International travel policy for students

Travel Advice Ministry of Foreign affairs

VU Amsterdam follows the Dutch Ministry of Foreign Affairs travel advice. For students the following applies:

1. Destinations with a green-coded travel advice: no particular safety risks
   Travel is possible without significant risks. The level of security risks is comparable to that in the Netherlands. Persons travelling must, however, always remain alert and ensure that they stay informed of the latest news and events.
   • Travel for work or study purposes is permitted.
2. Destinations with a yellow-coded travel advice: security risks
   There are security risks in this country or region. Circumstances differ from those in the Netherlands. Persons travelling must prepare accordingly and exercise special caution (political, medical, etc.). Persons travelling must also ensure they are aware of any access restrictions and discuss the potential risks with their line manager or supervisor.
   • Travelling for the purpose of study, work or research is permitted but any risks must be discussed with the line manager (staff member) or supervisor (students).
3. Destinations with an orange-coded travel advice: travel only if necessary
   There are security risks in this country or region, and daily life may be disrupted. Circumstances may be dangerous. The Dutch Embassy is often unable to provide assistance in this situation and advises persons travelling to visit this destination only if absolutely necessary.
   • Travelling for the purpose of study, work or research is not considered essential and is therefore not permitted.
   • Transit through an orange-coded area is not permitted.
   • If the travel advice changes to code orange during travel abroad, the person travelling must also leave the area immediately.
   • No exceptions can be made for students; they are not permitted to travel to a country with an orange colour code.
4. Destinations with a red-coded travel advice: do not travel
   There are serious safety risks in this region, i.e. in the event of war, political unrest, natural disasters, with life-threatening conditions. Traveller safety cannot be guaranteed, which is why the Dutch Ministry of Foreign Affairs advises against travelling to this destination. Staff and students of VU Amsterdam are therefore not permitted to travel to red-coded destinations.
   • Travelling for the purpose of study, work or research is not permitted; no exceptions can be made.
   • If the travel advice changes to code red whilst the person travelling is abroad, they must leave the area immediately.
   • Travelling through a red-coded area is not permitted.

Note: different colour codes can occur within one country/region. 

Risk assessment in addition to the travel advice

Travel risk is not solely determined by the country's safety situation, but also by other factors. VU Amsterdam has a duty of care towards staff and students when they travel abroad, regardless of whether the destination is considered 'safe' according to a green-coded travel advice issued by the Dutch Ministry of Foreign Affairs. The risk associated with travel is determined not only by the security situation in the country, but also by other personal and contextual factors that require extra vigilance. Consider for example:

• The nature of the stay, such as travelling to remote areas or limited access to medical care.
• The type of work or research activities, for example fieldwork in challenging conditions or sensitive research projects.
• Personal circumstances, such as health needs, access to medication, or socio-cultural factors that may increase risks.
• Natural hazards, such as earthquakes, wildfires or floods.

Depending on the student's personal situation, local conditions and, where applicable, the nature of the work placement or research, it is essential to take appropriate precautions and minimise risks.

The health advice set out in Appendix 3 is relevant here.

Risk analysis for safe areas

When travelling to areas with a green-coded travel advice, such as Belgium or Germany, the risks will generally be limited to standard travel risks such as lost luggage, health problems or road accidents. Although such travel may seem less complex, it remains important to carry out a basic risk assessment and be prepared for unexpected changes in circumstances.

Dynamic risk management

It is important to continue monitoring health and safety levels not only before departure, but also while travelling. If personal circumstances change or the situation in a previously safe area changes, action must be taken immediately.

Flexibility in the risk assessment

The steps in the travel policy, as described in the following chapters, remain applicable to all types of travel. For safe destinations, these steps can often be completed more quickly. However, for more complex travel plans – regardless of the destination’s colour code – extra attention must be paid to specific risk factors and appropriate preparations.

Fieldwork and faculty guidelines

For students undertaking fieldwork, specific guidelines and requirements have been established by the Faculty of Science and Faculty of Social and Behavioural Sciences. These requirements comply with the general VU Amsterdam guidelines mentioned above but are more comprehensive and adapted to the specific characteristics of fieldwork; see information on the faculty websites.
Students are expected to be aware of this and to comply with this policy.

