20100105-Attach 13 - S2O PreparingtoVisitV6RDD-U

PREPARING
TO
VISIT AN
OPERATIONAL
THEATRE
A guide and checklist

for visitors and
Sponsors
22 April 2008
Version 6.0
Preparing To Visit an Operational Theatre
22 April 2008
Version 6.0
RESTRICTED – STAFF
CONTENTS
Page
Preparing to visit
1. Introduction 4
1.2 Risk
1.3 Visit Policy
2. Responsibilities & Definitions 6
2.1 Who does this apply to?
2.2 Who does this not apply to?
2.3 Definitions & responsibilities
2.4 Costs
3. Visit Authorisation 8
4. Medical 9
4.1 Known Allergic Reactions to Treatments/Medication & Medical
Warning Tags
4.2 Medical Standards and Assessment
4.3 Pregnancy
4.4 Pre-Existing Conditions
4.5 Medical Assessment Questionnaire
4.6 Operational Medical Card
4.7 Vaccinations
4.8 Wellness
5. Administration
5.1 Passport
5.2 Vetting
5.3 Next of Kin Form
5.4 Dog Tags
5.5 Geneva Convention Card
5.6 MOD Civilian ID Card
5.7 MOD Drivers Permit – F/MT 600 .
5.8 Self Certification form
6. Safety and Security - Pre Visit Training 14
6.1 Pre Visit Training at RTMC
6.2 Risk Management
7. Other Information 16
7.1 Kit
7.2 Allowances (MOD Personnel)
7.3 Insurance & Insurance Companies
7.4 Compensation for dependants in circumstances of death or
injury whilst on a short visit
7.5 If the visitor injures someone else whilst in an operational
theatre
7.6 Welfare Support
7.7 General Information About Operational Theatres

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8. Further Help and Information 20
Annexes
Annex A – Visit Checklist
Annex B – PJHQ Authorisation Forms
Annex C – Civilian Medical Examination Form
Annex D – Vaccination Requirements
Annex E –Next of Kin Form
Annex F – Identity Document Form
Annex G – Visitor Self Certification Form
Annex H – Example Kit List
Annex I – Visitor Travel Return
Annex J – S20 Contacts

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PREPARING FOR YOUR VISIT
1. INTRODUCTION
1.1 The Support to Operations (S2O) project review of the safety and security
arrangements for civilians in operational theatres identified the requirement to
establish a single process across MOD 1 , to enable all civilians deploying to or
visiting operational theatres to enjoy a common standard of pre-deployment
training, medical checks, equipment issue and administrative support before,
during and after deployment.
1.2 Risk
The primary consideration is risk; civilians do not have the same background
and experience as their military counterparts in terms of awareness of,
training for, and previous exposure to operational security environments. All
civilians must be suitably trained and prepared to meet the foreseeable risks
that they are likely to face, taking account of mitigating actions that may be in
place at the time.
1.3 Visit Policy
All visits must be sponsored at minimum Band B by someone who, as Visit

Sponsor, will have particular responsibilities. The processes governing visits
to operational theatres have now been revised, including those for senior staff
and other civilian VIPs and VVIPs, and are set out in this Guidance. The
important elements of the revised procedures are:
• All visits must be processed via PJHQ on a designated form, (see link
at Annex B)
• The visit will be subject to 2 essential approval processes: the first,
weighing the burden of the proposed visit on the theatre will be
considered by J3 at PJHQ in conjunction with theatre commanders; the
second, judging the balance of risk involved, will be considered by the
Command Secretary PJHQ.
• Personnel undertaking approved visits will need to meet medical
standards, undertake appropriate pre-deployment training, and engage
with a number of administrative processes such as ‘kin forming’, ID
discs, ID card, etc.
• The sponsor of any visit is responsible for ensuring that the visitor is
correctly prepared in line with this guidance, and that those visiting
theatre comply with all requirements.
1
S2O Report: Safety & Security of Mod Civil Servants on Operations 30 November 2007
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• This applies to MOD civil servants and civilian visitors, including VIPs
and OGD employees, who are sponsored by MOD. It does not affect
contractors (but see para 2.1 below), LECs or journalists for whom
separate arrangements apply.
• The sponsor of any visit is responsible for ensuring that the
visitor is correctly prepared in line with this guidance, and that
those visiting theatre comply with all requirements.
No personnel are permitted to travel to operational theatres without

proper authority issued by J3 PJHQ. All civilians must comply with this
procedure; individuals and sponsors are accountable for ensuring
compliance.
1.4 Standards
The requirements set out in this guidance represent the minimum standards
that should be applied. Individual TLBs or Agencies remain free to
supplement these, as required, for their own business needs, but are asked to
discuss all such proposals with the S2O team.
1.5 Checklist
Detailed guidance is provided in this document to assist individuals, visit

sponsors and line managers in completing all the necessary tasks prior to
visiting an operational theatre; a checklist has been provided at Annex A as
an aide-memoire.
The dynamic nature of operations means that this guidance will change
from time to time. Each time you visit you should ensure you have the
up to date version by checking the S2O Website.
Annex A: Visitors Checklist

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2. RESPONSIBILITIES & DEFINITIONS
2.1 Who does this guidance apply to?
MOD civilians visiting an operational theatre 2 . This includes:
• MOD employed civil servants, including those in trading funds and

agencies (such as DSTL, DE&S, ABRO) and MOD employed uniformed
staff (such as the Defence Fire & Rescue Service and the Ministry of
Defence Police).
• Other Government Departments’ staff seconded to the Ministry of Defence

who thereby fall under our duty of care.
• Other civilians sponsored and hosted by MOD to visit MOD operational

theatres or to use MOD force protection measures within operational
theatres (e.g. Ministers, Members of Parliament, officials from another
Government Department (OGD), consultants or contractors retained in UK
by MOD contracts normally for work in the UK etc) These, and others,
unless Command Secretary PJHQ accepts that the risk and duty of care
clearly resides with the full time employer or other agency, will fall within
the requirements of this guidance
2.2 Who does this not apply to?
• This guidance does not apply to Contractors on Deployed Operations

