University of Saskatchewan

Policies

International Travel Risk Management – Academic Mobility Programs

Academic Affairs

Authorization: Board of Governors
Approval Date: Apr 8, 2005

Purpose

To ensure that university-sponsored international academic mobility programs incorporate specific measures to reduce risk and facilitate emergency response to students, faculty and staff when travelling outside Canada .

Policy

This policy applies to all university-approved international academic mobility programs designed, delivered, or organized by faculty, staff or students. These programs include: 

All university-approved international academic mobility programs must, at a minimum, incorporate the following measures to protect the well-being of students, manage risks, and support a conducive learning environment:

1)      Central information registry – All students, faculty, staff and volunteers traveling abroad as part of a University-sponsored international academic mobility program are required to provide basic information to a central database to be maintained by the Global Commons. The information shall be kept strictly confidential and used to provide the University with a record of persons abroad at any point in time to facilitate prompt response and support in the event of emergencies or issues of safety and security. Data will include

In addition, students and, if applicable, accompanying instructors will register themselves with Foreign Affairs Canada (FAC) through the Registrations of Canadian Abroad webpage at http://www.voyage.gc.ca/main/sos/rocapage-en.asp except with respect to activities and locations specified as exempt from this requirement in the Procedures and Guidelines for University Policy No. 7.01 – International Travel Risk Management - Academic Mobility Programs http://www.usask.ca/rmis/risk/international/procedures.pdf.

Students that are not eligible for registration with FAC, e.g. non-Canadians, will register with their national Embassy or High Commission in the country or countries to which they will be traveling. 

2)      Site selection – College/unit program coordinators shall give careful consideration to risk when selecting sites for international academic mobility programs. Deans and department heads are required to approve and monitor program locations based on available risk information, such as Country Travel Reports and Warnings provided by Foreign Affairs Canada, and advice from faculty and other sources with knowledge of the specific location. 

3)      Risk Assessment – All parties involved in an international program or project share the responsibility to familiarize themselves with the risks of the specific activities and countries of travel, and to make informed decisions concerning their participation.   

4)      Mandatory pre-departure orientation - Each student accepted on an international academic mobility program is required to attend orientation sessions prior to departure including: 

5)      Insurance – All students and other non-staff participants are required to provide evidence of valid out-of-country medical health insurance to the program coordinator and the Global Commons central registry service prior to travel.  The insurance must provide coverage for the full duration of travel, and include coverage for medical evacuation and repatriation. 

6)      Waivers and releases - All students and participants other than faculty and staff are required to sign a waiver, release and indemnification agreement, or alternatively an informed consent form in specific cases set out in the Procedures and Guidelines http://www.usask.ca/rmis/risk/international/procedures.pdf, in a format approved by Risk Management and Insurance Services and the Canadian Universities Reciprocal Insurance Exchange (CURIE) prior to international travel. Students are also required to sign a consent form to release information to contact persons specified in their personal informational record in the event of an emergency.

7)      Emergency and contingency plans – Program coordinators are required to prepare emergency and contingency plans in accordance with University Policy No. 3.13 – Field Work and Associated Travel Safety. Colleges and units are required to develop and maintain emergency protocol and procedures that interface with applicable University policies and emergency procedures. 

8)      Authority – The Provost and Vice President (Academic), deans, and department heads have the authority to disallow student participation in a program involving international academic mobility if the requirements of this policy have not been met. 

Procedure summary

The Procedures and Guidelines for International Travel Risk Management - Academic Mobility Programs are available at http://www.usask.ca/rmis/risk/international/procedures.pdf.

Related policies

Field Work and Associated Travel Safety

Related Documents

There are no other documents associated with this policy.

Contact Information

Contact Person: Manager, Risk Management and Insurance Services
Phone: 306-966-8788