Travel Toolkit

Pre-Departure Requirements

For your international outbound activity the following is required:

Research, completion and approval of a Mobility Assessment particular to your mobility, by you and your College.
Completion of a Student Declaration outlining understanding your responsibilities around due diligence, good public health practices, insurance, and finances.
Submission of Emergency Contact details of next-of-kin
A valid insurance policy and understanding where exclusions apply to infectious diseases.
Attendance at a minimum of one Pre-Departure Briefing‌
An Organisational Assessment (completed by employers) – only required for Placements/Traineeships

Consult the information below to assist you working through these requirements in partnership with your College/School.

Mobility Assessment
Student Declaration
Insurance
Emergency Contact Details
Checklist
Essential Documents

Throughout the process of planning, we aim to recognise your independence and agency in undertaking your time abroad. Students are expected to give due attention to the planning of their mobility especially with regard to risks and personal safety. To facilitate this each student must submit a Mobility Assessment prior to travel. The form has been designed as prompt for students to ensure and record that they have appropriately considered their own needs, their travel arrangements, health (including public health) factors, local and regional conditions and the study and/or work environment they are going to spending time in. Just because you have insurance does not mean that you don’t need to consider and manage your own risk in other ways.

A sample of the Mobility Assessment form can be viewed here – Outbound Mobility Assessment .

Please note that the sample given above is for illustration purposes only, i.e. not completion and submission. A link to complete your own Mobility Assessment will be issued to you directly from your College/Student. If you have not received one, please enquire with them directly.

Please refer to this guide to help you with completing your own Mobility Assessment. Mobility Assessment Guide

Your College/School contact can also help in completing the Assessment and you should consider conferring with friends and family as you are making plans for your trip.

In addition to the Mobility Assessment every student must carefully read and sign a Study Abroad Declaration. This is an undertaking of your responsibilities around due diligence, good public health practices, insurance, and finances. It includes an acknowledgement by you that you have studied, understand and accept the risks that may be involved in taking part in study or placement abroad, including those uncertainties that are faced during the current global health emergency.

Sample Student Declaration – Study Abroad Declaration

Please note that the sample given above is for illustration purposes only, i.e. not completion and submission. A link to complete your own Student Declaration will be issued in tandem with the Mobility Assessment to you directly from your College/Student. If you have not received one, please enquire with them directly.

Your College/School will provide guidance for estimates of costs for your particular destination country as part of their pre-departure preparation programme.

Travel Insurance is a type of insurance that covers a pre-planned trip and will reimburse the policyholder if certain unforeseen circumstances occur. University of Galway arranges Travel Insurance Cover for enrolled student’s resident in Ireland, who are traveling abroad to complete study or work placements as part of their university degree programme. AIG is the insurance company with which the University of Galway has set-up a Personal Accident and Travel Insurance Policy.

Important note: Students travelling back to their home country for placement or study will not be covered under this policy.

Use the links below to register via AIG Travel Protect App.

Full policy information is available online:
Full Lifeline Policy Wording document

European Health Insurance Card
Students completing study or work placements in Europe must still also apply for an EHIC card in advance of travel. The EHIC provides for basic health cover whilst abroad. In some cases, this may require payment of a small fee.

Apply for an EHIC card

Students travelling to outside Europe
Some institutions (particularly those in North America) may oblige students to take out their health insurance policy. You should check with your host university if this is the case for you.

University of Galway AIG Travel Protect Website & App

All students travelling abroad as part of their programme must download the AIG Travel Protect App.

Image of AIG Travel Protect App

Download the app from Google Play or the App store – search for AIG Travel Protect.
Enter the policy number (which will be emailed to you)
Complete the registration and create your own password.
Once registration is complete on the App, you can also access the website using the same email address and password.

AIG Travel Protect website: aigtravelprotect.com

Proof of Insurance letter
This can be generated in the application or on the website.

Services available via AIG Travel Protect App and website:

Country Reports
City Guides
Predeparture Health Advice and Information
Security and Safety Training Modules

A full guide on how to access the website and the app is available online:
AIG Travel Protect Mobile App Download and Set up Guide.pdf

AIG Virtual Care Program Whilst Abroad

As part of the university’s travel insurance policy, students on placement or study abroad have access to AIG’s Virtual Care Program. This program provides virtual access from anywhere in the world, 24/7.

Included in the program at no additional cost to students:

Online Medical Health Consultation
Mental Health Coaching
Mental Health and Wellbeing Digital Content

How to access AIG Virtual Care Program

Visit aigvirtualcareprogram.com
Click on “Access my account”.
Complete the required details
- Your access code is IE1TBT01 followed by the last four digits of the AIG Policy Number.