(CONDO), Locally Employed Civilians (LECs) or journalists who are
subject to other arrangements.
• These procedures will not apply to MOD staff visiting an operational

theatre on a visit sponsored by an OGD or Agency where the duty of care
is accepted as lying wholly or primarily with that Department. In such
cases, the MOD employee involved must ensure that the sponsoring
department informs the Command Secretary PJHQ of the proposed visit
involving MOD staff. Command Secretary PJHQ will decide in light of the
2
Currently Op TELIC, Op HERICK and Op OCULUS
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circumstances if MOD is content to waive the procedures in this guidance

in part or in full.
2.3 Definitions & Responsibilities
For clarity the following definitions and responsibilities apply throughout this
instruction.
• Personnel are defined as visiting when conducting a short term tasking or

visit on detached duty, irrespective of the time in theatre. Those being
posted to a complemented post, irrespective of the length of the posting
are classed as deploying and should refer to ‘Preparing to Deploy to an
Operational Theatre’ on the S2O website.
• Regular and Infrequent Visitors: There are two categories of visitors:

regular and infrequent. There are some differences in the process for each
category and these are highlighted in this document. A regular visitor is
classed as someone who expects to visit operational theatres more than
once a year. An infrequent visitor is someone who does not expect to
visit operational theatres more than once a year.
• Visit Sponsor: Every visit must be sponsored. The Sponsor is an MOD

Civil Servant or Military officer at minimum Band B (full Colonel or
equivalent) rank. The Sponsor of the individual or group must initiate the
process as early as possible to allow the administrative process to be
completed. The Sponsor proposes the visit and is responsible for ensuring
that prospective visits are staffed in accordance with this guidance, and
that those visiting an operational theatre comply with all requirements. For
kinforming purposes, it is the responsibility of the Sponsor to inform
the S2O Visits Officer of the travel dates in and out of Theatre for
their visitors.
Annex I: Visitor Travel Return
• Risk Owner: The PJHQ Command Secretary is the risk owner for civilians
deployed on or visiting operations and is responsible for setting the policy
framework within which risk is managed. PJHQ Command Secretary is
supported in this task by the S2O Safety and Security Manager.
• Risk Manager: The S2O Safety and Security Manager: a PJHQ based
MOD Civil Servant who has responsibility for overseeing the risk
assessment process and is the first point of contact for issues relating to
the safety and security of deployed civilians.

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• Visits Officer: The Visits Officer is informed of all civilian visits to

operational theatre will be able to assist visit sponsors and visitors ensure
all mandatory steps have been completed.
• PPPA S2O Team: The PPPA S2O team, based at PJHQ, will assist in the
administration for your visit.
• The S2O Team: The S2O team, based at PJHQ, is the MOD branch with
policy responsibility and oversight of the safety arrangements and other
issues affecting all MOD civilians deploying to, and visiting operational
theatres.
2.4 Costs
Some costs for visitors, for example those for Pre-Deployment Training and
prior medical checks at Chilwell, are covered by the programme. However, as
well as salary, costs such as travel and subsistence, hard-lying allowance,
travelling time, overtime etc fall to the local budget on which (MOD) visitors
are paid. Vaccination charges are also reimbursed against the usual salary
cost centre. Arrangements should be made by the visit Sponsor with their
budget manager to cover costs additional to salary in accordance with extant
MOD budget and finance policy. For external non-MOD visitors sponsors will
need to agree appropriate cost arrangements with their budget holder.
3. VISIT AUTHORISATION
3.1 Every civilian visit, including those of VIPs and VVIPs, must be sponsored.
The Sponsor who must be an MOD Civil Servant or Military officer of at least
Band B (full Colonel) or equivalent rank proposes the visit and accepts
responsibility for ensuring that the visitor is correctly prepared.
Visit sponsors should initiate the proposal as early as possible to allow for the
PJHQ approval and subsequent administrative processes to be completed.
To initiate a civilian visit to an operational theatre, the visit sponsor should
complete a PJHQ J3 Visits Authorisation Request Proforma.
3.2 Where the visit is entirely comprised of civilian staff, the visit sponsor should
send the completed form to the S2O Team Visits Officer (not J3 as directed
on the form) who will submit it to Command Secretary PJHQ for risk
assessment and approval. If the risk is deemed acceptable, taking account of
mitigating actions, the Proforma will be forwarded to PJHQ J3 to approve (or
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not) the proposed visit having weighed the burden of the visit on the theatre in
conjunction with theatre commanders.
3.3 Where the visit party is essentially military, with military sponsorship, but
civilian staffs are included, the form should be sent to J3 and copied to the
S2O Team Visits Officer at the same time. The Command secretary PJHQ
will consider risk issues for proposed civilian visitors in the same way, and
notify J3 of the outcome.
3.4 Once a visit authorisation is given by PJHQ J3 (the S2O team will be notified
at the same time as visitors and sponsors) the PPPA S2O Team will be
engaged to support the visit with administrative support to ensure certain pre-
visit administrative requirements are met. Training and medical checks may
then be undertaken and flight seats booked. Some of this will need to happen
in parallel, particularly for short-notice visits.
Annex B: PJHQ J3 Visits Authorisation Request Proforma
Any questions should be directed to |||||||||||||| |||||||||| in the S2O team at PJHQ
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4. MEDICAL
MOD has a duty of care to ensure that you are fit to visit an operational
theatre, bearing in mind the often testing physical and environmental
conditions on an operation. The risk of medical complications is not related to
the length of the visit. The dynamic environment means visit plans often
change and it is not possible to predict what you may be faced with; for
example, if evacuated to another location within a large theatre of operation
or, should the threat dictate it, if you are required to run at speed, carrying
considerable weight in a hot climate.
MOD needs to ensure that you are reasonably physically fit; lack of physical
fitness is, for example, a significant predisposing factor to the development of
heat illness, which could certainly be an issue in Iraq. We want you to stay
well and ensure that you are unlikely to become a burden to the operation.
MOD has therefore established a mandatory medical process.
4.1 Medical Standards and Assessment

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The required medical and fitness assessments are conducted at Reserves

Training and Mobilisation Centre, Chilwell, Nottingham (RTMC) and are valid
for 12 months. No one may visit an operational theatre without a valid
medical clearance.
Regular visitors: If you become aware of a change in your medical condition

or standard of health before your medical expires, you will be required to
undertake a further medical.
4.2 Pre Existing Conditions
Medical facilities in an operational theatre are not the same as in the UK.
Expertise to recognise and treat chronic disease will be limited compared with
facilities in the UK. As a result any condition with a high chance of
complications developing in an operational theatre is disqualifying. Examples
include:
• Anyone liable to severe allergy with a risk of exposure in an operational

theatre: it is essential to note that it is impossible to ensure a nut free
diet in most operational environments.
• Asthma requiring greater than Step 2 Management in British Guideline on
the Management of Asthma
• Ischaemic heart disease
• Poorly controlled hypertension (or hypertension requiring a variety or high
doses of medication)
• Diabetes (unless very well controlled by someone who has excellent
understanding of the condition and no complications – may still be
disqualifying to very hot climates)
• Epilepsy (unless fit free for at least 5 years)
• Conditions requiring regular specialist review (6 monthly or more frequent)
In addition, specifically for hot climates, the following may be disqualifying:
• Those on diuretics (medication that increases excretion of fluid)

