This page provides information on University insurance policies. For help of information please contact firstname.lastname@example.org
Staff travelling overseas should make sure that they understand and comply with the requirements of the Policy on Overseas Travel.
The University’s travel policy only covers incidental personal activities, for example sight seeing that takes place during the duration of the main business purpose of the trip. Additional days spent at a location, primarily to ensure best value for travel costs are allowable (with prior authorisation by the relevant School/Section), however, any additional days requested by the person travelling are not covered by the University policy.
If any vacation period is taken in conjunction with a University business trip the University’s insurance cover will only come in to effect at the start of the University business and will end when the business concludes. Additional insurance will be required for all non-University travel.
If you require proof of insurance for visa purposes, please contact the insurance section.
Please note that it may take up to 5 working days for your application to be processed and up to 10 working days for a Visa letter and longer over University closure periods. If you require a VISA letter for your VISA application or proof of insurance please email email@example.com with the subject heading: VISA letter.
Please note that the office hours are 9am to 4.30pm Monday to Friday, emails received outwith these hours will be dealt with as soon as possible.
Travel Insurance Application Online Form
Fill in the online application form to receive confirmation of your cover and how to use the insurance if needed.
- Travel Insurance online application (requires University login)
If you do not have a University login, please email firstname.lastname@example.org for advice
Persons who can be insured are:
- All employees of the University and their spouse or partner - please note that children are NOT covered
- Students of the University
- Any other person travelling under the auspices and on behalf of the University
Travel insurance applies only for journeys in connection with University business.
- This includes conferences, field trips, teaching, research, demonstrations at other institutions, and language/exchange students on their year abroad
- The cover applies to journeys anywhere in the world, but excluding countries which the Foreign Office have advised against. There is a ‘reasonable care’ condition within the policy. The Foreign Office website should be consulted for current government advice on foreign travel.
- For journeys within the UK, cover applies only if there is an overnight stay or a flight in an aircraft
- Cover applies for a maximum 12 months continuous period - any period beyond this has to be referred to the insurers
- First check that your travel is eligible for cover, using the information provided below and in the separate notes relating to field trips and expeditions. If it is, complete an application form, which is submitted on the web to the insurance section.
- When the information has been processed, an email card will be issued to each member of a group.
- Students and staff travelling to an EEC country are advised to obtain an EHIC (European Health Insurance Card). This will allow you to get free medical treatment under a reciprocal agreement with the UK.
Travel Claim Procedure
If you require assistance while abroad, call the GlobeCover Helpline (24 hour service) in the first instance on +44 (0) 1273 401 950.
In the event of an insured person incurring costs as a result of an incident which is covered by insurance, a claim form should be requested from the Insurance Section.
The claim form should be completed and returned to the Insurance section as quickly as possible. All relevant receipts and other documents should be attached to the claim form.
You should give a contact address – preferably an email address – so you can be contacted in case of queries.
The claim will be submitted to the University’s insurance brokers, who will deal with the insurance company.
You will be advised of the outcome of the claim and reimbursement of any personal costs paid by the Insurers will be made.
Scope of Cover Sub-section Benefit Amount (Applicable to each insured person unless otherwise stated) 1. Medical and Other Expenses
Cover does not apply to journeys within the United Kingdom or Country of Domicile)
Travel and Accommodation Expenses:
(Including funeral expenses or Country of Domicile but subject to an inner limit of GBP 10,000)
Emergency Repatriation Expenses
On-going medical treatment as an In-Patient in the United Kingdom or Country of Domicile.
Search and Resque Expenses
GBP 30,000 2. Personal Belongings
Where the value of any one article, pair or set exceeds GBP 2,000, the Policy holder shall be liable for 25% such excess amount.)
