UNSW Learning Abroad | Student Risk Assessment & Travel Approval

Version: January 2025

UNSW recognises that international travel is essential for some work learning or study- related activities of university students. The UNSW Travel Policy is designed to support the University’s duty of care obligations, and to ensure a clear and consistent understanding of the University’s services and expectations in relation to travel.

To ensure the safety and wellbeing of our students, travel is considered a high-risk activity, however the following Student Risk Assessment and Travel Approval process has been implemented to help identify risk and mitigation steps for those applying for in- person Learning Abroad Short Programs to DFAT Level 1 and 2 countries. Student travel is not supported to countries with a DFAT travel advice level of 3 or 4.

The following process should be followed for UNSW students going overseas on Learning Abroad Programs such as: short courses, Work Integrated Learning (WIL), internships, engineering industrial training, overseas medical electives, faculty led study tours, research or co-curricular programs.

Exceptions:

UNSW Exchange Students refer to: Student Exchange | UNSW Current Students
HDR students should refer to: Graduate Research | UNSW Research
Students making travel arrangements through UNSW MyTravel do not need to complete the UNSW Learning Abroad Risk Assessment. Refer to MyTravel@UNSW - Home.
We still encourage students to complete the modules in the Pre-Departure Tutorial, as they provide valuable resources.

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UNSW Learning Abroad - Seek travel approval

Students are responsible for making an informed decision and undertaking their own individual risk assessment when participating in an approved overseas activity. It is important you understand the risks associated with your travel and have a plan to mitigate these risks or in the event you are unable to return home when intended.

It is therefore required that if you are going on an overseas activity that you follow the process below and receive approval from UNSW for your travel before making travel arrangements.

A summary of the Student Risk Assessment Process also explained in text below.

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STEP 1 - Complete the Pre-Departure Tutorial

UNSW provides pre-departure information to assist you with your preparations for going abroad, including information on the risk assessment and insurance.

We recommend you complete this as soon as possible, and prior to applying for travel approval.

To access the tutorial, go to:

Preparing for your time abroad.

STEP 2 - Research Your Destination

Review DFAT Smartraveller and check for Travel Advice for the country to which you are travelling.
Utilise International SOS website, which is UNSW’s emergency response provider, to research background information on your destination.

Access International SOS:

Download the International SOS Assistance App on your phone (at Apple or Android).
Use UNSW Membership Number: 12AGDA1060336
Create an account (or log in if you already have one) using your student zID email (z[studentnumber]@ad.unsw.edu.au) via Single Sign-on (SSO).
Go to the "Travel Advisor" section in the International SOS App, to research general travel, medical, security advice on your destination.

STEP 3 - Complete your Risk Assessment Quiz

Before making any travel arrangements, you need to get travel approval to ensure your trip is registered with UNSW via International SOS and for insurance purposes.

Steps to Seek Approval:

Receive the Risk Assessment Quiz: A link to the UNSW Student Risk Assessment Quiz will be sent to your UNSW student email.
Complete the Quiz: Achieve a 100% score to get travel approval. You can retake the quiz as many times as needed.
Check Your Results: Your results will be sent to your UNSW student email.

WHAT'S NEXT?

Low-Risk Destinations: You can expect immediate results.
High-Risk Destinations or Programs: Additional approval may be required, thus there will be a longer wait time.

NOTES:

The quiz link is unique to you. Do not forward it to others.
If you are using MyTravel, complete the risk assessment within the MyTravel portal. You do not need to complete the quiz.
Students in virtual programs do not need to complete the quiz.
If your travel is not approved, you may be withdrawn from the program.

STEP 4 - Make Travel Arrangements

TRAVEL ARRANGEMENTS:

Wait for Approval: Do not book flights until you have received travel approval from UNSW.
Book Your Travel: Once approved, you can book and pay for your travel arrangements.
Timing: For the best deals, book international flights 2 to 4 months before your trip. Stay flexible for last-minute deals and airline promotions.
Return Tickets: You must purchase return tickets.
Visas: Apply for the necessary visas.
Flexible Flights: Book flexible or fully refundable flights.

INTERNATIONAL SOS

UNSW has partnered with International SOS to provide emergency assistance for personal security, medical issues, and other travel-related problems like lost items or safety threats.

Services Provided:

Emergency assistance for injuries, illnesses, and personal safety.
Help with lost items (passports, wallets, prescriptions).
Country-specific advice and travel questions.
Contact during incidents or events in your location.

How to Contact International SOS:

Assistance App: Use the app to call for help.
Phone: Call the International SOS Assistance number (+61 2 9372 2468) anytime, 24/7. Save this number in your contacts.

NOTE:

All UNSW traveller, must keep the app installed while traveling on UNSW business.
More information is available: How to Prepare for Departure | UNSW Current Students.
For assistance setting up the app: Refer to the International SOS APP Sign Up Guide.

INSURANCE:

Coverage: If you are traveling on approved UNSW business, you are covered by UNSW’s travel insurance.
Check Coverage: Review the Insurance FAQs to understand what is and isn’t covered.
Additional Coverage: If UNSW insurance doesn’t meet your needs, arrange your own travel insurance.
Waivers: UNSW Insurance does not sign host organization/institution insurance waivers.
Proof of Insurance: Certificates are available upon request. Visit the UNSW Travel insurance website for details.

STEP 5 - Depart

Risk Awareness: Be mindful of the risks and mitigation strategies from your Risk Assessment.
Travel: Depart for your Learning Abroad program to your host location.
Update Contacts: Update any new phone numbers and check in on arrival.
Location Services: Turn on location services in the International SOS app to receive updated travel advice and alerts.
Register Trips: Register any trips during your program to receive travel alerts.
Confirm Arrival: Confirm your arrival with UNSW Learning Abroad, family, and friends. You will receive a link to do this closer to the time.
Personal Details: Update your personal details in the International SOS app using your student ID email (z[studentnumber]@ad.unsw.edu.au).
Orientation: Attend any orientations provided by your host.
Update myUNSW: Update your foreign contact details on www.myunsw.edu.au, including telephone, postal, and alternate email addresses.
Safety: Your safety is paramount. Be safe and enjoy your experience. For more information, see the Personal Safety Overview.

UNSW Learning Abroad Short Programs

Student Risk Assessment
& Travel Approval

UNSW Learning Abroad - Seek travel approval

FURTHER INFORMATION ON LEARNING ABROAD

UNSW Learning Abroad Short Programs

Student Risk Assessment& Travel Approval

UNSW Learning Abroad - Seek travel approval

FURTHER INFORMATION ON LEARNING ABROAD

Student Risk Assessment
& Travel Approval