Differences

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--- start [2026/01/15 14:37] – [Mandatory Travel Insurance Update 01] 103.252.203.159
+++ 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 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
@@ Line 38: / Line 39: @@
       * __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,"
-          * The information requested here can be part of HDF as described below.
         * 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 a medical certificate from a licensed physician confirming your fitness to travel.
+      * 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: _ _ _ _ _ _ _ _ _ _
+          - Name of insurance provider: _ _ _ _ _ _ _ _ _ _
-        - Policy number: _ _ _ _ _ _ _ _ _ _
+          - Policy number: _ _ _ _ _ _ _ _ _ _
-        - Coverage details/limits: _ _ _ _ _ _ _ _ _ _
+          - Coverage details/limits: _ _ _ _ _ _ _ _ _ _
-        - Period of cover (start/end): _ _ _ _ _ _ _ _ _ _
+          - Period of cover (start/end): _ _ _ _ _ _ _ _ _ _
-        - Territorial validity: _ _ _ _ _ _ _ _ _ _
+          - Territorial validity: _ _ _ _ _ _ _ _ _ _
-        - Insurer 24/7 assistance hotline: _ _ _ _ _ _ _ _ _ _
+          - Insurer 24/7 assistance hotline: _ _ _ _ _ _ _ _ _ _
-        - Participant emergency contact person
+          - Participant emergency contact person
-          - Name: _ _ _ _ _ _ _ _ _ _
+              - Name: _ _ _ _ _ _ _ _ _ _
-          - Phone contact: _ _ _ _ _ _ _ _ _ _
+              - Phone contact: _ _ _ _ _ _ _ _ _ _
-          - Email address: _ _ _ _ _ _ _ _ _ _
+              - 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 the participant has no relevant medical conditions affecting travel or participation, or specify known or pre-existing medical condition."
-        * I am fit to travel and have no existing medical condition to declare.
+        * 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.
         * I am fit to travel and wish to inform you of my existing medical condition(s) as follows: ____________________________.
         * I decline to make this declaration.
-  * **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.
   * **Internal implementation checklist:**
     * **Invitation:** to include notice of policy which will include assurance of confidentiality
@@ Line 71: / Line 67: @@
       * 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 (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 General Admin staff. To access the information, they will need:
@@ Line 76: / Line 79: @@
   * "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 =====