Travel Documentation Requirements

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TRAVELLING OUTSIDE OF ONTARIO FOR COURSE CREDIT
DOCUMENTATION REQUIREMENTS
IMPORTANT NOTES STEP 1: MANDATORY INDIVIDUAL MEETING: As soon as you identify your proposed travel location, you should set-­‐up an individual meeting with Jen Landicho in the BHSc Office, MDCL 3308. Contact 905-­‐525-­‐9140 extension 22647 or [email protected] STEP 2: POST MEETING: You are required to submit a proposal and Field Trip and Electives Planning Approval Form for review and approval within a week of your individual meeting. You can find the Field Trip and Electives Planning Approval form at: http://www.workingatmcmaster.ca/med/document/RMM-­‐801-­‐Field-­‐Trip-­‐and-­‐Electives-­‐Planning-­‐and-­‐Approval-­‐Program-­‐1-­‐36.pdf STEP 3: DUE DATES: For travel outside of Ontario but within Canada, documents are due at least 6 weeks before you travel. For travel outside of Canada, documents are due at least 12 weeks before you travel. REGARDING THE APPROVAL PROCESS: All proposals for travel outside of Ontario for course credit are subject to a review process by BHSc and EOHSS. You should have a backup plan in place in case your travel request is not approved. REGARDING FINANCIAL COMMITMENTS: You should not make any financial commitments, including a flight purchase, until you have received written approval from the BHSc Office. If you make any financial commitments prior to approval, you are responsible for covering any costs such as flight cancellation fees. Printed copies of documents must be completed and submitted directly to Jen Landicho. Once all documents have been reviewed and approved, you will receive an email indicating that you are cleared to travel for course credit. If travel is not advised to your destination, your benefit coverage may not be valid. Reassess your need to travel to this area for course credit. This can happen at any point (before you travel or while you are abroad). You should also confirm health coverage and flight cancellation insurance before you travel. See: http://travel.gc.ca/travelling/advisories -­‐ 1 -­‐ last modified November 18, 2015 TRAVELLING OUTSIDE OF ONTARIO FOR COURSE CREDIT
DOCUMENTATION REQUIREMENTS
1. Contact Sheet Provide a summary of the following contact information: a) Your contact information while in Canada. Please include: phone number, mailing address, email b) Your contact information abroad Please include: phone number, mailing address, email c) Family contact information Please include: phone number, mailing address, email d) Host contact information (ex. Executive Director contact i.e. phone number, mailing address, email) 2. Project Description and Learning Objectives Provide a summary of your project description and learning objectives. 4. BHSc Safety Education Record Provide a copy of your completed Safety Education Record. Go to http://www.learnlink.mcmaster.ca/docs/SafetyRecord.pdf 5. Letter of Support from Your Host Organization The letter should be addressed to you. It should specify activity type and start/end dates. Some countries require your passport information to be included in this letter. Please check host country regulations. 6. Letter of Support from the BHSc Program We will provide you with a letter of support. You should have this with you as you travel and you may use it for your travel purposes. For example, it may be used for a visa application. 7. Travel Itinerary Provide your itinerary for academic travel only. If you choose to go early or stay later for personal travel, you do not need to include this in your itinerary. 8. Flight Information a) Provide a copy of your flight information. b) You must also demonstrate that you are aware of the terms associated with your flight purchase, specifically, cancellation fees and date modification fees. -­‐ 2 -­‐ last modified November 18, 2015 TRAVELLING OUTSIDE OF ONTARIO FOR COURSE CREDIT
DOCUMENTATION REQUIREMENTS
9. Travel Insurance Verification Provide proof of travel insurance. You should ensure that your policy covers you for the full duration of travel. 10. Residence/Accommodation Verification Provide a copy of your accommodation details. 11. Field Trip and Electives Planning Approval Program (May 2009 version of RMM #801) Must be submitted with your proposal. a) Review the entire May 2009 package. Go to http://www.workingatmcmaster.ca/med/document/RMM-­‐801-­‐Field-­‐Trip-­‐and-­‐
