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Off-campus travel & safety

Students preparing for international travel

UVic's off-campus activity risk management policy applies to you if you’re travelling internationally on a university-sanctioned activity; this includes conferences, research, exchange, field schools, co-op, volunteering, varsity sports and study abroad. If you’re travelling to a location with an increased travel warning, you will need to get permission to travel and undertake additional preparation for risks associated with your location.

Review UVic's travel checklist.

If you have any questions, please email Risk Management.

Review 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.

If your proposed destination is under one of these official travel warnings ("Avoid non-essential travel" or "Avoid all travel"), you (your program or your supervisor) are required to complete and submit UVic's Special Authorization to Travel form to be reviewed for approval. The approval process may take up to six months, as such it is important that you plan your travel and completion of the form accordingly.

Additional resources:

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

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.

Note: if you have UVic data (i.e., research, student information, etc.) you should work with your supervisor to ensure it is appropriately stored.

Check you 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 overseas 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 medical coverage, contact your student society.
  • 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 .

Complete pre-departure training

We recommend completing UVic pre-departure orientation for students participating in university-sanctioned travel. You will learn how to plan for your trip, ensure health and safety abroad, develop Cultural Intelligence (CQ) competencies and prepare for an emergency. 

If your international program (e.g. exchange, co-op) does not provide you with pre-departure training, you can request the course by emailing bmcallis@uvic.ca (please include your name, V#, travel destination, and program).

UVic offers a comprehensive curriculum that supports students in preparing for their international experience, develop their intercultural competencies while abroad and debrief their experiences upon return. 

Additional useful resources:

Laray Barna (1994) "

TED Talk: "" (Chimamanda Ngozi Adichie) 

TED Talk: "" (Vernā Myers)

Sign a UVic waiver

Your program director or supervisor will provide you with a country-specific waiver for your trip.

If you are travelling independently email Risk Management to obtain a UVic waiver. Please provide the following information:

  • program and course registration number
  • travel dates
  • country or countries you'll be travelling to
  • name of your UVic supervisor

Complete UVic's travel registry

All UVic students participating in university-sanctioned international activities are required to enroll in UVic’s Travel Registry prior to departing Canada. This information enables UVic to monitor student safety, update students on travel advisories from the Canadian Government, and locate and provide assistance in case of an emergency.

Please login to International SOS with your netlink ID and 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. 

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.

Students are only required to register their travel details pertaining to their university-sanctioned international activity. Any personal side trips or vacations scheduled around or outside of the university-sanctioned travel are the sole responsibility of the student.

Review insurance coverage

All UVic travellers are required to possess out-of-country travel insurance. All full-time UVic undergraduate students are automatically enrolled in the  and all full-time, on campus UVic graduate students are automatically enrolled in the , which provide out-of-country travel insurance. If you have opted out of the UVSS/GSS Plans, you need to make sure that you have out-of-country coverage through another 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, this includes but is not limited to pre-existing conditions, high risk activity, etc. 

Based on your review, you may need to purchase supplementary insurance to meet your individual needs and requirements. Visit the  for more information on the importance of out-of-country travel insurance, and what coverage to look for.

Complete the Registration of Canadians Abroad

(ROCA) is a free service that allows the Government of Canada to notify you in case of an emergency abroad or a personal 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.

Prepare for an emergency

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.