Steps for Faculty & Staff Leading Students

Faculty and Staff leaders who are responsible for supervising student trips abroad are asked to please follow the steps below as soon as possible once travel arrangements are confirmed. Students participating in your program must enter their travel information into Western's Travel Registry no later than 3 weeks prior to travel.  

If you have any questions, please review the FAQ for Faculty and Staff Leading Student Trips Abroad.

Steps for Faculty and Staff Leading Student Trips Abroad 

Step 1: Review Government of Canada travel advisories

The Government of Canada provides travel advice and advisories for Canadians travelling abroad. Review and monitor this information regularly. Western's Safety Abroad Policy restricts student travel to countries with an official travel advisory stating "avoid non-essential travel" and "avoid all travel."

Exceptional circumstances may be brought forward for consideration through the Special Authorization to Travel Request Form. These circumstances must demonstrate that the travel is academically essential and must include a well-developed safety plan, supported by the Faculty Dean/Academic Unit Head, and Affiliated University College where applicable. The review process may take up to 3 weeks. If approved, students authorized to travel will not be eligible for Western mobility funding. This includes, but is not limited to, the International Learning Award and Global Opportunities Award.

*Travel to countries with risk levels of "exercise normal security precautions" or "exercise a high degree of caution" does not require the use of the Special Authorization to Travel Request form.

If your proposed destination is under an official travel advisory, or if you have questions about the Safety Abroad Policy, please contact the Safety Abroad Coordinator at Western International as soon as possible to discuss your situation. Please also review the frequently asked questions list.

Step 2: Ensure you and your students have the appropriate travel documents

You and your students should review the entry requirements for your destination country(ies) as well as the passport validity requirements for your destination country(ies) well in advance. Your passports may have to be valid for up to six months after the date you enter the country you will be visiting. Check the entry/exit and passport validity requirements by country.

If anyone is holding an international passport, it needs to be ensured that the appropriate documents are held to re-enter Canada after the travel (such as a valid PR card or visa).

Step 3: Arrange safety abroad session and direct students to complete the "Safety Abroad Steps for Students"

All students participating in university-sanctioned international activities should follow these safety abroad steps (travel advisory, pre-departure training, travel registry, ISOS, insurance etc.) to help them prepare for their travel. Western International also offers a safety abroad/pre-departure session (in person or online) to your students to go over these steps in detail and answer any questions they may have. Please reach out to the Safety Abroad Coordinator to make arrangements.

Please work with Western International to ensure your students complete the following mandatory steps:

Pre-departure modules

All students participating in University sanctioned international travel must complete Western's pre-departure training, in addition to any specific training required by your international program. Western International offers this training online via OWL.

Students who have successfully achieved 80% in the final quiz will be issued with a certificate of completion. They must submit this certificate to their travel registry to confirm compliance with this requirement.

Travel Registry

Western maintains a travel registry for all students travelling abroad on university-sanctioned activities. As the activity leader, you must request that participating students enter their information into the Travel Registry in Atlas no later than 3 weeks prior to travel. If you have questions, please contact Western International via email at travelregistry@uwo.ca

Step 4: Ensure you have sufficient insurance coverage for out-of-country travel

All Western travellers are required to possess out-of-country medical and travel insurance.

Regardless of your insurance plan, it is important to review and become familiar with exactly what your plan covers, how long it lasts, and where and how it works. Be sure to ask whether the plan covers pre-existing medical conditions. Ask the company to explain the definition, limitations and restrictions of any pre-existing conditions, tests, and treatments you may have undergone.

Travellers should also review their Provincial health plan and understand the requirements for continuous coverage while abroad. Information on the Ontario Health Insurance Plan (OHIP)

Visit the Government of Canada website for more information on the importance of out-of-country travel insurance, and what coverage to look for.

In addition, please review Western's Accident/Illness/Incident Reporting obligations here.

Step 5: Obtain any required vaccinations or health checks

All those planning international travel should take initiative to learn about the possible health risks in their destination country and take reasonable precautions to ensure they stay healthy. This includes visiting a travel clinic or consulting your own doctor about any preventative measures you can take.

Be sure that your routine vaccinations, as per your province or territory, are up-to-date before travelling, regardless of your destination.

It is recommended that you be vaccinated a minimum of six weeks prior to departure so you must book vaccination appointments well in advance of the six-week minimum timeframe. Please note that certain vaccinations may require more than six weeks to administer before you travel.

Step 6: Review International SOS services for pre-departure, medical, security, and emergency needs

As part of Western's commitment to our travellers, we have invested in global medical and security assistance through International SOS. This program is designed to keep our students, faculty & staff healthy, safe and secure while they are travelling or living abroad.

All Western faculty and staff are encouraged to use International SOS (ISOS) services for pre-travel information (ie. vaccinations, required medication, medical and travel security concerns), as well as health, safety and security advice while abroad. Sign up for health and security email alerts through their website or download the ISOS Assistance App.

Step 7: Register with Canadians Abroad

Registration of Canadians Abroad (ROCA) is a free service that allows the Government of Canada to notify you in case of an emergency at your destination or a personal emergency at home. This service also enables you to receive important information before or during a natural disaster or civil unrest.

It is a service intended for Canadian citizens. Persons holding international passports should check with individual consular services in their home country.

Step 8: Review cyber security best practices for international travel

When travelling internationally, it's important to take extra precautions to protect your digital information and devices. Review these resources for cyber security tips:

These resources will help you understand potential risks and how to protect your devices and data while travelling abroad.

 

ISOS Resources


Additional Resources