Registry Information for Staff

Help students stay safe in their travels

Travel Registry forms (travel form) should only be created for students whose university-related international travel activity has been approved by their academic unit or research supervisor. A travel form can be created for a group (e.g., linked to a McGill course where travel is required) or for an individual student (e.g., a graduate student doing research outside of a formal course). Group activities have to be associated with a CRN. Check with your Departmental or Faculty Student Affairs Office for details.

 

Getting Access to the Travel Registry

An e-mail request from the Faculty Security Designate must be sent to the Security Officer in Enrolment Services at sis-security [at] mcgill.ca. The request must include the following details:

  • Name,
  • McGill ID,
  • Banner Userid,
  • Department or Faculty code you need access to,
  • Update or query access

Updating a Travel Form for a Group or Course Section

For travel activities linked to McGill course sections, the course must be flagged as such on Banner by Enrolment Services (send an e-mail to classschedule [at] mcgill.ca). Once a course is flagged, the form can be updated by the Program Administrator with details related to travel destination, vaccinations/immunizations, and group itinerary (if applicable). By creating a form for a course section, all students enrolled in that course will automatically have a travel form created for them.

Note that while particular vaccinations/immunizations may be required of all participants for some programs, in which case the requirements should be listed, program administrators may prefer referring participants to a Travel Health Clinic rather than listing specific vaccinations/immunizations.

To update a travel form for a course section:

  1. Log in to Minerva
  2. Click on the Student Records Administration Menu (SR Admin tab)
  3. Click on Travel Registry
  4. Click on Create
  5. Select the Term Code in which the activity will be taking place from the picklist
  6. Enter the CRN (use the Search feature if you don’t know the CRN)
  7. Click on Next
  8. You are now in the form as the Program Administrator
  9. At the bottom of the first page, add any required Vaccinations/Immunizations by clicking on Add Entry, otherwise click on Next
  10. Complete the required fields in the Travel Activity section (you must complete this section for a group activity in order to save the form)
  11. Click on Add Destination to add a Group Itinerary
  12. Click on Finish to save your changes and exit the form; otherwise, click on Save and continue making changes
  13. You have now created the form. To access it again use the Search button.

Creating a Travel Form for an Individual Student

A travel form can be created independent of a McGill course for an approved university-related international travel activity such as a conference, research trip, workshop, internship, etc. The Program Administrator in the department or faculty office must create the form for the individual student, who will be notified via e-mail once the form has been created.

  1. Log in to Minerva
  2. Click on Student Records Administration Menu (SR Admin tab)
  3. Click on Travel Registry
  4. Click on Create
  5. Select the Term Code in which the activity will be taking place from the picklist
  6. Enter the Student ID (use the Search feature if you don’t know the ID)
  7. Select the Activity Type from the picklist
  8. Click on Next
  9. You are now in the form as the Program Administrator.
  10. At the bottom of the first page, add any required Vaccinations/Immunizations by clicking on Add Entry, otherwise click on Next
  11. You can complete the Travel Activity section on behalf of the student by filling in all the required fields, or leave them blank
  12. Click on Finish to save your changes and exit the form, otherwise, click on Save and continue making changes
  13. Click Yes to send an e-mail to the student informing them that a travel form has been created for them
  14. You have now created the form. To access it again use the Search button.

Searching for a Travel Form

Use the Search function to retrieve travel forms you have created, or to download an Excel list containing the details of a student’s form.

  1. Log in to Minerva
  2. Click on Student Records Administration Menu (SR Admin tab)
  3. Click on Travel Registry
  4. Click on Search
  5. Do one of the following:
    1. Select the Term Code to get a list of all travel activities taking place in that term, OR
    2. Select the Faculty to get a list of all students in a particular faculty who are participating in travel activities (Note: to see a list of only graduate students, select Graduate Studies as the faculty; running a search according to Department will give you a list of both undergraduate and graduate students), OR
    3. Enter the student’s McGill ID, if you are searching for an individual form, OR
    4. Enter the CRN (or Subject code and Course Number), if you are searching for forms linked to a McGill course section, OR
    5. Select the Activity Type to get a list of all travel activities based on a given type
  6. Click on Search
  7. Once the results are display you can click on Export to Excel to obtain a list of all the fields on the travel form for the students

Cancelling a Travel Form

If a student is not participating in a university-related international travel activity after a travel form has been created, or if you accidentally create a travel form, you can cancel the form so the student does not receive monthly e-mail reminders.

  1. Log in to Minerva
  2. Click on Student Records Administration Menu (SR Admin tab)
  3. Click on Travel Registry
  4. Click on Search
  5. Enter the student’s McGill ID
  6. Click on Search
  7. From the search results, click on the student’s name to access the form
  8. At the top of the form, click on the Cancel Form link
  9. Click OK, in the pop-up message box
  10. The form status is now changed to Cancelled