Student Travel Procedure

3.1. Legitimate purpose of travel

Travel will be undertaken for legitimate activities only, and only following appropriate authorisation.

Authorised travel must be the only viable way to achieve the authorised activity which cannot be achieved by other means or justified by consideration of the benefits of in-person attendance at the location.

3.2. Sustainability

While travel can be integral to some authorised activities, travel is also a large contributor to carbon emissions. UQ expects that the environmental impact of travel be considered and minimised where possible, although not at the expense of health and safety considerations.

UQ students undertaking authorised travel should:

• Avoid travel if the authorised activity can be undertaken without it; and
• If travel is necessary, make sustainable travel choices where possible.

The COVID-19 Pandemic has demonstrated many authorised activities can be undertaken online effectively such as meetings, conferences, and events. UQ is actively looking to minimise the overall number of journeys undertaken.

3.3. Conduct while travelling

Students will act with respect, integrity, and professionalism at all times and ensure that their behaviour during authorised travel is:

• Appropriate to the purpose of the authorised travel
• Consistent with the UQ Student Code of Conduct
• Compliant with applicable laws and regulations, and
• Respectful of local beliefs and customs.

3.4. Travel insurance and fitness for travel

Travel insurance applies to students undertaking authorised travel more than 50km from their normal place of residence or study, excluding everyday commuting. Limitations apply in terms of days which are and are not covered. Travel insurance cover is subject to full policy terms, conditions, exclusions, and limitations.

Students must ensure they are fit for authorised travel, given the nature, purpose, destination and duration of the travel. If a student has a pre-existing condition, including pregnancy or mental illness, or is over 75 years of age and is travelling internationally they must obtain medical clearance to travel from a doctor within 30 days prior to their travel using the Fit for Travel form available on the UQ Insurance Services website.

UQ students must familiarise themselves with what days and activities are and are not covered under UQ travel insurance while on authorised travel, refer to the UQ Insurance Services website (UQ Travel Insurance brochures for Students). UQ students must advise their relevant travel approver prior to requesting UQ approval for the activity if there is a possible foreseen risk of costs being incurred in connection with the authorised travel which may not be covered by UQ travel insurance (e.g. they have a pre-existing medical condition and their doctor is not prepared to certify that they are fit for international travel, or it is foreseeable that their travel may be cancelled or disrupted).

3.5. Travel Management

Students are responsible for booking their own travel arrangements and are responsible for any issues arising from such bookings, regardless of whether they received any funding from UQ to support the authorised activity. Exceptions include field trips that are coordinated and managed directly by Schools or Faculties.

UQ will not cover any costs attributable to private travel.  UQ will not be responsible or liable for managing any issues including risks and customer complaints relating to or arising from private travel.

Any uninsured costs or losses resulting from authorised travel will be funded by the student personally.

3.6. Risk management

Travel will not be authorised if the risk to the traveller and/or UQ is assessed as unacceptable by either the relevant travel approver or the high-risk travel approver.

While travelling and where necessary, UQ travellers will be provided with medical and security assistance via UQ’s emergency assistance provider, International SOS (ISOS).

ISOS does not replace the approval process. Once authorised to undertake travel, students must:

• register their itineraries through ISOS for both international and domestic travel, and DFAT Smart Traveller for international travel, prior to departure and update their itineraries should travel plans change;
• check their emergency contact details are accurate in ISOS in the event of an emergency so they can be promptly contacted and located;
• carry the ISOS Travel Assistance 24/7 contact number whilst travelling and contact ISOS in the event of any medical or security issue whilst travelling; and
• stay in regular contact with UQ and inform them of any changes to travel plans prior to departure or during travel.

Authorised travel will be undertaken using safe and reliable carriers only. Air travel must only be undertaken on airline carriers rated safe as recommended by Airlines Ratings Australia. Airline carriers on the banned list published by the European Union (EU) Air Safety List must not be used.

Students must ensure the secure, safe and legal transportation, storage, and distribution of all UQ assets (physical and digital) while travelling.

Students must ensure that there are no international safeguards (e.g. sanction laws and regulations) under Australian law that may prohibit, or restrict, certain travel.

3.6.1 High Risk Destinations

To ensure the health, safety and wellness of students and to ensure UQ meets its duty of care obligations, authorised travel is not permitted to countries/regions rated by DFAT Smart Traveller as:

• Level 3 (reconsider your need to travel);
• Level 4 (do not travel);
• where no advice has been issued by DFAT Smart Traveller; or
• any other country/region as determined by UQ;

unless

• the student is a HDR candidate, AND
• the travel is necessary for legitimate mandatory authorised activity, AND;
• the High Risk Travel Approver approves the request to undertake the travel; AND
• the student undertakes all requirements for travel to a high-risk destination outlined in this procedure and any additional requirements requested by UQ.

