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Advice When Travelling

ADVICE WHEN TRAVELLING FOR RESEARCH PURPOSES

Principal Investigators and or research/innovation support (staff/students) required to travel for the undertaking of their work should consider the below items prior to departure.

Staff and/or students who are travelling for the purpose of work/study, particularly research/fieldwork, to high-risk locations i.e. those countries that the Foreign and Commonwealth Office (FCO) "advises against all but essential travel" must seek approval via the process documented in the Fieldwork in Conflict Zones policy. The remit of the Fieldwork in Conflict Zones policy does not include those students conducting a period of study abroad or student exchanges. For information on placements, please refer to SS-GU-048 Guidance on Student Placement.

air travel
  • Travel Itinerary/Communication Plan
    • Those travelling should ensure that the University (Home Contact) has a full and detailed itinerary regarding their trip including flight numbers, departure times, accommodation, locations of any external visits/field trips and contact details for all relevant in-country destinations.  Please note Home Contact[1] is defined as a key person within the University, such as Head of School/Institute/Director/Supervisor who has been nominated and is contactable in an emergency and/or for general support.
    • Note the University policy on “Fieldwork in Conflict Zones” refers to a “safe system of working” whereby the necessary local and home contacts are identified.
    • Ensure that the University has next of kin details for all those going abroad in case of an emergency.  ICE (In Case of Emergency) contact details can be updated via Queen’s Online.
    • Ensure that a timetable has been scheduled for communication with colleagues in the University whilst abroad. Depending on location and resources this can be via email, phone of VOIP services e.g. Zoom, MS Teams, Face-time, What’s App etc.  The purpose of these calls is to provide assurance to the University that you and/or the team are well.  Should you wish to cancel a scheduled meeting, please inform your University colleague ahead of time to prevent undue worry. 
    • Prior to travelling abroad individuals should investigate the mobile networks abroad to ensure the continued operation of their personal mobile phones.
    • If travelling to a location with limited reception/services, School/Faculties should review if the procurement/usage of a GPS communication device such as a satellite phone or personal location beacon is needed.
    • Please note that some countries ban or tightly regulate the use of VPN applications.  Such countries include China, Russia, Belarus, North Korea, Turkmenistan, Uganda, Iraq, Turkey, UAE and Oman.  Please note, these list of countries and VPN restrictions are subject to change therefore it is recommended to review your destination’s position on this prior to departure.

     

  • VISA/Insurance/Country Entry Requirements
    • Ensure that you have obtained the appropriate insurance for travel.  Please refer to the University’s Travel Management agency for advice on this.
    • Ensure that you have obtained all necessary VISA or travel documents to allow you to enter a country.
    • Further information on entry requirements may be found on the FCDO country specific webpage. It is strongly recommended to review these during the preparation of your travel itinerary.
    • The University’s Policy on “Fieldwork in Conflict Zones” provides further information on this, which the researcher is strongly advised to review.

     

  • Health
    • Review vaccination requirements associated with your destination and incorporate into the planning of you trip.  Information regarding health requirements for each country can be found via National Travel Health Network and Centre (NaTHNaC) on the TravelHealthPro website.  Other potential resources for vaccination advice include FitForTravel and the NHS.
    • If you suffer from a chronic condition and/or are required to take medication regularly, it is recommended to arrange a medical check-up to ensure that you are fit to travel and guarantee that you have all necessary medication in sufficient quantities to undertake your trip.
    • Legal requirements for carrying personal medications across international borders can vary according to both the medication and the location. Please note, this can apply equally to over the counter and prescription medications.  Travellers should contact the relevant embassy or high commission for guidance on this.  In addition another possible resource for advice may include the FCDO country advice webpage.  Further advice on travelling with personal medication can be found on NaTHNaC on the TravelHealthPro website.
    • You may wish to consider packing your own first aid kit, which depending on destination, may include such items as sunscreen, anti-diarrhoea medication, insect repellent, antihistamines, dressings, isotonic drinks/tablets, mosquito net, anti-malaria drugs, thermometer or water cleansing tablets.
    • Ensure that medical insurance has been considered and obtained where necessary. Information on the University’s Travel Insurance can be located here. 
    • Ensure that you and your colleagues know the protocol to follow should there be a medical emergency during the trip.
    • The University’s policy on “Fieldwork in Conflict Zones” also provides information on consideration of health prior to travel.
  • Safety and Security
    • It is recommended to review the FCDO website to determine information regarding such matters as the political stability of the country, local laws and customs and safety and security.  If you are travelling a potentially unstable country – even for a short duration it is advised to register your presence with your country’s embassy or consulate.
    • Ensure that you aware of the location of the nearest Embassy or Consulate when you arrive in a destination.  For those individuals travelling on UK passports you can find the location of Embassies and Consulates here.  For those individuals travelling on Irish passports you can find the location of Embassies here. 
    • Recommended to sign up to email alerts on FCDO website regarding your intended destination(s).
    • FCDO also provide advice for LGBTQ+ and female travellers.
    • For advice on how to reduce your risk of terrorism whilst abroad please review FCDO website. The UK Counter Terrorism Police have also issued advice on this. 
    • For travel to those destinations that may require a long-haul flight, guidance should be consulted regarding how to minimise risks associated with such travel e.g. deep vein thrombosis.  Guidance may be sought from such resources as FitForTravel and NHS.  
    • Please note that Queen’s has an internal policy on research in conflict zones, “Fieldwork in Conflict Zones”, which the researcher is advised to consult.
  • Helpful Tips When Travelling Abroad

