Off Campus Activities/Travel

TRAVEL ALERT

In the current geopolitical climate, Canadians may be targeted by foreign actors attempting to gain access to sensitive data, and proprietary information. Regardless of your role at MRU, you could be a potential person of interest to foreign actors, so it is important that you are prepared and diligent in assessing your level of risk while travelling.

For information and useful tips to prepare and manage your trip, please see below the Guidance Documents, as well as Additional Resources sections of this page .

*All trips must be registered through the Off Campus Activity Registry Form One.

Mount Royal University is committed to supporting off campus activities while prioritizing the safety, well-being, and ethical conduct of all participants. All University travel outside of Calgary requires that the Activity Leader register through the new online Off Campus Activity Registry Form One, located under the Off Campus Activity Forms section below.

The Off Campus Activity Registry Form One provides a means for the University to be able to track the whereabouts of faculty, staff and students when traveling for University sanctioned activities. The form also guides the Activity Leader through a high-level risk assessment, based on their inputs and type of activity. A more in-depth risk assessment can be completed using an existing mechanism approved within the Faculty/Department, or the new Risk Assessment Template, found under the Off Campus Activity Guidance Documents section below.

Participants of off campus activities must comply and conduct themselves in accordance with the Off Campus Activity Safety Policy and Procedures. This includes documented approval from a Faculty/Department Head which is embedded into the Off Campus Activity Registry Form.

Upon completion of an off campus activity, participants have an opportunity to provide feedback to the University via the Feedback Evaluation Form. If an incident or near miss occurs, it can be reported through the Post Activity Incident Report Form. Both of these forms are located under the Off Campus Activity Forms section below.

For any questions or assistance with completing the forms or risk assessment, please contact the Risk Management Department (riskmanagement@mtroyal.ca).

Forms

Off Campus Activity Registry Form One
All University travel outside of Calgary requires that the Activity Leader complete the Off Campus Activity Registry Form One.

Informed Consent and Acknowledgement of Risk Form
The Activity Leader must fill in the risks section of the Informed Consent and Acknowledgement of Risk Form. Once customized, each student participant is briefed and required to sign the Form. A copy of this Form must be kept in the respective department for a period of 10 years under FOIP.

Feedback Evaluation Form
All participants have an opportunity to provide feedback to the University via the Feedback Evaluation Form.

Post Activity Incident Report Form
At the conclusion of an activity in which an incident occurred, the Post Activity Incident Report Form must be completed by the Activity Leader, no later than ten (10) days following the completion of the activity.

Guidance Documents

Travel Considerations
Guidance on things to consider when planning to travel for your off campus activity. These considerations apply to domestic and international travel.

Risk Assessment Guidance
Examples of low, medium and high risk off campus activities and factors to consider when assessing the risks associated with your activity.

Emergency Response Planning Guidance
Guidance on things to consider when preparing an emergency response plan specific to your off campus activity.

Risk Assessment Template
Excel document that can be used to evaluate the risks associated with your off campus activity. The risk category factors to consider can be found within the Risk Assessment Guidance document.

Additional Resources

MRU Information Technology Services - Working Off Campus

Safeguarding MRU Research - Traveling Securely

Off Campus Activity Safety Policy

Off Campus Activity Safety Procedures

Academic Accommodations for Students Experiencing Disabilities Procedures

Travel and Expense Procedures

Government of Canada Registration of Canadians Abroad
Free service that allows the Government of Canada to notify you in case of an emergency at your destination or a personal emergency at home. The service also enables you to receive important information before or during a natural disaster or civil unrest.

International SOS
Our membership with International SOS provides access to international healthcare, medical assistance and security services. Please contact the Risk Management Department (riskmanagement@mtroyal.ca) for membership details.

Foreign Affairs Canada
Provides information, travel advice and travel advisories by country.

Public Health Agency of Canada
Provides information on travel health notices, travel advice and advisories and tips for healthy travel.

U.S. Centers for Disease Control and Prevention – Travelers’ Health
Provides advise for travelers and information based on destination, including travel health notices and vaccine recommendations.

Insurance FAQs

Medical and Accident Insurance

Participants in off campus activities should evaluate the required level of insurance needed to cover potential medical emergencies within Canada and abroad. Coverage against sickness or accidental injury, hospitalisation, doctor's expenses, medicine and drugs, etc. is provided to MRU employees and students by a combination of Alberta Health Care Insurance Plan (AHCIP), group health benefits and accident insurance policies. As certain benefit plans have opt-out options, please contact the Human Resources Department (benefits@mtroyal.ca) / SAMRU (mtroyalplan@mystudentplan.ca) to confirm appropriate coverage.

It is the responsibility of each participant to ensure that they are covered by a basic health insurance plan and have adequate supplementary health insurance that covers international travel, if applicable. Additional accident and health insurance, trip cancellation, and other specialised policies are available from various sources.

For any questions, please contact the Risk Management Department (riskmanagement@mtroyal.ca).

Automobile Insurance

Use of Personal Vehicle for University Business

The University does not provide insurance for the use of private vehicles on any University business. Users of private vehicles on University business are responsible to ensure that their insurance company is aware of the exact nature and extent of University business travel. It is recommended to have at least $2,000,000 of third-party liability coverage.

Renting a Vehicle for University Business

When renting vehicles for University business, users are responsible for ensuring adequate insurance (collision, comprehensive and liability). The minimum third-party liability insurance coverage is $2,000,000. The extra insurance coverage must be obtained either from the rental agency directly or through options available on the MRU corporate credit card. If the vehicle is to be used in part for non-University business, or will be driven by individuals who are not affiliated with the University, the extra collision and comprehensive perils coverage must be purchased from the rental agency. All drivers, whether employees or not, should be listed on the rental contract.

Use of MRU Fleet Vehicle

Use of MRU fleet vehicles can be arranged through the Parking Department (parking@mtroyal.ca), and all associated protocols must be followed. The user should carry with them the appropriate vehicle registration and MRU proof of insurance when using a fleet vehicle. Automobile incidents should be reported immediately to the Police Department or other designated authority, as legally required. These, and any other vehicle incidents should then be reported to Security Services as soon as practical.

Liability Insurance

The University's comprehensive general liability policy includes as insured the Board of Governors of Mount Royal University, all faculty, staff and students while performing any activity that is part of their educational or employment duties, including field research. This coverage applies on a worldwide basis and insures specifically against accidental or unintended bodily injury, personal injury, death, or damage to property of others. It includes the personal liability of an individual insofar as the conduct that caused the loss was part of the individual's employment or academic duties.

For any questions, please contact the Risk Management Department (riskmanagement@mtroyal.ca).

Property Insurance

Direct physical loss or damage to MRU owned equipment and materials is insured under the University's insurance program, which covers most situations of fortuitous loss. Coverage applies worldwide, except for certain restrictions; however, is subject to applicable deductibles. All reports of losses or, damage to, MRU owned property should be directed to Security Services as soon as possible, to determine if a claim can be made against an existing insurance policy.

Personal property of faculty, staff or students is not covered by the program, and independent insurance should be obtained if required.

For any questions, please contact the Risk Management Department (riskmanagement@mtroyal.ca).