1.0 MESH Policies - International SOS



Travel Security Policy

1. Scope/Purpose

1. [COMPANY NAME] is an expanding global company serving diverse and broadening market locations. As the market for [COMPANY NAME] products and services expand, the travel footprint of our employees, and risks associated with these new and diverse areas, grows.

The purpose of the program is to convey important travel security recommendations, guidelines and information to ensure the health, welfare and security of [COMPANY NAME] employees while travelling on company business.

2. This Policy applies to all employees who travel for business related activity.

2. Policy

1. Consistent with Corporate-wide Policies and Procedures – Issue # 8B all company related travel must be booked through the [COMPANY NAME] approved travel vendor (CWT/CWT Canada) so that [COMPANY NAME] can:

1. Collect detailed travel information (transportation, lodging, etc.) through a centralized booking system.

2. Locate and assist travelers during emergency situations (SOS Travel Locator Service)

3. Implement an education and training program to inform employees of known/perceived travel security risks (Automated Travel Advisory, SOS Travel Ready Program and SOS Message Manager)

4. Provide a global notification and monitoring system with a dedicated emergency travel assistance network to all [COMPANY NAME] employee (SOS Alarm Centre Network and SOS Operations Procedure)

5. Provide internal and external resources to manage personnel health and/or safety/security situations while travelling.

3.0 Procedure

The following procedure should be used by all [COMPANY NAME] travelers prior to booking travel to ensure safety and security concerns are addressed:

Step 1: Determine the risk rating (Medical and Security) of the country by viewing the International SOS Risk Rating located on the SOS Communication Portal page and by clicking the link for “Country ” under the left side of the page

NOTE: There are SPECIFIC ratings for Medical and Security – EACH must be factored into the travel decision process. [COMPANY NAME] uses the highest rating to determine travel approval.

Select the appropriate country from the drop down listor use the following link



An Example is shown:

[pic]

In this example, Brazil would be considered “High” travel risk (proceed to Step 3)

Step 2: If the country is "Insignificant, Low or Medium" (Security OR Medical rating) no further action is required (proceed to step 5).

• The traveler may request to have additional information provided by Corporate EHSS.

• Self-help is also available via the SOS communication portal page, select “Country Guides”.

Step 3: If the country of travel is listed as "High" or “Extreme” (Security OR Medical rating) pre-approval of the trip is required by the business President and Corporate EHS & Security. Itineraries must be submitted to Corporate EHSS at least two (2) weeks prior to travel, prior to booking.

• Download the authorization form from the SOS communication portal page

()

[pic]

(Alternatively, use a pre-trip itinerary created by the travel vendor – reserved, not ticketed. Have the Business President approve the trip and forward the e-mail to Corporate Security for approval)

• Complete the form and submit electronically (via e-mail) to your Company President and Corporate EHSS for pre-approval

Step 4: If travel to a “High” or “Extreme” risk country is approved by the Company President and Corporate EHSS

• Review the Personal Data Instruction:



• Complete the Personal Data Form:



[pic]

Step 5: Book and confirm all necessary travel (transportation and lodging) via company approved travel vendors (CWT/CWT Canada) per Corporate-wide Policies and Procedures – Issue # 8B.

NOTE: For those travelers, where booking cannot be provided by CWT or CWT Canada (due to customers providing transportation logistics or for other reasons), the business is responsible for assigning an individual that will manually enter trip details into the SOS Travel Locator Service. Contact Corporate EHSS for training and account permissions.

Step 6: For travel to Mexico (Including Mexico City and the US border towns of Brownsville, TX; Corpus Christi, TX; Del Rio, TX; El Paso, TX; Laredo, TX; McAllen, TX; Phoenix, AZ; San Antonio, TX; San Diego, CA; Tucson, AZ) please answer the pre-trip questionnaire that will be sent from International SOS (Travel Ready) via e-mail.

• Trips will be approved contingent upon the host location coordinating transportation and hotel accommodations through trusted sources for the traveler.

• Review the Mexico travel guidance document prior to departure and heed all warnings.

• In general, employees are discouraged from driving while in Mexico; exceptions need prior approval.

Step 7: Review and acknowledge the [COMPANY NAME] Security Automated Travel Advisory (ATA) that will be sent from International SOS via e-mail.

• Follow the recommendations in the advisory.

• Keep the travel advisory with your travel documents to have emergency numbers available, should the need arise.

1. Responsibilities

Corporate EHSS Staff:

• Respond, as appropriate, to travel security incidents or external notifications that affect [COMPANY NAME] employees

• Provide and develop guidance to the locations on the contents of this Policy

• Review risk ratings for all countries of travel consistent with SOS / Control Risks recommendation, modify SOS rating as necessary

• Provide the resources and systems to adequately convey information to the employees whom travel.

Company President:

• Ensure all employees are aware of the travel security policy

• Ensure all employees are held accountable to their performance within the framework of this Policy

• Ensure that administrative assistants or business travel coordinators convey the requirements of this policy to the affected traveller

Employees who travel on company business:

• Participate in EHSS training relating to travel security

• Book all travel in accordance with this Policy, and minimize deviation from standard booking processes

• Review and acknowledge [COMPANY NAME] Travel Security Automated Travel Advisory

2. Training

All employees associated with the activities within this procedure will receive the appropriate training as defined and developed in the training procedure found within this Policy.

