Risk assessment

All University of Edinburgh students embarking on a University-led overseas activity for work, research or study must complete a risk assessment. 

In this video we discuss the process for completing your risk assessment.

The risk assessment is an essential part of the process of preparing yourself for your activity abroad. It encourages you to think about the various risks involved in going to your destination and how to take steps to mitigate these. You should:

  • Review whether travel to your host country is possible
  • Ensure you are aware of all entry requirements
  • Submit your completed risk assessment form

Your risk assessment must be approved by the University in order for you to be insured under the University's travel insurance policy.

SWAY risk assessment

SWAY risk assessment forms will be made available to all students participating in the following Study and Work Away activities abroad:  

  • European and international student exchanges
  • Short term activities supported through the Go Abroad Fund
  • Other short-term international experiences, including:
    • NICE Summer School
    • INCiTE Summer School
    • activities supported by the Air Miles Award Fund
    • attendance at Una Europa student events
  • Overseas work, research or study placements undertaken as part of a UG degree programme in the College of Arts Humanities and Social Sciences or the College of Science and Engineering
  • Placement-based dissertations undertaken by MSc students from the School of Social and Political Science

PGR students and UG and PG students doing other overseas activities not listed above (such as fieldwork / summer schools/ group field trips) should follow their School's own assessment process.

Guidance on how to complete the SWAY risk assessment

You can find out how to complete the SWAY risk assessment form in our Risk Assessment Guidance document below.

The deadline for submission of your risk assessment will depend on when your activity is due to begin. We recommend submitting your risk assessment no later than three weeks before your intended travel date. 


Revocation of approval to travel   

Approval to travel may be impacted in the event of any changes to:

  • FCDO guidance (e.g. if there is high risk alert in your host country)
  • your host country’s entry requirements
  • your host institution’s ability to accept you

In this case, you should liaise with your Exchange coordinator and/or Student Adviser about alternative study arrangements.

If approval to travel is revoked after your risk assessment has been approved, you will be covered under University insurance for any costs incurred after the approval decision was given and before approval was revoked.  

If FCDO travel restrictions change once you are abroad, we would only recall you if there was a significant risk to your health and/or safety.  

Important notes regarding the risk assessment

We strongly advise you not to incur any costs related to your exchange before your risk assessment has been approved and before you are insured under the University's travel insurance, as you may not be able to claim these costs back should your travel not go ahead as planned.

An approved risk assessment, and therefore the University’s insurance, becomes void if you become ineligible to study or work away.  This could be as a result of not passing all exams, or by not securing in time all necessary travel documentation such as visas or residence permits.

It is your responsibility to ensure you meet the required eligibility criteria and to apply for all visas and permits in advance of recommended wait times as indicated by your host country embassy or consulate.

Embarking on an exchange or placement without an approved risk assessment will result in credits gained abroad not being recognised on your return.

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