Risk assessment

All University of Edinburgh students embarking on a University-led overseas activity for work, research or study must complete a risk assessment. 

In this video we discuss the process for completing your risk assessment.

The risk assessment is an essential part of the process of preparing yourself for your activity abroad. It encourages you to think about the various risks involved in going to your destination and how to take steps to mitigate these. You should:

  • Review whether travel to your host country is possible
  • Ensure you are aware of all entry requirements
  • Submit your completed risk assessment form

Your risk assessment must be approved by the University in order for you to be insured under the University's travel insurance policy.

SWAY risk assessment

For the following overseas activities you will be required to submit a risk assessment to the Study and Work Away (SWAY) Service:

  • European and international student exchanges
  • Any short term, overseas activities supported through the Go Abroad Fund
  • Other short-term international experiences, including:
    • NICE Summer School
    • INCiTE Summer School
    • trips supported by the Air Miles Award Fund
    • attendance at Una Europa student events
  • Overseas work, research or study placements that are undertaken as part of an undergraduate degree programme in the College of Arts Humanities and Social Sciences or the College of Science and Engineering
  • Placement-based dissertations undertaken by MSc students from the School of Social and Political Science

Note: PGR students and UG and PG students doing other overseas activity (eg. fieldwork / summer schools/ group field trips) should follow their School's risk assessment process.

Completion of SWAY risk assessment 

SWAY risk assessment forms will be made available to all participating students for completion. The deadline for submission of your risk assessment will depend on when your activity is due to begin.

We recommend submitting your risk assessment no later than three weeks before your intended travel date. Only with SWAY’s explicit approval will you be insured under the University’s travel insurance policy.  

Important points to note:

  • We strongly advise you not to incur any costs related to your exchange before your risk assessment has been approved and before you are insured under the University's travel insurance, as you may not be able to claim these costs back should your travel not go ahead as planned.
  • An approved risk assessment, and therefore the University’s insurance, becomes void if you become ineligible to study or work away.  This could be as a result of not passing all exams, or by not securing in time all necessary travel documentation such as visas or residence permits.
  • It is your responsibility to ensure you meet the required eligibility criteria and to apply for all visas and permits in advance of recommended wait times as indicated by your host country embassy or consulate.
  • Embarking on an exchange or placement without an approved risk assessment will result in credits gained abroad not being recognised on your return.

Guidance on how to complete the risk assessment

You can find out how to complete the risk assessment form in our Risk Assessment Guidance document. 

Revocation of approval to travel   

Approval to travel may be impacted in the case of any changes to FCDO guidance (e.g. if there is high risk alert in your host country), your host country’s entry requirements, or your host institution’s ability to accept you in person.

If approval to travel is revoked after your risk assessment has been approved, you will be covered under University insurance for any bookings made after the approval decision was given.  In this case, you should also liaise with your exchange coordinator and/or personal tutor about alternative study arrangements.

If FCDO travel restrictions change once you are abroad, we would only recall you if there was a significant risk to your health and/or safety.  

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