Group Travel Guidance

What constitutes group travel within the Peregrine Foresight system? 

There are three categories of group travel within Peregrine Foresight: 

  • Group Fieldwork (International) 

  • Group Fieldwork (UK) 

  • Group Conference / Deskwork / Meeting / Seminar / Workshop or other non-practical work (International) 

NOTE: Groups travelling within the UK for non-practical work do not need to complete risk assessments in Peregrine Foresight, however the group leader / organiser should complete a low-risk form, giving details of the trip and its participants, using the Working Away from Cambridge form.

What are the requirements of the group leader / organiser? 

To remove the requirement for all trip participants to enter identical information, multiple times, the Peregrine Foresight system allows for a Group “Master” risk assessment template to be completed by the group leader / organiser.  

These templates allow for the group leader / organiser to carry out the risk assessment for the elements of the trip which will apply to all participants. This includes the risks of the activity (e.g. study trips, collecting samples, surveying, interviewing people, hiking, digging), and the risks of the destination country (e.g. infectious diseases, weather, infrastructure, terrorism, crime). This “Master” risk assessment will not generate university travel insurance cover. 

Following submission of the “Master” risk assessment to the Department of Engineering Safety Office, and its subsequent approval, the group leader / organiser, should download a PDF copy of the risk assessment and share it either as an email attachment or via an appropriate filesharing platform to those who are travelling with the group. 

What are the requirements of the group participants? 

Each participant, (including the group leader / organiser,) will be required to complete a participant form using the Peregrine Foresight system. This will allow each participant of the group to provide relevant information about individual risks (e.g. health conditions or personal characteristics) which may be relevant and propose mitigations to reduce that risk. 

The individual’s form is linked to the group “Master” by the inclusion within the form of the appropriate group master risk assessment ID number. For this reason, it is imperative that the “Master” is shared with the group before an individual attempts to complete their own participant’s form. 

There are four categories of individual participant forms: 

  • Group Staff Participant Form – International 

  • Group Student Participant Form – International 

  • Group Staff Participant Form – UK 

  • Group Student Participant Form – UK 

The student forms should be used by both undergraduate and postgraduate students. 

On completion and approval of either of the international forms the university travel insurance is arranged automatically for the participant.  

General guidance on how to complete a travel risk assessment in Peregrine Foresight can be found on the International Engagement Hub.