Travelling Abroad info
Contact us:
Claire Soper
Tel: 0131 469 3230
Arrangements for funding of individual and group study visits have changed and are now handled by Learning & Teaching Scotland. More information is available on the website and is being updated on a regular basis. Please note all applications need to be counter signed by Claire Soper. If you are thinking of applying please contact Claire Soper as soon as possible.
Read more about Study Visits on the LTS website
Are you or a member of your staff planning to go abroad for work? This could be for a conference, to attend a meeting as part of an EU funded project such as Comenius, a risk assessment visit prior to an excursion, or any other reason at all other than trips accompanying young people. All Heads of Establishments and Business Managers have received a reminder of the Approval to Work Abroad Form. If you need a copy please contact us or download the form here. All sections must be filled in with as much detail as possible for reporting and monitoring purposes. Even if your trip is taking place in school holiday time or is fully funded externally, you need to have this form signed to ensure you are covered by the Council's insurance policy.
It should be submitted AT LEAST three weeks before your trip and before travel arrangements have been confirmed. We need your school or centre's cost centre in the full format (e.g. 01/3181/00000/101) as the insurance premium will be charged at the end of the financial year. The premium depends on the number of journeys made across the Council but a ballpark figure is 40 pounds per person per trip.
The form must be signed by your immediate line manager and Neighbourhood Manager for staff in neighbourhood management structure or Head of Group for others, then the original goes to Personnel and a copy to International Unit. We will send you details of the insurance policy and a number for emergencies.
Following the visit, a report will be requested by the International Unit, which is used for the annual report to Executive. We are required to have the cost breakdown even if the trip is fully funded by another organisation. Schools and centres must also ensure a written risk assessment is undertaken each time an employee travels abroad.
Staff accompanying groups should attend the course:
Educational Excursions (including Foreign Travel) - Group Leaders Training
This course is mandatory for group leaders accompanying groups abroad and we recommend more than one adult per group has completed the training. The Group Leader training is certificated and is valid for three years.
The course code for the next course is 080288, which is aimed at all staff.
Schools and Community groups are reminded that ALL trips abroad for young people must be registered with the Sports and Outdoor Education Unit (EE1). This should normally be submitted at least six months before departure date. This covers both staff and participants, so an approval to work abroad form is not required. The Department has an Insurance policy in place, which is significantly cheaper than those available on the open market. For details contact Lillian.Donaldson@edinburgh.gov.uk.
Notification of Planned Educational Excursion Overseas
The EE3 'Notification of Planned Educational Excursion Overseas' form (Word, 250kB) should be completed and returned to Claire Soper as soon as an overseas visit is considered. This will enable early consultation on the visit and support from the International Service in planning and preparation.