Get ready to take off
Your journey is about to begin—and we’re with you every step of the way. Explore pre‑departure resources, join workshops, and complete your checklist so you can travel with confidence.
Checklist for VIU students preparing for international travel
One: research pre-departure resources
Visit the Pre-Departure section of our website for important information, helpful tips and resources. Start with understanding your responsibilities and the policies that apply to students who participate in VIU International Mobility activities.
Two: attend your mandatory pre-departure workshops
Attendance is mandatory. Please contact us if you have extenuating circumstances that may prevent you from attending.
Logistics session: Review of your role and responsibilities, pre-departure checklist, mandatory medical insurance, safety, health & wellness, funding opportunities, emergency procedures and any questions you may have.
Intercultural session: Explore the foundations of Intercultural Competence and prepare for your experience abroad.
Three: complete your VIU pre-departure checklist
Prior to departure, all students participating in a VIU international activity must complete the following tasks. Please begin immediately and submit items to your Experience Hub Step 9 or altogether in one email to InternationalMobility@viu.ca. All checklist items must be received 1 month prior to your planned departure.
Travel is not approved until the checklist is complete. Items are due a minimum of one month in advance of the planned departure.
Pre-departure checklist
Document submission instructions
Exchange students: Submit your required documents through Experience Hub – Step 9
If you experience technical issues or prefer to submit by email, you may send all signed documents to InternationalMobility@viu.ca
Waiver
Review the VIU International Mobility Waiver for Field School Participants and related conduct policies.
Cancellation, refund, & withdrawal form
Review and sign the Cancellation, Refund, & Withdrawal Form for Field School Participants and related cancellation policies.
Register your trip with International SOS (iSOS)
How to register and access services while abroad:
- Download the International Assistance App on your mobile or desktop to create account.
- Use link to access subscriber login via link at the top of the page.
- VIU’s membership ID number: 27AGDA1018775IT
Add your exact flight and accommodation details via the 'My Trips' section, you should receive a Pre-Trip Advisory once successfully submitted.
Passport
Ensure your passport is valid for 6 months passed your planned return to Canada. This is a VIU requirement, a common airline requirement as well as a standard for entry and exit to many countries. Apply for or update your passport as soon as possible, if needed. Save a scanned copy for your personal records. Do not submit to VIU.
Proof of emergency travel medical insurance
All participants are required to purchase and enroll in the VIU Guard.Me Emergency Travel Medical Insurance plan (Global A or Global B) prior to departure, for the duration of the program abroad and travel dates. View the VIU Emergency Travel Medical Insurance Policy
Ensure you have adequate trip cancellation and interruption insurance. This can be purchased through guard.me by selecting “Global Plan A” from the list of options. Insurance should purchased within two weeks of booking flights. Be sure to print your wallet-sized travel card to bring with you on your trip.
Flight itineraries and proof of accommodation
All exchange participants are required to submit a copy of their confirmed flight itinerary and proof of accommodation for the duration of their time abroad. Please ensure the following:
- Your flight itinerary shows both departure and return flights (notify us if you plan to book your return flight at a later time).
- Your accommodation details include full address and dates of stay.
- This travel information is up to date in your International SOS (iSOS) profile.
VIULearn Pre-Departure Orientation course
Review and complete the content in the Pre-Departure Orientation course on VIU Learn (approximately 3 hours to complete). Tip: Upon course completion, you can follow this link to access the certificate or find it in the Awards Tool under Assessment and Awards in the course navigation bar. if you cannot download the certificate contact us letting us know.
Personal safety plan
Download and save a copy of the Personal Safety Plan specific to the type of mobility program you are participating in.
- VIU Student Safety Plan for Individual Travel (Exchanges, Internships, Coops, Research Experiences, etc.)
- VIU Group Safety Plan for Group Travel (Field Schools, Practicum, Summer Programs etc.)
Complete with reference to the Government of Canada's Travel Advice and Advisories.
Review the wellness resources.
Submit your completed fillable form as part of the International Mobility Pre-Departure Orientation course on VIU Learn.
Registration of Canadians Abroad (ROCA)
Register your trip abroad with the Government of Canada (or equivalent), you should receive a confirmation e-mail, alternatively you can make a screenshot of your submission confirmation and submit.
Emergency contacts
Submit two emergency contacts (first name, last name, phone number, e-mail, and relationship) to InternationalMobility@viu.ca
Visas
Research, apply for and secure the appropriate visas / study permits for your destination country(ies) and activities abroad. Do this as soon as possible! This is the student’s responsibility and VIU does not collect these documents. Not all countries or circumstances will require visa applications, and because the circumstances vary by person, we cannot advise but will do our best to help answer your questions. In the event that you need a letter to support your application, contact us.
International Students are responsible for ensuring their study permits are in good standing and will not expire until three months after their planned return.
File for your personal records. Do not submit to VIU.
Funding
We support student mobility by connecting students with scholarships, awards and stipends. Explore scholarship and funding opportunities. The Global Citizens Network and Stipend Program is one source of funding to help with your travel expenses.
Apply early and in time with the deadlines!
Support and accessibility
If you are registered with VIU Disability Access Services or feel you may require accommodations to ensure your international travel and/or academic endeavors related to this program are as successful as possible, connect early:
Contact a VIU Access Specialist to discuss your plans and learn about accommodation supports. Email AccessibilityServices@viu.ca or call 250.740.6446.
Contact us for more information
International Mobility
VIU International
Building 255, Front Desk Reception
InternationalMobility@viu.ca
Phone: +1 250.740.6527 ext. 3