Personal Belonging Delay
Loss, Theft or Delay of Keys
GBP 1,000 3. Business Equipment
a) Electronic Business equipment
b) Other Business equipment
Where the amount of cash exceed GBP 2,000, the Policyholder shall be liable for 25% of such excess amount
Financial Card and Cheque Misuse
Emergency replacement Passport, Visa, Travel document or Driving licence
GBP 2,000 5. Disruption
a) Cancellation/Curtailment/Alteration/Rearrangement/ Replacement Expenses not as a result of a Natural Catastrophe:
Aggregate limit (per journey and for all insured person travelling together on any one journey)
(5a) Travel Delay:
After 4 hours (up to):
For each hour thereafter (up to):
Maximum payable in any one journey:
b) Cancellation/Curtailment/Alteration/Rearrangement/ Replacement Expenses as a result of a Natural Catastrophe:
Aggregate Limit (per Journey and for all Insured Persons travelling together on any one Journey)
Travel Delay: as for 5a
6. Personal Liability
GBP 5,000,000 7. Rental Vehicle Excess Rental Vehicle Excess payable following loss by theft, collision or damage
a) per Insured event/loss
b) per Journey
c) Aggregate Limit (in any one period of Insurance)
8. Political and Natural Disaster Evacuation
a) Evacuation Expenses
GBP 50,000 b) Where evacuation is not possible - a daily benefit for accommodation expenses for up to a maximum of 30 days GBP 150 Aggregate limit (per insured event and in any one period of insurance) GBP 50,000 Field Trips and Expedition
The University has in place medical expenses, personal accident and liability insurance cover for students and staff on overseas trips. Routine overseas field trips are included within the cover, but trips / expeditions that are out of the ordinary must be notified to the Insurer in advance of the trip in order to obtain Insurer approval.
There is not a specific policy definition as to what constitutes ‘out of the ordinary’ but as there is a duty of disclosure on the part of the Insured, the location, purpose and nature of the trip should be advised to the insurance section, who can seek advice from the Insurer.
Points to note about the existing cover are:
- Medical and Emergency Travel Expenses are covered, but only if an insured person is injured or becomes ill during the period of the trip.
- Rescue Expenses are covered, but only if an insured person is injured or becomes ill during the period of the trip. There is no cover for rescue without an insured person being injured or becoming ill – eg search and rescue expenses are not covered.
The University’s insurers are unable to provide specific Search & Rescue cover, but further information can be obtained via the British Mountaineering Council if appropriate to the trip.
- The University’s public liability policy provides legal liability cover for third party injury or damage arising out of authorised University activities. There is no cover for a financial loss by a third party arising out of a University organised trip.
Cover under the University’s travel insurances is available only to staff and students of the University participating in trips/expeditions which have been
- authorised by the University
- in connection with the business of the University
Please note that these conditions will not necessarily be met by the University providing funds in support of a trip/expedition.
Field Trip and Travel Risk Assessment
Staff travelling overseas should make sure they have completed the Field Trip and Travel Risk Assessment: Field Trip and Travel Risk Assessment
Identify the hazards
- Take a common-sense approach to identify potential hazards by using your knowledge and experience.
- Ask your other people what they think. They may have thought about things that are not immediately obvious to you.
- Make use of information from reliable sources – the Foreign and Commonwealth Office website provides advice on overseas travel, including risks and restrictions.The University’s Occupation Health Services and Key Travel can provide similar assistance. There is also a wealth of information available on insurers’ GlobeCover website.
- Check manufacturers’ instructions or data sheets for chemicals and equipment as they can be helpful in spelling out the hazards and putting them in their true perspective.
- Remember to think about long-term hazards to health (e.g. extreme cold/heat or exposure to viruses and insect or animal bites) as well as physical safety hazards.
Decide who and how they might be harmed and how
- For each hazard be clear about who might be harmed and how - it will help you identify the best way of managing risk. That doesn’t mean listing everyone by name, but identifying groups of people by activity or job type.
- Remember that some people may have particular requirements, e.g. new and young workers, migrant workers, locally hired staff, new or expectant mothers and people with disabilities. Extra thought will be needed for some hazards that are unusual and may only be very occasional e.g. a particular type of insect, plant or virus.
- In each case, think through how they might be harmed, i.e. what type of injury or ill health might occur? For example, some may suffer back injury from repeated lifting of equipment across unfamiliar terrain.
Evaluate the risks and decide on precautions
- Having identified the hazards, decide what to do about them. The law requires you to do everything ‘reasonably practicable’ to protect people from harm. The best way to do this is to compare what you are doing with good practice.
- Look at what you’re already doing and think about what controls you have in place and how it is organised.Compare this with good practice and consider what more you can do. Ask yourself:
- Can I get rid of the hazard altogether?
- If not, how can I control the risks so that harm is unlikely?
