Universiteit Leiden

nl en

Travel to high-risk areas

If your work requires you to travel to an area that poses safety risks, you need prior permission from the University. As your employer, we are responsible for your safety and health.

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

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 

  1. Safety training

    Check the country list 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.
     
  2. 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.
      
  3. 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.

    Note that for trips to the UK, you should use the Green or Yellow Zone Business Trip Authorisation Form (.docx).
     

  4. 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.
     
  5. 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.

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

  1. 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.
     
  2. 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.

    Note that for trips to the UK, you should use the Green or Yellow Zone Business Trip Authorisation Form (.docx).
     

  3. 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.
     
  4. Decision by the International Incidents Team (ITT)

    If the Faculty Board, the mandate holder or the director agrees that your business trip is necessary at the planned time, the IIT will take a decision on behalf of the Executive Board.

Based on a risk assessment, 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 to see whether you are required to take the three-day Hostile Environment Awareness Training (HEAT).

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

  1. 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.
     
  2. Application form

    Complete the Green or Yellow Zone Business Trip Authorisation Form (.docx) and submit it no later than 8 weeks before the start of your trip.
     

  3. Decision by the Faculty Board or the director of your unit

    Your supervisor will submit your application to the Faculty Board or the director of your unit.
     

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. Authorisation for the trip may be withdrawn, or you may have to meet additional requirements.

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:

  • Immediately get in touch with your contact at the University
  • Or contact the Safety Department via veiligheidszaken@bb.leidenuniv.nl
  • In case of an emergency, call +31 71 527 6666

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 ACE Assistance as soon as possible: +31 010 289 3536 (open 24/7)
  • The University’s policy number is NLBBBA04490

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.

This website uses cookies.  More information.