Your school and academic-related travel should be productive, safe and enjoyable. Travel can be a very exciting but because you may be out of your regular environment and far from your support structure, some preparedness planning is well worth it.
Learn about the culture and rules that may be significantly different from what you are use to. Ensure you have considered all the necessary medical requirements prior to leaving and know what to so if an emergency occurs.
The university’s travel registry accounts for both student and employees who are outside of Quebec for more than 24 hours on university related activities. The purpose of the travel registry is to keep you safe.
To add your name to the travel registry:
- Log into myconcordia.ca
- Click on the travel registry link in the MyConcordia menu box.
The information you provide is confidential and will only be used to help you in the event of an emergency or a natural disaster in the region where you are travelling (Policy on Travel Outside of Quebec, VPS-53).
You are required to register if you are a faculty, staff or student who is leaving the province of Quebec for more than 24 hours to:
- Participate in an academic, research or professional activity which is related to your employment.
- Participate in an academic, research or professional activity which is related to your program of study or employment and if you receive an endorsement, direct financial contribution or in-kind contribution.
- Participate in a non-academic activity that may be student or university-organized, with a view to promoting or furthering the goals, purposes or any of the missions of the university (e.g. a volunteer outreach program organized by a student group or a department of the university).
Learning about the culture, health risks, crime, visa and vaccination requirements of the countries you visit will help keep you safe and avoid problems.
- Such information is available from the Department of Foreign Affairs, Trade and Development Canada’s website.
In the event your travels involve a destination with an associated travel warning issued by the Canadian government, you will be contacted by the Office of Emergency Management and provided with a travel risk assessment.
- You may also request a travel risk assessment by contacting the Office of Emergency Management.
While travelling, you should carry an emergency contact card with you at all times. Include the number of the nearest Canadian embassy as well as the phone number for Concordia University security 1-514-848-3717. This number can be called collect 24/7 if you need assistance.
- Contact the Office of Emergency Management to receive an emergency contact card.
All staff, faculty and students who are Canadian citizens should register with Foreign Affairs and International Trade Canada. It is a free service offered by the Canadian government that keeps you connected to Canada in case of an emergency abroad or an emergency at home.
- You can register online at travel.gc.ca.
Ensuring you have adequate travel insurance coverage is your responsibility and it is mandatory if your trip falls under the guidelines stipulated in the Policy on Travel Outside of Quebec, VPS-53.
Most home insurance policies, health plans and certain credit cards claim to provide travel insurance coverage as an added feature. However the conditions, limitations and maximum claim limits may not provide adequate coverage in the event of hospitalization or medical evacuation. You should purchase a travel insurance product from a recognized and reputable insurance company. In most cases, the cost of travel insurance is an approved travel expense.
The university corporate card does NOT provide adequate travel insurance coverage but may be used to purchase a travel insurance policy. See the Policy for Travel and Other Allowable Expenses, VPF-3.
Have a safe and pleasant trip.
Your emergency management team
You can download these documents or request the printed versions from the Office of Emergency Management.