Safety Abroad FAQs | Waterloo International

How do I know if I am covered medically through travel insurance?

If you are an undergraduate or graduate student and you have not opted out of the insurance option, you are automatically covered by the WUSA/GSA insurance coverage. Details on what is covered through this insurance plan and who to contact with questions can be found here: https://www.studentcare.ca

If you have opted out, or are not currently covered with travel insurance, you are responsible for procuring adequate travel insurance through an external provider. You may be covered by a parent/family member’s insurance plan, so check with them first.

If you are a staff or faculty member you have travel insurance provided by the University’s benefit provider Green Shield Canada (as of January 1, 2023).

We recommend that you educate yourself about what your insurance plan does, and does not, cover. You should contact your insurance provider with your questions. Safety Abroad does not require a copy of your travel insurance.

I am a program coordinator and looking to arrange international group travel. Where do I start?

As a coordinator/supervisor planning to take a group of students on an international University-sanctioned trip, the first step is to fill out the International Travel Registration Form as the Group Trip Leader, and we will reach out to you with the next steps.

You should also review the Safety Office’s detailed information for conducting Field Work. Field Work consists of authorized work, study or teaching activities which are undertaken by faculty, staff or students at a location outside of the geographical boundaries of University property. If you will be participating in significant risk field work, such as travelling overnight with undergraduate university students, you must complete the Field Work Risk Management Plan.

Do I need to include personal travel details on the International Travel Registration form?

No, Safety Abroad and the University do not need to know details of your personal travel. If you are not travelling on University-sanctioned activity, then you are not required to include that information on the form.

What if I don’t know my specific travel dates, but I have been given a deadline to fill out the International Travel Registration form?

If you do not know your specific travel dates, you may use the beginning and end dates of the activity for which you are travelling. If this is also not available to you, please input your best approximation, and confirm the specific dates with safetyabroad@uwaterloo.ca when you know them.

What happens if I don’t complete the pre-departure requirements before departure?

Failure to complete the pre-departure risk mitigation activities means that you are not in compliance with the University of Waterloo’s Safety Abroad guidelines. As a result, Safety Abroad will inform your program coordinator/supervisor that you are currently not in compliance with the University’s guidelines and that we cannot endorse travel to your destination(s).

If you have not completed the requirements, you will receive an email from Safety Abroad informing you of your non-compliant status. In order to bring yourself into compliance, you must complete the pre-departure risk mitigation activities by the deadline given to you.

Why don’t I see the Pre-Departure LEARN course on my LEARN dashboard?

You will have access to the Learn course once your Travel Registration form has been processed and you have received a confirmation email from Safety Abroad. On the LEARN homepage under Courses and Communities, click “All” to access the course content if you do not see it right away.

Who do I seek approval from for my travel? Where do I submit the approval form once completed?

To determine who should approve your travel, you can refer to the International Travel Approving Authority table. Once you have filled out the International Travel Approval form, you and your approver will keep this record for your own purposes, and you will use your chosen approver’s name and email in the appropriate section of the International Travel Registration form. You do not need to submit the approval form to Safety Abroad.

I’m departing for my trip soon but have yet to hear back about a visa I applied for and need in order to enter that country. What should I do?

It is recommended that you reach out to the nearest embassy for your destination to inquire about processing time, confirm receipt of your paperwork and request an update on when you may receive your visa. We encourage you to research whether a visa is required as soon as you know where you are travelling and apply right away as processing times can vary.

What happens if the Government of Canada (GAC) travel advisory level changes while I am at my destination?

Should the travel advisory level change while you are at your destination, your travel may need to be reassessed. If the level changes to Level 3 (Avoid non-essential travel) or Level 4 (Avoid all travel), it is now considered high-risk travel. Safety Abroad will contact you if the travel advisory level changes and your travel is considered high-risk travel with the appropriate next steps which may include engaging in the approval process for high-risk travel.

What should I do if there is an emergency?

There are several steps that you can take and resources that are available to you in the event of an emergency. We recommend that you take the following steps.

Get to a safe and secure location.
Follow the directions of local emergency services.
Follow local news for updates and developments.
Keep your communication devices charged.
Let your emergency contact know that you are safe.

You will need to determine who to contact based on the type of emergency you are experiencing.

Local emergency services	Be familiar with the local emergency contact number(s).
UW Special Constable Services	1-519-888-4911 Access is available 24 hours/day, 365 days/year. You can always call Special Constable Services if you are unsure of who to contact. Provide your name, UW ID# and contact information, and state the specific details of your situation. Special Constable Services will initiate the appropriate emergency response protocol on your behalf, by communicating with your emergency contact, faculty advisor and/or the safety abroad team.
Medical assistance	It is your responsibility to have your insurance provider's contact information. You will need to provide your policy number and/or membership number when you contact your provider.
Anvil Group	While travelling, you can contact Anvil Group’s 24/7 dedicated travel safety assistance phone line or email for help in any emergency medical, security and travel situation that you may encounter. We recommend that you program the contact information into your phone. 24/7 Assistance Number: +44 2038594459 Non-Urgent email address:uwaterloosupport@anvilgroup.com Examples of assistance include: arranging medical appointments, medical consultations, severe weather event assistance, interpretation services, lost and stolen document assistance, connect with emergency contacts and emergency document delivery. Anvil Group will notify Safety Abroad when a University of Waterloo traveller calls the assistance phone line. You may receive follow-up communication from the safety abroad team to determine if you require further assistance or resources. There may be costs associated with any assistance you receive from Anvil Group (i.e.prescription medication, hospital stays, and emergency evacuation). If costs are incurred, they will not be covered by Anvil Group and they may or may not be covered by your travel insurance.
Government of Canada (Canadian citizens and passport holders)	For urgent assistance abroad, call collect 1-613-996-8885 to reach the Emergency Watch and Response Centre, or email sos@international.gc.ca or access online.