McGill.CA / McGill Abroad / Safety

Travel Exemption Request 

McGill students must avoid University sanctioned international travel to locations that are listed as "Avoid non-essential travel" or "Avoid all travel" by the Government of Canada, as stipulated in McGill’s Policy on Student Safety Abroad.

If you deem your travel to a country or region with a Global Affairs Canada travel advisory of “Avoid non-essential travel” to be essential, or if you are currently abroad in such a location and deem your continued participation in a University sanctioned international activity as essential, you must request an exemption, which covers the full length of your activity. To do so:

  1. Get confirmation of support for participation in the international activity by your supervisor or faculty advisor.
  2. Fill out the exemption request form. Be sure to include:
    • a description of the activity (including location, travel conditions if any, nature of activity).
    • a description of the routes and modes of transport that you plan to use to avoid high-risk areas.
    • the rationale for your intended travel and/or participation in the University sanctioned activity.
    • a description of avenues explored for a substitute activity and why they are not suitable.
    • a description of the measures to be undertaken to mitigate the risks. This must reference the GAC travel advisories for your location, and may include references to measures taken by local health authorities, the conditions under which the activity will take place, lodging conditions, and other relevant factors.
  3. Your request will be sent to the Dean of your Faculty for review.
  4. The Dean shall consider the request and provide the Deputy Provost with a recommendation.
  5. The Deputy Provost will communicate the final decision and any conditions that may apply to the student. 

Note: Exemption request must be made with sufficient notice to allow for a detailed evaluation process to take place, and at least 4 weeks before any travel arrangements must be booked or 2 months before travel or start of activity whichever is earlier. Please be advised that application for a travel exemption does not guarantee approval.

  • Exemptions for travel or stay in a country or region with an “Avoid all travel” advisory will not be granted.
 

Travel Advisories & McGill University sanctioned travel

A risk level is the Global Affairs Canada (GAC) - Travel Advice and Advisories official measure of the safety and security of a destination, country or region. There are four possible risk levels:

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

Regional Advisories

Risk levels may also include regional advisories. In such cases, the country may be listed “Exercise normal security precautions”, “Exercise a high degree of caution” or “Avoid non-essential travel” but contain areas within that are under a higher risk advisory. It is important to research your destination and confirm that you will not be travelling to any internal areas with an “Avoid non-essential travel” advisory, without special permission, or any areas listed as “Avoid all travel”. Regional advisories can be issued for regions, provinces, districts, cities, neighbourhoods, specific infrastructure, border areas, or proximity to certain areas of instability. If there is a regional proximity advisory for your destination, you must be sure that you do not travel within the stated distance for university-related activities.

Examples:

  • In a country that is listed as “Exercise a high degree of caution”, areas within 50km of borders are listed “Avoid all travel”. McGill students are not permitted to travel within 50km of the borders for university sanctioned activities.
  • Students may be participating in a university sanctioned activity, in city that is listed as “Exercise a high degree of caution”, that is within a country or province that has an “Avoid non-essential travel” advisory in place. If they travel through “Avoid non-essential travel” areas by land to reach the destination city, they must obtain a travel exemption.
  • A country’s regional airport is listed as “Avoid all travel”. Students must find alternatives flight routes or other means of transportation that avoid the airport.

Changes to Travel Advisories - Safety and security conditions may change either before your travel or while you are abroad.

If the travel advisory for your destination changes before your departure:
From
To
Action

Exercise normal security precautions

Exercise a high degree of caution

No modifications required.

McGill strongly suggests students stay alert and check local safety and security conditions regularly before departure.

Exercise normal security precautions

or

Exercise a high degree of caution

Avoid non-essential travel

 

Possible cancellation of activity.

McGill may cancel the university sanctioned activity. Students, who have properly completed their McGill student travel registry, will receive an email via their McGill email account. Students can contact McGill Abroad at safetyabroad [at] mcgill.ca with any questions or doubts they may have. In cases where a student and their academic supervisor deem travel to an area listed as “Avoid non-essential travel” as essential, they must apply for a travel exemption and have it approved by the Deputy Provost before moving forward with their travel plans.

Any level

Avoid all travel

 

Cancellation of activity.

McGill will cancel the university sanctioned activity. No exemptions are permitted. Students, who have properly completed their McGill student travel registry, will receive an email via their McGill email account. Students can contact McGill Abroad at safetyabroad [at] mcgill.ca with any questions or doubts they may have.

If the travel advisory for your destination changes after your departure:
From
To
Action

Exercise normal security precautions

or

 

Exercise a high degree of caution

 

Avoid non-essential travel

 

Possible activity cancellation.

Students, who have properly completed their McGill student travel registry, will receive a check-in notification via the app and email from McGill Abroad to ensure that they are safe and to provide information on support resources and instructions on next steps, which may include activity cancellation. Students must follow the instructions very carefully and respond to McGill emails via their McGill account as soon as possible, as this is the primary method of contact that McGill will use to check-in with students to offer guidance and support.

In cases where a student and their academic supervisor deem the continuation of travel to an area listed as “Avoid non-essential travel” as essential, they must apply for a travel exemption as soon as they receive instructions from McGill Abroad. Please note that application for an exemption does not guarantee approval.

Any level

Avoid all travel

 

Cancellation of activity.

 

Students, who have properly completed their McGill Student Travel registry, will receive a check-in notification via the app and email from McGill Abroad to ensure that they are safe and to provide information on support resources and instructions on next steps. Students must follow the instructions very carefully and respond to McGill emails via their McGill account as soon as possible, as those who do not respond may see their international activity cancelled.

 

McGill will cancel the university sanctioned activity for the particular location and advise students to leave until the “Avoid all travel” advisory is lifted. Students can contact McGill Abroad at safetyabroad [at] mcgill.ca with any questions or doubts they may have.
For questions, please contact safetyabroad [at] mcgill.ca.
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