Quick Links

For Administrative Staff

On this page:
Updating a form linked to a course section | Creating a form not linked to a course section
Searching for a form | Cancelling a form | Getting access to the Travel Registry | Support


Travel Registry on Minerva for Program Administrators*

Travel Registry forms (travel form) should only be created for students whose university-related international travel activity has been approved by their academic unit or research supervisor. A travel form can be created for a group or an individual student; it can be linked to a McGill course section or independent of a course. Check with your Departmental or Faculty Student Affairs Office for details.

*Staff designated in a department or faculty office as the Program Administrator authorized to create travel registry forms for university-related international travel activities.

  1. Updating a form linked to a McGill course section
    For travel activities linked to McGill course sections, the course must be flagged as such on Banner by Enrolment Services (send an e-mail to classschedule [at] mcgill [dot] ca). Once a course is flagged, the form can be updated by the Program Administrator with details related to travel destination, vaccinations/immunizations, and group itinerary (if applicable). Note that while particular vaccinations/immunizations may be required of all participants for some programs, in which case the requirements should be listed, program administrators may prefer referring participants to a Travel Health Clinic rather than listing specific vaccinations/immunizations.
    • Login to Minerva
    • Click on Student Records Administration Menu (SR Admin tab)
    • Click on Travel Registry
    • Click on Create
    • Select the Term Code in which the activity will be taking place from the picklist
    • Enter the CRN (use the Search feature if you don’t know the CRN)
    • Click on Next
    • You are now in the form as the Program Administrator
    • At the bottom of the first page, add any required Vaccinations/Immunizations by clicking on Add Entry, otherwise click on Next
    • Complete the required fields in the Travel Activity section (you must complete this section for a group activity in order to save the form)
    • Click on Add Destination to add a Group Itinerary
    • Click on Finish to save your changes and exit the form,otherwise, click on Save and continue making changes
    • You have now created the form.To access it again use the Search button.
  2. Creating a form not linked to a McGill course section
    A travel form can be created independent of a McGill course for an approved university-related international travel activity such as a conference, research trip, workshop, internship, etc. The Program Administrator in the department or faculty office must create the form for the individual student, who will be notified via e-mail once the form has been created.
    • Login to Minerva
    • Click on Student Records Administration Menu (SR Admin tab)
    • Click on Travel Registry
    • Click on Create
    • Select the Term Code in which the activity will be taking place from the picklist
    • Enter the Student ID (use the Search feature if you don’t know the ID)
    • Select the Activity Type from the picklist
    • Click on Next
    • You are now in the form as the Program Administrator.
    • At the bottom of the first page, add any required Vaccinations/Immunizations by clicking on Add Entry, otherwise click on Next
    • You can complete the Travel Activity section on behalf of the student by filling in all the required fields, or leave them blank
    • Click on Finish to save your changes and exit the form, otherwise, click on Save and continue making changes
    • Click Yes to send an e-mail to the student informing them that a travel form has been created for them
    • You have now created the form. To access it again use the Search button.
  3. Searching for a form
    Use the Search function to retrieve travel forms you have created, or to download an Excel list containing the details of a student’s form.
    • Login to Minerva
    • Click on Student Records Administration Menu (SR Admin tab)
    • Click on Travel Registry
    • Click on Search
    • Select the Term Code to get a list of all travel activities taking place in that term, OR
    • Select the Faculty to get a list of all students in a particular faculty who are participating in travel activities. (Note: to see a list of only graduate students, select Graduate Studies as the faculty. Running a search according to Department will give you a list of both undergraduate and graduate students.) , OR
    • Enter the student’s McGill ID, if you are searching for an individual form, OR
    • Enter the CRN (or Subject code and Course Num), if you are searching for forms linked to a McGill course section, OR
    • Select the Activity Type to get a list of all travel activities based on a given type
    • Click on Search
    • Once the results are display you can click on Export to Excel to obtain a list of all the fields on the travel form for the students
  4. Cancelling a form
    If a student is not participating in a university-related international travel activity after a travel form has been created, or if you accidentally create a travel form, you can cancel the form so the student does not receive monthly e-mail reminders.
    • Login to Minerva
    • Click on Student Records Administration Menu (SR Admin tab)
    • Click on Travel Registry
    • Click on Search
    • Enter the student’s McGill ID
    • Click on Search
    • From the search results, click on the student’s name to access the form
    • At the top of the form, click on the Cancel Form link
    • Click OK, in the pop-up message box
    • The form status is now changed to Cancelled
  5. Getting access to the Travel Registry
    An e-mail request from the Faculty Security Designate must be sent to the Security Officer in Enrolment Services at sis-security [at] mcgill [dot] ca. The request must include the following details:
    • Name
    • McGill ID
    • Banner userid
    • Department or Faculty code you need access to
    • Update or query access
    You can find a list of the Faculty Security Designates on the Enrolment Services website.

Need help?
Email lauren [dot] mundy [at] mcgill [dot] ca (Support)

Funding opportunities for students studying abroad