University Sponsored Travel
As part of your employment or studies, there may be times when you will undertake travel outside of Australia. The University as the sponsor of this travel has a legal and moral responsibility to ensure that all travel undertaken is as safe as possible, and that it has plans in place to deal with emergency situations. These situations can vary and can include situations such as:
- Strikes or political demonstrations.
- Arrest or being detained.
- Illness or accident.
- Loss of personal effects, money and or travel documents.
- Natural disasters.
- Loss or theft of medication.
Additionally, staff and students travelling on university business or through study programs have a responsibility to exercise due care and diligence when planning and undertaking travel.
To ensure that your travel is as safe as possible, the following information and tools have been developed.
Travel Safety
To ensure the safety of staff and students travelling overseas, the University has engaged a specialist medical and security risk management company, International SOS (ISOS), to provide a comprehensive range of travel services to staff and students. Whenever you are travelling abroad on University business, we have a 24/7 resource for you to call for help with medical, security and logistical support.
To operate effectively, ISOS uses up to date travel information on staff and students at all times. All University sponsored travel is forwarded by the Universities preferred travel providers to the ISOS Travel Management System. In the event of an adverse event, ISOS will be able to contact you and provide assistance to you where needed. Staff and students should register their travel plans with ISOS at Macquarie University Global Assistance Program and elect to receive regular travel and medical information emails.
ISOS also provides travellers with detailed security and medical risk information prior to travel, as well as regular travel warnings whilst travelling. This information will assist you in completing the risk assessment that is required if you are travelling to a Country which requires the Vice Chancellors approval.
In addition, we recommend that travellers register with the Dept. of Foreign Affairs and Trade’s Smart Traveller program prior to travel. The information provided by you will help Government Agencies to find you in an emergency - whether it is a natural disaster, civil disturbance or a family emergency.
https://www.orao.dfat.gov.au/orao/weborao.nsf/homepage?Openpage
No matter how many times you have traveled in the past, it is important that you review any potential risks of your travel in regards to your health & safety, and develop strategies to eliminate or reduce the risk.
- Pre – Travel Guide (Travel Tips) [PDF]
- Inflight Health [PDF]
- Overseas Documentation Checklist [PDF]
As a manger you are responsible for ensuring that your staff/students have reviewed the risks associated with travel; have implemented controls to eliminate or reduce the risks before you provide your approval for travel. Macquarie University is committed to ensuring the health and safety of its staff and students who undertake travel overseas on University sponsored research, study or work activities.
To ensure that you have discharged your responsibilities you must ensure that staff and students travelling overseas have:
- Are adequately informed about their destination;
- Are provided with the necessary instructions in relation to the activities being undertaken;
- Have undertaken appropriate risk assessments of their travel, and have implemented appropriate control measures to address any identified risks.
- Have appropriate approvals to travel to High risk areas.
- Are appropriately trained and qualified to undertake their activities whilst overseas; and
- Have plans in place in case of emergency situations.
- For further information regarding your responsibilities contact the Health & Safety Unit at – ohs@mq.edu.au
Travel approvals are required for all University sponsored travel. You should refer to the Travel Policy and procedures for further information regarding the approvals necessary for your travel. In addition to this approval, all travel to countries rated Medium to High Risk or above (as defined below) must be approved in advance by the Vice-Chancellor.
| DFAT Risk Level |
University Risk Level |
Approval Required |
Documentation Required |
| Be alert to your own security |
Low |
Not required |
Non Required |
| Exercise caution |
Low |
Not required |
Not Required |
| Exercise a high degree of caution |
Medium |
Contact the Health & Safety Unit on Ext 9725 |
To be advised |
| Reconsider your need to travel |
High |
Vice Chancellors Approval |
Approval to Travel form and Risk Assessment form. |
| Do not travel |
Very High |
Vice Chancellors Approval |
Approval to Travel Form and Risk Assessment form. |
If you are required to seek the Vice Chancellors approval, please ensure that you allow sufficient time for the approval to be considered. Applications received within 5 days of travel cannot be guaranteed an approval.
You will need to complete the following forms when requesting the Vice Chancellors approval -
Approval to travel to high risk destination [PDF]
Overseas Travel - Risk Assessment [PDF]*
*Please supply sufficient information in your assessment form.