- When controlling risks, apply these principles:
- Try a less risky option (e.g. switch to using a less hazardous chemical)
- Prevent access to the hazard (eg by guarding)
- Organise work to reduce exposure to the hazard (e.g. put barriers between pedestrians and traffic)
- Issue personal protective equipment (e.g. clothing, footwear, goggles etc)
- Provide welfare facilities (e.g. first aid and washing facilities for removal of contamination)
- Improving health and safety need not cost a lot. For instance, placing a mirror on a dangerous blind corner to help prevent vehicle accidents is a low-cost precaution considering the risks. Failure to take simple precautions can cost you a lot more if an accident happens.
Record your findings and implement them
- Putting the results of your risk assessment into practice will make a difference when looking after people.Writing down the results of your risk assessment, and sharing them, encourages you to do this.
- When writing down your results, keep it simple. For example ‘tripping over rubbish - bins provided, staff instructed to carry out weekly housekeeping checks’.
- We do not expect a risk assessment to be perfect, but it must be suitable and sufficient. You need to be able to show that:
- A proper check was made; you asked who might be affected
- You dealt with all the obvious significant hazards, taking into account the number of people who could be involved
- The precautions are reasonable, and the remaining risk is low
- You involved your staff or their representatives in the process.
Review your risk assessment and update if necessary
- Things are likely to change between first conducting your risk assessment and your field trip/travel. It makes sense to review what you are doing on an ongoing basis.
- Look at your risk assessment and ask yourself if there have been any changes.Are there improvements you still need to make? Have other people spotted a problem? Have you learnt anything from accidents or near misses? Make sure your risk assessment stays up to date.
AIG Assistance Service & Travel Resources
As part of the travel insurance policy, AIG Europe Ltd provide country guides, advice and guidance for destinations throughout the world, and a variety of other assistance services, through GlobeCover.
- To register for this service, go to: https://travelguard.secure.force.com/TravelAssistance/TGPreLoginHomePage?PL=AIG UK
Once you have registered, watch the AIG Security Videos and gain certificate if not watched before
- https://travelguard.secure.force.com/TravelAssistance/TGTravelSecuritySecurityVideos?PL=AIG UK&sfdc.tabName=01rA0000000iOvO&cid=
In addition to the insurance protection provided by a LifeLine Plus policy, our business travellers have access to a range of additional travel resources. Find out more ...
AIG Travel Assistance App
- Download the AIG Travel Assistance App
The mobile app puts a world of valuable information and assistance in the palm of your hand, 24/7. Benefits include:
- A quick-call help button connects you to the emergency medical and travel assistance
- Claims information and contact details
- Country reports and travel security advice
Principal Exclusions of Travel Policy
Insurers Will not be Liable for any Claim
- Where the insured person is travelling against the advice of a Qualified Medical Practitioner
- Where the purpose of the Journey is to receive medical treatment or advice
- Any expenses which are recovered from any national Insurance programme which is applicable to the Insured Person
- Any expenses incurred after 12 months from:
- return to the United Kingdom or Country of Domicile in respect of expenses of on-going medical treatment as an In-Patient; or
- the time of the incurring or first expense inh respect of other expenses
The University has in place employers' and public liability insurance.
The public liability policy covers the University's legal liability for injury or damage to third parties or third party property. This includes:
- Visitors to the University
- Students and staff engaged on field-work outwith the University, including overseas, but refer to the travel section for further guidance
The University's liability insurance extends to cover work placements within the University.
For student work placements outwith the University, the placement provider will be required to have in place adequate employers' and public liability insurance prior to the commencement of a work placement.
Anyone driving a vehicle on University business must complete a Driver Declaration Form.
Please note that applications may take up to 5 workings days to process, this may take longer during busy periods and holidays.
Scope of Cover
Comprehensive risks incorporating:
- Loss or damage to the vehicle including fire, theft and windscreen breakage
- Legal liability for death or injury to any third party and loss or damage to third party property
- Legal liability of and to passengers
- Any motor car, minibus or commercial vehicle the property of or on hire or loan or leased to the University - This does not include any vehicle registered elsewhere than in the United Kingdom
- Employees vehicles are specifically excluded
Persons Entitled to Drive
Anyone who has the University's permission to drive and holds an approved Driver Declaration Form.
