Register for Travel


Before registering for Travel, be sure to review the information on our COVID-19 (Coronavirus) Travel and Events page. The University has imposed travel restrictions on some countries and areas.

Updated: March 13, 2020


Why Register?

All students, staff, and volunteers travelling outside of Canada for university business must register on the university's International Travel System as per the university's international travel policy. Faculty members are also strongly encouraged to do so. Note: students participating in a Study Abroad program through the International Centre will be registered through their system and are not required to register on this site.

Registration of international travel is beneficial for both the traveller and the university in the event of an emergency. In significant international emergencies, natural disasters, or terrorist attacks, it allows the university to communicate with you to determine if you need assistance. It also allows the traveller access to university resources to enable them to find the closest vetted hospital, talk with a physician in multiple languages, determine how to replace their passport, obtain travel advice, or access travel advisory information.

All travellers must also register their travel with the country who issued their passport. If you are travelling with a Canadian passport, the Registration of Canadians Abroad is a free service that allows the Government of Canada to notify you in case of an emergency abroad or a personal emergency at home. The service also enables you to receive important information before or during a natural disaster or civil unrest.

Notice: The University of Calgary has suspended all travel until September 2020, for student and non-academic staff to the following countries: China, Hong Kong, Japan, Iran, Italy, South Korea, and Singapore.


Information Needed to Register with UCalgary

Traveller's Personal Information

  • Name
  • Email address
  • UCID number
  • Passport number and country of passport issuance
  • Date of birth
  • Personal emergency contact name and phone number (this is the person the university can release information to if there is an emergency).
  • Faculty and department
  • Department contact name, phone number and email (i.e. who we would call in your department if an emergency arose)
  • Supervisor email (if they are required to be notified that you have registered)
  • Purpose of visit (see below): If purpose of visit is student exchange or study abroad you will also need the name of the foreign institution, the coordinator's name, and their email and phone number.

Destination Information

For each country of travel

  • Country
  • Arrival date and departure date
  • Whether or not you are driving a vehicle while on university business while in that country (employees only)
  • Your contact phone number and email while travelling
  • An emergency contact name and phone number in that country
  • Destinations within that country (city/town and province/state/country/region)

If Travelling to a High Risk Country

Only students and volunteers need to complete this section

  • Your department head's name and email address
  • If you are a student or volunteer, you are required to have a pre-trip briefing as well and you will need to key in the briefer's name and email address.

If Travelling to an Extreme Risk Country 

Faculty, staff, and graduate students only under specific circumstances

  • Short explanation as to why your work must be conducted in that area and either why it is critical to your success or supply the details of the university's contractual obligations (i.e. the name of the other party to the contract and the type of work that is being undertaken).
  • Copy of your travel itinerary
  • Completion of an Evacuation and Security Plan
  • Completion of a Hazard Assessment and Control Form if you are doing fieldwork outside of major centres.
  • Specific travel details and contingency arrangements
  • Your department head's name and email address

Purpose of Travel

We have listed below the options for "Purpose of Travel" on the Travel Registration System and provided further information. If you have any questions, contact us at riskmgmt@ucalgary.ca.

Business Meetings

Collaborative Programs with other Post-secondary Institution: individuals travelling outside of Canada on collaborative programs with other universities that are not exchange or study abroad programs and are not travelling during their sabbatical.

Competition - Academic: any students and the accompanying university employees travelling outside of Canada to participate in an academic competition.

Competition - Athletic: any students (including Dinos teams) and the accompanying university employees travelling outside of Canada to participate in an athletic competition.

Competition - Prototype Vehicles: any students, volunteers, or university employees travelling outside of Canada with a Schulich School of Engineering Prototype team for testing, training, or challenge purposes. 

Conference

Conference and Research

Co-op Program: students travelling outside of Canada to complete a co-op placement.

Elective - Medical: students with the Cumming School of Medicine who are travelling outside of Canada to take an elective that has been approved by their department.

Elective - Vet Med: students with the Faculty of Veterinary Medicine who are travelling outside of Canada to take an elective that has been approved by their department.

Field School/Field Trip

Global Health Projects: individuals travelling outside of Canada for projects run by the Global Health and International Partnership program.

Group Study Programs: any group travelling outside of Canada for a credit course program, including the instructor. If the program is being done through the Study Abroad Office, you may already be registered on their system (which will upload automatically to the travel registration system). Check with them before registering.

International Development Projects: individuals travelling outside of Canada for established International

Internship/Externship: any student travelling outside of Canada on an approved internship or externship. If the program is being done through the Study Abroad Office, you may already be registered on their system (which will upload automatically to the travel registration system). Check with them before registering.

Non-credit Travel Study: this includes all Continuing Education trips abroad.

PhD. Defence

Practicum: any student travelling outside of Canada on a practicum approved by their department. 

Qatar Campus Visit/Advisory Board meetings: any employee travelling on a short-term basis to the UC Qatar campus.

Qatar Employee: any employee seconded to work at the UC Qatar campus.  

Recruiting: all individuals travelling outside of Canada to undertake recruiting work for the University of Calgary.

Research or Field Work

Sabbatical: any academic staff member travelling outside of Canada during an approved sabbatical.

Service Learning: any individual travelling outside of Canada for the purposes of Service Learning that has been approved by their department. This includes groups travelling with the Leadership and Student Engagement office for international community engagement projects. This would be for non-credit purposes only.

Student Exchange: any student travelling outside of Canada for an approved student exchange program. If the program is being run through the Study Abroad Office, you may already be registered on their system (which will upload automatically to the travel registration system). Check with them before registering.

Teaching/Lecturing: employees travelling outside of Canada for the purposes of teaching or lecturing at another post-secondary institute.

Visiting Scholar

Visiting Student: students travelling outside of Canada that remain registered at the University of Calgary who will be doing courses or research, approved by their department, at another university. This does not include exchange students who are referenced above.

Other