Out of Province and Remote Travel Risk Management Appendix C: Travel Risk Assessment Process
- Approver:
- Academic Coordinating Committee
- Policy Owner:
- Associate Vice President, Risk Management
- Policy Lead(s):
- Manager, Campus Safety
- Defining policy:
- Effective date:
- 2023-08-18
- Date of last approval:
- 2023-08-18
- Status:
- Approved
Elaboration
Identification of Travel Risks
Understanding the Destination's Safety and Security Context
For international travel, Conestoga refers to the Global Affairs Canada (GAC) website to identify the risk level of the country and regions visited during the travel. GAC identifies four (4) risk levels. The table below shows the organization's tolerance in relation to the GAC classification.
| GAC – Risk Levels | ​ | Organization's Decision* |
| 1 | Exercise normal security precautions | The travel involving students is temporarily authorized. The risk analysis process is required for final approval. For staff and faculty, the travel is authorized. |
| 2 | Exercise a high degree of caution** | The travel involving students is temporarily authorized. The risk analysis process is required for final approval. Particular attention is paid to the stability of the destination. The organization ensure that no foreseeable event (elections, demonstrations, etc.) could influence the safety, security, and health of people during travel dates. The PESTEL analysis does not anticipate that the risk level will increase during the travel beyond Conestoga's risk tolerance. For staff and faculty, the travel is authorized. |
| 3 | Avoid non-essential** travel | The travel involving students can't take place. For staff and faculty only: - Travel deemed essential is temporarily authorized. To obtain final approval: - The risk analysis process is required. - Reasonable preventive measures are implemented. - A contingency plan is developed. |
| 4 | Avoid all travel | The travel can't take place.
|
*This chart presents the general positioning of ÌÇÐÄvlog¾«Æ·. Exceptions are possible if travellers demonstrate the essential nature of the travel if mitigation measures are in place or can be put in place with reasonable efforts and if a robust contingency plan is developed.
**If Level 2 or 3 regional warnings are present, travel may be temporarily approved provided these areas are avoided or sufficiently removed from the areas being visited.
For all travels, Conestoga conducts a destination analysis based on the PESTEL method. It identifies external factors that may impact Conestoga and its stakeholders. To do so, the College refers to multiple credible sources, including the GAC website.
Identify Activities Pursued at Destination and Their Characteristics
Conestoga identifies the risks related to the activities carried out during the travel.
The College compiles the overall picture of the activities and lists the characteristics (logistics, transportation, accommodation, etc.).
Consider the Vulnerabilities
The risk identification process considers organizational vulnerabilities and the characteristics of an individual (gender, sexual orientation, religion, ethnic origin, physical or mental health condition, etc.).
Analyze Identified Risks
For each risk identified, Conestoga assesses the risk level considering the likelihood of a risk occurring and its impacts.
Manage Risks
For each risk, a risk management strategy is applied to achieve a residual risk level that is consistent with Conestoga's risk tolerance.
Managing
- Validate control measures in place, and where required, apply additional risk management strategies
- Assess capacities of partner organization
Monitoring
Before departure and during travel:
- Monitor the risks that have been identified or that could arise
- Identify elements or events that could have an impact on the travel's safety and security and travellers' health
Reporting
- The process is presented and reported
Make Final Decision
Based on its risk tolerance, the College approves the travel or not.
https://blog.oxfordcollegeofmarketing.com/2016/06/30/pestel-analysis/
If necessary, Conestoga also refers to the websites of the French, English and Australian government.
Revision Log
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| ​2023-08-18 | ​Academic Coordinating Committee |