Group Leader

Hazard Assessment

Familiarize yourself with the hazards of your destination. If you are travelling for research purposes, you must complete a hazard assessment in the Travel Authorization Form.

Government of Canada

Check the Government of Canada Travel Advice and Advisories site when you start to plan your trip and again before you leave. If the region or the country you are visiting becomes subject to a travel advisory, it may affect your travel health insurance or trip cancellation insurance or result in travel authorization being revoked.

Organize your travel documents well in advance of your trip, especially your passport and travel visa (if required). Each country’s requirements vary based on citizenship, reason for travel, length of stay and number of times you enter the country, so ensure that you understand these requirements.

Before departure, ensure that your passport is valid for at least six months after your planned date of return to Canada. Always make copies of the photo identification page of your passport and any stamped pages before travel, so that you’re prepared in case your passport is lost or stolen abroad. You may want to scan and save a copy of each of your important documents so that they’re never misplaced.

The university requires its travellers to have adequate health insurance while abroad. “Adequate” international health insurance depends on several factors, which include the types of hazards and activities facing the traveller getting to and from their destination and while there. Additional coverage may be required at the discretion of the traveller or upon the advice of the university.

Claims are paid based on “usual, reasonable and customary costs” as determined by the insurer. Typically, these are the amounts paid for a medical service in a geographic area based on what providers in the area usually charge for the same or similar medical service. Actual expenses may be higher. Travellers are responsible for paying the difference between the amount they incur, and the reasonable and customary costs reimbursed by the insurer.

It is important to take your benefits card with you when you travel in case of a medical emergency. Show it when asked for your insurance information or when filling a prescription. Travel assistance numbers are listed on the travel medical emergency insurance card. Remember to phone ahead prior to going to a hospital to see if a visit is covered.

Is travel insurance the same as health insurance?

No. Travel insurance refers to insurance that covers aspects of travel not related to health or medical emergencies such as trip cancellation, trip interruption, theft and lost luggage.

What are the limits of the university’s liability coverage during my travel?

MacEwan is only responsible for university travel, which includes travel for research, scholarly and creative activities, professional development, conferences, courses or other university-sanctioned activities. You are generally covered under the university’s liability insurance and will have access to university resources in the event of a third-party insurance claim for property damage or bodily injury. However, when you participate in activities that are not directly related to university travel, for example, sightseeing the day(s) before the start of an education abroad course or attending the symphony in the evening after a conference day, you are not covered by the university’s liability insurance, and you may be personally liable. In such instances, access to university resources may still be made available to you.

Student SAMU health insurance coverage

Students with SAMU health and dental coverage are eligible for travel medical emergency insurance. Check with the SAMU Benefits Office to find out if you are eligible. If you have questions about benefits, please email macewanplan@mystudentplan.ca or go to the Student Benefits Plan Office.

Print and take your benefit card with you when travelling (see image below).

Step 1: Register as a new user

Go to the MacEwan International SOS Communications Portal page or directly to the MyTrips page.

If you are an existing user, login to MyTrips account and go directly to Step 4.
If you have forgotten your password, click “Forgot Password” to reset.
If you need assistance, contact onlinehelp@internationalsos.com.

Step 2: Complete user registration

Enter all required information and submit. You will receive a verification email and must activate your account within 24 hours.

Use your MacEwan email address for registration. You can add multiple emails to your profile later.

Step 3: Create your profile

Once your account is activated, login to MyTrips. Enter and save all relevant information.

Step 4: Create new trip

Option A – Forward your itinerary (simple)

• After creating your MyTrips Profile, forward the itinerary confirmation emails received from airline, hotel or travel booking sites to MacEwanUniversityTravel@itinerary.internationalsos.com.
• Ensure that all details in MyTrips are up to date and correct.

Option B – Manual entry

1. Log into MyTrips.
2. Select Tools > Manual Trip Entry.
3. Select Create New Trip.

It is important that you enter as much information as possible. This includes flights, accommodation, train and ground transportation information.

• Enter the trip name (e.g., speaker conference).
• Provide the itinerary details under each tab.
• To create additional segments, select “Add Another” under each section.
• To delete segments, select “Delete” located next to the segment.
• Remember to save your information.

Step 5: View and update trip details

Click on the trip name or itinerary number from the trip list for trip details. View and update trip detail information. Save any changes.

When travelling internationally, travellers are encouraged to sign up with the Registration of Canadians Abroad service. This 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.

Medical issues

1. Contact your health insurance provider for assistance and direction.
2. Call MacEwan Security Services (1-780-497-5555) and inform them of the situation. (You will not need to disclose the illness and/or injury; however, you will be asked if it was related to the business conducted while on the trip.) You will also be asked if your emergency contact should be notified. If a traveller is missing, critically injured or deceased, the emergency contact will be contacted. Security Services accepts collect calls.

Non-medical issues

1. Contact International SOS to connect with on-the-ground resources.
2. Call MacEwan Security Services (1-780-497-5555) and inform them of the situation. You will be asked if your emergency contact should be notified. If a traveller is missing, critically injured or deceased, the emergency contact will be contacted. Security Services accepts collect calls.

If an emergency occurs while on university-related travel in Canada, contact MacEwan Security Services (1-780-497-5555), 24 hours/day, 365 days/year.

No. In the event of an accident that causes injury, the vehicle owner’s auto insurance is required to respond to all claims for bodily injury. It is not possible for MacEwan University to ensure that each employee has adequate insurance coverage; therefore, the transportation of students in personal vehicles is prohibited.

Where MacEwan University faculty or staff are required to travel locally with a student, the use of licensed taxis or public transit should be considered. Contracted transportation services (i.e., buses) should be used for larger groups. Please refrain from renting 15-passenger vans. The Alberta Government has released a bulletin citing a high incidence of rollover crashes with these vehicles.

In an emergency situation, it is recommended that an ambulance be called.

Yes, subject to appropriate departmental approvals. Vehicles may be rented and expensed in accordance with the Allowable Expenses Policy. Vehicles should be rented in the name of MacEwan University. We are aware that there are some rental agencies who will not do this. Vehicles can be rented using the renter’s name, but please ensure that you have documented departmental approval that can be attached to the rental agreement when you submit it as an expense. This documented approval may be necessary in the event of an insurance claim.

Employees should rent vehicles for the purposes of transporting students using their MacEwan P-Card. Please note that there is no vehicle rental insurance available with the use of the P-Card.

Please note that our non-owned automobile (worldwide) policy does not provide coverage for vehicles rented in the following countries: Afghanistan, Bangladesh, Belarus, Burkina Faso, Cuba, Central African Republic, Democratic Republic of the Congo, Guam, Haiti, Iran, Iraq, Israel, Ivory Coast, Libya, Macedonia, Myanmar (Burma), Nigeria, Pakistan, Russia, Saipan, Sudan, Syria, Ukraine and Yemen. If faculty or staff plan to rent vehicles in these countries, our coverage does not respond in the event of an accident.

Yes, but the University does not provide any collision or liability coverage to the student.

Yes. The University does not provide any insurance to the student to cover collision, loss or liability against third-party claims. Students renting vehicles should purchase the Collision Damage and Loss Waiver offered by the rental agency.

Yes. Any MacEwan University faculty or staff who rents a vehicle to transport students must ensure that they are properly licensed to operate the rented vehicle. A Class 4 Alberta Operator’s License is required to drive a vehicle with a passenger capacity of 15 to 24.

For questions with respect to insurance coverage, please email riskservices@macewan.ca.