Steps for Students
Please follow the steps below as you prepare for your international learning experience. Complete these steps as soon as possible upon learning of your travel arrangements. Enter details into Western's travel registry no later than 3 weeks prior to travel.
If you have any questions, please review the FAQ for Students.
Steps for Students
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"), you are required to complete and submit the Special Authorization to Travel form within the first step of the Travel Registry. 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. Please refer to the frequently asked questions list and the user guide for more information on this process.
*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 form.
If you have questions about the Safety Abroad policy please contact Western International via email at firstname.lastname@example.org
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.
Once students receive their 'Certificate of Completion' from OWL, they must upload this to their Travel Registry entry in Atlas.
Note: pre-departure training is optional for those students travelling to international scholarly conferences.
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.
The travel registry is connected to individual program applications in Atlas, Western's international experience portal.
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 email@example.com
It is mandatory for students travelling on university sanctioned activities to enter important details as described below, this helps enhance safety and support for students travelling internationally.
- Dates of travel
- Travel destination and purpose of your travel
- Name(s) and contact details of your emergency contacts
- Out-of-country travel insurance information
- Confirmation that you have completed all required Pre-Departure Sessions
- 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.
All Western travellers are required to possess 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. If you have opted out of the USC/SOGS Plans, you should check to see if you have out-of-country coverage through another plan, such as your parents'.
*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).
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 arrange this cover through your credit card. As well as travel insurance, 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 reuqired 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.
Registration of Canadians Abroad (ROCA) is a free service that allows the Government of Canada to notify you in case of an emergency at home. This service also enables you to receive important information before or during a natural disaster or civil unrest.
International students and others holding international passports should check with individual consular services in their home country.
All students planning international travel should take initiative to learn about their host country and take reasonable precautions to ensure they stay healthy and safe. This includes visiting a travel clinic or consulting your own doctor about any preventative measures you can take.
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.
The Middlesex London Health Unit's Travel Immunization Clinic offers personalized risk assessments, onsite immunizations, and prescriptions for preventative medications.
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 healthy, safe and secure while they are travelling or living abroad. Resources are also available to you prior to travel to help you plan ahead.
- Government of Canada: Canadians travelling or living abroad
- Government of Canada: Country Insights (background on culture, traditions, communication, etc.)
- OHIP information
- Public Health Agency of Canada: Travel Health information
- Middlesex-London Health Unit: Travel Clinic