1. University Wide Policy Library
  2. Administration and Operations
  3. Off-Campus Activity Safety Policy
  4. Support when Travelling Domestically or Internationally Guideline

Support when Travelling Domestically or Internationally Guideline

Final Approval Body: Senior Leadership Team (SLT)
Senior Administrative Position with Responsibility for Guideline: VP, Finance and Administration
Date Initially Approved: January 2023
Date of Last Revision, if applicable: N/A

Purpose of Guideline

The purpose of this guideline is to provide guidance on obtaining support while travelling domestically or internationally, including recommended pre-departure activities.

Note: All incidents must be reported. Please review the Reporting Procedure to understand your reporting responsibilities under the Off-Campus Activity Policy.

Domestic Travel

Domestic Travel: Non-Critical Situations or Incidents

  • If you need support for a non-critical, non-life-threatening situation (e.g., travel information, non-urgent medical appointment), please contact the host institution/ organization, for local supports and services.

Domestic Travel: Critical Incidents or Situations

  • If you need support for a critical, life-threatening situation or incident, in addition to the host organization and local supports, please contact Department of Environmental Health and Safety (613-533-2999) or the Queen’s 24-hour Emergency Report Centre (613-533-6111); collect calls will be accepted.   

International Travel

International Travel: Pre-Departure Activities

  1. Pick up a Queen's University Emergency Contact Card to take with you while traveling.  You can pick up a card at your department or faculty office, or the Department of Environmental Health and Safety.  You can also access and print a copy by logging into the Safe Travel Activity Registration Tool (START) using your Net ID.
  2. The Queen’s University Emergency Contact Card includes the Queen's ISOS membership number and the phone numbers for International SOS (ISOS) and for Queen’s Emergency Report Centre. (Collect calls will be accepted.)
  3. Queen's University has partnered with International SOS (ISOS) to provide out-of-country emergency assistance for all Queen's community members traveling on university-sanctioned activities. A network of multilingual specialists are available 24 hours a day, 365 days a year.
    1. Download the ISOS App to your mobile device.   You will use the same login and password as you create for the ISOS Portal. If you do not yet have an account, you will need to create one.  (You will need to enter the Queen's University membership number.)
    2. Download the Membership Pocket Guide.
    3. Take some time to become familiar with the International SOS portal and the ISOS Assistance App User Guide. When you are in the portal, sign up for email alerts. e.g., severe weather, political crisis, etc. in your country. (Click on the "Email Subscription" link on the top navigation bar).
    4. Check out the Women’s Travel Risk Guide (Everyone should check this out...it has great info for all!).
  4. Register as a Canadian abroad at travel.gc.ca/travelling/registration OR with your country of citizenship if you are traveling on a non-Canadian passport.
  5. Consider creating an Emergency Action Plan (PDF 165 KB).
  6. Cannabis Legalization: On October 17, 2018, recreational cannabis became legal in Canada. This, however, did not change Canada’s border rules. Taking cannabis or any product containing cannabis across Canada’s international borders is illegal and can result in serious criminal penalties both at home and abroad. This is the case even if you are travelling to places that have legalized or decriminalized cannabis. Transporting cannabis used for medical purposes is also illegal. The federal government provides detailed information on cannabis and international travel.

International Travel: Accessing Emotional Support

  • There may be occasions when you are confronted with unexpected situations when you are in a foreign country on university business or for studies. International SOS provides emotional support as part of Queen's University's International SOS membership. To access this service contact International SOS (1-215-942-8478). Collect calls will be accepted. When calling International SOS, you will need to provide the Queen's University membership number.  You can also live chat using the free ISOS App

International Travel: Non-Critical Situations or Incidents

  • If you need support for a non-critical, non-life-threatening situation or incident (e.g., travel information, non-urgent medical appointment), please contact the following for local supports and services:
    • Host institution/organization.
    • International SOS (1-215-942-8478). Collect calls will be accepted. When calling International SOS, you will need to provide the Queen's University membership number. You can also live chat using the free ISOS App
  • You can also email Queen's University Off-Campus Emergency Support Program team (ehssa@queensu.ca).

International Travel: Situation is Deteriorating

  • If you find yourself in a situation that is deteriorating, please contact the appropriate agency, listed below, for assistance/support:

International Travel: Critical Incident or Situation

  • If you need support for a critical, life-threatening situation or incident contact International SOS 1-215-942-8478 (you will need to provide the Queen's University membership number). Collect calls will be accepted. You can also live chat using the free ISOS App.

Related Policies, Procedures, Guidelines:

Accommodation of Disabilities in the Workplace Policy

Academic Accommodations for Students with Disabilities

Health and Safety Management System Policy

Policy Statement on Health and Safety

Procedures Superseded by this Procedure: N/A

Responsible Officer: VP, Finance and Administration
Contact: Director, Environmental Health and Safety
Date for Next Review: January 2028