Students must be vigilant with their personal safety while on authorised travel and should avoid taking unnecessary risks that impact their health, safety, and wellness or UQ’s reputation.

If travelling in groups, a group leader with sufficient capabilities and authorities must be clearly identified to ensure there is clarity of direction and instructions during travel and in case of any emergency or incident.

The high risk destination travel approval process is outlined on the UQ travel website.

UQ will not approve any private travel to a High Risk Destination.

3.6.2 DFAT and New Colombo Plan

DFAT and New Colombo Plan (NCP) require UQ to provide Critical Incident Plan, Risk Management Plan, and confirmation of compliance with other legislative instruments for all relevant projects.

NCP projects must not cause harm including injury or injustice to any person that a project is intended to engage with or assist, or to their wider communities or environment.

NCP Scholarship recipients must comply with DFAT’s Child Protection Policy 2017 and Preventing Sexual Exploitation, Abuse and Harassment Policy 2019, including reporting obligations under these policies.

NCP Scholarship recipients must also complete all required pre-departure training, consent form and eLearning modules.

3.6.3 Cancellation of authorised travel

UQ can cancel or suspend authorised travel at any time for any reasonable health or safety reason. Students will remain responsible for any travel costs even in these circumstances.

4.1. Students

All students undertaking authorised travel must comply with:

1. UQ relevant policies and procedures
2. any directions given by UQ and/or their home government in the interests of traveller safety. Current UQ travel advice can be found at  https://travel.uq.edu.au/
3. host policies and procedures (where applicable)
4. the Civil Aviation Safety Authority’s Safe Flying Guidelines (where applicable)
5. local laws of the regions in which they are travelling
6. Department of Foreign Affairs and Trade (DFAT) Smart Traveller travel advice for international destinations, noting that alert levels may vary for different areas within a single country and can change at any time.
7.  any special conditions imposed by a relevant scholarship or funding body
8. any other directions given by the University on conduct and requirements for authorised travel

Students undertaking authorised travel are responsible for:

1. obtaining any visas and other official documentation required for entry and transit through overseas destinations and ensuring they can re-enter Australia at the conclusion of the travel
2. updating their contact information on their SI-Net student record, and any other system advised by their Faculty, so that the University can easily communicate with them and their next of kin in an emergency
3. registering their local address, contact details, and next of kin with DFAT Smart Traveller if travelling internationally
4. registering their travel (international and domestic) with International SOS (ISOS) before departure and updating should travel plans change at any time
5. sign up for alerts with International SOS (ISOS) and Smart Traveller
6. ensuring they have read and understood the UQ Travel Insurance – Student – Fact Sheet and completed all required actions
7. providing consent from a parent or guardian to participate in authorised travel activity if under 18 years of age
8. providing true and complete travel-related information to UQ
9. promptly responding to UQ or ISOS when contacted
10. ensuring they are fit to travel and able to participate in the authorised activities. Where there are doubts about a student’s fitness to travel, UQ may ask the student to provide written support from a medical or allied health professional
11. obtain any vaccines recommended on the DFAT Smart Traveller website for their destination/s, including transits, before they travel. Students should consult this website at least six weeks before their travel departure date or as soon as practicable if the travel is arranged at shorter notice
12. registering with the nearest diplomatic mission of their home country when they arrive in their destination country if they are not an Australian citizen or Australian permanent resident
13. ensure the travel is authorised  before booking or undertaking travel: authorisation processes and requirements are outlined in 4.2 below
14. HDR students undertaking individual Work off Campus (WOC) are responsible for ensuring they obtain relevant approvals and ensuring WOC Plan and Risk Assessments are in place
15. Students undertaking approved international placements must complete the Student International Travel Declaration - Placements before commencement of travel

4.2. Approval

The approval process varies depending upon the type of activity being applied for by the student, and intended travel destination (domestic or international).

Where costs are incurred by UQ for any unauthorised travel, expenses will be recovered from the student and disciplinary actions may be taken.

Where costs are incurred by the student for any unauthorised travel, UQ will not reimburse or cover costs for the student as they are considered to be taking private travel.

4.2.1 Work Integrated Learning

As outlined in PPL 3.10.04 Work Integrated Learning and Work Experience, this includes industry placements, industry projects, work simulations, field experiences and work observations.

