Outbound Visitors

Visit the Canadian Travel and Tourism website before you depart.

Travel Resources:

• Checklist for travelling outside Canada
• Registration of Canadians abroad
• Travel advice for students and youth
• Essential information for Canadian travellers (guidebook)
• Living abroad (guidebook)
• Returning to Canada

Information by Destination:

• Travel advice and advisories
• Canadian consular services

Health:

• Health and safety outside Canada
• Health notices by destination
• Travel-related diseases
• Travel health insurance
• Travel health kit
• Guide to healthy travel abroad

Carleton students, faculty, and staff should register in the CU-Travel Registry when participating in university related travel outside of Canada. This includes but is not limited to: international research, exchanges, field trips, internships, language training programs, conferences, and athletic competitions.

For faculty members, it is recommended that you provide your department and at least one other person a copy of your itinerary, including local contact information. The itinerary should indicate periods when you will be completely unavailable (for example, when conducting research in remote areas).

In the event of a natural disaster or emergency in your location, the university will make every effort to communicate with you as soon as possible and offer assistance. It is essential that you update the CU-Travel Registry with your travel plans and any changes as soon as they occur.

If you have any questions or concerns, please contact the International Student Services Office.

How to update your travel registry:

1. Log into your Carleton Central account
2. Select “travel registry” under “personal information”
3. Click on the “add travel” button to initiate an entry
4. Indicate the date that you will be leaving Canada and your expected return date
   1. If you are travelling to more than one international location, your expected return date should be the date you will be leaving to go to your next destination. Note that this does not apply to destinations you visit on connecting flights.
   2. Complete a separate entry with the appropriate dates for each leg of your journey.
5. If you are travelling on exchange, indicate the host institution you will be attending, but use the mailing address of the location where you will be staying
6. Indicate an emergency contact with whom Carleton officials can communicate with in the event of an emergency

Ontario Health Insurance Plan (OHIP) will always be your primary source of benefit coverage. If you travel outside of the country frequently or for extended periods of time, it is important to review your OHIP status to ensure that you have coverage while you are out of the country.

• OHIP coverage across Canada
• OHIP coverage outside of Canada

Great West Life (GWL) group benefits coverage provides out-of-country emergency care. Note that this coverage will supplement OHIP but will not subsidize it. Your OHIP coverage must be valid to access the out-of-country benefits through GWL. If you are eligible for benefits with GWL, you can review your coverage while travelling by visiting the benefits details webpage.

If you’re taking prescription medication:

• Ensure that you have an appropriate supply before leaving
• If you need more than 3 months worth, you will need to notify GWL before you refill your prescriptions
• Note that some prescriptions require pre-approval by GWL

In case of emergency, contact the GWL travel assistance location nearest you. The phone numbers, which can also be found on the back of your benefits card, are:

• Canada or the US: 1-855-222-4051
• Mexico: 0-1-800-522-0029
• Dominican Republic: 1-800-203-9530
• Cuba: 1-204-946-2946 (call direct)
• Universal countries: 1-800-9006-7555
  • To view the universal countries list, go to GroupNet for plan members or GWL
• All other countries: 1-204-946-2577 (call direct or collect)
• Long distance charges can be submitted to GWL for reimbursement
• Outside Canada, you can also contact International SOS

If you are Carleton student, you are covered by your student association plan:

• CUSA (undergraduate students)
• GSA (graduate students)

Carleton students, faculty, and staff who are travelling or living abroad have free 24/7 access to International SOS, a health and security services firm that offers medical and safety advice, and personal assistance to registrants anywhere in the world almost instantly. Services include pre-trip information, appointments with doctors, financial assistance, legal counsel, support during emergencies, and more.

Additional information is available here.

To register for an account, you will need the following information:

• Membership number: 27ACAS714670
• Username: your Carleton email address
• The International SOS contact information for your destination
• The free Assistance App

• Ensure your beneficiaries are up to date:
  • To check your current beneficiaries:
    • Go to Carleton Central and select the “employee services” tab
    • Select “benefits and deductions” and then “beneficiaries”
  • If you need to update your beneficiaries, submit the form(s) below:
    • Beneficiary Nomination Form for changes to your beneficiaries for Group Life Insurance
    • Group Coverage Change Form for changes to your beneficiaries for Optional Life Insurance
    • Pension Beneficiary Change Form for changes to your pension beneficiaries
• Prepare copies of the following documents:
  • Great West Life member card
    • Click here to print your card
    • Plan ID: 51801
    • Member number: your 9 digit employee number
  • Health card
  • Driver’s license, passport, or other government issued photo ID
• Keep important medical information with your travel documents in case of an emergency.
• Have a contact person at home:
  • Leave important details with them, including travel plans, documents, and insurance coverage
  • Consider having them check up on your home every few days
• Consider contacting the Canada Revenue Agency to find out how your travel will affects your income tax responsibilities.
• Contact Faculty Affairs for a letter confirming your sabbatical (if applicable).