• A Body Mass Index (BMI) greater than 30
• Conditions that may cause diarrhoea (such as IBS, colitis)
• Previous history of heat illness
If in doubt, please contact the PPPA S2O Team who will obtain advice on
particular medical conditions.
4.3 Pregnancy
All employers are required by the Management of Health and Safety at

Work (MHSW) Regulations 1992 (as amended) to assess the risks to health
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and safety to which their employees and others could be exposed as a result
of their undertakings.
Employers of women of childbearing age, whose workplace or work activity
could involve a risk to the health or safety of a new or expectant mother or her
baby, are specifically required by law to assess those risks. Employers must
also allow employees paid time off to attend ante-natal appointments.
Occupational risks during pregnancy might be caused by:
• lifting or carrying heavy loads
• standing or sitting for long periods
• exposure to toxic substances
• long working hours
all of which are the “norm” during operational deployments. In addition,
medical facilities in operational theatre are directed towards trauma care and
ante-natal facilities are not available. For these reasons, visiting on
operational theatre during pregnancy is not allowed.
4.4 Medical Assessment Questionnaire
This is the starting point for the medical assessment. You should print out
and complete the form and take it with you to your medical assessment.
See Annex C:Medical assessment questionnaire
4.5 Known Allergic Reactions to Treatments/Medication & Medical Warning

Tags
If you have a known allergy (eg. to pain killers, morphine, penicillin etc) you
are required to carry warning tags to ensure that any treatment administered
in an operational theatre takes account of this. Most people with allergies
already carry tags, however if these can be applied for during your medical at
RTMC Chilwell. In the interests of ensuring personal safety, you will not be
permitted to deploy without medical warning tags if they are required.
4.6 Operational Medical Card
This is to record any medical conditions or medication which an in-theatre

doctor will need to be aware of. If you are seen by a medic while in an
operational theatre, the doctor will record any treatment which your NHS
doctor will need to know about. There is no form to complete - the card will
be issued during the Medical at RTMC. On return if you have been given any
treatment by in theatre medical staff, the card the card should be handed to
your GP.
4.7 Vaccinations

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Several vaccinations are required currently before a visit to an operational

theatre. It is best to minimise the number of vaccinations given in the few
days before going to an operational theatre, so vaccination courses ideally
need to be planned well in advance. You should aim to complete as much of
this as possible through your GP – (receipted costs are reimbursed through
your pay cost centre using the miscellaneous expenses form available from
your local budget manager). Evidence of vaccinations MUST be brought
to the medical assessment at RTMC.
See Annex D:Vaccination Requirements
4.8 Wellness
Anyone visiting for more than 30 days must report to RTMC Chilwell within
five working days of their return from theatre. At Chilwell you will receive a
medical from a medical practitioner and an interview with an occupational
welfare nurse. The Department recognises that the working tempo and
environment will have been stressful and therefore needs to ensure that you
are supported after you return.
Visitors who have been in an operational theatre for less than one month,
who have received treatment at in-theatre medical facilities or who have
concerns about their health as a direct result of their trip must also report to
RTMC for an on return medical, within five working days.
If you suffer or witness any traumatic event during a visit you should seek
advice and help from your local Welfare Advisor, Occupational Health
Practitioner or General Practitioner.
Please contact |||||| ||||||||||||||| ||| ||||||||||| ||||| |||||||| |||||| |||||||| on your return from
theatre to arrange.

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5. ADMINISTRATION
Although we attempt to keep paperwork to a necessary minimum there are a

number of important, risk-led, requirements that must be completed. You
should complete the necessary forms as early as possible, perhaps as soon
as you know you might be required to visit an operational theatre.
Some of the identification items can take some time to arrive with the
PPPA S2O Team, so getting those in hand early is strongly advised.
5.1 Passport
You must take with you a full passport that is valid for at least 6 months after
your planned return to the UK. If your passport has Israeli stamps then you
may be advised to obtain a duplicate passport. Visas are not required if
travelling by military aircraft. In the event that you should need to transit to
operational theatres through other countries, such as Kuwait, or if travelling
civil air (this should be exceptional), you or your sponsor must check before
flying - when booking flights - whether you will need an appropriate visa.
5.2 Vetting
It is the responsibility of the UK Sponsor to ensure that their visitors hold all
appropriate clearances to enable them to enter establishments and attend
briefings pertaining to the visit. The UK Sponsor must forward clearance
details of the visitors to the In-Theatre Sponsor in advance of the visit.
5.3 Next of Kin Form
Before travelling to an operational theatre you MUST provide details of

your Next of Kin. The form is attached at Annex E. This information is
required to ensure that in the event of an emergency, contact can be made
quickly with your nominated primary Next of Kin or Emergency contact. You
should complete the form and return it to the Occupational Welfare Service
(OWS) the address is on the form. You should also confirm with the PPPA
S2O Team that you have done this.
You should also ensure that your HRMS record has up to date NoK
information, and that this matches the information on the NoK paper form sent
to the OWS.
You will want to consider carefully who you nominate – for example legal Next
of Kin could be an elderly parent and you may decide that in the event of
something happening whilst in an operational theatre, you would prefer

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someone else to be informed first. If this is the case, you should complete the
Emergency Contact field and state preference as to who should be contacted.
See Annex E: Appendix 1 – MOD Staff Next of Kin Form

Appendix 2 – Non-MOD Staff
5.4 ‘Dog Tags’
These are identification tags issued in order to confirm identity and blood type
in the event that you are unable to communicate that information. These
must be worn at all times in an operational theatre. You should complete the
request form for identification tags and send it to the PPPA S2O Team.
You will need to know your blood type before applying for dog tags. If
you don’t know this, most private health clinics will conduct blood type tests
as will most GPs. Should there be a charge, re-imbursement may be sought
using the MOD miscellaneous expenses form.
See Annex F: Identity Document Request Form
5.5 Geneva Convention ID Card
This identifies a person as a non-combatant civilian and not a member of the