Electives-­‐Planning-­‐and-­‐Approval-­‐Program-­‐1-­‐36.pdf b) Complete and submit pages 10-­‐13. c) Submit an extra copy of your project description and learning objectives with these forms 12. Field Trip and Electives Planning Approval Program APPENDIX. Must be submitted with your proposal. Provide an appendix, which is a detailed version of the information outlined on page 10 of RMM #801, namely: Description of Project, Field Site & Equipment Hazard Assessment and Plan, Communications Assessment & Emergency Preparedness Plan, Environmental Assessment & Plan, Health Protection Assessment & Plan, Insurance and Waivers in Place. 13. BHSc Ethics Screening Form Provide a copy of your completed BHSc Ethics Screening Form. Go to http://www.learnlink.mcmaster.ca/docs/EthicsForm.pdf 14. Immunization(s) You must provide documentation demonstrating you have consulted with a Travel Health Clinic to discuss immunizations (ex. receipt for paid appointment with a travel physician or a clinic letter). Submit either a complete vaccination record or completed copy of the BHSc Immunization Form signed by your physician. -­‐ 3 -­‐ last modified November 18, 2015 TRAVELLING OUTSIDE OF ONTARIO FOR COURSE CREDIT
DOCUMENTATION REQUIREMENTS
Go to http://www.learnlink.mcmaster.ca/docs/ImmunizationForm.pdf If you are travelling to a country that requires yellow fever vaccination as part of the visa requirements, you must provide proof of vaccination. 15. Passport Provide a copy of your passport. Your passport must be valid for at least 6 months past your return date. 16. Visa Documents a) Provide a copy of your visa documents (if applicable). b) Provide a copy of the research you have done for your visa requirements. This includes summaries of any conversations you have had with a visa officer and/or consulate contact. If you are travelling to Ghana, be sure to consider the timing involved with obtaining a visa: The earliest you may obtain your visa is 3 weeks before your departure date. 17. TCPS 2 Tutorial Provide evidence that you have completed the TCPS 2 Tutorial. Go to http://tcps2core.ca/welcome 18. Travel Advisory Provide evidence that you have reviewed on the travel.gc.ca website for your country of travel by submitting a print out of pages reviewed. Provide evidence that you subscribe to travel updates from travel.gc.ca. Go to http://travel.gc.ca/news-­‐warnings/subscribe 19. Embassies and Consulates Directory Provide evidence that you have knowledge of your Canadian Consulate/Embassy abroad. Carry this information with you at all times. Go to http://travel.gc.ca/assistance/embassies-­‐consulates -­‐ 4 -­‐ last modified November 18, 2015 TRAVELLING OUTSIDE OF ONTARIO FOR COURSE CREDIT
DOCUMENTATION REQUIREMENTS
20. Emergency Information Provide evidence that you have reviewed the emergency information section of travel.gc.ca. Go to http://travel.gc.ca/assistance/emergency-­‐info 21. Registration of Canadian Abroad service Provide evidence that you have registered with Foreign Affairs. In this way, you can be contacted and the Government of Canada can provide assistance in case of an emergency abroad or at home. Register at: http://travel.gc.ca/travelling/registration Please send us a copy of the information you submitted upon registration. 22. Any documentation or safety training or language training required by your placement supervisor. If your placement supervisor requires you to sign any documentation or to complete any type of training before or during your placement, then, please provide a copy to the BHSc office. You should consult with us before you sign any contracts or enter any agreements with your placement supervisor so that we may help you if needed. Overall: You should know the standards of safety, customs and/or applicable laws for the area of travel before you travel. You should also review the travel tips essential for Canadian travellers available at http://travel.gc.ca/ and travelling alone tips at http://travel.gc.ca/travelling/publications/her-­‐own-­‐way You should also consider downloading the Travel Smart mobile app to your mobile device: http://travel.gc.ca IN CASE OF EMERGENCY WHILE ABROAD, CONTACT [email protected] 613-­‐996-­‐8885 OUTSIDE CANADA -­‐ 5 -­‐ last modified November 18, 2015 1-­‐800-­‐267-­‐6788 IN CANADA 
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