel

Guidance for completing the student overseas travel process and risk assessment

If you are a student and planning to travel overseas as part of your studies, you must follow the correct process for your application to be successful. This webpage will guide you through this process.

Step-by-Step Guidance

Before travel

The necessary steps below must be completed at least six weeks before departure. If they are not submitted six weeks prior to travel, it will be the Faculty's decision as to whether they will allow a late request.

  1. Complete the Student Overseas Travel Risk Assessment Form, for the Country to be visited.
  2. Submit the completed Overseas Travel Risk Assessment, together with the proposed travel schedule and itinerary, to the Global Mobility team at goabroad@port.ac.uk. Students should also inform their Tutor / Exchange Co-ordinator / Placements Officer of the completion of these forms.
  3. The Global Mobility team will review and decide whether to accept or reject the proposed overseas travel request.
  4. If the overseas travel request is approved, travel will be covered by the University's Travel Insurance Policy. It should be noted that graduates who are going on graduate placement or internship programmes are NOT covered and will need to arrange their own travel insurance.
  5. Once approval has been received, students can then organise booking and paying for travel and accommodation.
  6. The student's travel details and itinerary will be uploaded into the Healix Sentinel System by the Global Mobility team, providing further information about the Country's risk profile.
  7. It is strongly recommended that students should download the Healix Sentinel Travel Oracle  App.

    The Healix Sentinel Travel Oracle App is your ultimate travel safety companion. The app is designed to assist you overseas when you need help. The App ensures you receive up-to-date travel information and advice regarding any relevant security and medical alerts within the Country you are visiting. There is no additional charge for using the App.

During travel

  1. When travelling abroad, students should switch on GPS tracking within the Healix Sentinel Travel Oracle  App, so that active monitoring of risks can occur and support can be provided if the situation presents a risk.
  2. Upon arriving at their destination, students must then confirm safe arrival to goabroad@port.ac.uk, copying in their Exchange Coordinator/Placement Officer/Personal Tutor as appropriate.
  3. Staff / Tutors responsible for organising the mobility must ensure there is a process of regular check-ins with the student. These should take place at least once per fortnight for short mobilities (one teaching block or shorter), and monthly for year-long mobilities.
  4. Students should continue to periodically reassess risks to ensure mitigations continue to be appropriate and relevant. Where the risk has changed, the student should contact their tutor to reassess the risk and mitigations in place.
  5. If a student encounters a medical emergency or natural disaster whilst abroad, they should refer to travel insurance guidance.

Relevant documents

For the full student travel overseas guidance and risk assessment, please see the following documents:

 

Student Travel Guidance     Student Overseas Risk Assessment