Travel Documents
Prior to travel it is important that you ensure your passport is valid for the country of travel and you check all visa requirements (even for countries you may be transiting through). Be aware that countries have different passport validity requirements. As a rule, you should make sure your passport has at least six months validity from your planned date of return to Australia. It is also advisable that you leave a photo copy of your passport with a family member and you carry extra passport photos in the case of your passport being lost.
Money and valuables
When travelling, you must protect yourself against loss and theft of your money and valuables.
You should:
- organise a variety of ways of accessing your money overseas, such as credit cards, travellers’ cheques and cash;
- check with your bank whether your ATM card will work overseas;
- register with your bank the period you expect to be travelling;
- never leave your credit card out of sight;
- make photocopies of valuable documents such as your passport, tickets, visas and credit and ATM cards. Keep one copy with you in a separate place to the original and leave another copy with a family member.
Local Customs and Laws
It is important that you are aware that local laws, customs and penalties apply to you. The University recommends that staff make themselves familiar with local customs and laws prior to travel. (ISOS travel advisories provide valuable information in regards to local customs and laws)
Immunisation and Vaccination
The University recommends that staff should be vaccinated prior to travel. Relevant information on vaccinations can be found at: http://www.traveldoctor.com.au/vaccination.html
In addition, to vaccinations, travellers are strongly recommended to consider booster doses of childhood vaccinations as well.
Medication
If you are travelling with medications, you should carry with you your prescription and a letter from your medical provider detailing the medication you have been prescribed and for the medication is treating you for.
It is also advisable to check with the Medicare as to whether you require approval to take quantities of your medication out of Australia, for more information refer to the following page: http://www.medicareaustralia.gov.au/public/migrants/travelling/medicines.jsp
Generally, if a woman is healthy, well organised and prepared then pregnancy should not be a barrier to travelling.
Travel in a pressurised aircraft is unlikely to pose a danger in the early stages of pregnancy although there is an increased risk of deep vein thrombosis. The middle third of a pregnancy is the best time to travel. After the first third, the risk of miscarriage is low and morning sickness is usually over. In the last third, travel can generally be more uncomfortable. Airlines generally refuse to carry women after 32 weeks for a single pregnancy or 35-36 weeks for multiple births, however you should check with your airline as to their policies.
Speak with your GP / Obstetrician regarding your individual proposed travel plans to assess whether it is safe to travel and any precautions you may need to consider or implement to your travel plan.
Is There Anywhere I Cannot Travel To?
The standard of local medical care across the world varies and should be an important factor when determining whether it is safe to travel. Visiting countries that have unreliable medical services may not be advisable if during your trip complications develop.
Reconsider travel plans if travelling to countries with malaria prone areas. Malaria is more serious in pregnant women and can lead to miscarriage, stillbirth and even maternal death with anti-malaria tablets being a problem in pregnancy.
Reconsider travel plans if travelling to areas of high altitude i.e. above 4,000m and if travelling in areas between 3,000-4,000m staying more than 2 days will require specialised health advice.
What stage of pregnancy is best for travel?
The middle third of pregnancy is the best time to travel. After the first third, the risk of miscarriage is low, and morning sickness is usually over. In the last third, the mother will have a big stomach, and be more uncomfortable. She may need an afternoon nap and her feet may swell quite considerably during air travel. Airlines generally refuse to carry women after 36 weeks pregnancy, in case they go into labour. Travel insurance will usually not cover pregnancy related problems in the last third of pregnancy. Ideally, travel with a companion.
Vaccination during pregnancy
Some vaccines can be safely given to pregnant women. Live vaccines are usually best avoided. Experienced travel doctors will be able to help plan a safe vaccination schedule for you and your trip.
Top 10 Travel Tips
- Mention your pregnancy when organising travel insurance to ensure you are covered and at the right level. Travel insurance will often not cover pregnancy related problems in the last third of the pregnancy.
- Some vaccines can be administered safely to pregnant women. Live vaccines are usually not recommended. Speak with an experienced travel doctor to develop a safe vaccination schedule.
- Organise your journey to include time for rest breaks, as fatigue is more common during pregnancy.
- Carry a letter from your doctor along with any relevant medical information related to you and your pregnancy, dated within 10 days of your departure.
- Pregnant women are more prone to illness. Carry some antibiotics that are safe to take during pregnancy and check they can be taken to your destination.