Armed Forces; you are required to carry it. It may be suggested that some
people opposed to UK presence in some locations do not respect the Geneva
Conventions; this is not true of all groups. More importantly, the UK does
respect these conventions and expects others to do so. You should complete
the request form and send it to the PPPA S2O Team.
5.6 MOD Civilian ID card (MOD Personnel)
The MOD Civilian ID Card is part of the suite of Defence ID Cards and serves
to identify eligible Civil Servants as members of the MOD and will allow you,
where appropriate, to move around a military base unescorted. The civilian ID
card is not the same as MOD Building/Site passes (BBB passes etc).
You should obtain the MOD civilian ID card by completing the request form at
Annex F and sending it to the PPPA S2O Team. On return from an
operational theatre, you are required to return your civilian ID card to the
PPPA S2O Team (in person or by post to the address below). It will be
retained until the destruction date should you have cause to visit an
operational theatre again. If you are a regular visitor you may keep your card
but this must be agreed with the PPPA S2O Team.
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PPPA S2O Team Address - ||||||||||||||||| ||||||||||||||||||| ||||||| ||||||||||| |||||||||| ||||||||||||||||||||
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5.7 MOD Drivers Permit – F/MT 600
In a small number of cases you may be required to drive if you hold a driving
license. In such cases you are required to obtain a driving permit – F/MT 600
– prior to your arrival in an operational theatre. Your Visit Sponsor will advise
if this is required for your role. If it is, you should contact your local
Mechanical Transport (MT) establishment to arrange for your permit to be
issued by the Driving Permit Officer (DPO). Please note that you will need
both parts of your driving licence with you to obtain an F/MT 600. JSP
341 provides more information. The PPPA S2O team can provide advice if
there is difficulty finding a local MT establishment.
The security situation in the current theatres of operation means that driving
outside the confines of the Base is extremely unlikely, however civilians often
have access to vehicles to drive around the base, therefore it is highly
desirable to obtain F/MT 600.
You must report to the local in-theatre MT with your documentation BEFORE
you drive any vehicle.
5.8 Self Certification form
If you are already in possession of any of the items listed above or have
already completed any of the actions, you should complete the ‘Self-
Certification’ form and send to the PPPA S2O Team.
See Annex G: Self Certification Form

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6. SAFETY AND SECURITY
6.1 Pre Visit Training at RTMC
Anyone visiting an operational theatre is required to undertake Pre-

Deployment Training (PDT) held at the Reserves Training and Mobilisation
Centre, Chilwell, Nottingham. The course offers necessary training for
personal protection; by raising awareness of risk it may also help to mitigate
the risk visitors bring to an operational theatre. The course provides a basic
understanding of an operational theatre, the threat and how best to ensure
personal safety whilst there. The course includes an assessment of your
understanding of the security and safety issues and of your fitness level. This
assessment is passed to the S2O Safety and Security Manager to inform the
risk management process. MOD mandates completion of this course to
ensure that you are properly prepared as part of its duty of care to you, as
well as to others in an operational theatre.
The full training course is 3 days long (normally Tues–Thurs). If your visit or
visits to operational theatres amount cumulatively to 5 or more days in a 12
month period, you will be required to attend the full course. If you are an
infrequent visitor (see para 2,3) and the visit is less than 5 days, you may opt
for the first module of the course which is 1.5 days long (although it is
recommended ideally that everyone attends the full course). However, should
you be required to visit an operational theatre again within a 12 month period
and the cumulative length of the visits amounts to 5 days or more, you will be
required to attend the full course in preparation for the second visit. Potential
regular visitors are advised to attend the full course in the first instance
whenever feasible 3 .
PDT is valid for 12 months. After that you will be required to attend the course
again should you need to visit an operational theatre. This is because the
course content is adjusted on a regular basis in line with developments in
theatre, safety and security policy etc.
If your visit Sponsor has submitted a visit request and it has been approved,
you should contact the PPPA S2O Visits Officer to arrange your training.
If you know (perhaps because you are in a particular job with an ex-officio
requirement to visit operational theatres) you are likely to have to visit an
operational theatre but do not yet know your visit dates, it would do no harm
to undertake the training early, so that you are prepared. If this is the case,
you should contact the PPPA S2O Visits Officer to arrange the training.
3
These requirements are set out in the Operational Land Mounting Instructions and in the S2O Safety and Security Report.
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How will these new procedures affect urgent operational needs for civilians to
visit at short notice? S2O will always seek to accommodate genuinely short-
notice requirements and is acutely conscious of the need to balance the
Department’s requirement to adequately support its staff with its urgent
operational need to send civilian specialists at (from time to time) short notice
to key duties. Nevertheless only in very exceptional circumstances can there
be any possibility of waiving the normal training requirements and then only
following a formal written case – submitted at minimum 1 star level – to the
Command Secretary PJHQ as Risk Owner on behalf of PUS.
V/VIPs are subject to slightly different arrangements and should contact the
S2O team directly to seek guidance and organise their training.
6.2 Risk Management
Risk is addressed in several stages. It starts with the visit being cleared by J3
PJHQ and the S2O team, followed by a medical which assesses fitness to
visit, the Pre-Deployment Training course (including issue of personal
protection equipment) and necessary administration and documentation.
Your UK sponsor will be issued a ‘Safety & Security brief for civilians in
operational theatres’, which they must ensure that they use to brief you.
Once in theatre the host (theatre sponsor) should give you a theatre
threat/situational brief which completes the risk awareness process.

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7. OTHER INFORMATION
7.1 Kit
You will require MOD Personal Protection Equipment (PPE), including a

helmet, body armour, respirator and safety glasses. These will be issued
during the pre-deployment training at RTMC; they will be correctly sized and
fitted personally for you. Importantly, fitting of the respirator also includes
testing. On return from an operational theatre, the kit must be returned to the
issuing store. There is no requirement for the kit to be returned in person;
normally it is sent internally in the mail system, properly parcelled up, and
enclosing your stores receipt or other issue documentation to ensure they can
check it off against the relevant name. If returned by external post, it is your
responsibility to ensure the store receives the kit; in these circumstances it is
suggested that it is sent recorded delivery.
If you are a regular visitor you may need to retain your PPE kit. However,
PPE kit requires inspection and testing every 6 months or earlier if you
suspect it may have been damaged e.g. heavy wear and tear. You are
responsible for ensuring the kit is tested and inspected when necessary. If kit
is retained you will have to declare on the self authorisation form (Annex G)
that it has been tested as appropriate.
A list of useful clothing and personal items you might take with you on your
visit is at Annex H.
ANNEX H: Example Clothing and Personal Items List
7.2 Allowances (MOD Personnel)
Short term detached duty (overseas) claims may be submitted in the usual
way (receipted actual costs) for travel, subsistence and incidental expenses.
You may be able to claim additionally for hard lying allowance, travelling time,
where appropriate. Overtime, if claimed, must have been approved in
advance by the appropriate (UK) line manager. For visits of up to 1 month,
you may be able to claim for a proportion of the Operational Deployment
Grant (in respect of clothing necessarily purchased to meet the climatic
conditions in theatre etc) up to a maximum value of £100 (receipted actual
costs). If your visit is longer, or you travel regularly, you should seek advice
from the PPPA S2O team in the first instance.
Visitors are not eligible to receive operational allowances (ODA and OWA)
which are paid only to those deploying to a complemented post (with a
Position Number on HRMS) established by PJHQ in support of the operation.

