Differences

This shows you the differences between two versions of the page.

--- start [2026/01/15 14:12] – jjk
+++ start [2026/01/15 23:33] (current) – [Mandatory Travel Insurance Update 01] jjk
@@ Line 31: / Line 31: @@
 {{ :travelinsurancehealth.png?direct&200|}}
 Issues/ Objectives:
   * **Notify all affiliates:** Original 1st Jan 2026 deadline already missed.
-    * Propose to mass email all Affiliates soon (perhaps 1st Feb 2026 ?) to notify them of the new policy that was approved at 27RGC and now also published and readily available at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
+    * Propose to mass email all Affiliates soon (perhaps Fri 30th Jan 2026 ?) to notify them of the new policy that was approved at 27RGC and now published and readily available at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
-    * You can also access the policy text with the QR Code on the right.
+    * You can also access the policy text by scanning with your mobile phone the QR Code on the right.
-  * **Travel insurance compliance (TIC) and health declaration form (HDF):** In progress
+  * **Travel insurance compliance (TIC) and health declaration form (HDF):**
     * **TIC:** Expand current checkbox in forms to allow respondents to indicate in negative or decline to answer
       * __Details of travel insurance:__ ITUC-AP does not provide insurance cover and does not accept responsibility for medical problems or other losses incurred during travel to or from, or during attendance. Participants are strongly advised to take up appropriate travel insurance to provide this cover.
         * I have read the notice and wish to inform that I have taken up the appropriate travel insurance
-          * Please attach "An e-policy certificate or confirmation letter showing the participant’s name, policy number, and full period of cover (matching travel dates). The document must demonstrate compliance with the Minimum Coverage Requirements in Clause 8. Where documents are issued in a local language or contain unclear exclusions,"
         * I have read the notice and wish to inform that I have not obtained the insurance
         * I have read and acknowledge this notice
+      * Please attach "An e-policy certificate or confirmation letter showing the participant’s name, policy number, and full period of cover (matching travel dates). The document must demonstrate compliance with the Minimum Coverage Requirements in Clause 8. Where documents are issued in a local language or contain unclear exclusions,"
+          - Name of insurance provider: _ _ _ _ _ _ _ _ _ _
+          - Policy number: _ _ _ _ _ _ _ _ _ _
+          - Coverage details/limits: _ _ _ _ _ _ _ _ _ _
+          - Period of cover (start/end): _ _ _ _ _ _ _ _ _ _
+          - Territorial validity: _ _ _ _ _ _ _ _ _ _
+          - Insurer 24/7 assistance hotline: _ _ _ _ _ _ _ _ _ _
+          - Participant emergency contact person
+              - Name: _ _ _ _ _ _ _ _ _ _
+              - Phone contact: _ _ _ _ _ _ _ _ _ _
+              - Email address: _ _ _ _ _ _ _ _ _ _
     * **HDF:** Jessie's suggestion: do a simple one for them to confirm they are fit to travel and declare any existing medical condition etc.
-      * "indicate yjay there are no relevant medical conditions affecting travel or participation, or specify known or pre-existing medical condition."
+      * "indicate the participant has no relevant medical conditions affecting travel or participation, or specify known or pre-existing medical condition."
-      * medical certificate from a licensed physician confirming their fitness to travel.
+        * I am fit to travel and have no existing medical condition to declare. Please attach a medical certificate from a licensed physician confirming your fitness to travel.
-      - Name of insurance provider
+        * I am fit to travel and wish to inform you of my existing medical condition(s) as follows: ____________________________.
-      - Policy number
+        * I decline to make this declaration.
-      - Coverage details/limits
-      - Period of cover (start/end)
-      - Territorial validity
-      - Insurer 24/7 assistance hotline
-      - Participant emergency contact person
-        - Name:
-        - Phone contact:
-        - Email address:
-  * **Data management protocols:**
-    * All confidential information are securely stored in Google Drive upon receipt.
-    * If any delegate submits the declarations via letter, fax or email, these are first scanned or converted into a PDF file then saved into Google Drive.
-    * Access rights are granted only to ITUC-AP Admin staff through 2FA* authentication.
-    * Collected data are purged by ITUC-AP Admin staff 24 months after completion of each event.
   * **Internal implementation checklist:**
     * **Invitation:** to include notice of policy which will include assurance of confidentiality
-      * Text of policy statement: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
+      * Please be informed that the new Policy on Mandatory Travel Insurance and Health Disclosure was approved at 27RGC and was effective from 1st Jan 2026. All participants will be required to provide additional insurance and health particulars when registering. Do be reassured that the information you provide will be handled in strict confidence and used solely for the intended purposes.
+      * For your reference, the full text of the new policy is available at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
     * **Event registration:**
       * the new TIC and HDF declarations listed in 2nd bullet point above to be included in any new event registration form created.
       * ITUC-AP General Admin staff is responsible to ensure compliance and escalate, if necessary. Any exemption need to be approved by GS in writing and recorded accordingly, at least a week before event.
-    * **Event venue:** a copy of policy is included in administrative note document available in the event website and to all delegates. It is also available online at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
+    * **Event venue:** a copy of policy (or at least the URL where it can be accessed) is included in administrative note document available in the event website and to all delegates. It is also available online at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
+  * **Data management protocols:**
+    * All confidential information are securely stored in Google Drive upon receipt.
+    * If any delegate submits the declarations via letter, fax or email, these are first scanned or converted into a PDF file then saved into Google Drive.
+    * Access rights are granted only to ITUC-AP General Admin staff through 2FA* authentication.
+    * Collected data are purged by ITUC-AP General Admin staff 24 months after completion of each event.
-__Note:__ * 2FA: Two Factor Authentication - The information will be stored in Google Drive where access is only granted to ITUC-AP Admin staff. To access the information, they will need:
+__Note:__ * 2FA: Two Factor Authentication - The information will be stored in Google Drive where access is only granted to ITUC-AP General Admin staff. To access the information, they will need:
   * "What you know" authentication factor: type in their own password; and
   * "What you have" authentication factor: access using their pre-registered laptop/phone
-New Policy is published at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
 ===== Thu 08 Jan 2026 =====
@@ Line 94: / Line 101: @@
   * Note that the Secretariat will continue to explore event liability insurance options for large-scale meetings.
-For ITUC-AP Admin in particular, "ITUC-AP will verify proof of compliant insurance before confirming participation,
+For ITUC-AP General Admin in particular, "ITUC-AP will verify proof of compliant insurance before confirming participation,
 including the issuance of tickets, or accommodation arrangements."