International travel guide for employees

by

Support and Advice[1]

Introduction

International travel may be necessary for professional and/or research purposes, collaboration and knowledge generation, and/or for enriching educational experiences. Recent geopolitical changes mean some of our previous assumptions about cross-border and international travel may no longer be valid and require greater due diligence than in the past. This document is prepared to provide guidance to UFV employees planning international travel.

Travel Plan

Prepare a travel plan and share with your supervisor, or an appropriate resource person at the university. You are encouraged to consult with UFV International (studyabroad@ufv.ca) for advice on how to plan a safe and successful trip.

Understand Travel Advisories

Before making any international travel arrangements, assess the risk of any government travel advisories issued for your destination. Determine the level of risk associated with your travel and the reasons behind the advisory, which may include political instability, security risks, natural disasters, or health risks.

Consult Official Sources

When planning international travel, you must consult the Government of Canada’s travel advisory website for the latest updates on your destination. Read all sections, including Entry and Exit Requirements. Stay informed about any changes in advisory levels or new developments.

Documentation and Visas

Every country or territory decides who can enter or exit through its borders and neither UFV nor the Government of Canada can intervene on your behalf if you do not meet entry or exit requirements.

Ensure that all your travel documents, including passports, visas, and any required permits, are up to date and valid for the duration of your stay. Carry copies of these documents in case of loss or theft. If you are in any doubt as to the validity of your visa or travel documents, consider pre-clearance at a major airport in Canada prior to your departure; you cannot be detained by foreign border agents while in Canada.

Individual border agents often have significant discretion in making those determinations. U.S. authorities strictly enforce entry requirements. Expect scrutiny at ports of entry, including of electronic devices. Comply and be forthcoming in all interactions with border authorities. If you are denied entry, you could be detained while awaiting deportation.

Technology and Digital Devices

Consult with IT Services before you travel.

  • Make sure your devices have the latest anti-virus, encryption, firewall and program patches.
  • Consider the use of temporary phone and/or laptops for travel  contact IT Services for assistance.
  • Carefully consider what data you need and plan to bring the minimum.
  • If your device is lost or stolen, contact IT Services immediately.

For more information on how to protect your devices or request a temporary phone or laptop, visit https://www.ufv.ca/cybersecurity/stay-cybersecure-at-ufv/device-security/electronic-devices-and-travel/.

International SOS

For UFV travel as defined by Policy 237, registration with International SOS is mandatory. Please contact studyabroad@ufv.ca for more information.

For travel that falls outside the definition offered in Policy 237, registration with International SOS is not required, but is strongly encouraged. Please contact studyabroad@ufv.ca for more information.

Emergency Contact Information

Maintain a list of emergency contacts, including UFV Safety & Security, your appropriate resource person at the university, and family members. Ensure that these contacts are easily accessible during your travels.

Emergency Travel Assistance is available through UFV’s Group Benefits plan, in association with Manulife’s ETA provider, Allianz Global Assistance. Refer to the Emergency Travel Assistance brochure for complete details or contact Manulife’s Customer Service Centre directly.

 

[1] travel-security-guide-for-university-researchers-and-staff-dec-2019 PDF (univcan.ca)