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Off-campus travel & safety

Faculty & staff preparing for international travel

International travel takes lots of planning, particularly when you’re travelling as a UVic faculty or staff member. This travel checklist will help you with planning, health & travel insurance, first aid, safety & risk considerations, documentation and more. Please give yourself ample time and complete all the necessary steps before you go.

Review UVic's travel checklist.

If you have any questions, please contact Risk Management.

Travel advisories

Check the and advisories for Canadians travelling abroad. Program coordinators should review and monitor this information regularly. Subscribe to GoC's email updates and/or social media channels. 

Review  International SOS guidance and consider phoning them to speak with their security and medical team to discuss your trip and your own personal circumstances.

UVic’s Off-campus activity risk management policy restricts staff travel to countries with an official travel advisory stating "avoid non-essential travel" and "avoid all travel." 

Additional resources:

  • for different identities (women, LGTBGIA2S+, ethnicities, disabilities, etc)
  •  - Index and tracker of LGBTQ+-discriminatory laws

Considerations for researchers

  • Border agents are entitled to search your electronic devices, such as your phones, computers or tablets, when you are entering foreign countries. They don’t need to provide a reason when requesting a password to open your device. If you refuse, they may seize your device and delay or deny entry.
  • Storing data solely on (a) laptop(s), desktop(s) device, phone poses a risk of data being lost and/or otherwise compromised. Research data can include confidential and highly sensitive information about participants and or/organizations. You should store your data on UVic servers and consider other data security  strategies. Note: if your device is lost, stolen or searched it should be reported. 
  • Some research areas may be more prone to scrutiny than others. Examples include, but are not limited to: Diversity, Equity and Inclusion-related studies, gender-related studies, vaccine-related studies.

Travel documents

It can take several months, even up to a year, depending on where you are going and what kind of experience you are planning, to complete all the necessary requirements for international travel.

Passport

  • If you need to, start the process well before your planned departure from Canada. Allow more time if you need a visa, since you’ll need to obtain a passport first. 
  • It is a good idea to keep a photocopy of your passport (and other important documents) in a separate location.
  • Check the entry/exit and passport validity requirements by country.

Travel Visas

  • Check the of your destination country.
  • Visas are issued by foreign government offices in Canada.
  • If you require a Visa and your Visa application requires proof of your UVic medical coverage, contact HR - Benefits to request a letter.
  • If you are travelling on a non-Canadian passport, contact the  for information on visa requirements.

Canada Customs

You can find information about certificates, duty, and other border services and requirements on the  website.

International Driving Permit

Depending on where (and for how long) you are going abroad, it may be advantageous to obtain an International Driving Permit (IDP). Learn how to .

Vaccinations or health checks

Based on your current health status, immunization history and anticipated itinerary, a health-care provider can assess your individual health risks and advise you on vaccination requirements, your need for preventive medication (e.g., for malaria) and personal protective measures.

For more information on immunization and contact details consult  and visit .

UVic's Travel Registry

Please login to International SOS with your NetLink ID and enter your information in the travel registry as soon as you are able to. 

By enrolling in the travel registry it enables UVic to monitor faculty and staff safety, provide updates on travel advisories from the Canadian Government, and locate and provide assistance in case of an emergency.

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.

Any personal trips or vacation scheduled are the sole responsibility of the traveller and don't need to entered in UVic's Travel Registry.

Insurance coverage

All UVic travellers are required to possess out-of-country 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.

Check if your health insurance coverage or emergency travel assistance have any limitations or restrictions associated with your planned destination, especially if you are travelling to a country with a special Government of Canada travel advisory.

Note: Certain Employee Benefits are first payee, meaning that they will be used first if you purchase other travel medical insurance coverage. Check with Human Resources to determine if your Employee Benefits are first payee and how this may impact you.

  • Visit the  website for more information on the importance of out-of-country travel insurance, and what coverage to look for. 
  • Review Medical Services Plan (MSP) coverage guidelines while out of province. You may be eligible to maintain coverage for up to 24 consecutive months while temporarily outside of BC.
  • BC Ministry of Health Information on  
  • Pack your . 
  • Pack your insurance card from your extended health insurance provider. If you don't have a printed copy, you can print it from the member website.

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.

Persons holding international passports should check with individual consular services in their home country. 

  • Obtain country-specific travel reports, as well as security and safety warnings, at the .
  • Government of Canada travel reports provide information about local laws and customs, entry requirements, health conditions, and other important travel issues.

Prepare for emergencies

UVic has partnered with International SOS, the world’s leader in international healthcare, medical assistance, and security services. 

Before you leave:

  1. Login to  with your netlink ID.
  2. Complete UVic's travel registry and review country-specific information (i.e., vaccinations, required medication, medical and travel security concerns). Sign up for health and security email alerts and download the ISOS Assistance App.
  3. Download your ISOS membership number and ISOS travel cards with important contact information for when you are abroad.
  4. Consider the potential risks and plan ahead to ensure your travel is as safe as possible. Things to consider:
    • What  are in place for your destination?
    • Research your destination. International SOS provides country-specific risks and considerations in the 'Know my risks' section of their website. 
    • Do you have lived experiences that might put you at greater risk in your destination? Consider .
    •  What kinds of hazards might you encounter and how can you prepare for them? Consider infectious diseases, theft, medical emergencies, vehicle accidents. How would you manage these?

If you are abroad and dealing with an emergency:

  1. Contact International SOS 1-215-942-8478 quoting your UVic membership ID number. They are available 24/7, accept collect calls, and can help with medical, personal, travel or legal problems that arise while abroad.
  2. Contact local authorities (check with ISOS if you are unsure whether this is appropriate) or your host organization (if applicable) for immediate assistance.
  3. Respond to any communications received by UVic. The university may reach out to you in the event of a critical incident to confirm your safety and offer resources.
  4. Maintain vigilance and follow the advice of local authorities and International SOS.

Please note: International SOS is not an insurance company. They are a travel assistance company. So even though you have free travel assistance through UVic's contract with ISOS, you are still responsible for obtaining suitable travel insurance.

Additional Resources:

  1. The Government of Canada lists various  for Canadian citizens abroad.

Off-Campus Activity Risk Management Policy

As UVic faculty or staff travelling internationally, you have certain responsibilities under UVic’s off-campus activity risk management policy. Be sure to familiarize yourself with this policy before you travel.