Off-Campus Activity & Travel


As of March 13, 2020, Global Affairs Canada has advised Canadians to avoid all non-essential travel outside of Canada until further notice to contain the spread of COVID-19. See the University of Alberta COVID-19 Travel Directive page for more information.


The university's policy regarding off-campus activity & travel was designed to support travel that is safe, productive, and enjoyable.


University policy says that you, your department, and the University of Alberta share the responsibility for managing any risks associated with your off-campus activity.


Please note: If you are part of a Registered Student Group, you can go directly to BearsDen.

Roles & Responsibilities:

  • Organizer / Leader of the Activity or Travel

    As an organizer or leader of an off-campus activity or trip, it is critical that you identify and manage the risks associated with travel.

    If faculty, postdoctoral fellows, or staff are planning or leading off-campus activity or travel that involves students, the requirements outlined in the Off-Campus Activity & Travel Planning Tool and in the Risk Assessment for Off-Campus Travel Involving Students Procedure apply.

    You are responsible for completion of the following tasks:

    1. Review the Off-Campus Activity and Travel Policy.
    2. Complete the Off-Campus Activity & Travel Planning Tool.
    3. Complete a Field Activity Plan (for researchers).


    Please note that you must be logged in to your University of Alberta Gmail account to access the Off-Campus Activity & Travel Planning Tool, as it is a Google form. If you have problems with the online form, please contact

  • Supervisor or Approver

    Faculties, departments, units and individual travelers share responsibility with the University to assess and manage the risk of off-campus activities and travel, particularly when students are involved.

    The appropriate Dean, Chair or Vice-President may recommend that faculty, postdoctoral fellow and staff travelers cancel any off-campus activity or travel if it is believed the risks are unacceptable or unwarranted and cannot be reasonably managed.

    As the supervisor or approver, you are responsible for the following tasks:

    1. Review the Off-Campus Activity and Travel Policy.
    2. Review and sign-off on the proposed off-campus activity & travel plan, which will be submitted by the activity organizer (you will receive a copy by email).
    3. Sign off on the field activity plan and keep on file with your department (if applicable).

    As the identified supervisor, you will receive a pdf copy of the planner's submission, including the risk assessment and risk mitigation actions checklist. You should be aware of the plan and assist with risk mitigation, where needed.

  • University of Alberta

    The health, safety, and security of participants is the University of Alberta's highest priority when it comes to off-campus activities and travel. The University of Alberta has an Off-Campus Incident Response Team that can be activated to assess the implications of significant incidents, provide advice on how to handle the situation, and make recommendations for either managing the increased risks or assisting travelers in removing themselves from the situation.


    Should individuals choose to return early for personal reasons, the University is not responsible for arranging return travel or any of the associated costs. Travellers should be cautious when undertaking any activity but especially those outside of their academic pursuits and in their personal time.


    For more information about the University of Alberta's role, please review the Off-Campus Activity and Travel Policy.

International Travel Precautions

When travelling internationally, you should always be aware of your destination's safety and security conditions. Keep in mind that some regions of a country may be considered more hazardous than others.

The University of Alberta follows the advice of the Government of Canada in restricting international travel. Global Affairs Canada assesses risks associated with individual countries and rates the country (and sometimes specific regions of countries) according to one of four risk levels.

Please refer to Global Affairs Canada for updates.

Please note the Global Affairs travel health notice regarding the Ebola virus disease in the Democratic Republic of Congo (DRC) and Uganda. The World Health Organization has declared the outbreak in the DRC a Public Health Emergency of International Concern. All non-essential travel to the DRC should be avoided.

  • Level 1: Exercise normal security precautions
  • Level 2: Exercise a high degree of caution
  • Level 3: Avoid non-essential travel
  • Level 4: Avoid all travel

There are some important precautions to take when arranging international trips:

  1. Review the Off-Campus Activity and Travel Policy and complete the Off-Campus Activity & Travel Planning Tool for guidance in planning and assessing the risk of your travel
  2. Check Global Affairs Canada regularly for travel advice and advisories
  3. Ensure that you have met all applicable entry/exit requirements of your destination (eg. you may require a work visa rather than a tourist visa)
  4. Take care to respect all laws and regulations of the destination country
  5. Be sure to speak with a health professional well before travel about recommended vaccines for the destination
  6. Register with the University's UGo Off-Campus Travel Registry and Government of Canada's Registration of Canadians Abroad so that you will receive information from the University and the Government of Canada in the event of an emergency or crisis situation
  7. Use the International SOS service for further planning, travel advice, and emergency assistance
  8. Ensure that you have appropriate travel insurance in place (including emergency health insurance and personal travel insurance) and take your travel cards/contact numbers with you
  9. For more information and resources visit University of Alberta International's website about Safety & Security Abroad