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April 2010 Volcanic Ash Guidance

As University members will know, the volcano that erupted in Iceland several weeks ago has caused volcanic ash to drift across Europe. The flight restrictions which had been in place since Thursday 15 April were removed at 2200 on Tuesday 20 April, but delays and cancellations are still expected while airlines get back to running a normal service.

The University’s Business Continuity team have reviewed the current situation and put the following provision, as detailed below, in place. The news item has been compiled to offer advice and guidance for the variety of staff and student groups who need information at this time.

If you are a member of staff or a student at the University who is currently overseas and concerned that you will not be able to return to campus by your originally planned date, please complete the brief online form. This will enable the University to gain a clearer picture of issues that staff and students are currently experiencing and offer the appropriate support and guidance. If you are a student, and have concerns about your return, please see the specific student information below.

Staff

Staff currently overseas on University business

Members of staff who are currently on University business overseas, and are unable to fly home, are reminded that they can contact their departmental administrators this week for advice and support. Staff will continue to be covered by the University’s business expenses policy.

In the first instance, University members are advised to approach their airline to seek alternative arrangements for travel.

If you have a University purchasing card, it is possible to use this if your University business is extended due to the current situation. Where a personal card is used, full receipts should be kept.

University members are reminded not to take any unnecessary risks in their return to work.

Full list of departments


Staff currently on annual leave overseas

Staff who have been on annual leave and have been unable to fly home in time to return to work this week are advised that they should contact their department as soon as practicably possible in the first instance to discuss next steps.

Staff who are currently on annual leave and are concerned that they will not be able to return to work by the end of their annual leave period are also advised to contact their department to discuss arrangements. The University will apply the same provision as per the severe weather policy.

As per other severe weather situations, University members are reminded not to take any unnecessary risks in their return to work.

Full list of departments


Staff due to travel overseas on University business this week

If you are due to travel overseas on University business this week, you should contact the airline you were due to fly with for more information. You should avoid any unnecessary travel and should be mindful of the situation with regard to returning to the UK at the end of your trip.

The Foreign and Commonwealth Office are also offering travel advice by country.


Staff due to take annual leave this week

Staff who were due to take annual leave this week but are unable to travel because of the current situation are advised to contact their Head of Department or line manager regarding possible arrangements for rescheduling of their annual leave in line with usual departmental and operational requirements.


Students

Students currently overseas

Any students whose travel plans have been disrupted by these events, and who are concerned that they will not be able to return to the University in time for the start of term, should complete the online form in the first instance. Please do not call your academic department in the first instance, but use the online form.

Some departments are updating their websites with department specific information, so you may wish to check your department's website for more detailed and specific advice. Departments may also decide to use their Twitter accounts to pass on information, so you may wish to check these too:

 


Students due to take exams in the first week of the Summer Term

Any students who are due to sit exams during the week commencing 26th April and are concerned that they will not be able to return to campus on time should complete the online form in the first instance. Please do not contact your academic department in the first instance, but use the online form.

If any instances arise where a student misses an exam because s/he was unable to return to campus, the student will be required to put the circumstances in writing to his/her academic department and the board of examiners will then consider the individual case before deciding on the appropriate action under the relevant degree regulations.


Information for Departments

Dealing with Queries from Staff and Students

Departments will receive an advice note from the Academic Office on Thursday 22 April detailing their options for dealing with student cases arising from the volcanic eruption.

Departments who are contacted by staff and require further advice can contact their HR link advisor. A full list of HR Link Advisors is available at http://www2.warwick.ac.uk/services/humanresources/contactsnew/


More Information

  • If you are calling from the UK and are concerned about a British national stranded overseas you can contact the Foreign and Commonwealth Office (FCO) advice line on 020 7008 0000. British nationals stranded overseas should contact their local embassy, high commission or consulate. Search for your nearest embassy.
  • National Air Traffic Service
  • Travel Advice by Country from the Foreign and Commonwealth Office
  • Postal Issues Caused by Volcanic Ash
  • Staff may want to consider using the Webex desktop conferencing as a substitute for air travel, or a way of participating in meetings if they are unable to fly home. All that's needed is an internet connection, a PC and a phone to participate. Computer access is ideal, but it's also possible to dial in on audio only. More information on Webex

If you are a member of staff or a student at the University who is currently overseas and concerned that you will not be able to return to campus by your originally planned date, please complete the brief online form. This will enable the University to gain a clearer picture of issues that staff and students are currently experiencing and offer the appropriate support and guidance.

If you are a student with any further concerns, or you're having problems completing the online form, please email studentsupport@warwick.ac.uk