Travel notification guidelines

ACLED asks all of their contractors and employees to notify the organization when traveling internationally both for personal reasons or on behalf of ACLED. All team members have varying levels of access to ACLED information and systems, and it is important for the organization to be aware of team members’ travel so we can support travelers with digital/information security best practices and instructions where needed. A number of countries also restrict access to some ACLED sources, so it is important to plan ahead in case the traveler is going to one of those countries and cannot complete their normal assignments. Make sure to notify ACLED of your personal and work travel for your own safety and the safety of the organization.

How to Submit a Travel Notification?

To notify the Operations team of an upcoming trip, fill out the Travel Notification form (also linked in the “Company links” section on the Bamboo homepage and the “Travel Notification” tab under “My Info”). Travel notifications should ideally be submitted 2-3 weeks before departure or as soon as you have the details of your travel.

Note: This travel notification does not go to your supervisor, and is not a replacement for requesting time off through Bamboo. Before submitting a travel notification, contractors/staff should inform their supervisor about the upcoming travel. See further here: What should I do if I need time off or can’t make a deadline?

The Operations team will use the information submitted through Asana to determine whether any additional steps need to be taken, such as briefing the traveler on digital security measures they need to take to help mitigate any risks to themselves or ACLED’s information. Once you submit the travel notification, you will receive instructions on digital security while traveling and/or any specific restrictions to keep in mind (if you will be working while on personal travel).

When to Submit a Travel Notification?

Travel Notifications should be submitted for all international travel (i.e. crossing of international borders).

Domestic travel: No travel notifications need to be submitted for domestic travel unless the traveler believes that extra security measures should be taken for the trip.

Frequent travel: If the traveler does the same trip to the same country/ies on a regular basis, travel notifications do not need to be resubmitted if the travel has been previously assessed as not posing a risk by the Operations team (and there have been no significant changes since to the security/political situation of the destination). If the travel was assessed as posing a risk to information/personal security, then a new travel notification has to be submitted every time the contractor/staff member undertakes the trip.

Further readings:

• What should I do if I need time off or can’t make a deadline?