International Travel

When faculty, staff and students register their travel with Dalhousie, it ensures that the University can respond quickly and effectively in the event of an emergency.  The process for registering travel is to:

1. Create a personal profile (with a password) with Dalhousie - International SOS Mytrips. Use your Dalhousie email address as your username and create a unique password. You only need to do this once.
2. Forward your itinerary confirmation email from your Dalhousie email address directly to: DalhousieTravel@itinerary.internationalsos.com. 

You will receive an email from International SOS that confirms registration and includes location-specific information and advice.  

Itinerary Forwarding - Quick Tips:

• Use your Dalhousie email address to book travel and forward your itinerary.
• Forward your original confirmation email without making any changes.  For example, if you receive 2 separate confirmation emails for 2 different trips, you should forward each original confirmation email separately.
• If your confirmation email includes a PDF document, ensure the PDF is included when forwarding the confirmation email.
• If you change your itinerary, forward the most recent version of the itinerary confirmation email.

If you require any assistance registering your travel, please contact the International SOS Online Help team at onlinehelp@internationalsos.com.

Canadian travellers are also expected to register with the Canadian government’s online Registration of Canadians Abroad (ROCA) system. If you are a citizen of a country other than Canada, please register your travel with the foreign office of your home country, where possible.

Risk assessment and safety plan

Managing the risks of traveling international is a shared responsibility between the University and individual travellers.  Creating a safety plan is part of managing these risks.

Students are required to create a risk assessment and safety plan [PDF-300KB] for their international travel.  Faculty and staff are strongly encouraged to do so (except for authorized travel to a Level 4 destination, where a risk assessment and safety plan are required). 

When creating a risk assessment and safety plan, you should:

• Consult the Dalhousie - International SOS landing page or speak directly with an International SOS representative 24 hours a day, 7 days a week by calling 1-215-942-8478. 
• Consult the Government of Canada’s International Travel Advice and Advisories page.
• Consult International Association for Medical Assistance to Travellers (IAMAT).

International SOS app

Travellers should also download the International SOS app. Up to date information about your destination will be sent directly to your phone. You can also “check in” via the app during travel. The tracking function on the app can be easily enabled and disabled, depending on your preference.

Travel documents & insurance

You should also ensure you have required documents and insurance coverage, including:

• Required travel documents (ex: passports, visas, permits, etc.) for your destination.
• Trip cancellation and interruption insurance: This is mandatory for students and strongly recommended for faculty and staff.
• Appropriate travel medical insurance: This is mandatory for all travellers. The policies provided to students by the Dalhousie Student Union, and to eligible faculty and staff through Dalhousie’s health benefit plan, provide appropriate coverage.
• Other appropriate travel insurance, including coverage for the loss of personal property.

In the event of a medical or security incident or emergency during travel, you should act to protect your own safety and contact International SOS as soon as possible for support and direction.  You can contact International SOS via the app or by calling 1-215-942-8478.  In such cases, International SOS will liaise with the University where necessary to ensure you receive appropriate support.

The International Travel Policy also addresses those rare situations when the University does not support high risk travel and provides a process for requesting authorization in certain situations.  These travel restrictions are based on faculty/staff or student status:

1. Undergraduate students: Travel to destinations where the Government of Canada has advised to “avoid non-essential travel” or “avoid all travel” is restricted.  There is no exception to this restriction.
2. Graduate students: Travel to destinations where the Government of Canada has advised to “avoid non-essential travel” or “avoid all travel” is not supported by the University.  In exceptional circumstances, graduate students may request authorization from the relevant Dean and Provost, following the process outlined in section D.4. of the Policy.
3. Faculty and staff: Travel to destinations where the Government of Canada has advised to “avoid all travel” is not supported by the University. In exceptional circumstances, faculty or staff members may request authorization from the relevant Dean or Administrative Head and Provost, following the process outlined in section D.4. of the Policy.

Escalation of risk rating prior to planned travel:  There may also be situations where travel has been planned to an authorized destination but the Government of Canada increases its travel advisory to a restricted level prior to travel (for example: in the event of a natural disaster or political unrest).   In such cases, the relevant Dean or Administrative Head and the Provost will consult with appropriate members of the University community in as timely a manner as possible to determine whether and in what circumstances travel may proceed.