What to do

Work through the steps below, remembering to take the relevant documents with you when you travel. To help with the introduction of this new system, you may find this ppt. presentation helpful.


Select your destination from the two tabs below:

Travel Workflow

Travel outside the UK

1. Check Requirement for Health Clearance Complete -- return questionnaire if relevant.

2. Check travel advice.

3. Check if vaccinations or malaria prophylaxis required, see list of malarious areas -- if yes, inform all team members and arrange appointments with OH.

4. Check Foreign and Commonwealth Office (FCO) country guidance.

5. If FCO or college insurer advises against all, or all but essential travel - to any part of the destination country -- complete an OWERP and contact the College Insurance Manager and obtain approval from Head of Department.

Travel within the UK

1. Check requirement for health clearance -- complete and return questionnaire if relevant


Select your trip type, read guidance and complete the form

Fieldwork Guidance - FW1 Form
Visit to Host Organisation Guidance  – Hosted1 Form (Dec 2015)
Visit to Scholarly Meeting or Conference Guidance  – Offsite Contact Record (Dec 2015)


Go to the OSW sharepoint site and click on the “add new item” green cross to complete the notification of travel details with approval process as necessary and UPLOAD your approved form.


Activate your overseas travel insurance. Download and print off your Certificate of Insurance‌ and take on your trip. All you need to do is insert your name.

Emergency assistance will normally be provided by our insurers whether or not you have this certificate to hand. It is also recommended that travellers register on the travel oracle app from Apple App store or Google Play for easy access to the 24 hour helpline Healix Travel Oracle instructions(pdf).  Registration is easy – you just need your College email address and the policy number RT306251 to register and you will receive a login password. This will add further proof of your travel insurance cover, show you how to download the travel assistance website App to your mobile, and provide contact details for excellent travel incident support and access to relevant global emergency events. For more insurance information, see our Overseas Travel page.

You must not visit, or in any way support, people or organisations which are subject to international financial sanctions or embargoes (e.g. for supporting terrorist activity)

Further information is available on the GOV.UK website

For further advice please email Lesley Bravery, the Insurance Manager.


Ensure, before travelling, that you have emailed all PhD students under your supervision to inform them of who to contact in the event of an Emergency, stating that the current Post-Graduate Tutor can always be contacted as well in such circumstances.