Robots, tools & Canadian border crossing!
 

We registered for the Western Canada Regional in Calgary as our second event.

While I think we know what's required in order to get our kids under 18 & without U.S. passports over and back across the border.

We're wondering what we need to do regarding our robot, parts and tools?
1. What if any forms need to be filled out prior to traveling?
2. Does anything need to be declared, classified or categorized in some special way?
3.?????????

We're just total noobs in this respect.

Thanks for the guidance.

Re: Robots, tools & Canadian border crossing!
 

Great! Delighted to see you coming up this side of the 49th. Hopefully the Calgarians will give you the same warm welcome that we always received in Portland and Seattle. I'm hoping to be able to volunteer there myself... so we'll see you there!

The first thing I want to say is that we're really lucky. Although our border is a bit of a hurdle, it is nothing like what some of the overseas teams have to deal with. I took our FRC team across the border many times and now organize VEX bus trips to competitions in Seattle twice each year. We've never had a problem so long as everyone had their documentation in order.

So here's a list of things that I think about when travelling from Canada to the USA. There may be specific things about coming up to Canada, of which I am unaware, but my understanding is that you'll actually have a more difficult time getting back into the USA (which, as much as we'd love to have you here, is probably pretty important to you) than you will getting in to Canada. Ironic, eh?

Oh, yes... this all applies to driving across land borders. If you're flying then you need to meet additional air travel documentation and packing requirements.

Anyway, here's some things to consider:

Passports:

For coming in to Canada, technically, Americans don't need a passport. However you do need a passport to get back into the USA, so make sure all the students have a passport. The Canadian border guards will want to see your passports on your way "in" just to ensure that you don't get stuck in Canada.

There are alternatives to passports such as "Passport Cards" and Enhanced Drivers Licenses... but really, passports are the gold standard. Everyone who might ever even think about crossing a border should have one.

That said... there is a little known exception to the "passports required" rule for minors travelling as part of a school or community group. We've used it once or twice when someone forgot their passport... but now we check everyone's passport before they get on the bus.

For students who are not Canadian or American citizens, it may be necessary to have a visa. This can usually be managed if you start early enough, but does require some extra work.

Medical Insurance:

Thankfully we've never had a claim, but I automatically add the cost of travel medical insurance to the cost of the field trip. It's usually less than ten bucks per kid, and if they are double insured... so what. Hopefully most of your students are covered by some form of medical insurance, but do make sure it covers them while they are out of the country... and if you don't want to dig through all the documentation to make sure, then I'd suggest doing as we do and just buying a travel policy for every kid. You also need to be clear to parents that pre-existing medical conditions are not covered under most travel insurance policies. Kids who are actively being treated for an ailment will likely require addtional care when preparing travel insurance documents.

Permission Forms:

I've never had a problem getting the kids across the border using a school field trip permission form signed by a parent, and detailing what the event is, where they are going, and how long they will be there. It was brought to my attention today that there is formal documentation available for taking a kid out of the country, recommending signatures completed by parents in the presence of notaries and all... but really, that is more to do with young children of divorced parents travelling with one parent. No border guard has ever assumed that I am spiriting dozens of disparate teenagers away from an ex-wife as part of a custody battle! But do ensure each kid has a permission form, and keep a copy of the form for yourself.

Criminal Records:

You'd think I wouldn't have to mention this... but I mentioned it as a joke one day after checking off everyone's passports for the PNW regional, and it turns out one of the kids had been talked into doing something stupid the previous summer and was on probation as a result. It resulted in a week of hasty research that concluded that young offenders would be really, really wise to stay home until their record is cleared. Don't assume that good kids won't have criminal records... this kid was a great kid... he'd just done something stupid.

Oh yes... almost forgot. Cell phone roaming plans. Bell Canada, Telus and Rogers have all asked me to encourage your students to use plenty of data and make lots of long distance calls while they are up here... the premium on international roaming call time and data is outrageous. It is also possible that some "pay as you go" phones may not be set up for international roaming and simply won't work.

