Travel Security and Safety

Travel Safety

The area is covered by one or more sub-areas, which are described together on this page and in related content.
On this page

Related content

 

 

(Risk-)conscious traveling

Uppsala University has employees, visiting researchers, scholarship holders, doctoral students and other members who often travel abroad on business. Sometimes their travel takes them to high risk areas.

 

The risks can be divided into several categories:

  • General, such as major traffic accidents, train crashes, major strikes, crime
  • Geographically specific, such as trouble spots, war zones, violence, kidnapping
  • Natural disasters, such as earthquakes, tsunamis, volcanic eruptions
  • Other natural dangers, such as glacier fissures, sandstorms, predators

 

Employees
Employees can read more about travelling safely in the guidelines Appendix 3 to Routines for Physical Safety and Security – Personal Safety and Security UFV 2018-68.

Students
Students should contact their department for more information and guidance on traveling safely.
 

Business travel insurance

The business travel insurance policy covers all domestic and foreign travel that employees and sponsors undertake on behalf of Uppsala University. The policy covers the entire business trip and is equivalent to a normal travel insurance policy. Remember to take a Swedish State Business Travel Insurance Certificate with you. Contact the administrator at your department/equivalent to obtain the insurance card.

You can read more about the business travel insurance policy at:

Kammarkollegiet – contact details

During office hours, you can contact Kammarkollegiet if you have any questions or if you have suffered injury or damage, even if you are abroad.

Kammarkollegiet’s telephone number is +46 54 22 12 00, email address: forsakring@kammarkollegiet.se.

In case of illness/accident

If you need medical help or have questions, contact Falck Global Assistance by telephone: +46 587 717 49, Fax: +46 8 505 939 13 or email: fga@se.falck.com

 

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Before traveling

Get to know your destination

When travelling abroad, you need more information and preparation than for a domestic trip. You need information ranging from the country’s history, customs, religion and politics, to crime, climate, diseases and more. A little more detailed intelligence-gathering is highly recommended, especially when travelling to higher risk regions and for longer stays abroad. You can use a simple Google search or consult www.ui.se.

 

  • Check that your destination on the Swedish Ministry of Foreign Affairs list of travel advise, (in Swedish only).

  • Prepare a travel plan including the following details:
    • Purpose of the trip (leisure, business, etc.).
    • Itinerary with details of flights and hotels (including phone numbers). You should receive this information from your travel agent upon final confirmation of your travel details.
    • Contact names, addresses and phone numbers for the locations and/or persons that you intend to visit and meet.
    • Day-by-day plan of activities during the trip, including meetings, locations and transport arrangements.

    • If several of you are travelling together, each traveller should have their own copy of the travel plan.

  • Make sure your manager (for business travel) and/or next of kin have a copy of the travel plan with contact information. Remember to notify them of any changes.

  • Check that your passport is valid. Before travelling, you should check entry requirements for your destination. Many countries require the passport to be valid for at least six months after your planned date of return. Some countries require the passport to be machine-readable and some require blank pages for stamps.

  • Check whether you need a visa for the country or countries you are visiting or transiting. Changes in your travel plan can lead to changes in the relevant passport and visa regulations. Rules may also change during the time between booking and departure.

  • Bring colour copies (photos) of your passport (photo page), credit cards and driving licence, and keep them separate from the original documents.

  • Enter phone numbers of next of kin (in case of emergency), insurance company and for cancelling/blocking credit cards into your mobile phone.

  • Carry all essential medication in your cabin/hand luggage. Keep all medicines in their original packaging. Be aware that some medication needs approval from the destination country’s embassy prior to travel, especially any pain medication classified as a narcotic and various sedatives (anti-depressants etc.). Check with the pharmacy before travelling to ensure that you have the proper documentation. A medical certificate written in English is recommended.

  • Contact medical information (1177) for information on required and/or recommended vaccinations for your specific destinations. Bring your vaccination certificate on the trip.

  • Carry all valuables in your cabin/hand luggage. Never store your laptop in your checked-in luggage.

  • Bring basic medication, clothes, glasses or extra contact lenses, etc., for an extra day, in case your trip is extended due to bad weather, a strike etc.

  • Make sure you have your insurance certificate available. Contact your insurance company for more information.

