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International Travel Advisory

For Overseas Admins

What You Need to Know as a Supervising Officer, Travel Admin and HR Partner

Definition of each role

 

  • Supervising Officer: Overseas Programme Coordinator or any Staff responsible for overseeing travel matters involving Students.
  • Travel Admin: Head of Admin or any Staff responsible for overseeing travel matters involving Staff.
  • Human Resource Business Partner: A staff from Office of Human Resources that supports the department in HR matters.

 

For more information, contact ORMC at ormc@nus.edu.sg

Responsibilities
  • Primarily point-of-contact for the Traveller under care 
  • Work with the respective Authorised Persons to respond to the Assistance Case involving NUS Travellers under care
  • Performs stakeholder management, serving as the bridge between NUS and external parties including the Next-of-Kins

 

Additionally for Supervising Officer (Students Travellers) or Travel Admin (Staff Travellers),

 

  • Possess information about the programme itinerary and traveller details
  • Ensure the travellers are briefed on the International SOS programme. At the minimum, travellers need to be aware that they can contact International SOS for help via the International SOS Assistance Mobile Application.
  • Ensure travellers have downloaded the International SOS Assistance Mobile Application and travel itinerary is correctly reflected.
  • Determine the need to inform the Unit Incident Commander, as defined in the Crisis Management Framework and/or activate Emergency Management team to support the Assistance Case
How to Handle a Case
Common Issues
Upload Trip Details to International SOS System

By adding trip details to the International SOS system, the traveller will receive the additional benefits:

 

  • Medical and Security Alerts relevant to your itinerary locations
  • Automated Crisis Communications process to check the status of the traveller during crisis event
  • Self-help travel resources and pre-trip resources

 

Method 1: Traveller Self-Upload

 

  1. Traveller download the International SOS Assistance Mobile Application (available for both iOS and Android)
  2. Register for an account. Use passport name for the first name and last name
  3. Select “Create a Trip” function or “Add Trip” function in the app
  4. Add trip details accordingly

 

Method 2: Bulk Upload on Behalf of Travellers

Step 1: 

Download Bulk Upload Excel File

  • Download the Bulk Upload Excel File
  • Read the Legend tab to understand the various fields
  • For “CustomField_Faculty”, this refers to the department which organized and/or approved the overseas trip
  • Check with Michelle Cheng from International SOS when in doubt. Michelle.Cheng@internationalsos.com

Step 2:
Collect Traveller Information

  • Complete the various fields
  • Hotel information is not required
  • If there is no details about the specific travel plans of a traveller, admin can use the start date and end date of the travel programme while adding a buffer period for the flight departure and flight arrival details.

Step 3:
Share with International SOS

Exceptions

Accompanying Travellers

 

Definition: An Accompanying Traveller is an individual whose presence is necessary to accomplish the objectives of a NUS official overseas trip and is not a Staff or Student. For example, a sports coach or a music conductor will be considered an Accompanying Traveller if he/she accompanies students for International competitions.

 

The University has extended the International SOS support to this group of individuals on a case-by-case basis. NUS Travellers (Staff or Student) who are travelling with these individuals can call International SOS to request for assistance on their behalf. Any incidental costs from the assistance rendered will be borne by the Third Party Traveller unless otherwise agreed on.

Travel Guidance

Travel Guidance - Understanding the Processes
Travel Guidance for NUS Travellers
Travel Guidance for Authorised Persons