So.... that's the people part....

As for the robot we always shipped FedEx, and completed the forms that FIRST and FedEx provided. We never really had a problem. No doubt FIRST has some relevant forms to help with the bag and tag cross-border transportation of robots, or some of the eastern teams will have more recent advice.

For the tools we always carefully packed the tools and took inventory of all our boxes. We were never asked for a list of the tools and spare parts that we were bringing with it, but we were prepared. Taking a photo of what's in a box, and combining it with an itemized list will not only be helpful if you are asked "what's in the back of the van?" but will give you the confidence to answer the question in a competent and relaxed manner.

Don't mention any "give aways" or promotional materials you are bringing unless asked. Have them listed on your inventory as "team buttons", of course, but not "team buttons to give away at the event". The border guards will want to be comfortable that everything that you bring into the country will be heading back home with you. Always answer honestly if asked, of course... but be discrete in what you volunteer.

There are a bunch of other obscure rules surrounding things like unfinished wood needing to be marked as to its place of origin (designed to prevent tropical pests from crossing the border in shipping pallets, if I recall) detailing the radios (shouldn't be a problem now that we use wifi instead of 900MHz radios) and such, but honestly...

The border guards can tell we are geeks from a mile off... and they tend to like that. Be polite, respectful and organized and while there are nightmare stories out there... I've never had a problem. Most of the time we get a friendly "welcome" and wishes of good luck and a good time from the border guards.

If you are travelling in multiple vehicles, convoy up and hit the border in the same lane, one after the other. After all, maybe one car of teenagers is faking a robot tournament in order to engage in human trafficking, narcotics, or terrorism... but what are the chances that three van loads are?

Coach the kids on speaking to border guards. Make sure that they know that border guards are not police... police need "cause", border guards can rip your car to pieces and send you home for saying something stupid or looking at them the wrong way. Have them pull their hoodies down to show their faces and pull out their earbuds as you approach the border. Practice some "yes sir!" and "No m'am!" and make sure the kids all know where you are going, where you are staying, and for how long. Wearing a robot shirt doesn't hurt either.


Here's hoping it all goes well and you'll be sharing our favorite cross-border joke on the return trip:

Border Guard: "Anything to declare?"
Team: "Oh, just these trophies!"

Jason

P.S. I'm mostly joking when I say this, but in light of Washington's recent referendum (which is getting LOTS of positive attention up here, by the way) do remind kids that even if they think it is cool or funny to bring a gram across the border that it can result in serious consecquences for everyone in the vehicle... not that robotics kids need any artificial highs, of course. Undeclared weapons will also result in jail time, regardless of whether they are licensed in the States. I don't expect either would be an issue... but then again, I didn't think that criminal records would be... until I mentioned it.

P.P.S. Food... in short if it is healthy or good for you, it can't cross the border. Packaged crud and candy? Bring it on! (The kids are going to hate that one, aren't they?)

Re: Robots, tools & Canadian border crossing!
 

We travel to the USA ALOT! sonce the border is only a few Km away. We have alwasy made a list with what is in our trailer. This list contains the Part Name, Serial Number, and Manufacture. We then would take the list to custom's before we cross the border (they stamp and approve it there), and then it is much quicker to cross the border. For the Robot, I just put "FIRST Robotics Competition Robot". Nothing regarding electrical's that are currently apart of the robot already. Usually only tools go on, rather than spare parts. But that also may be a good thing to add. We have been pulled into the Second check before, once was just a random and the other they had a problem that we got our Trailer Stamped at the Ambassador Bridge Custom's Office in Windsor, and then traveled the next day to Niagara Falls to Cross that border. So IF you get a list get it stamped that day, and at the proper border crossings.

Regarding people:
My team always has to bring in a Passport, Health Card, Out of Country Insurance, and Student ID Card, which we photo copy before hand (happening now). The ID page is collected a long with Permission forms. These permission forms and ID pages are all photo copied and put into multiple Binders. Each Car gets a Binder that holds all of the kids Permission forms and such. The binder's also have letter's giving permission for Driver's to drive students and form them to drive the Vehicle (Vehicles donated by sponsor).

