If you’re traveling outside of Canada for university activity, you’ll need to complete UBC’s travel authorization requirements. Travel for a “university activity” includes academic purposes including any activity required for academic credit, or financially sponsored or supported by UBC. Travel typically includes exchanges, research, internships, co-op placements, conference attendance, club activity, field study, and volunteering.
Travel to different destinations require different steps, depending on risk levels. UBC uses the Government of Canada’s travel advisories to assess the risk level of a destination.
Lower-risk destinations are those with an advisory that says travellers should practice normal or increased security precautions. Students travelling to low-risk destinations need to:
- Review the online pre-departure learning modules
- Regularly review the Government of Canada’s travel advisories for your destinations
- Make sure you have travel insurance to cover emergency medical
- Complete the student safety abroad registry
- Use the travel check-list
Higher-risk destinations are those with an advisory that say travellers should avoid non-essential or all travel. Students travelling to high-risk destinations need to:
- Review the online pre-departure
- Make sure you have emergency medical travel insurance that covers travel to destinations under a high-risk travel advisory issued by a government
- Complete the student safety abroad registry
- Use the travel checklist
- Get special authorization with the Safety Abroad Advisor and your faculty.
To get special authorization, you will be required to complete a Safety Planning Record (template available in the registry) outlining the following:
- The academic necessity of completing travel to the destination
- The student’s familiarity with the destination
- A thorough risk-mitigation plan
Students submit their record to the Student Safety Abroad Advisor for review and consultation. The Student Safety Abroad Advisor coordinates with faculty for approval.
Student Safety Abroad Registry
All students travelling internationally for university activity are required to complete the Student Safety Abroad Registry. We use the information collected to ensure that students prepare for a safer trip abroad, and so that we can effectively assist in the event of an emergency. In the registry, you will be asked to enter your trip information and complete the Student Mobility Agreement. The agreement outlines the risks associated with international travel and the responsibilities of students travelling abroad.
Completing the registry should take about 15 minutes. Before you begin, make sure you have:
- Valid passport
- Emergency contact information
- Travel insurance policy provider and number
- Local contact information (your host organization if applicable and accommodation information)
You can save your registry entry and complete it later if you do not have all of the information available.