Safety training courses

VU Amsterdam provides safety training courses to students to help them prepare properly for their international travels. Depending on the destination, the nature of the activities and specific risks, additional training courses may be recommended. Consider topics such as knowledge security, personal safety or cultural preparation. These training sessions are designed to help students be aware of potential risks and to provide them with practical guidance on how to deal with unexpected situations while they are abroad.

• Exchange students travelling to a green-coded or yellow-coded destination are required to attend a one-hour 'Safety awareness' session, offered by the International Office.

VU Amsterdam is committed to conscious and responsible travel behaviour among both staff and students, with an emphasis on limiting unnecessary travel and opting for sustainable alternatives. Students are encouraged to travel sustainably through the provision of information and financial support, such as the Erasmus+ grant top-up. More information on this subject for students can be found on VU.nl.

Finances

• For some travel plans it is possible to apply for a grant, see grants for work placements and grants for study.
• Students may also receive a grant for living expenses when temporarily staying abroad. Information about this is available at DUO.
• In some cases, students may receive a reimbursement during the international travel for the public transport student card. Information about this is available at  DUO.

Travel registration in VU systems

Registration abroad period in VU dashboard

• Exchange students
  Students participating in exchange programmes must register with the International Office. This department maintains an overview of the exchange periods and partner locations of these students. Registration is automatically processed via the application and selection process in Mobility Online.
• Registration Work placements, BIP students^* and fieldwork abroad
  Students going on work placements or fieldwork, and BIP students, must register their travel plans via their personal VU dashboard. The International Office has access to these registrations in the event of emergencies. It is the responsibility of the student supervisors to ensure that the students actually register. After registration, the supervisor receives a notification.

^*BIP students: Students who participate in Blended Intensive Programmes via the faculty.

Updating the emergency contact person  (ICE contact details)

• All students travelling abroad for study purposes or work placement/fieldwork must fill in or update an emergency contact person (ICE contact details) in their student file.
• For students going on an exchange ICE contact information and exact travel dates are filled in the Mobility Online workflow.
• ICE contact details are used exclusively for emergencies and in accordance with applicable data protection legislation. VU Amsterdam will initially contact the student themselves. Only if it is not possible to contact the student directly should the designated contact person be contacted.

Registration with local authorities
Students must register with the 24/7 Dutch Ministry of Foreign Affairs Information Service. International students should do this at the embassy or consulate of their home country.

Booking arrangements, travel documents

• Students arrange their own travel bookings.
• Group travel is sometimes organized for fieldwork and excursions.
• Students must have a valid passport or ID card.
• Students are personally responsible for applying for a visa or an eTA/ESTA. (Electronic travel authorisation)
• Students are encouraged to use sustainable transport options, see step 2.
• It is advised not to fly with airlines listed on the 'blacklist’.

Insurance

It is the student's responsibility to verify before departure which personal insurance policies need to be taken out. More information on insurance for students can be found in Appendix 6.

In summary:

• Students are personally responsible for taking out travel insurance and luggage insurance. An exception applies to students of the Faculty of Science undertaking fieldwork.
• VU Amsterdam has taken out business liability insurance for students travelling as part of teaching and research. This insurance provides worldwide cover and applies exclusively to claims arising from study-related or research-related situations; it does not cover personal circumstances.

Health advice

Travelling abroad can involve not only safety risks but also health risks, both physical and mental. This depends on the destination, the travel duration and the student's personal health situation. It is important for students to take the necessary precautionary measures to minimise these risks as much as possible whilst travelling. General health advice can be found in Appendix 3. 

Vaccinations

Students must find out (or have someone find out for them) which vaccinations are compulsory and which are recommended for the area they are travelling to. If necessary, vaccinations can also be administered at the Amsterdam UMC Tropical Centre. It is important for students to take their medical (GGD) passport with them when travelling, as it lists these vaccinations. Students must pay for the vaccinations themselves if they are not covered by their own health insurance.