Allocation to a UQ-sourced placement or approval of a self-sourced placement by a School or Faculty constitutes authorised travel (UQ approved placement dates and location only).  Students who are intending to undertake placements or other WIL activities requiring travel should contact their Placement Coordinator to discuss appropriate approval processes.

If a students’ fitness to participate changes at any time after approval of the placement – either before or during travel – they are required to notify their Placement Coordinator. If they are unsure who their Placement Coordinator is, then they should contact the Director, Student Employability.

Where field trips are organised and accompanied by staff in a group setting, the staff travel approval process is followed with approval of the travel aspects managed through WOC plans and UQ Safe risk assessments.

All international travel must be approved by the Head of Business Unit or approved delegate (i.e., Head of School/Centre Director/School Manager/Deputy Director/Faculty Executive Manager or equivalent).

4.2.2 Unpaid Work Experience

Signed approval by the Head of School or UQ Authorised Person via the unpaid work experience registration form constitutes authorised travel  (UQ approved dates and location only).

4.2.3 UQ Enrichment Programs

Enrichment programs, including semester exchange, that are managed or coordinated by Faculties, Schools, or Central Divisions are authorised via the application, approval, and acceptance process of the relevant organising Unit.

4.2.4 Other Experiences 

Other authorised travel may include attendance at conferences or similar. In such situations, the program coordinator or manager is responsible for ensuring this procedure is adhered to. Approval of such activities will be considered on a case-by-case basis, in line with 1.10.01 Delegations.

Advice can be provided by the Director, Student Employability, if necessary.

4.2.5 HDR Candidates 

HDR students are required to obtain endorsement for research related travel from their Head of School prior to undertaking travel. The Student Traveller Declaration form should be used for this purpose, and the signed Declaration form is to be uploaded to StudentHub.

HDR students who intend to be away from campus for at least a whole research quarter (most commonly in cases of field work) should also ensure they register as remote for their period of travel by submitting a request for approval in advance to the Dean, Graduate School (via my.UQ)

In all cases, the HDR Candidate’s Principal Advisor should be consulted and involved in any decisions regarding research related travel.

4.2.6 High Risk Travel Approver

The high-risk travel approver is a nominated representative of USET and is responsible for:

• assessing, in conjunction with advice from the Governance and Risk Division, all requests for travel to high risk destinations and deciding whether or not to approve the request; AND
• ensuring the risks associated with the travel are acceptable as a result of the risk mitigation measures put in place and are in alignment with UQ’s Risk Appetite Statement (refer to section 6.1 of the Enterprise Risks Management Framework Policy).

The high-risk travel approver may impose a complete travel ban to certain destinations and may require UQ travellers to alter their travel plans or return home. Students undertaking authorised travel must comply with all such directives.

The Director, Student Employability, with assistance from Faculties, the Graduate School, and Governance and Risk, will:

• assess compliance with this procedure at least annually and ensure any material deficiencies are rectified or escalated to senior managers for remediation; and
• provide annual assurance on the effectiveness of this procedure and make recommendation/s, as appropriate, to improve the policy.

Authorised travel will be recorded and managed within UQ Enterprise Systems to facilitate effective reporting and data management across relevant systems.

DFAT: Department of Foreign Affairs and Trade.

Enrichment Program: organised co-curricular or extracurricular activities that are managed, delivered, and evaluated by UQ for currently enrolled UQ students to enhance their employability.

New Colombo Plan (NCP): New Colombo Plan is a signature initiative of the Australian Government that supports Australian undergraduates to study and undertake internships in the region. NCP encompasses the NCP Scholarship Program, NCP Mobility Program, and NCP Alumni Program.

Principal Advisor: roles and responsibilities of Principal Advisors are outlined in the Procedures of PPL 4.60.01 Eligibility and Role of Higher Degree by Research Advisors

Unit: A formal grouping of staff, physical facilities and equipment established to conduct academic programs, be responsible for a major functional area of administrative and/or educational services or perform a discrete set of administrative or research activities (https://ppl.app.uq.edu.au/content/1.30.04-organisational-structures-university-systems)

Work Integrated Learning (WIL): learning experiences that explicitly integrate theory with practice within a purposefully designed curriculum to foreground employability. WIL must be either assessable by The University of Queensland (for credit) or otherwise a requirement of an academic course or program.

For Higher Degree Research (HDR) students, WIL opportunities must be unrelated to the HDR project thesis and authorised as a requirement of the program by the Dean, Graduate School.

Work off Campus: Commonly known as fieldwork. Work off-campus relates to research, teaching, learning, instruction or other activities, which takes place at locations that are not registered as UQ sites. Work off-campus may include unfamiliar surroundings or uncontrolled environments.