- Online Driver Declaration Form (requires University login)
If you do not have a University login, you can submit a paper version of the form. If you require the paper version please email email@example.com
Limitations to Use
Motor cars and commercial vehicles
- Social, domestic and pleasure purposes
- For University business
- For University business
- The territorial limits
- any other member country of the European Union
- any other country in respect of which the Commission of the European Union is satisfied that arrangements have been made to meet the requirements of Article 7(2) of the EU Directive on insurance of civil liabilities arising from the use of motor vehicles (number 72/166/EEC)
- any other country but only during any period for which the insured has requested and the insurer has agreed to extend cover for 6the use oif the Vehicle in that country.
Any other country required must be referred to the insurers, and a green card should be requested.
- The excess is currently £250
To make a claim
If you require to make a claim, or report an incident, please email the Insurance section.
Guidance on Who Can Drive a University Vehicle
To be covered by the University’s motor insurance, anyone who drives a University vehicle must:
Obtain the University’s permission to drive
Have completed a Driver Declaration form, which has been approved
Satisfy the age and driving experience conditions
UK licence must have been held for a minimum of one year, other than for minibuses
UK licence must have been held for a minimum of three years for minibuses
Guidance Notes on Licences
Licences from EC countries allow holder to drive for up to 5 years in the UK, without sitting a UK test. Minimum driving experience required is as for UK licence holder.
Licences from non-EC countries allow holder to drive for up to one year in the UK, without sitting a UK test. Minimum driving experience required is as for UK licence holder.
Guidance Notes on Age
Minimum age is 18, other than for minibuses
Minimum age for minibuses is 21
Health and Safety Guidance Notes
Scope of Cover
The University has cover on Buildings and Contents.
Buildings are defined as all premises owned or occupied by the University in connection with the business, and includes landlord’s fixtures and fittings, walls, gates, fences etc.
Contents are defined as business equipment, plant, machinery, furniture, fixtures and fittings and all other contents belonging to the University or for which they are responsible, contained in the premises. This includes hired or borrowed property. Temporary removal is also covered.
Property on Loan to the University
Property on temporary loan to the University is covered up to a maximum of £250,000 on any one loss, subject to the £20,000 excess.
Property temporarily removed from the University
The following are insured while temporarily removed from the premises anywhere in the world including while in transit:
- deeds and other documents, manuscripts, plans and writings of every description and books but excluding computer system records and subject to a maximum liability of £50,000 any one loss
- photographic, scientific, audio-visual and similar equipment on field trips up to a maximum value of £250,000 any one trip and subject to a maximum value of £50,000 any one item
- other contents but excluding stock or goods in process of manufacture and subject to a mximum liability of £250,000 any one event.
This special provision does not apply to:
- property in so far as it is otherwise insured
- motor vehicles and motor chassis licensed for road use
- property outside the territorial limits when not in use unless kept secure and out of sight
- property in aircraft unless carried as hand luggage.
For more information see the Property Policy Summary
Goods-in-transit Information to follow soon Incident Claim Procedure
The University has insurance cover on Buildings and Contents.
There are two important policy conditions:
- Any claim must be reported within 30 days
- Theft, attempted theft, vehicle impact damage and malicious damage must be notified to the police
As the policy excess is £20,000, claims cannot be made for incidents where costs are less than this. Where costs are likely to exceed £20,000, the Insurers (Zurich Municipal) must be notified immediately as they require a Loss Adjuster to be involved.
Damage to Buildings – Accidental
Estates Department are notified in the first instance. They will arrange for a Loss Adjuster to be involved, and will deal with all aspects of the claim. Estates will also notify the Insurance Section of the incident.
Damage to Buildings – Malicious
Where an incident is reported to Security, and a Crime/Incident Report has been completed, there is no requirement on the department/s concerned to do anything further. The Security manager will check the incident log, and, in conjunction with Estates, notify the Insurance Section of any incident for which an insurance claim can be made. This will ensure that only one claim is made for an incident that may involve damage to a building (which Estates would handle), and damage to or loss of property belonging to one or more departments.
Other Damage or Loss
If an incident occurs which does not fall within the above two categories, the Insurance Section should be notified. If appropriate, they will issue a claim form, which should be completed and returned as soon as possible.
To submit a claim, you should try to obtain the following information:
- Date and time of incident
- When was the damage notified and by whom
- Estimate of repair costs