Off-Campus Activity and Travel Involving Field Research
Approvals and actions required for off-campus activity and travel involving field research, field schools and field trips. Please note that all travel for field research has specific requirements to properly prepare for and document field research activity. Visit the Field Research Planning webpage for details.
If you haven't already, please assess the overall risk level for your off-campus activity or travel before proceeding.
Required Approvals
- Risk level 1 (low):
- Faculty/ Staff / Volunteers: None
- Graduate students: Supervisor
- Undergraduate students: By definition travel with undergraduate students cannot be low risk
- Risk level 2 (medium):
- Faculty/ Staff / Volunteers: Supervisor with Subject Matter Expert (SME)* review
- Graduate students: Supervisor with Safety Representative review
- Undergraduate students: Program Lead/Instructor, Supervisor with Safety Representative review
- Risk level 3 (moderate): Chair/Dean (Non Departmentalized Faculty - NDF) with Safety Representative review
- Risk level 4 (high): Chair/Dean (Non Departmentalized Faculty - NDF) with Subject Matter Expert (SME)* review
- Risk level 5 (extreme): Dean and Provost with Subject Matter Expert (SME)* input
*Subject Matter Expert (SME) may be any one of: Faculty Health and Safety Advisors; Health, Safety + Environment (HSE); Risk Management and Insurance; International Education and Enrolment.
Pre-travel Checklist
Risk level 1 (low)
Within Canada
- Complete the Checklist for Domestic or International Off-Campus Activity and Travel Involving Field Research
- Obtain all necessary approvals
- Student travel: Follow supervisor's directions as required
International Travel
- Complete the Checklist for Domestic or International Off-Campus Activity and Travel Involving Field Research
- Obtain all necessary approvals
- Register travel with International SOS (ISOS)
- Download the International SOS (ISOS) Assistance App. It provides immediate updates on incidents or advisories, as well as a point of contact for security or health assistance in the event of an incident.
- If travel was booked through Maritime Travel, ISOS registration is automatic. If travel is booked through another travel provider, register directly with ISOS following these steps using your @ualberta email address:
- Forward itinerary to: universityofalbertaTravel@itinerary.internationalsos.com
- If booking on behalf of someone, send the itinerary to the traveller and cc: universityofalbertaTravel-TO@itinerary.internationalsos.com
- Include attachments, with the original, unedited itinerary from the travel provider.
- Email confirmation will be received once the email has been processed.
- Note: If you are involved in student travel, not including travel associated with field research, and you have registered your travel in UGO, International Education and Enrolment will register your travel with ISOS.
- Student travel: Follow supervisor’s directions as required.
Risk levels 2-5 (medium to extreme)
Within Canada
- Complete/follow the Field Research Planning process and all controls as required by Field Research Office
- Obtain all necessary approvals
International Travel
- Complete/follow the Field Research Planning process and all controls as required by Field Research Office
- Obtain all necessary approvals
- Register travel with International SOS (ISOS)
- Download the International SOS (ISOS) Assistance App. It provides immediate updates on incidents or advisories, as well as a point of contact for security or health assistance in the event of an incident.
- If travel was booked through Maritime Travel, ISOS registration is automatic. If travel is booked through another travel provider, register directly with ISOS following these steps using your @ualberta email address:
- Forward itinerary to: universityofalbertaTravel@itinerary.internationalsos.com
- If booking on behalf of someone, send the itinerary to the traveller and cc: universityofalbertaTravel-TO@itinerary.internationalsos.com
- Include attachments, with the original, unedited itinerary from the travel provider.
- Email confirmation will be received once the email has been processed.
- Note: If you are involved in student travel, not including travel associated with field research, and you have registered your travel in UGO, International Education and Enrolment will register your travel with ISOS.
- Upload a Field Activity Safety Plan in the Google form