Resources for U.S. Research Collaboration and Travel

Recommended Travel Precautions:

Canadians intending to stay in the US for more than 30 days will need to register with US immigration authorities. Visit the U.S. Embassy & Consulates in Canada and the US Citizenship and Immigration Services USCIS webpages on how to register and the requirements.

Canadian university researchers are advised to take additional precautions when traveling to the U.S. Below are recommended protective actions to better navigate the evolving travel landscape and minimize potential disruptions to their work.

• Review travel plans: Assess the necessity of US travel, considering potential delays and complications at border crossings.
• Prepare documentation: Ensure all travel documents, visas, and supporting materials are current and readily accessible.
• Stay informed: Regularly consult official government advisories and institutional guidelines for updates on travel policies.
• Consider alternatives: Explore virtual collaboration tools or alternative research destinations to mitigate travel-related risks.
• Consider airports that offer preclearance: Some Canadian airports, such as Toronto Pearson, offer U.S. border preclearance. This allows travelers to ensure they can cross the border while still remaining in Canada.

For additional travel advice from the Office of the Vice-President Research & Innovation, the Faculty of Graduate Studies and York International, read the Memo regarding U.S. research funding and collaboration (April 3, 2025), and the Memo: Guidance and support - Travel to the U.S. (April 4, 2025).

Safeguarding Electronic Devices from Border Searches

U.S. border agents have the authority to search travelers’ electronic devices, including phones, laptops and cameras.

Under certain circumstances, York may lend a researcher travelling to the U.S. a device, such as a mobile phone or laptop that does not contain pre-loaded data or personal information. The clean devices are available on a first-come, first-served basis, depending on availability.

For cellphones, York only provides the hardware. Options for connectivity include:

1. Activate a SIM on the York Voice and Data flex plan and cancel the plan when back in the country. For assistance, contact cellular@yorku.ca. It may take a day to activate this plan.
2. Buy a York prepaid data SIM. This option provides a data plan without a phone number. For more information, contact cellular@yorku.ca.
3. Buy a roaming plan with your preferred service provider.
4. Swap existing SIM card into the Motorola phone.

Researchers who need a secure laptop or phone should contact Jean Chan Kong, acting chief information security officer at jeanck@yorku.ca.

York’s recommended cybersecurity practices for international travel offers recommendations and best practices to protect digital assets against unauthorized access, data theft, and other cyber threats while travelling.

Travel Supports for Issues at the Border

If an issue arises at the Canada/U.S. border, or while traveling in the U.S., connect with York International at safetyabroad@yorku.ca. They can provide tailored, situation-specific guidance to all York U travelers, such as:

• Emergency assistance during travel. For any immediate emergency assistance required, please call Campus Security line at 416-736-5333. They will then refer the call to York International and/or Risk Management Services, as appropriate.
• Step-by-step guidance on immediate next steps to take at the border or during travel interruptions.
• Connection to embassy or consular services, as appropriate.
• Coordination with York University leadership, as appropriate.
• Advice on documentation to carry when traveling, such as proof of research or academic collaborations.
• Pre-departure consultations and advice, including risk assessments and mitigation strategies for anticipated issues related to border crossings, political climate, or changing U.S. regulations.
• Referrals to external partners, including our international health and emergency assistance providers or legal support resources, if required. All students traveling abroad must obtain GuardMe Insurance which comes with membership to the Crisis Assistance Plus program (CAP) – within that, legal and emergency assistance is a support item.
• Wellness check-ins and support post-incident, to ensure that the traveler feels safe and is able to continue their travel or return to Canada, as needed.

For more guidance on travelling to the U.S., check out:

Memo: Guidance and support - Travel to the U.S. (April 4, 2025).

Resources on Border crossing and academic freedom by the York University Faculty Association (YUFA).

External Advisories and Resources

• Regularly check the travel advice and advisories posted by the Government of Canada. United States Travel Advice.
• Register for the Registration of Canadians Abroad (ROCA) if you're travelling or living abroad. It allows the Canadian government to communicate important updates and safety information. Registration of Canadian Abroad - travel.gc.ca
• The Canadian Association of University Teachers (CAUT) has advised academic staff to only travel to the U.S. if essential and necessary, especially academics of specific citizenships, identities and research fields. Read the Advisory from CAUT about travel to the United States.