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7.3 Insurance and Insurance Companies
You should remember to keep your insurers informed.
The fact that you will be going into a “War Zone” is a material fact that may
affect the degree of risk associated with any type of insurance and failure to
notify the insurance company could invalidate your policy. Whatever the
policy, including in support of any mortgage, you must tell your insurer or
mortgage provider before you go to an operational theatre to give the insurer
the opportunity to clarify whether or not insurance cover will remain valid, or
time for you to make special arrangements to maintain its validity. You
should seek written confirmation that you are covered to the extent that you
think you are.
7.3.1 Life Assurance
Most life assurance policies are long term contracts and depend upon the
information supplied by the policyholder at the time the policy was taken out.
A visit on official duty will not, therefore, normally affect the validity of an
existing long-term policy. There are, however, many different types of cover
on the market and the degree of cover may depend on coverage available
when the policy was originally taken out.
If an insurance company were to reject a claim under a life assurance policy

for reasons solely due to your visit to an operational area or to travel on MOD
aircraft in the performance of your duties for MOD, then MOD will indemnify
you to the extent of the benefit that would otherwise have been payable under
the policy.
However, where critical illness cover has been purchased as part of the policy
then that is normally subject to a War Risks Exclusion and any claim resulting
from an act of war would be invalid; although a claim arising from a “normal”
illness or injury might be valid even if it had occurred in a “War Zone”. You
should check this with your insurer, preferably in writing.
If you attempt to take out a life assurance policy after you have been notified
of your visit, or after you could reasonably have been expected to know that
you would be going, then the insurance company may well decline to cover
you (or withdraw cover if this has previously been agreed) or may require
payment of higher premiums (see “higher premium” below).
7.3.2 Personal accident insurance

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There are many different forms of policy wording, but in general terms most
personal accident policies are likely to include clauses which may invalidate
cover. Personal accident policies are annual policies and are subject to a
continuous requirement to notify the insurance company of any material facts
which could result in a change in the risk of injury to or death of the
policyholder. A War Risks Exclusion clause would preclude any claim
resulting from an act of war. Depending on the insurer involved and the
precise policy wording it is possible that a claim arising from a “normal”
accident might be valid even if it had occurred in a “War Zone”.
If an insurance company were to reject a claim under a personal accident

insurance policy for reasons solely due to a visit to an operational theatre, or
to travel on MOD aircraft in the performance of your duties for MOD, then
MOD will indemnify you to the extent of the benefit that would otherwise have
been payable under the policy, subject to an upper limit of £50,000.
7.3.3 Accidental death insurance
The same issues normally apply to this sort of cover as for personal accident
insurance policies. See above.
7.3.4 Household insurance
Dangers encountered by the policyholder (or a member of the family of the

policyholder) away from the property should not normally affect household
insurance.
However, if the property is left unoccupied, usually for 30 days or more, the
insurance cover in respect of loss or damage to the property may be
restricted to damage caused by a restricted range of perils: often fire,
lightning or explosion. However, it may be possible to avoid the imposition of
such restrictions by, for instance, agreeing to switch off the water, gas and
electricity, or by arranging for someone to visit the property regularly. You
should notify the insurance company of your likely absence and discuss the
options with them.
Household insurance policies often include personal liability cover as well, but
this normally relates to a person’s activities as a private individual and would
almost certainly not be valid for a deployment.
7.3.5 Medical insurance
Most Medical Insurance policies provide cover in the UK only. Some offer
cover in respect of international travel, but benefit levels may be inadequate
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for this purpose. Again, medical policies are usually subject to a War Risks
Exclusion and any claim resulting from an act of war would be invalid,
although a claim arising from a “normal” accident might be valid (if
international cover is included) even if it had occurred in a “War Zone”.
7.3.6 Higher premiums
To maintain the same level of insurance cover, you may be charged a higher
premium on your existing policies because of the deployment. You may be
entitled to MOD assistance and you should ask the insurance provider to
confirm the higher premium in writing. Reimbursement will be limited to the
additional amount of premium required to maintain the existing insurance
cover but subject to a sum assured no higher than four times your annual
salary. There are other considerations in arriving at the amount you may be
entitled to: for example, your pay must not contain an element of recognition
for the special duties and the policy must cover at least 10 years.
You may have to take out a new policy to replace an existing policy if the
existing insurer will not cover you because of your visit. In this case you may
also be able to have assistance with the additional costs. You will need to get
a range of competitive quotes and, again, only the additional premium may be
refunded (i.e. the difference between the normal premium and the premium
for the area you are deploying to). The policy must be for whole life and be
for a period of at least 10 years.
Departmental reimbursement of higher insurance premium payments will be

limited to the period of the visit. It is your responsibility to notify your insurers
promptly of the dates of your visit. MOD will not reimburse any ongoing
higher premium which is charged as a result of your failure to inform your
insurers in good time of the start and end dates of your visit.
7.4 Compensation for dependents in circumstances of death or injury whilst

on a short visit
If you are killed or injured whilst on a visit you, or your dependents, may be
entitled to compensation under the Principal Civil Service Pension Scheme
and Civil Service Injury Benefits Scheme.
Quite separately, you may be entitled to compensation from MOD under

common law if the injury was caused by a negligent act or omission on the
part of the MOD or another MOD employee. When common law
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compensation claims are submitted, they are considered on the basis of

whether or not the Ministry of Defence has a legal liability to pay
compensation. Where there is a legal liability to pay compensation we do so.
To deal with cases on any other basis would require subjective judgements to
be made that would undoubtedly lead to inconsistency and unfairness. If you
are injured by another MOD member of staff who is not on duty at the time, or
by someone not connected with MOD, then MOD is not legally able to assist
you and you will have to sue that person for compensation yourself
7.5 If the visitor injures someone else whilst in an operational theatre
If you kill or injure someone through an act of negligence in the course of your
work for MOD, then it is MOD which would have to defend against any claim
for compensation and fund any resulting payment. You would not be a party
to the legal action, although you would probably have to give evidence.
If you kill or injure someone through an act of negligence whilst you are NOT
working for MOD, e.g. during your own free time, then MOD would not be
liable and you would have to defend any claim for compensation and make
any payment yourself.
These circumstances are extremely unlikely to arise but the information

