Search Website
Safety Abroad for Students
As you prepare for your international learning experience, please follow the steps below. Complete them as soon as possible upon confirmation of your participation in an international activity.
Register your travel with Western no later than 3 weeks prior to travel.
Please review the FAQ for Students if you have any questions
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." If your proposed destination is under an official travel advisory ("avoid non-essential travel" or "avoid all travel"), and there are exceptional circumstances for your travel plans, contact the Safety Abroad Coordinator at Western International as soon as possible to discuss your situation.
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 you have questions about the Safety Abroad Policy please contact Western International via email at safetyabroad@uwo.ca.
STEP 2: Ensure you have the appropriate travel documents
You 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 passport 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 you are holding an international passport, you should ensure that you have the appropriate documents to re-enter Canada after your travel (such as a valid PR card or visa).
STEP 3: Complete pre-departure training
You 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 passport 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 you are holding an international passport, you should ensure that you have the appropriate documents to re-enter Canada after your travel (such as a valid PR card or visa).
STEP 4: Enrol in Western's Travel Registry
All Western students participating in university-sanctioned international activities are required to enrol in Western's International Travel Registry. This information enables Western to monitor student safety, update students on travel advisories from the Canadian Government, and locate and provide assistance in case of an emergency overseas.
If your program is in Atlas, Western's international experience portal, then the Travel Registry is the last step included in your Atlas application. Please complete the Travel Registry within your application.
If you are participating in an international activity not included in Atlas, but one that has been approved, authorized, and/or supported by a Western University unit, department, staff and/or faculty member, please complete the Other University Sanctioned International Experiences application in Atlas to begin the travel registry process. Refer to the user guide for step-by-step instructions on completing the travel registry.
Please enter your information in the travel registry as soon as you are able to, and at least 3 weeks in advance of your travel date. If you have questions about this process that are not addressed in the frequently asked questions list, please email safetyabroad@uwo.ca
It is mandatory for students travelling on university sanctioned international activities to enter important details as described below, this helps enhance safety and support for students travelling internationally.
- Program dates
- Travel destination and purpose of your travel
- Name and contact details of your emergency contact
- Out-of-country travel insurance information
- Certificate of completion of the International Pre-Departure and Post-Experience Training
- Acknowledgement of Student Rights and Responsibilities
Note: Even if you don't have all your travel details arranged yet please enter what you have. You can always log back in to add more information.
STEP 5: Ensure you have sufficient insurance Coverage for Out-of-Country Travel
Medical Insurance
All Western travellers are required to possess adequate out-of-country medical insurance. OHIP or UHIP are not adequate forms of out-of-country medical insurance. All full-time Western students are automatically enrolled in the USC Health and Dental Plan (undergraduates) or SOGS Health and Dental Plan* (graduates) which provide out-of-country health insurance, unless you have opted out. To confirm your coverage under the USC or SOGS plans, ensure that you contact USC or SOGS well before your travel date. If you are not covered under the USC or SOGS plans, you will need to arrange out-of-country medical coverage through another plan, such as your parent's plan.
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)
*Graduate international students who are not permanent residents in Canada may not use their travel health coverage through the SOGS Health and Dental Plan when travelling to their country of origin. Graduate students who hold dual citizenship should contact Student Care directly to confirm coverage eligibility (Tel: 1-866-358-4435, Web: www.studentcare.ca).
Travel Insurance
It is highly recommended that you arrange for travel (in addition to medical) insurance to cover your time abroad which may cover expenses incurred due to lost baggage, flight cancellations, missed flights or other unexpected scenarios. You may have certain coverage through your Western plan, or you may arrange this through your credit card, travel agency or a parent's policy. Become familiar with exactly what your travel insurance plan covers. You should also consider purchasing refundable or flexible flights that can be changed in the event of an emergency or unexpected event. Purchasing new flights can be costly, especially if required at short notice.
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.
Visit the Government of Canada website for more information on the importance of out-of-country travel insurance and what coverage to look for.
STEP 7: Obtain any required vaccinations or health checks
All students planning international travel should take the 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 8: 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 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. International students and others holding international passports should check with individual consular services in their home country.
STEP 9: 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.
Student's Frequently Asked Questions
University sanctioned international activities refer to any undertakings involving student travel internationally that has been approved, authorized, and/or supported by a Western University unit, department, staff, and/or faculty member. These activities include: exchange, study abroad, travelling on letter of permission, summer programs, international community engaged learning, alternative spring break, internships, clinical or field placement, practicums, faculty-led programs, research, scholarly conferences, joint academic programs between Western and a partner institution.
The only exclusions are international travel facilitated through the University Students’ Council (USC) (and its affiliated clubs) and the Society of Graduate Students (SOGS). These activities will continue to be recorded through the Safety Away database.
Western’s Safety Abroad Policy states that student travel to destinations with an active Government of Canada Travel Advisory of Avoid non-essential travel or Avoid all travel will not be authorized unless exceptional circumstances exist. Please ensure that you visit the Government of Canada Travel Advice and Advisories site for the overall risk level for a country or territory based on an assessment of the nationwide safety and security situation.
If a country you are travelling to is deemed as high risk (Avoid non-essential travel or Avoid all travel), you are required to complete the Special Authorization to Travel form in conjunction with the Faculty/Supervisor/Staff member who is approving/coordinating your participation in this activity. This form must be completed as soon as possible in order for your proposed travel to be approved. The approval process may take up to 3 weeks, as such it is important that you plan your travel and completion of the form accordingly.
Within the Travel Registry Step 1, as you select your ‘Destination Country’ from the drop-down list, high-risk countries will be automatically identified and a link to the ‘Special Authorization to Travel form’ will be provided. Follow the instructions on the form to complete the necessary sections and please submit it to Western International by email (safetyabroad@uwo.ca). Final review and authorization is determined by the Vice-Provost International. You will be notified of the outcome of the authorization once a final decision has been made.
In an emergency International SOS provides all necessary emergency services including:
- Arranging medical transportation and care*
- Monitoring your condition and providing advice along the way
- Evacuating you when necessary*
- Contacting Western and your family (with consent) so they know you are in good hands
*Additional fees for services rendered.
Call 1-215-942-8478 (collect calls accepted). You can speak to International SOS staff in any language, anytime, 24/7.
Canada's international country code is 011.
If you have additional questions about the Travel Registry, please contact:
Please contact safetyabroad@uwo.ca.