School of Population Health

Travel procedureOur School requires the following procedure when travelling locally, interstate or overseas.

Requirements

1. To apply for travel, complete the travel approval form and have it signed by the School Manager or Head of School [Teaching Academics].

2. Give the signed approval form and your project grant number to the Finance Officer, along with an email from your supervisor confirming the expenditure and the Finance Officer will then give you a purchase order number.

3. Book your travel with one of the Universities preferred suppliers; you will need the BU00750, Project grant number and Purchase Order Number.

Tertiary Travel Campus Travel

UWA will not reimburse you for travel costs booked with any other company.

4. Ensure your details are registered with the travel company on a traveller profile form.

If traveling overseas, you must:

Check for travel warnings and register at Smart Traveller  Download the International SOS card and keep it with you when you travel Check your visa requirements

5 . If you require additional insurance for personal time before or after the trip, you can contact UWA’s insurer Chartis Insurance. This must be done before departing from Australia.

T R A V E L L I N G W I T H S T U D E N T S

Our School requires the following process to be completed when travelling locally, interstate or overseas with students.Any proposed trips/placements with students must gain approval from the School Executive prior to any travel arrangements, student selections etc are done.

The following guidelines and policies must be read and understood by the Coordinator:

1. UWA travel policy 2. Working overseas - Safety and health guidelines 3. Fieldwork procedures in rural and remote areas 4. Student placement cover

Incorporating the appendices, checklists and documents from the above websites, the Trip Coordinator must submit a trip business plan to the Senior Executive which contains the following details:

Aim Description of the placement Who is eligible to go Selection criteria for the students Unit Outline including assessments Educational outcomes and benefits of the trip to the students and the school Information sessions to be provided Expected income and expenditure for all parties involved Travel and placement itinerary Work organiser checklist Checklist for overseas risk assessment Overseas travel risk assessment Voluntary workers insurance proposal may also be required

The Trip Coordinator must involve the Faculty of MDHS Elective Coordinator at the beginning of the process and include any briefings or medical visits as required by the FMDHS into the trip business plan. This is to be done regardless of any additional processes, plans or training undertaken by any other parties.

Once senior executive approval has been obtained, the above guidelines and policies must be read and understood by each staff member and student going on the trip and the Field work participants form signed.

Prior to gaining approval for Travel, each participating student and staff member will be required to email the following information to the School Manager.

Name Student #/staff # Email and phone number whilst away Home, work or mobile phone number and email of next of kin – must be English

speaking

Once the Travel approval form is authorised, bookings can be made as per the usual travel procedure.

Finally, the Coordinator must organise for an email/text message to be sent every second day to enquiries@sph.uwa.edu.au to confirm everyone is okay. This information will be passed onto next of kin as required.