is provided for the sake of completeness.
7.6 Welfare Support
You can get help, advice and support from the PPPA Occupational Welfare
Service (OWS) at any stage during or after your visit. OWS assistance is also
available to families. For more information on the role of the OWS and the
services offered please see the Welfare section within Related links in
People Services.
7.7 MOD Civilian Conduct and Discipline while in Operational Theatres
When in an operational theatre, you will be in a military environment and will

therefore also be subject to Military Law and to local Military Standing Orders
at all times.
Usually disciplinary matters relating to civil servants in operational theatres

are referred to and handled by their line manager; however the military
Commander has the authority to order the immediate removal of any person
back to the UK.
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7.8 General Information About Operational Theatres
Guidance documents are available for each of the three operational areas
and provide detailed information about a variety of issues from security,
health, travel and environment, to life in an operational theatre. In addition
there are Cultural Appreciation and Briefing booklets available. Please refer to
the S2O website.

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8. FURTHER HELP AND INFORMATION
If you or your visit sponsor want to have additional information you should look on
the S2O section of People Services in the first instance. This is also available
through the MOD internet site by entering “People Services” on the search engine
on the main page. The S2O website has a wealth of relevant background
information; the majority is aimed at those who deploy for considerable periods to
operational theatres, but you may find some of the information of more general
interest. Any questions should be directed to |||||||||||||| |||||||||| in the S2O team at
PJHQ |||||||||||||||||||||||||||||||||||||||||||||| ||||||||||| ||||||||||||||

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RESTRICTED STAFF
ANNEX A
VISIT CHECKLIST
This checklist is to assist you in ensuring you have completed all necessary steps required
for your visit. It includes all the tasks you must complete and things you need to know before
going and on returning from an operational theatre. It’s designed so that it can be printed
and ticked off as items are completed. You should start to complete this list as soon as you
become aware you may need to visit an operational theatre. You should read the whole of
this document which will help you in completing this checklist.
PRE VISIT
1. General
I have read the document ‘Preparing To Visit an Operational Theatre’
3. Authorisation
I have completed the appropriate J3 form and submitted it to the PPPA S2O Team
(Annex B)
After my visit has been authorised, I have booked my flight and informed the PPPA
S2O Team.
4. Medical
I am aware of the pre-existing medical conditions which may prevent me from

entering an operational theatre (detailed in ‘Preparing for your Visit’)
I have arranged and received the required vaccinations
I know what blood group I am
I have successfully completed my medical assessment form and examination

(Annex C)
If relevant, RTMC Chilwell has ordered medical warning tags
I have received a medical card (F Med 965)
5. Administration
I have applied for and received identification “dog tags” (Annex F)
I have applied for and received a Geneva Convention ID Card (Annex F)
I have applied for and received a Civilian ID card (Annex F)

NB: The civilian ID card is not the same as MOD Building/Site passes
I have completed a self certification form – if relevant (Annex G)

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RESTRICTED STAFF
I have completed a next of kin and emergency contact form (Annex E)
I have checked with my visit sponsor if I need an F/MT 600, and obtained one if
required
6. Pre Visit Training
I understand what Pre-Deployment Training will cover and know when I will do this
I have completed my pre-deployment training
7. Other
I have read the example kit list (Annex H)
I have considered whether my insurance company needs to be aware that I am

visiting an operational theatre
I have considered whether my insurance cover is sufficient for my visit and made
any necessary changes
I have been issued with the required kit
I understand how conduct is dealt with in operational theatres
I understand the support which the Occupational Welfare Service can provide to
myself and my family and have noted their contact details
I have confirmed my flight details with RAF Brize Norton Tel: 01993 896643 (for
Iraq/Afghanistan) or RAF Lyneham Tel: 01249 897201 (for the Balkans) on the day
before departure.
I am aware there is theatre-specific guidance and cultural awareness guidance on

the S2O website
POST VISIT
I have returned the kit I was issued to the store who issued it, unless I am a regular
visitor
I have returned my MOD Civilian ID Card to the PPPA S2O Team for destruction,
unless I am a regular visitor
I have considered whether my insurance company needs to be aware that I have

returned
If I received any treatment, I have provided my Operational Medical Card (F Med

965) to my doctor in order to update my medical record

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YOU MUST COMPLETE THESE TASKS BEFORE YOU WILL BE ALLOWED TO

VISIT AN OPERATIONAL THEATRE.

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ANNEX B
PJHQ J3 VISITS AUTHORISATION REQUEST PROFORMA
This form can be found on the S2O Website as one of the multiple attachments to
Preparing to Visit. If you do not have access to the Defence Intranet, please contact
the PPPA S2O Team to send you a copy of the form.

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ANNEX C
CIVILIAN MEDICAL EXAMINATION FORM
This form can be found on the S2O Website as one of the multiple attachments to
Preparing to Visit. If you do not have access to the Defence Intranet, please contact
the PPPA S2O Team to send you a copy of the form.

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ANNEX D
VACCINATION REQUIREMENTS
Staff who are entering an operational theatre must keep the following vaccinations
up to date:
VACCINATION IRAQ AFGHANISTAN KOSOVO Which

staff?
Polio 9 9 9 All
Tetanus 9 9 9 All
Diphtheria 9 9 9 All
Hepatitis A 9 9 9 All
TB (BCG) 9 9 9 All
Typhoid 9 9 9 All
Malaria 9 (April to All
Chemoprophylaxis December)
Hepatitis B 9 9 9 Healthcare
staff or
staff
deploying
> 6mths
Rabies 9 9 9 Staff
working
with
animals
Below is an explanation of how long the various vaccinations last. You must ensure
that all required vaccinations will remain effective for the whole of your expected
visit. It may take time to arrange vaccinations and this will need to be planned
for so that you receive them in time.
• Polio vaccine is normally given to children at 2, 3 and 4 months, pre-school

(3-5 years) and before leaving school (15-19 years). If you have not had a
vaccination within the last ten years, you will need a booster (drops on a
sugar cube)
• Tetanus is normally given to children at six weeks, three months, five
months, 15 months, and 11 years. If you have not had a vaccination within
the last ten years, you will need a booster (injection). The Department of
Health recommendation of a total of 5 vaccinations during your lifetime does
not apply in these circumstances.
• Diphtheria is normally given to children at six weeks, three months, five
months, 15 months, and 11 years. If you have not had a vaccination within
the last ten years, you will need a booster (injection).
• NOTE - Polio, Tetanus and Diphtheria can be given as a single combined
vaccination.
• Tuberculosis (TB) The BCG vaccination used to be given routinely at age
13, although it is now targeted at high risk groups. The vaccination leaves a
characteristic scar (normally in the left upper arm). If you do not know if you
have had a BCG vaccination and do not have a “scar” you will require a test
(Heaf test) to see if you need the vaccination (Heaf test – this involves a test