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During traveling

When travelling, you often find yourself in unfamiliar situations. This calls for extra attention on your part. Here are some points to bear in mind:

 

  • The recommended means of onward transport from an airport or train station is to arrange to be met at your destination either by pre-booked transport or by someone you know.

  • Be extra careful at the airport and when checking in to a hotel. Thieves like to take advantage when your mind is busy.

  • Be careful with what you eat. Avoid tap water, iced drinks, ice cream, seafood and raw food.

  • Pay extra attention to your hygiene and wash your hands regularly.

  • Depending on country, dress informally and keep a low profile in public, during transport and in your free time.

  • Depending on country, avoid any clothing with visible brand names – in some countries such logos or commercial messages may be offensive.

  • Respect local customs and laws. Do not bring items that could cause offence at the destination.

  • Do not carry excessive cash.

  • Use ATMs/cash machines with care. Make sure you know who is around you and that you are in a public area or at least not alone.

  • Do not change money on the street or on any ‘black market’.

  • Do not use a laptop or mobile phone in an exposed area or during transport due to the risk of theft and information security breaches.

Taking a taxi

  • Only use official taxis. Ask hotel staff for advice on taxi choice.

  • Make sure the taxi uses the meter. If possible, agree on the price before starting the journey.

  • Follow your instincts. If a driver, car or transport arrangement does not feel right, do not get into the car, choose to wait or make other arrangements.

  • Always try to sit in the back seat of the taxi. Use the safety belt. Check that the head rest is adapted to your personal height.

Driving yourself

Before renting a car, you should consider the following:

  • Only use cars booked through the travel agency or some other reliable car rental service, and ensure that you have insurance for the car and third party liability.

  • Check whether you need an international driving licence.

  • Ensure that the car is in good condition and that there is no visible damage that might jeopardise the car’s performance.

  • Medium-sized or large cars are preferable.

  • Ensure that you know the exact route to your destination or that you have access to a GPS/navigation system.

  • Ensure you always have at least half a tank of fuel.

  • Park in a well-lit parking area as close to your destination as possible.

  • Never leave any valuables or confidential documents in the car.

  • Follow the speed limits.

  • Keep all doors locked and windows closed when driving.

  • The use of mobile phones, navigation systems and other devices should be kept to a minimum when driving.

Staying at hotels

  • The hotel should belong to a well-known reputable chain. If not, research the hotel, e.g. through internet searches.

  • Try to stay between floors 3 and 7. Floor 3 is high enough for security and floor 7 is usually low enough for fire vehicle ladders to reach.

  • Check where fire extinguishers are located and how to activate the fire alarm.

  • Locate the closest emergency exit to your room and take the opportunity to walk this exit all the way out. Sometimes, emergency exits are blocked.

  • Check the locks and always lock the door to your room.

  • Read the safety instructions at the hotel.

  • Use the room safe for any valuables.

  • Do not open the door unless you are sure who is outside.

  • When you leave the room, always remember to take your room key – even in an emergency or a fire drill.

  • Before going to bed, make sure your travel documentation, passport and other essentials are easy to take (e.g. in a jacket pocket) in case you have to evacuate during the night.

 

In emergency situations, always contact the local emergency number.

 

Information security during travel

  • Keep tabs on your devices and pay attention to your surroundings.

  • Use a privacy filter on your screen so others cannot see your information – avoid visual hacking.

  • Use Eduroam wherever possible.

  • Do not connect your devices to public unprotected WiFi networks.

  • Even connecting to a password-protected network, in hotels or conference areas, may be risky. Be critical to questions popping up when you connect.

  • Use the University VPN service to reach resources at the University.

  • Deactivate Bluetooth and position services you do not need when travelling.

  • Bring your own USB stick if needed – do not use free USB sticks from conferences etc.

  • Use your own charger. Borrowed chargers can infect your devices with malicious code or damage them in other ways

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After traveling

  • Your colleagues/friends can learn from your experiences. Share both the positives and the negatives with them.

  • If you have been ill during your travel, it is a good idea to have a medical examination to avoid problems later on.

  • It may be a good idea to check all credit card transactions during the trip.

Information security after travel

  • Run a virus scan on the devices – including USB – that you brought with you abroad.

  • Be aware regarding potential phishing attempts related to your trip.

  • If you have any suspicions or questions – contact the Security and safety division.

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Content owner: sakerhet@uu.se 12 juli 2021