AIG Virtual Care Brochure.pdf

In the event of an emergency

Lifeline Plus Emergency Number +44 1273747625

Advise that you are covered under the University of Galway Travel Insurance Policy
Provide the Policy Number
Indicate the nature of the assistance that you require
You will also need to advise of your name, your location, and your contact details

Policy Exclusions

Students travelling back to their home country for placement or study will not be covered under this policy. These students must take out their own travel insurance with respect to this travel.
There is absolutely no coverage in respect to travel to Afghanistan, Belarus, Chechnya, Israel, Gaza, West Bank and Golan Heights, Iraq, Lebanon, North Korea, Russia, Somalia, Syria, Ukraine, Yemen, Bahrain, Cyprus, Egypt, Kuwait, Oman, Qatar, Saudi Arabia, Turkey, or United Arab Emirates. This includes routing through these countries to your onward destination.
There is absolutely no coverage in respect to travel to any other region or country where the Republic of Ireland Department of Foreign Affairs Office has advised against “all travel” or “all travel due to the threat of kidnap” prior to the commencement of the trip.
The policy does not cover any claim as a result of the use by the Insured Person of non-prescribed drugs which cannot be legally obtained from a pharmacy; arising directly or indirectly from excessive alcohol intake; arising from the Insured Person being involved in any deliberate, malicious, reckless, illegal or criminal act.
Full exclusions are available online
- Full Lifeline Policy Wording document

Health Insurance Some students may wish to additionally take out Private Health Insurance depending on personal circumstances. If you have a health insurance policy in Ireland already, contact your insurance provider to check if you are covered whilst abroad. You should bring a copy of this policy or policy number with you when travelling.

How to make a claim

AIG should be notified as soon as reasonably practical after the event that a claim is to be made. The claim may be rejected if it is made so long after the event that the Company is unable to investigate the claim fully. It may also result in the Insured (or Insured Person at the request of the Insured) not receiving the full amount claimed if the amount claimed is increased as a result of the delay.

For a claim under sections:

B1.1 – Medical and other Emergency Travel Expenses
B6 – Kidnap and Ransom
B7 – Political and Natural Disaster Evacuation
Section C – Crisis Containment Management

Contact the 24 hour, 7 days a week emergency medical number immediately on:

Telephone: +44 (0)1273 747 625

For a claim under all other sections:

Claims can be submitted via the Claims Portal on the website digitalclaims.aig.com
Claims can also be submitted via the Claims Portal on the AIG Travel Protect app

For claims under Section B4.1 Cancellation, Curtailment, Rearrangement, Replacement, Missed Departure & Travel Delay and B4.2, Cancellation, Curtailment, Rearrangement, Replacement, Missed Departure & Travel Delay due to a Natural Catastrophe a claim form is not required and the claim can be notified by email to irelandexpressclaims@aig.com along with supporting documentation.

The Accident & Health Claims Department, AIG Europe S.A., 30 North Wall Quay, International Financial Services Centre, Dublin 1

It is important that we can contact you and you can contact us while you abroad. Your College/Unit will request and keep a record of:

Your contact information while abroad
Emergency contact / next of kin contacts for you

Do not depart without providing these.

If there are updates while you are away - of address or phone numbers for example - then please inform your College/School asap.

You will be given a primary University of Galway contact prior to departure.

Ongoing communication while you are away will be normally conducted via your @nuigalway email address.

We've set out some useful information below for you to remember to do before you depart, or download a printable copy: Pre-departure Checklist.

Passport / Visa

Passport Check it’s valid for six months after you return.

Visa Ensure you apply for this in time if needed for your destination.

Destination

Weather Check the climate in your host destination and pack appropriately.

Mobile Phone Check what’s included with your data roaming, or if you require a local sim card.

Multi-factor authentication (MFA) If you’ve set up MFA for your university e-mail account or online banking, you may to change this before you leave so you don’t get locked out of accounts.

Arrival Research how you will get from the airport to your accommodation. Check that any prearranged accommodation is available to check in at your arrival time.

Electronics Buy an adapter or converter. If bringing a laptop, you may want to take out personal property insurance.

Pre-Departure Session It’s important to attend this before you go.

Finance

Budget Know your financial needs. Make a budget in advance of departure.

Banking Check you can access your bank account online whilst away. It’s a good idea to bring some local currency in cash to use initially.

Insurance

Policy Understand your travel and health insurance coverage. Save the emergency number of your provider.

European Health Insurance Card Bring it with you for EU destinations.

Documentation

Erasmus Grant Complete and return any requested paperwork.

Host University Documentation Complete and return anything requested by your host university/organisation. Check your host destination e-mail account regularly as this is likely where most of their communication will he sent to.

Mobility Assessment Research, complete and submit the Mobility Assessment. Update it if circumstances change before you depart. Review, understand and submit the Student Declaration.

Emergency Contacts Store these in your phone and create a list to bring with you.

Photocopies Bring copies / photographs of important documents. It can also be useful to leave a set at home with a trusted family member.

Registration Complete your online registration at University of Galway before you depart.

Itinerary Don’t forget to share this with family and friends

Support Services

Disability Support Services If registered with DSS at University of Galway, ensure you’ve registered with a similar service at your host before arrival.

Medication / Immunisations

Prescriptions Confirm arrangements for any medical needs, including prescription supply or contact lenses.

Immunisations Check if any are required for your host destination.

Passport
Visa Documentation, if applicable.
Nomination letter from University of Galway
Host University letter of acceptance
Proof of your private travel insurance
Proof of your health insurance, where applicable.
European Health Insurance Card (EHIC), if applicable.
ID Cards such as a Drivers Licence, University of Galway student card, or International Student Card