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on the forearm which is read after 3-10 days. A raised red reaction shows
that no BCG is required)
• Hepatitis A One dose of hepatitis A vaccine lasts about one year, however, if
a booster dose is given within 6 to 12 months the vaccine lasts for 10 years. It
is preferable to have two doses within 12 months due to the considerably
extended period of protection.
NOTE – It takes about 4 weeks for a first dose of hepatitis A vaccine to reach
its full effect, booster doses are effective almost immediately.
• Typhoid vaccination last for 3 years, a booster is then required (lasting
another 3 years).
NOTE – It takes about 2 weeks for a first dose of typhoid vaccine to reach its
full effect, booster doses are effective almost immediately.
• Hepatitis B (for healthcare staff or long deployments >6 months) The vaccine
is given in at least three doses, and it can take up to six months for adequate
numbers of antibodies to be formed to provide immunity. Either the first two
doses are given a month apart and the third six months after the first dose; or
the first three doses a month apart followed by a fourth dose 12 months after
the first dose. A booster dose is recommended five years after the primary
course
• Rabies (for staff working regularly with animals). Three doses of vaccine are
required at 0, 7 and 28 days. Boosters are required after 2-5 years according
to the type of rabies vaccine used.
• Malaria Chemoprophylaxis – this involves taking two types of pills:
- Proguanil (trade name “Paludrine”) – 2 tablets every day
- Chloroquine (trade name “Nivaquine” or “Avloclor”) – 2 tablets once a
week. You must take BOTH types of pill commencing one week before
entering the malarial area, for the whole time you are in the malarial
area and for a full four weeks after leaving the malarial area.
NOTE – malarial chemoprophylaxis is not 100% effective and should be

combined with “bite avoidance”.

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RESTRICTED STAFF - ON COMPLETION
ANNEX E
APPENDIX 1
MOD PERSONNEL – VISITOR NEXT OF KIN/EMERGENCY CONTACT FORM
This form is for completion (IN BLOCK CAPITALS) by civilian staff visiting to an operational theatre.
When completed, it will be passed to the local welfare officer closest to the home of the person nominated
Should anything happen to you whilst you are in an operational theatre, the welfare officer will visit either
your Next of Kin or Emergency Contact to break the news. Please indicate who you would prefer to be
contacted in an emergency and update your HRMS record in line with the information provided on this
form and then either send a hard copy of it to PPPA |||||||||| ||||||||||||||| ||||||||| ||| || ||||||||||| |||||||||||| |||||||| ||||||||
|||||||| or e-mail an electronic copy to: |||||||||||||||||||||||||||||||||||||||
1. OFFICERS DETAILS
Full Name: Grade: Staff Number:
Marital Status: Home Address:
Telephone Number:
Permanent duty station in UK: Name and telephone number of UK Line
Manager:
2. EMERGENCY CONTACT DETAILS
Full Name: Relationship to Officer:
Address: Daytime telephone number:
Evening telephone number:
3. NEXT OF KIN CONTACT DETAILS
Full Name: Relationship to Officer:
In the event of an emergency I would like you to contact (tick one or both):
My Next Of Kin My Emergency Contact
4. VISIT DETAILS:
Theatre & Location:
Date of departure: Date of return (approx):
5. CONTACTS
Line Manager (name, post, number):
Visit Sponsor (name, post, number):
SIGNED: ……………………………………………………….. DATE: ………………………………………….

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ANNEX E
APPENDIX 2
NON MOD PERSONNEL – VISITOR NEXT OF KIN/EMERGENCY CONTACT FORM
This form is for completion (IN BLOCK CAPITALS) by non MOD civilian staff visiting an operational
theatre. Should anything happen to you whilst you are in an operational theatre the JCCC will contact
your employer and give them the details of your Next of Kin. Should your employer not operate a 24 hour
welfare service then the civilian police will be asked to visit your nominated contacts. Please complete
and send to the PPPA Transactional Team, ||||||||||| |||||||||||| |||||||||||||| |||||| ||||||||||| |||||||||||||||||||| |||||||| ||||||||
1. NON-MOD VISITOR DETAILS
Full Name:
Home Address:
Telephone Number:
2. EMPLOYER DETAILS
Name of Company: Line Manager:
3. NEXT OF KIN CONTACT DETAILS
Full Name: Relationship to visitor:
3. EMERGENCY CONTACT
Full Name: Relationship to visitor:
4. VISIT DETAILS:
Theatre & Location:
Date of departure: Date of return (approx):
5. MOD SPONSOR CONTACT DETAILS
Visit Sponsor (name, post, number):
9 Preparing To Visit an Operational Theatre

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SIGNED:…………………………………………………………………..DATE:………………………….

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ANNEX F
VISITOR REQUEST FOR IDENTITY DOCUMENTS
This form should be completed by all MOD civil servants visiting an operational theatre as soon as
their visit has been confirmed. If you already hold some of the identification documents, please
complete the self certification form (Annex G). Please indicate which forms of ID you require (tick
boxes):
Geneva Convention Identity Card (F-Ident 108)
ID Discs (‘DOG TAGS’)
MOD Civilian ID Card (NB: not the same as MOD Building/Site passes)
Please attach three passport photos (two for Geneva Convention ID Card and one for the Civilian
ID card)
Required for all documents:
Title…………..First name……………………………… Last name……………………...…………….……..
Staff Number (NI for Non MOD Personnel)…………………………..Date of Birth………..…………….…
Address…………………………………………………………………………………………………….………
.
………………………………………………… Phone……………………………………….……………
Destination………………………..………… Date of Posting or Visit……………………...……….…
Documents will be returned to the contact address provided above.
Required for Geneva Convention Card and Dog Tags:
Religion……………………………………………………………………………….………………….……….
Blood Group (incl Rhesus factor)……………………………………………………………… …….………..
Info required for Geneva Convention Card:
Grade…………………………………………… Place of Birth…………………………...……………..….
Colour of Eyes………………………………… Colour of hair…………………………..…………...……
Height………………………………………….. Weight………………….……………………………..…..
Distinguishing
Marks……………………………………………………………………..……………………….
TO BE COMPLETED BY THE PERSONNEL BRANCH/SPONSOR
Branch/Unit
Name……………………………………………………………………………………..………….
Branch/Unit
Address………………………………………………………………………..…………………….
…………………………………………………………………………...……………….

