High-Risk Travel Procedure

1. The purpose of our procedure

This procedure outlines the requirements for managing high-risk travel. It ensures that Adelaide University meets its duty of care and legal obligations by identifying, assessing and mitigating risks to travellers.

It also outlines the emergency response protocols that may apply to staff, students and approved travellers in the event of a serious incident while travelling.

Please read this procedure in conjunction with:

• Travel Policy
• Student Travel Procedure
• Staff and Visitor Travel Procedure

Our procedure provides authority to maintain related travel protocols.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to all Adelaide University travellers whose travel is identified as high risk, including:

• destinations and regions rated as ‘Reconsider your need to travel’ or ‘Do not travel’ by the Department of Foreign Affairs and Trade (DFAT), or any location subject to international sanctions as listed on the [Insurance website]; or
• locations or itineraries that present significant medical, political, environmental or logistical risk, as defined by Adelaide University’s emergency response provider.

2.2 Exclusions

This procedure does not apply to high-risk tasks or activities undertaken during travel. These risks are managed under the Wellbeing and Safety Policy and related procedures, including hazard management and off-campus activity guidance.

Travellers must consult relevant safety policies and contact a [HSW representative] to ensure activities are risk-assessed and approved.

3. 1.   Our High-Risk Travel procedure

This procedure outlines what must be done before, during and after high-risk travel. Further guidance and tools are linked where relevant.

3.1 Risk assessment and approval process

All high-risk travel must be:

• identified at the planning stage using Department of Foreign Affairs and Trade (DFAT) advice, insurance guidance, or Adelaide University travel protocols
• supported by a completed [High-Risk Travel Assessment Form]
• approved by the Deputy Vice Chancellor, International and External Engagement
•  [registered in the Adelaide University’s travel system with supporting documentation].

Travel to destinations rated ‘Reconsider your need to travel’ or ‘Do not travel’ by DFAT at the time of planning or listed as sanctioned or excluded on Adelaide University’s [travel insurance webpage], must also be reviewed prior to approval. This includes countries or restricted organisations, services or technologies under the Autonomous Sanctions Act 2011 or the Defence Trade Controls Act 2012. Travellers must disclose any planned activity involving restricted organisations, services or technologies.

The Insurance Office will confirm whether the travel is covered under Adelaide University’s insurance policy.

If a destination’s DFAT risk rating escalates after travel has commenced, the Adelaide University may reassess the travel approval and insurance coverage. The traveller may be contacted and, if necessary, requested to return or adjust their itinerary.  

Final approval will be determined by the Deputy Vice Chancellor, International and External Engagement.

3.2 Insurance and pre-travel support

Adelaide University’s travel insurance may provide limited or no coverage for high-risk travel. Travellers must:

• check eligibility and conditions on the Adelaide University [travel insurance webpage]
• document alternative risk mitigations and insurance arrangements if exclusions apply
• contact the Insurance Office or [Risk and Assurance] if further support is required
• engage with Adelaide University’s designated incident response provider while travelling.

Adelaide University may decline to approve travel where the risks cannot be managed. For more information, refer to Adelaide University’s [travel insurance webpage].

3.3 Incident risk levels and alerts

Adelaide University’s emergency response provider classifies incidents using a four-level risk scale to help Adelaide University travellers understand the potential impact of emerging threats. These levels do not replace DFAT travel advice but are used in real time to assess threats and guide response decisions.

• Level 1 – Minor: Localised or low-level incidents causing minor operational or security risks. Includes low-level protest activity, localised travel disruption, wildfires and utility outages.
• Level 2 – Moderate: Incidents causing operational disruption or security concerns consistent with the local environment. Includes peaceful protests, weather events, industrial action, or elections.
• Level 3 – High: Events posing significant operational or security risk, but not an immediate risk to life. Includes severe weather, civil unrest, widespread disruption or elevated security incidents.
• Level 4 – Critical: Events posing immediate or life-threatening risk to safety or security. Includes terrorist attacks, natural disasters, major airline incidents or military coups.

Adelaide University travellers may receive alerts issued by Adelaide University’s Emergency response provider and must respond appropriately to location-specific risk notifications via the app or web portal. Real-time incident severity may affect whether support is activated by Adelaide University and is approved by the Chief Risk Officer.

3.4 Emergency response and support

In the event of a Level 3 or 4 incident affecting the traveller, Adelaide University may activate its [Incident Response Group] to coordinate support.

Emergency response measures may include:

• arranging medical evacuation or repatriation
• providing emergency transport or relocation
• liaising with emergency services, embassies, or local authorities
• notifying and supporting nominated emergency contacts
• coordinating with the incident response provider and Adelaide University business units.

Travellers must engage with Adelaide University’s [Incident Response Group] which offers:

• real-time alerts for local and global incidents
• location-specific risk guidance
• automated welfare check-ins and emergency communication options.

Adelaide University may initiate proactive outreach where a traveller is known to be in a high-risk or high-impact area. Travellers must respond to any contact attempts made via the incident response provider or University representatives.

[Emergency contact information is available via [University Travel Support Page].]

3.5 When high-risk travel is not approved

In the circumstance when high-risk travel is not approved:

• travel must not proceed using Adelaide University funds or be represented as Adelaide University endorsed
• virtual alternatives, deferral or re-scoping of travel may be considered
• Adelaide University travellers who travel without required approval or insurance will not be covered and may be subject to disciplinary action.

4. Who holds a responsibility within this procedure

4.1  Adelaide University travellers are required to: 

• determine if their travel may be high-risk using DFAT and Adelaide University guidance
• review Adelaide University’s [travel insurance webpage] to determine whether their destination is subject to insurance exclusions, sanctions or restrictions, and consult [Risk and Assurance] if unsure.
• complete and submit the [High-Risk Travel Assessment Form] and any associated risk documentation
• comply with all safety, health, and security requirements before and during travel
•  [maintain contact with the University or the University’s incident response provider during travel and respond to welfare check-ins or alerts]
• nominate a current emergency contact as part of the travel registration process.

4.2  The travel approver is required to: 

• review the risk assessment and ensure sufficient risk controls are in place
• confirm the purpose of travel justifies the level of risk
• refer to Risk if additional advice is required
• refer to the Insurance Office if additional advice is required for insurance coverage, or Adelaide University’s incident response provider for advice.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

High-Risk Travel means travel to destinations assessed by Adelaide University as carrying elevated personal or institutional risk. This includes locations rated ‘Do Not Travel’ or ‘Reconsider Your Need to Travel’ by the Australian Government, or as otherwise determined under the High-Risk Travel Procedure.

Incident is any unplanned or unintended event, situation or occurrence, regardless of severity, that disrupts, or has the potential to disrupt, normal operations or processes at Adelaide University.

A student is a person enrolled in an Enabling Program, award or non-award coursework study, a research program, or a short course or micro credential at Adelaide University.

Adelaide University traveller means any person undertaking approved travel for university purposes, including staff, students, affiliates, and visitors.

Travel: Travel means a trip of 50 km or more, or where an overnight stay is necessary.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Documents related to our procedure

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.