Information security and knowledge security

In addition to the general travel policy based on the colour codes of the Dutch Ministry of Foreign Affairs, staff are subject to an additional travel protocol aimed at knowledge security and information security. This is laid down in a separate protocol by the Knowledge Security and Information Security departments, which are also responsible for the substantive frameworks and measures.

This protocol provides guidelines for the secure handling of business equipment and (sensitive) information during international travel. Based on a separate risk assessment for knowledge security, additional measures may apply, such as the use of special travel equipment or additional precautions.

Staff are asked to consult the travel protocol before travelling abroad and to contact the knowledge security contact persons within their own unit and/or the central information security officers if they have any questions or concerns. They assist in assessing risks and determining appropriate measures.

More information about this policy, instructions and the protocol for staff can be found on VU.nl.

Other national and international regulations

Some international guidelines and protocols play an important role in international research and travel, see for example the guidelines below. Students who deal with this abroad must inform themselves about the following regulations.

Nagoya Protocol
This protocol concerns regulations in the context of biodiversity on the conservation and responsible use of genetic resources, such as plants, animals and microorganisms. When importing or exporting these resources, students must comply with obligations that may differ by country. More information can be found on VU.nl and on the website of the Convention on Biological Diversity.

Other guidelines
In addition, other national and international guidelines or laws and regulations may apply, such as:

• Trade in endangered species, CITES
• Privacy legislation (such as the GDPR)
• Sanctions legislation United Nations and European Union

Social safety net

During research or work placement, students must discuss with their supervisor how a social safety net can be created. This can be done by making specific arrangements with the host organisation - if applicable - or by scheduling regular contact moments with the supervisor. This safety net is essential in the event of an emergency, but also to prevent social isolation.

Host organisation

For students undertaking a work placement or research, it is important that there is clarity about the reliability and expectations of the host organisation. It is important that the student and the supervisor check whether the host organisation has a policy on safety and security, emergency measures and procedures. The student familiarises themselves with these procedures and adheres to them.  In addition, cooperation with the host institution is important. Arrangements regarding roles and responsibilities in relation to the student’s supervision must be made in advance. In the event of social isolation, emergencies or requests for assistance, it must be clear who the student can turn to.

For students participating in an exchange programme, the International Office of the host institution acts as an important point of contact for information and support regarding safety and wellbeing. This department typically offers specific procedures, guidelines and services for exchange students. Students are encouraged to consult the host institution's International Office for more information about safety measures and to discuss any concerns or questions about their stay. In addition, students are advised to contact VU Amsterdam’s International Office for further support in the event of emergencies or additional issues via the Outgoing Exchange Team.

It is important to make copies of key documents: passport, driving licence, tickets, bank cards, insurance policies/health insurance card, vaccination records, medical statements, address and telephone number of the Dutch Embassy in the host country. Information on the secure digital storage of these documents can be found on the Dutch Ministry of Defence’s website.

Useful emergency numbers

It is recommended to save the following numbers in your mobile phone:

• The student’s personal In Case of Emergency (ICE) contact, who can be contacted by local emergency services via the ICE contacts on the student’s mobile phone (accessible without telephone being locked). 
• In the event of an emergency, the student must first call the host country’s national emergency number. For EU countries, for example, this is 112; for other regions, the number can be found here.
• Dutch Ministry of Foreign Affairs: +31 247 247 247 (available 24/7).

Useful travel apps

• SOS Travel app: this gives students access to all relevant emergency numbers, their own insurance details and emergency numbers in over 200 countries.
• Download the Dutch Ministry of Foreign Affairs’ travel app, which provides information on changes to travel advice.
• International SOS Assistance App: information about medical help and safety.

VU Amsterdam has the responsibility to monitor potential health and safety risks, including when persons involved are travelling. Students travelling abroad may encounter emergencies that result in changes to travel advice, or they may face personal emergencies.

General advice for all students:

• In the event of an emergency, students must first call the host country’s national emergency number. For EU countries, for example, this is number 112; for other areas this number can be found here. 
• It is important that students let their family at home and their supervisor at VU Amsterdam know as soon as possible that they are safe.
• Always follow the advice from the home institution

The safety level in a particular area may deteriorate during travel, creating an increased security risk: code yellow, orange or red according to the Dutch Ministry of Foreign Affairs travel advice. It is the student’s responsibility to keep up to date with this information. This can be done via the Dutch Ministry of Foreign Affairs information service, for example via platform X, by telephone on +31 247 247 247 or by e-mail by registering with the 24/7 Information Service.