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Telephone No………………………………………
Date……………………….……………………………….
Please send a hard or e-copy of the completed form with photos attached to PJHQ-J8 S2O
team, ||||||||||||||||||| ||||||| ||||||||||| |||||||||| |||||||||||||||||||| ||||||||||||||||||| ||||||| |||||||

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ANNEX G
VISITOR SELF CERTIFICATION FORM
Please fill in this form if you already have some of the required items or have already
completed some of the actions required to visit an operational theatre.
I confirm that I have had a medical at RTMC Chilwell within the last 12 months
date……….…. and that since then, there has been no change in my medical
condition or standard of health
I confirm that I have a vaccination record detailing that I have received the required
vaccinations for the operational theatre I am visiting
I confirm that I have an operational medical card
If required, I confirm that I have the necessary medical warning tags
I confirm that I already have “dog tags”
I confirm that I have a Geneva Convention ID Card
I confirm that I have a Civilian ID card (NB: not the same as MOD Building/Site
passes)
I have the necessary Personal Protective Equipment (PPE) and it has been tested or
replaced as detailed above.
I confirm that my pre-deployment training is in date and expires on ……………..
I have obtained an F/MT 600 (if required)
I confirm that I have completed my Next of Kin form and forwarded it to the OWS.
Signed ………………………………………………………………………………………
Name ……………………………………………………………………………..…………
Staff Number (NI for non-MOD personnel)…………………..…………………………
Date of Visit ………………………………….
Please send a hard copy of the completed form to ||||||||||||||| |||||||| |||||||||| |||||||||||||||||||
||||||| ||||||||||| |||||||||| |||||||||||||||||||| ||||||||||||||||||| |||||||| ||||||||

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ANNEX H
EXAMPLE KIT LIST
Afghanistan Kosovo Iraq

Underwear - cotton √ √ √
Night wear √ √ √
Cotton shirts/Polo Shirts (a √ √ √
selection of short and long sleeved)
Warmer clothes for the months √ √ √
October – March as nights get
chillier.
Fleeces/Jumpers for winter √ √ √
Sturdy shoes and boots (with ankle √ √ √
protection)
Thick, winter weight socks √ √
Trousers (washable Chino-style √ √ √
and)
Waterproof jacket (Lightweight for √ √ √
Iraq and for Afghan and Balkan
summers. Heavyweight for winter
in Afghanistan and Balkans)
Cotton hat or cap √ √ √
Toiletries √ √ √
Shower shoes (sandals with ankle √ √ √
strap recommended)
Towels (towels can usually be √ √ √
purchased in theatre you should
take travel towel with you essential
for overnight stays)
Spare glasses (contact lenses may √ √ √
be uncomfortable in hot climates)
Torch √ √ √
Washing and shaving kit, including √ √ √
a small mirror
Basic first aid kit √ √ √
Sun cream and after sun cream √ √ √
Insect repellent √ √ √
Plastic bags for storing and √ √ √
separating clothes

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VISITOR TRAVEL RETURN ANNEX I
Sponsors Details:
Name:
Telephone Number:
Visitor Details:
Name:
Operational Theatre:
Travel in date*:
Travel out date*:
PJHQ J3 Authorisation Reference:
Comments:

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* For Kinforming purposes this Annex must be completed for inward and outward
journeys to and from the Operational Theatre and returned to the S2O Visits Officer
as soon as flights have been booked.
S2O CONTACTS ANNEX J
Address:
|||||||||||||||| |||||||| ||||||||||
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Visits Officer

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PREPARING

A guide and checklist

Preparing To Visit an Operational Theatre

8. Further Help and Information 20

Preparing To Visit an Operational Theatre

PREPARING FOR YOUR VISIT

1.3 Visit Policy

All visits must be sponsored at minimum Band B by someone who, as Visit

No personnel are permitted to travel to operational theatres without

Detailed guidance is provided in this document to assist individuals, visit

Annex A: Visitors Checklist

Preparing To Visit an Operational Theatre

2. RESPONSIBILITIES & DEFINITIONS

2.1 Who does this guidance apply to?

MOD civilians visiting an operational theatre 2 . This includes:

• MOD employed civil servants, including those in trading funds and

• Other Government Departments’ staff seconded to the Ministry of Defence

• Other civilians sponsored and hosted by MOD to visit MOD operational

2.2 Who does this not apply to?

• This guidance does not apply to Contractors on Deployed Operations

• These procedures will not apply to MOD staff visiting an operational

circumstances if MOD is content to waive the procedures in this guidance

2.3 Definitions & Responsibilities

• Personnel are defined as visiting when conducting a short term tasking or

• Regular and Infrequent Visitors: There are two categories of visitors:

• Visit Sponsor: Every visit must be sponsored. The Sponsor is an MOD

Annex I: Visitor Travel Return

Preparing To Visit an Operational Theatre

• Visits Officer: The Visits Officer is informed of all civilian visits to

Annex B: PJHQ J3 Visits Authorisation Request Proforma

4.1 Medical Standards and Assessment

Preparing To Visit an Operational Theatre

The required medical and fitness assessments are conducted at Reserves

Regular visitors: If you become aware of a change in your medical condition

4.2 Pre Existing Conditions

• Anyone liable to severe allergy with a risk of exposure in an operational

In addition, specifically for hot climates, the following may be disqualifying:

• Those on diuretics (medication that increases excretion of fluid)

All employers are required by the Management of Health and Safety at

4.4 Medical Assessment Questionnaire

See Annex C:Medical assessment questionnaire

4.5 Known Allergic Reactions to Treatments/Medication & Medical Warning

4.6 Operational Medical Card

This is to record any medical conditions or medication which an in-theatre

Preparing To Visit an Operational Theatre

Several vaccinations are required currently before a visit to an operational

See Annex D:Vaccination Requirements

Preparing To Visit an Operational Theatre

Although we attempt to keep paperwork to a necessary minimum there are a

5.3 Next of Kin Form

Before travelling to an operational theatre you MUST provide details of

Preparing To Visit an Operational Theatre

See Annex E: Appendix 1 – MOD Staff Next of Kin Form

5.4 ‘Dog Tags’

See Annex F: Identity Document Request Form

5.5 Geneva Convention ID Card

This identifies a person as a non-combatant civilian and not a member of the

See Annex F: Identity Document Request Form

5.6 MOD Civilian ID card (MOD Personnel)

See Annex F: Identity Document Request Form

5.7 MOD Drivers Permit – F/MT 600

5.8 Self Certification form