If you want to travel for work to an area with a security risk country or area with the color code orange and/or red, you need prior permission from the university.
A high-risk area is an area for which the Ministry of Foreign Affairs (BZ) has issued code red or code orange. If you want to go on a business trip, make sure you check the official travel advice and colour code. Every travel advice has its own procedure and application form. You can look up the colour codes:
Considerations
If you plan to travel to a high-risk area for your work, the University will assess the necessity of your trip. In determining whether your trip is necessary, the following aspects will be taken into consideration:
- Duration, nature and risks of the trip
- Impact on your work or research if the trip cannot go through
- Expenses the University would incur in case of an emergency repatriation
- The odds that repatriation is not possible and you are forced to remain in the country longer than planned
You wish to travel to a red zone
Red means ‘do not travel’. In very exceptional cases, the Executive Board may authorise a trip to a red zone, for example if the trip is absolutely essential to the progress of your research or work and cannot be postponed.
Applying for permission
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Safety training
Check the country list (in Dutch) to see whether you need to take the three-day Hostile Environment Awareness Training (HEAT). If that's the case, you need to submit your HEAT certificate (which should not be older than 5 years) as part of your application. You can register for the HEAT training at veiligheidszaken@bb.leidenuniv.nl, stating your name and the SAP number under which the training costs can be booked.
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Registration with the Ministry of Foreign Affairs
We recommend that you register with the Ministry of Foreign Affairs, so that the embassy or consulate can contact you in case of an emergency.
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Application form
Complete the Red Zone Business Trip Authorisation Form (.docx) and submit it no later than 8 weeks before the start of your trip.
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Approval from your supervisor
Once your supervisor has approved your trip, he or she will submits your application to the Faculty Board, your mandate holder, or the director of your unit.
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Decision by the Executive Board
If the Faculty Board, the mandate holder or the director agrees that your business trip is necessary at the planned time, the International Incidents Team (ITT) will submit your application to the Executive Board for approval.
Based on a risk assessment, the Board will decide whether your trip can proceed. This authorisation may be subject to specific conditions, such as formulating a safety plan.
You wish to travel to an orange zone
Orange means ‘only travel if it is essential’, which means that you cannot do your work without undertaking this trip and that you cannot postpone the trip to a later date.
Applying for permission
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Registration with the Ministry of Foreign Affairs
We recommend that you register with the Ministry of Foreign Affairs, so that the embassy or consulate can contact you in case of an emergency.
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Application form
Complete the Orange Zone Business Trip Authorisation Form (.docx) and submit it no later than 8 weeks before the start of your trip.
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Approval from your supervisor
Once your supervisor has approved your trip, he or she submits your application to the Faculty Board, your mandate holder, or the director of your unit.
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Final authorisation
Are you traveling to a country or region for which the three-day HEAT security training is mandatory? If so, an additional step follows after the Faculty Board, mandate holder or director has approved your trip. The International Incidents Team (ITT) will make a final decision on behalf of the Executive Board. Are you traveling to a country or region for which a HEAT training is not a requirement? If so, the Faculty Board, mandate holder or director may give the final authorisation themselves.
Based on a risk assessment, the ITT will decide whether your trip can proceed. This authorisation may be subject to specific conditions, such as formulating a safety plan or taking a safety training. Check the country list (in Dutch) to see whether you are required to take the three-day Hostile Environment Awareness Training (HEAT).
You wish to travel to a yellow or green zone
Yellow means that the safety risks are greater than those in the Netherlands. Green means that the safety risks are comparable with the risks in the Netherlands.
Applying for permission
- Ask permission from your manager
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Registration with the Ministry of Foreign Affairs
We recommend that you register with the Ministry of Foreign Affairs, so that the embassy or consulate can contact you in case of an emergency.
What to do if the travel advice changes before the start of your trip
If the region’s classification changes to orange or red, you should contact the Faculty Board, the mandate holder, or the director of your unit as soon as possible. You must then request permission from the IIT and additional conditions may be imposed.
What to do if the situation suddenly changes during your trip
Sometimes a situation can change suddenly and drastically, for example due to a natural disaster or an attack. The travel advice can also change quickly as a result of the current COVID-19 pandemic. You can subscribe by e-mail to receive updates concerning travel advice to the area you are visiting, or check the 24/7 BZ Reis app on a regular basis. You can also check the Twitter account of BZ Reisadvies to keep up to date with the latest developments.
What to do if the colour code changes to red
If you are visiting an area and its colour code changes to red, you should:
What to do if the colour code changes to orange
If you are visiting an area and its colour code changes from green or yellow to orange, you should:
- Contact the emergency number of our travel insurance company Hienfeld Travel Risk Solutions (powered by Eurocross) + 31 (0)71 56 81 961 as soon as possible (open 24/7)
- The University’s policy number is DL292960
In such an event, follow the instructions issued by or on behalf of the University immediately, as well as any instructions issued by or on behalf of the Dutch government. If you are not a Dutch national, follow the instructions of the government of your country of origin.