3. Enforcement

Employees, Supervisors and Managers who do not comply with this procedure may be subject to disciplinary action.

4. Approval

This Policy has been approved by the EHSS Council; revisions are tracked under the Management System review process.

5. REFERENCES

Corporate-wide Policies and Procedures – Issue # 8B

APPENDIX A – Definitions

EHSS means Environmental, Health, Safety and Security.

NOTE: Risk Rating classifications have been aligned to International SOS and Control Risks

Extreme: Countries or areas rated at EXTREME RISK may be in a state of war, failed states or states in which the government has lost control of significant portions of the country. Government control and law and order may be minimal or non-existent. There is a serious threat of violent targeted attacks against travelers and expatriates by terrorists, insurgents, sectarian, criminal or other extremist groups. Government and transport services are typically severely degraded or non-existent. Foreigners are likely to have no access to significant parts of the country. Armed escort and stringent preventive security precautions are essential and may not be sufficient to prevent serious injury, kidnap or loss of life.

• Safety/Health/Medical risks in the area would subject the traveler or expatriate to known or likely known diseases.

• Correlates to pandemic phase 5 or 6 (large regional or continental outbreak, disease is transmitting easily through people).

• Travel is restricted to essential business only. Travel must have CEO / Chairman, Group President and Corporate EHSS approval.

High: Countries or areas rated at HIGH RISK have regular periods of political instability and associated problems of poor governance, including high levels of corruption and failed or failing institutions. Protests are frequently violent and may target or disrupt foreigners. There may be a high level of incidental risk to travelers and expatriates from terrorism or insurgency. Communal, sectarian or racial violence is common and foreigners may be directly targeted. Violent crime rates are typically high and scams targeting foreigners are common and often have police complicity. Infrastructure and internal security and emergency services are poor and there may be regular abuses of due legal process. Certain parts of the country are inaccessible or off-limits to the traveler. There is a persistent risk to the traveler and expatriate and employment of security precautions is required to ensure personal protection.

• Criminal activity is pervasive including street violence and crimes against persons.

• Endemic corruption.

• Violent border or regional disputes with neighboring countries.

• Serious civil conflict.

• Political instability.

• Behaviors that violate or could violate human rights.

• Environmental conditions which pose a risk.

• Limited Health facilities.

• Beginning stages of disease outbreak.

• Correlates to pandemic phase 4 (small, contained regional outbreak, disease is beginning to transmit easily through people).

Travel should be undertaken with caution and stringent security measures implemented.

Medium: Countries or areas rated at MEDIUM RISK may experience periodic political unrest, violent protests or insurgency. The country or area is prone to sporadic acts of terrorism and there may be terrorist organizations with significant operational capacities. Travelers and expatriates may face a risk from communal, sectarian or racial violence. Violent crime rates are likely to impact on foreigners as well as the local population. There are infrastructural weaknesses and inadequacies in the security and emergency services. Industrial action is not uncommon and can impact upon the traveler and expatriate. Transport services are likely to be subject to periodic disruption and safety records are inconsistent. Increased vigilance is warranted for travel or expatriation.

• No imminent safety/health or medical conditions; however, the country has limited resources to respond to crisis.

• Correlates to pandemic phase 3 or lower (locally confined outbreak, not transmitting easily between people)

Employees traveling or transiting through these countries must practice security awareness and closely monitor the local situation throughout their stay.

Low: Countries or areas classified at LOW RISK are on the whole secure and the authorities maintain adequate security and emergency services and sound infrastructure. These countries or areas have low violent crime rates and are generally free of racial, sectarian or political violence or civil unrest. Terrorist organizations have only limited operational capabilities and acts of terrorism are extremely rare. Industrial action and transport disruption are typically infrequent and the government has the capacity to minimize the effect on travelers and expatriates. Travelers and expatriates face few problems and are unlikely to be directly targeted or severely disrupted. Commonsense precautions help minimize associated risks.

• No imminent safety/health or medical conditions; extensive resources to respond to crisis.

• Correlates to pandemic phase 1 or 2 (limited disease outbreak solely contained to animal populations – no human illness)

Employees traveling or transiting through these countries should practice basic security awareness throughout their stay.

Insignificant: Countries or areas classified at INSIGNIFICANT RISK have very low rates of violent crime and travelers and expatriates are not at risk except for isolated incidents of petty crime. There is virtually no political violence or civil unrest and no significant sectarian, communal, racial or targeted violence against foreigners. There is no recent history of terrorism. The authorities maintain effective security and emergency services and infrastructure is sound. Transport services are typically of a high standard with good safety records and only occasional travel disruption. Industrial action impacting on essential services is rare and the government has the proven capacity to manage major events, such as strikes, with minimal impact to personnel. Travelers and expatriates must ward against complacency to ensure that they do not inadvertently increase their exposure to risks such as crime.

• No safety/health or medical conditions; proven resources to respond to crisis.

• No pandemic (no disease outbreaks affecting animal populations – no human disease outbreaks) Employees traveling or transiting through these countries should practice basic security awareness throughout their stay.

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