Participants in different categories (e.g. graduate students to undergraduate students; conference travel in contrast to guided field trips and individual study abroad) have a range of experience, knowledge and judgment that impact the safety in international activities.
It should be noted that if a student-organized extra-curricular activity that is affiliated with a Department receives University sanction or funding, the University official who provides the sanction or authorizes the financial contribution assumes the responsibilities of Person in Authority as defined in these guidelines.
The following sections will define the responsibilities of key members of the University chain of responsibility with respect to the implementation of these guidelines.
Person in Authority
The Person in Authority may be the President, a Vice-President, Dean, Director or Chair of a department.
In particular, the Person in Authority is responsible for:
a)Approving the proposed international activity and Risk Management and Safety Form for Coordinators of International Activities, and/ or expressing any concerns or reasons why the activity should not go ahead as planned;
b) In the event that an activity is deemed to entail unmanageable risk, advising the Principal Investigator/Activity Coordinator to cancel the activity or revise the plan;
c)In the event that a serious incident occurs during the activity, assessing whether continuing the activity entails unmanageable risk and should therefore be terminated as a University-sanctioned activity;
d) Receiving and reviewing any Post-Activity Incident Reports prepared by the Principal Investigator/ Activity Coordinator or Team Leader at the conclusion of the activity
Laurier International is responsible for:
a)Making all Department Directors/ Chairs aware of the guidelines for risk management of international activities;
b) Providing advice and expertise to individuals engaged in planning, and risk assessment/ management for international travel;
c)Reviewing the Risk Management and Safety Form for Coordinators of International Activities , providing advice on changes or additions, and advising the Person in Authority whether or not the activities should be approved;
d) Registering participants in the DepartSmart Program and advising students of other components of the Safe Travel Support Program.
e)Providing Pre-Departure Orientation programs on travel-related personal health and safety issues for participants who will be embarking on international activities;
f) Assisting the Persons in Authority in fulfilling their responsibilities to investigate any health and safety incidents.
g)Monitoring changes in travel and health advisories in locations where Laurier students are known to be.
Principal Investigator/ Activity Coordinators
The primary responsibility for the implementation of these guidelines lies with the Principal Investigator (for research activities) and the Activity Coordinator (for academic and extra-curricular activities). The Principal Investigator is the person with direct responsibility for the specific research project. The Activity Coordinator is the person with direct responsibility for the specific academic/ extra-curricular activity.
In particular, the Principal Investigator/ Activity Coordinator is responsible for:
a)Designing the international activity and planning the travel itinerary;
b) Making a preliminary determination of the overall risk level of the activity, in consultation with Laurier International, and submitting the Risk Management and Safety Form for Coordinators of International Activities to the Person in Authority, after sign-off from Laurier International;
c) Ensuring, to the best of his/ her potential that each participant is aware of his/ her responsibilities under these guidelines and for the international activity;
d) Registering the proposed travel plan with Laurier International and ensuring that all components of the Safe Travel Support Program are completed;
e) Ensuring participants complete all required documentation, including the Acknowledgement of Risk and Responsibility. Forms should be kept at the Department from where the international activity originated for a period of five years.
f) Establishing a clear chain of responsible leadership that is communicated to and understood by all participants;
g) Providing advance and appropriate pre-departure orientation for participants;
h) Ensuring that the needs of participants with disabilities and medical conditions are considered in the activity plan and assessing the level of accommodation that is possible;
i) Ensuring that time-sensitive incidents are reported to the Department Director/ Chair in a timely fashion so that the University can take appropriate action;
j) In the event that an incident occurred, ensuring that a Post-Activity Incident Report is completed by either the Principal Investigator/ Activity Coordinator or Team Leader and submitted to the Person in Authority
The International Team Leader is the individual who is leading the activity “in the field”. This individual may be the Principal Investigator/ Activity Coordinator as well.
The International Team Leader is responsible for:
a) Understanding and complying with all relevant components of this policy;
b) Ensuring an on-site orientation session is conducted;
c) Ensuring the implementation of the risk-management procedures established by the Principal Investigator/ Activity Coordinator;
d) Ensuring that participants use appropriate safety equipment, and follow appropriate safety procedures;
e) Dealing with and resolving any safety concerns which arise in the field;
f) Maintaining regular contact with the Principal Investigator/ Activity Coordinator when possible;
g) Reporting all time-sensitive incidents in a timely fashion so the University can take appropriate action;
h) Providing an opportunity for participants to give post-activity feedback;
i) In the event that an incident occurred, completing a Post-Activity Incident Report to the Department Director/ Chair within two weeks of the conclusion of the activity.
Participants are defined as all individuals, including students and authorized volunteers, taking part in a University-sanctioned international activity.
Regardless of the overall assessed risk level of the international activity, each participant is responsible for:
a)Understanding and complying with all relevant components of these guidelines;
b) Familiarizing himself/ herself with and acknowledging the risks of the particular international activity;
c)Completing the DepartSmart program in its entirety;
d) In the case of a person with a disability or medical need, bringing to the attention of the Principal investigator/ Activity Coordinator any special needs requiring accommodation;
e) Attending pre-departure orientations and briefings, and completing all required training sessions;
f) Obtaining appropriate immunization and medical advice;
g) Providing, if required, evidence of a satisfactory state of health and immunization status prior to undertaking the activity;
h) Obtaining adequate supplementary health insurance as appropriate in view of the nature of location of the activity;
i) Obtaining travel insurance appropriate to his/ her needs, including property and cancellation insurance;
j) Obtaining appropriate travel documents (visas, passport, proof of immunization, etc.);
k) Completing all required documentation and forms, including the Acknowledgement of Risk and Responsibility, registering with Canadians Abroad (www.voyage.gc.ca);
l) Following the safety procedures set by the Principal Investigator/ Activity Coordinator and Team Leader;
m) Acting safely and in a responsible manner and exercising good judgment at all times to prevent harm to himself/ herself and to others;
n) Reporting all incidents to the Team Leader in a timely fashion;
o) Providing post-activity feedback as requested.
 For research-related activities, Principal Investigators can complete the Field Research Safety Planning Record in place of the Risk Management and Safety Form for Coordinators of International Activities.
 When an individual is participating in a solitary international activity (e.g. field research, Letter of Permission, professional placement/ practicum, Global Studies Experience), the solitary participant or solitary researcher assumes the responsibilities of International Principal Investigator/ Activity Coordinator as well as participant, and is responsible for completing the Risk Management and Safety Form for Coordinators of International Activities , submitting a travel itinerary, and complying with all requirements. In such cases, a method of communication with the home Department should be established.
 A solitary participant/ researcher is responsible for ensuring their safety through the measures outlined in the responsibilities of Team Leader.