If students are in an area that changes to code orange or code red, they must leave the area as soon as possible. The procedure is as follows:

• Check the general advice issued by the Dutch Ministry of Foreign Affairs in the event of a crisis.
• If the student is affiliated with a host institution, it is important to follow their advice
  • Students must follow the advice from reliable local authorities.
  • Students must check for themselves whether flights or other transport options are available to leave the area. As long as transport options are available, the Dutch government will not organize evacuations.

If a student is faced with personal emergencies such as illness, an accident, etc., the following guidelines apply:

• If expert assistance is required with respect to the insurance, for example in case of illness, the student should contact the 24/7 emergency number of their own insurer.
• If there is a host institution, it is important to follow its advice.
• Students should contact their faculty supervisor or the Outgoing Exchange Team (exchange programmes, summer school) to discuss whether the travel plans can go ahead.
• If necessary, students should contact the Dutch Embassy or the embassy of their home country.
• VU Amsterdam will contact those staying at home if necessary or requested.
• If personal emergencies arise in the Netherlands, or in another home country, while travelling, it is important to consider whether returning home is desirable or necessary.
• Students should contact their personal travel insurance /trip cancellation insurance about discontinuing the travel plans in order to avoid unexpected costs.

If an emergency occurs in an area, it is also the responsibility of VU Amsterdam to monitor students and actively approach them. This is only possible if students have registered themselves in the correct manner.

Registration and monitoring by the VU International Office (IO)

All students travelling abroad for study-related activities, such as exchange programmes, Summer School, BIP, placement or fieldwork, must register themselves via the VU dashboard. This registration enables the International Office to monitor students and, if necessary, support them in the event of emergencies, in cooperation with partner institutions or supervisors.

Exchange and Summer School students

For exchange and Summer School students, the partner institution is the first point of contact in the event of emergencies. The International Office monitors these students, and in the event of an emergency, it works together with the partner institution to provide support. This is only possible if students have completed the compulsory registration via the International Office.

Placement students, BIP and fieldwork students

Supervisors of placement students, BIP students and students who are conducting fieldwork or research abroad are responsible for reminding them of the requirement to register the travel plans via the VU dashboard. Once registration is complete, the supervisor will receive a notification. The supervisor remains responsible for maintaining contact with the student and monitoring the travel progress. In the event of safety emergencies or personal emergencies, the supervisor and the student must make contact as soon as possible to discuss the situation and make arrangements for a possible return to the Netherlands.

In the event of an incident or if they experience inappropriate conduct, students can contact the VU Amsterdam supervisor or local supervisor/host institution for support and advice.

More information about inappropriate conduct and procedures can be found on VU.nl. Supervisors can also contact the Social Safety department for further advice and support.

In the event of any incidents while travelling, it is important to review the travel arrangements upon return.

The purpose of the post-travel assessment is, on the one hand, to be able to provide support to students who have experienced emergencies or incidents. On the other hand, analyzing experiences and incidents provides insight into risks for future travelling. The initiative for the assessment lies with the International Office or the supervisor. Student feedback can be sent to Internationaltravelpolicy@vu.nl, which can be used to improve information provision or, if necessary, to adjust the travel policy.

• For students who have gone on an exchange or to Summer School, the International Office is responsible for the assessment in the event of an emergency.
• In the case of students who have gone on a work placement or research placement, the supervisor is responsible for the assessment in the event of an emergency.

The main discussion points are:

• Does the student require support due to unforeseen circumstances arising from travelling abroad, for example assistance from academic advisers or the Student Psychological Counselling Service?
• Collecting and evaluating feedback on the emergencies. This may relate to the experience of travel preparation, communication while being abroad, and the extent to which the student felt safe and supported. 
• Comparing the risks experienced while abroad with the risks identified beforehand: were the precautions taken insufficient or not effective enough in managing the risks; what precautions would have been preferred in retrospect?