How to arrange insurance

Employees, Students and Volunteers

The following procedure should be followed by staff, students and volunteers when planning a trip and applying for University travel insurance. Please contact the University Insurance Team if you have any queries.

  1. Plan the trip in accordance with the University Safety Office Overseas Travel and Safety in Fieldwork guidelines. Travel insurance cover depends on compliance with the advices given on the Foreign and Commonwealth Office (FCO) website.
  2. Your trip and risk assessment (if applicable) need to be approved by your Department.
  3. If University travel insurance is required, complete a travel insurance application form online here.
  4. Your approved risk assessment and any other supporting documentation should be uploaded as part of the online application process.
  5. Administrator refers application to the Insurance Team if any of the referral criteria applies, in order to arrange cover.
  6. Your department will either approve your application or contact you via the online system if they have any further queries.
  7. Print the documents Emergency Contacts, Information Sheet and Card (429kb) and Confirmation and Summary of Cover 2018/19 (205kb) before travelling.

Clubs and Societies

The following procedure should be followed by students, registered clubs and societies when planning a club or society trip and applying for University travel insurance. Please contact the University Insurance Team if you have any queries.

  1. Plan the trip in accordance with University's Sports Safety guidelines.  Travel insurance cover depends on compliance with the advices given on the Foreign and Commonwealth Office (FCO) website.
  2. Prepare a risk assessment and send it to the Health and Safety Officer for approval.
  3. Once the risk assessment is approved and signed, make your bookings.
  4. Each member requiring University travel insurance must complete a Travel Insurance Application Form (April 2018) (67kb)
  5. Send your risk assessment and Travel Insurance Application Forms to the University Insurance Team, together with one Club cheque for the total premium payable (£18 per insured person) payable to "Oxford Mutual Ltd".
  6. Print the documents Emergency Contacts, Information Sheet and Card (429kb) and Confirmation and Summary of Cover 2018/19 (205kb) before travelling.

Note: Travellers to countries within the EU should obtain the EHIC card for reciprocal healthcare arrangements. This card is valid for up to 5 years from receipt, and travellers are encouraged to check that their EHIC card covers their inclusive travel dates.