HEALTH, SAFETY & ENVIRONMENT
Student & employee travel
Field studies, conferences, research, study abroad programs—MacEwan students and employees travel for many reasons. Before and during your university-related trip, you can take steps to stay safe, whether you’re travelling outside the city, the province or the country.
University travel
Step 1: Plan your trip
Prior to booking any travel, it is important to understand the risks, local environment, health care system and security precautions related to the location(s) you are visiting.
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 2: Get travel authorization
All students, faculty and staff travelling internationally must complete travel registration as outlined in the University Travel Policy.
- All international university travel must be registered and approved by the travel authorizer prior to departure.
- Students who undertake university travel, as defined in the policy, within Canada are required to register their travel.
University-related travel must be authorized before you leave on your trip. Inquire within your department and/or area about who the travel authorizer is and/or any other specific requirements.
Steps to follow for individual travel:
- Download and complete the digital MacEwan Travel Authorization Form.
- Email the Travel Authorization Form to your travel authorizer for approval and retain a copy for yourself.
- Once travel is approved, you can confirm travel bookings.
On the Travel Authorization Form, what does the statement “aspects of my travel which are not directly related or are incidental to the Purpose of Travel” mean?
Generally, this statement refers to travel completely unrelated to university-endorsed business travel. Examples of business travel include conferences, courses, other professional development, scholarly/creative activities, curricular faculty-led group travel and research.
Examples of unrelated travel include leisure travel that bookends or is inserted into the business travel. Unrelated travel falls outside the authorization process and, therefore, is not subject to hazard assessment and other controls the university has in place to meet duty of care obligations for employees traveling for MacEwan-approved activities. The university will bear no responsibility whatsoever for this travel.
Travel not directly related or incidental to the purpose of travel does not include:
- meals associated with the activity
- meals, particularly dinners, not associated with the activity, but which can be expensed
- activities organized by hosting or sponsoring bodies
- sightseeing activities organized by the group leader in faculty-led curricular travel
Travel not directly related or incidental to the purpose of travel may include:
- sightseeing not associated with the business purpose of travel
- shopping trips outside the business activity
- visits or excursions with friends or family
- other activities not organized by the hosting or sponsoring bodies that surround the business activity
The characterization of an activity as not directly related or incidental to the purpose of travel may impact:
- the response of the university’s liability insurance to indemnify you against the costs of defence and settlement for claims made against you for bodily injury and property damage
- WCB coverage for injuries you sustain during these activities
What happens next if I check YES to “I may require special arrangements before or during my travel” on the travel waiver form and who sees this request?
The waiver form is seen by the group leader who collects the Travel Authorization Form, as well as the dean or delegate who authorizes the travel. Upon receipt, the group leader follows up with you about options for managing your special arrangement needs before or during the travel. Depending on the special arrangement you require, you or your group leader may want to engage Access and Disability Resources (ADR) for advice or assistance. Please note that you do not need to disclose any diagnosis to support your need for special arrangement, but the group leader, dean or delegate requires sufficient information about the nature of your special arrangement needs to respond appropriately.
All individuals travelling in the group (with the exception of the group leader) need to provide the group leader with a signed travel waiver form by the stipulated deadline, which must be prior to the travel departure date.
Students Participating in Group Travel
Students travelling as part of a group with a designated group leader do not need to complete a Travel Authorization Form, but do need to:
- Print and sign the Travel Waiver Form (Student) and email it to the group leader.
- Contact the group leader and inquire about any specific requirements prior to travel (i.e., trip briefing and/or pre-departure orientation session).
For students travelling in SAMU groups, contact the SAMU Student Groups Manager and the Manager, Student Life.
Employees Participating in Group Travel
If you are an employee participating in group travel, but you are not the group leader (who signs and submits the Travel Authorization Form on behalf of the group), you are required to print and sign the Travel Waiver Form (Employee) and email it to the group leader prior to travel.
For types of travel and authorization requirements, refer to the Travel Matrix.
Step 3: Register your travel
All students, faculty and staff who participate in domestic or international university travel must register their trip using International SOS MyTrips.
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
- Log into MyTrips.
- Select Tools > Manual Trip Entry.
- 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.
Step 4: Prepare for departure
International SOS offers a training hub for those preparing to travel. Courses cover a wide range of topics including food and water safety, hotel safety, petty crime and more. Upon course completion, you can print a completion certificate.
To access these courses, visit the International SOS member portal and select the Training Hub icon on the right hand side of the page. Refer to International SOS Training Hub Learner Guide for more information.
Group travel may require pre-trip briefings and/or MacEwan travel orientations. Check with your group leader prior to travel.
The International SOS Assistance app should be downloaded prior to travel. Use it to receive travel alerts from your current location, call for assistance with one click, link to important medical and travel security information and live chat directly with a 24/7 medical and security specialist. Refer to Assistance App User Guide for more information.
Emergency planning is recommended for all people who travel. A Travel Emergency Preparedness Plan template is available to assist you with creating your plan.
Travellers are reminded to always keep their itinerary in MyTrips updated with local phone numbers, emergency contacts and accommodation or flight changes.
Before travelling abroad, you may need specific immunizations depending on your destination(s), the length of your stay and whether or not your routine immunizations are up-to-date. Since it can take several weeks for an immunization to protect you against a disease, you should consult a travel health clinic or your family physician two to three months before your departure. For information on recommended vaccinations for your travel destination, see Travel Vaccinations.
Step 5: Get assistance while travelling
If you find yourself in an unsafe situation or if you are injured during your trip, follow these steps.
Medical issues
- Contact your health insurance provider for assistance and direction.
- 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
- Contact International SOS to connect with on-the-ground resources.
- 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.
Familiarize yourself with the Student Travel User Guide or the Employee Travel User Guide for more information.