    General Safety & Security

    • Take care not to draw attention to yourself by wearing or carrying expensive products e.g. phone, laptop, tablet, watch, clothes, bags etc
    • It is useful to take copies – scans or photographs of any essential travel documentation in case of loss or theft e.g. passport, visa, medical certificates, insurance documents, drivers license etc.  In addition to retaining a hard copy of these in a secure location during your travels, it can also be useful to email them to an email account that you can access whilst travelling.
    • Ensure that you can easily locate contact details relating to any University departments that you may need whilst abroad e.g. insurance.
    • Avoid carrying large amounts of cash when you are executing your activities abroad.  If essential then consider the use of a money belt.  You may also wish to have another more accessible purse/wallet to contain any money for immediate expenses.  You may also consider a duplicate wallet/purse containing some small denomination coins and expired/redundant cards may also be useful if approached by a thief whilst out and about.
    • Sign up to FCDO live travel updates regarding your location therefore ensuring that you are aware of any crises or political instability that may occur whilst you are there.
    • Try to avoid using ATMs in public streets, but rather use them in bank lobbies or shopping centres.  Take care to protect your PIN and do not loiter unnecessarily.
    • Care should be taken, where possible, to avoid individuals eating or moving around independently when abroad.  Where independent travel is required, additional care should be taken.
  • Travelling By Car
    • If you will be driving during your trip, please check if your destination requires an International Driving Permit.  
    • Familiarise yourself with the local driving laws and any other requirements at your destination e.g. speed limits, alcohol limits, emission stickers, additional equipment (warning triangle, reflective jacket etc), headlight converter stickers, GB sticker etc.  Information on this can be found on Gov.uk.  Please note, requirements may differ depending on such factors as if a UK vehicle is used abroad
    • Information on local driving laws and regulations for different locations can be found on the FCDO website.  The AA also provides some guidance on driving internationally.
    • If driving whilst away, be it a hire vehicle of personal/company vehicle ensure that you schedule in breaks to prevent driver fatigue.  Conduct a pre-check of the vehicle to ensure the vehicle is in good condition ahead of the journey e.g. tyres, lights, seatbelts, brakes, fuel levels etc.
    • Ensure that you are aware of breakdown/recovery contact details during your trip for vehicles that you are driving.
    • If using taxi services whilst away ensure that you are using licensed taxi drivers.  To provide additional assurance prior to getting into the car take a record/photograph of driver details e.g. driver name, licence plate etc and share with a colleague/fellow traveller including information regarding destination and expected time of arrival.
    • Do not get into a taxi which already has another unknown passenger in it.
    • Avoid night driving/travelling if possible.
    • In case of hijacking leave sufficient room between your vehicle and the car in front to enable you to drive out if approached by potential hijackers. 
    • If a car pulls up in front of you forcing you to stop – do not get out of the car and leave the engine on.  Once the driver of the blocking vehicle exits their car, reverse your car to get away.  Activate your hazard lights and horn continuously to draw attention.
    • Always keep doors, windows and sunroofs locked particularly in riskier areas and “stop-go” situations such as traffic lights etc.
    • Keep all valuables out of sight in car.
    • When conversing with unfamiliar people never fully lower your car window.
    • Regarding parking the vehicle, park a well-lit area especially at night time which is close to your destination.  In multi-storey car parks reverse your vehicle in to the spot, ensuring it is not beside pillars and is close to the exit, preferably on ground level.
    • When you return to your vehicle have your keys ready and check the back seats prior to entry to ensure no intruders in the vehicle.
    • If you see an incident or someone tries to flag you down, think carefully before stopping and/or exiting your vehicle.  The incident may not be genuine.  It may be safer to report the incident via mobile phone or at the next safe public telephone.
  • Food and Drink
    • Check whether look water supplies are safe to drink.  If not avoid consuming drinks and foods that may have been washed with water e.g. salads.  Avoid ice cubes in your drinks.
    • Ahead of travelling, consider any dietary requirements you may have and how you may mitigate the risk for this when abroad.
    • Limit intake of alcohol, particularly in hotter climates as this may lead to dehydration.  Drink plenty of potable water to keep hydrated.
    • If unsure of potable nature of water boil water prior to brushing teeth.  If this is not possible consider other options such as disinfectant tablet or bottled water.
    • Think carefully before eating street food, particularly if you suffer from allergies or intolerances.
    • Never accepts gifts or drinks from strangers.  Never leave your drink unattended.

     

  • Accommodation
    • When arranging accommodation, if you have local contacts in the area, ask them to check it out, or check reviews online.
    • For accommodation, consider requesting a room between the third and seventh floors.  This will prevent easy external access to your room and in the case of an emergency evacuation provides somewhat easy enough egress from the building via stairs.  However, please consider your own health and fitness when booking accommodation i.e. flights of stairs to descend.  Please note, in some countries floors above the seventh floor may not be accessible by Fire Service ladders.
    • Upon arrival at accommodation, check windows and doors to ensure that all lock securely and that in-room phone is working and providing easy access to reception.  If the locks are not functionally correctly request another room from reception. 
    • When securely in the room consider engaging deadbolts or any other door stopper devices that might be fitted.
    • Ensure that you familiarise yourself with the nearest fire exit and the route to take in case of any emergency.

     

  • Quick General Travel Resources

     

     

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