- Take care of yourself during your transit such as remaining well hydrated, wearing compression stockings and wear your seat belt low around the pelvis.
- Book an aisle seat on the plane to allow you to be mobile throughout the flight and easily access the bathroom. Dress comfortably and conveniently for frequent trips to the bathroom.
- Be careful when selecting food and drinks whilst travelling. Where possible carry snacks and vitamin supplements with you in case safe food isn’t accessible.
- Have a travel companion whether a colleague, student or relative in the event you require assistance.
- Avoid activities such as scuba diving, extreme physical exertion and hot saunas.
This section provides information to help passengers with special needs.
Travelling with a medical condition or disability
If you have a preexisting medical condition, you will need medical clearance from your GP to fly. Travel insurance can be voided if you fail to declare a preexisting medical condition and do not have a medical clearance to fly.
As a Traveller with a disability or medical condition you may have specific needs and requirements when flying. Medical items that you may need during your flight, such as prescription medicines, are allowed in your carry-on bags. Following the simple steps below will help you get through security screening point quickly.
If you are travelling with medications, you should carry with you your prescription and a letter from your medical provider detailing the medication you have been prescribed and for the medication is treating you for.
It is also advisable to check with the Medicare as to whether you require approval to take quantities of your medication out of Australia, for more information refer to the following page: http://www.medicareaustralia.gov.au/public/migrants/travelling/medicines.jsp
Packing your carry-on bags
Some medical items that take a liquid, aerosol or gel form are exempt from the restrictions on liquids, aerosols and gels and may be packed in your carry-on bags. This also includes prescription medicine and prescribed medical devices. We recommend that you check with the airline you are travelling with regarding what can be taken on-board.
Going through security checks
- Present any liquid, aerosol or gel medications, along with any supporting documentation, to security screening officers at the screening point.
- Walking aids and wheelchairs must be screened before boarding the plane. These aids may need to undergo an X-ray or explosive trace detection test. Screening points have chairs and walking aids available for you to use during this process.
- Wheelchair users can choose to have a physical search rather than go through the metal detection equipment. This search can be conducted in private.
- Inform the security screening officer if you have any medical conditions, such as a pacemaker, that might be affected by security screening.
- Inform the security screening officer if you have an implanted metal device, or any other device that may affect the screening equipment.
Travellers who are hearing or vision impaired
Travellers who are hearing or vision impaired may have specific needs and requirements when flying out of Australia. Security screening officers may use hand signals to gain the attention of a passenger who is hearing-impaired. Screening officers are trained to talk to the hearing-impaired passenger, and not to their escort. It is important for the hearing-impaired passenger to understand what they need to do to assist with the security screening process.
Going through security checks
- Passengers who are vision-impaired may prefer to undergo a physical search rather than go through the metal detection equipment. The passenger can request that they stand or sit for the physical search, and have the option for the screening to take place in private, if they wish.
- Where it is necessary for security screening officers to search the belongings of a person who is vision-impaired, they are trained to replace the items in their original locations so they can easily be found again.
- Hearing aids are considered to be part of the person who is wearing them, and as such, the wearer will not be asked to remove their hearing aid prior to being screened.
Everyone, regardless of their religious or cultural background, has to be screened at the screening points at Australian airports before they can board the plane. The Australian Government understands that some cultures incorporate elements of clothing into their religious observance. To respect these requirements, the Government provides the option for individuals to be screened in a private room, if requested.
Travelling with children, especially young children, puts special demands on the adults responsible for their wellbeing. Following the simple steps below will help make your journey as safe and comfortable as possible.
Packing your bags
Remember the restrictions on travelling with liquids, aerosols and gels on international flights. However, you are allowed to take baby products on board that may be needed during the course of your flight. This could include medicines, milk or food for your child.
Pushchairs and prams must be screened before you can board the plane with them, but many airlines do not allow these items in the cabin due to space and stowage constraints. Check with your airline for more information.
Going through security checks
Babies and toddlers must be carried through the passenger screening checks by a responsible adult. If your child is able to walk by themselves, they should walk through the metal detector on their own.
Present any baby products that you wish to take on board to security screening officers before going through security checks. Security screening officers have the final say on what a reasonable amount of baby products is.
For additional information on ensuring you and your children have a safe trip, please speak with your airline regarding any additional information.