Good Luck at The Calgary Regional this year!

Re: Robots, tools & Canadian border crossing!
 

Sadly it is still illigal for people under the age of 21 and there are very harsh DUI laws

Re: Robots, tools & Canadian border crossing!
 

Jason & Aaron,
Thanks for the detailed responses.

We'll be doing a lot of planning in the coming weeks. I'm sure we'll have more questions.

--Ciao

Paperwork required for Canadian teams to get across the border
 

Hey everyone. As some of you may know, our team is going to our first American regional, Seattle, this year. We are planning on driving the en masse to Seattle and bringing our robot and all the parts with us. We were wondering what kind of paperwork we would need to bring all of this across the Canadian-American border and back?

Re: Paperwork required for Canadian teams to get across the border
 

Try this post from dtengineering

http://www.chiefdelphi.com/forums/sh...ight=passports


it has a lot of good info since for the most part it works both ways.

Re: Paperwork required for Canadian teams to get across the border
 

Copy all of the following information from every student travelling and provide it in a large binder for every driver transporting kids.

1. Passport photo/barcode page (page 3)
2. Provincial Health card.
3. Student field trip permission form from school principal and parents.
4. Parents phone contact numbers.
5. If parents are driving, likely your school board has a driver permission form that should be signed and placed in each vehicle as appropriate.
6. Make sure every student has out of province health coverage. Place a copy of that card in the binders as well.

If parent 1 is transporting kid 1, 2 , 3, put those kids info in the front of the binder or a separate smaller one for that car. Repeat this idea for all other cars.

7. As for the robot and tools etc. Aaron K from our team 772 would be a great person to ask. His Dad takes care of this for us. We are located in Lasalle, near Windsor Ontario, so we often travel to the states.

I don't think we get custom's brokerage commercial clearance since we are NOT a commercial entity, but some inventory and care may be required.

8. Travel as a group to the border. Once each car is cleared, do NOT pull over on usa/canada custom's property to wait for the balance of your group. Arrange a stop further up the highway to wait for the group to restart the trip. Get a FRS radio for each car to make it easier to talk to each other along your route.

Print maps and driving directions for each driver just in case.

Re: Paperwork required for Canadian teams to get across the border
 

Passports - usually held on to by the teacher/mentor
- Note: if you have students that do not have a Canadian passport/citizenship, they may be required to get a visa either at the border or before crossing the border

Statutory declarations stating that the students have permission to cross the border - needs to be notarized

Possibly documentation about the regional itself to show to USCBP and CBSA on the return trip as to why you have a robot, extra metal, batteries, and multiple laptops on the bus in the event they do a search (usually they won't).

That's about all that I can remember.

Re: Robots, tools & Canadian border crossing!
 

Wait-a-minute... this isn't the wrong thread... someone merged these threads while I was typing, I think! This is what I was going to say before I deleted my post, thinking I had posted into the wrong thread! :)

<Chuckles> I was just about to link to my previous post on the topic, too... I'm glad some teams have found it helpful. The other advice here is good, too.

We drove across the border many times for Portland and Seattle FRC regionals and never had a problem. Nobody has ever asked for our lists of tools, spare parts, or paid more than a cursory glance at the permission forms... but the thing is: you want to be ready in case someone asks.

We never had to bag and tag a robot across, but on the other hand we've moved dozens of crated VEX robots to and from competitions this year without a problem... and we never had a problem with FedEx/brokerage for FRC robots either, so long as I did all the paperwork right. I can't think of any paperwork that would be required for transporting an FRC robot personally across the border... there is certainly none involved in transporting VEX robots.

Get some medical insurance, double-check passports, inventory your parts, pack up the van and go. Can't say I envy you the drive, but the Seattle people are really friendly and you'll be more than welcome once you get there.

And I'm looking forward to meeting your team there, too... I'm doing Tech Inspection on Thursday then judging later in the week.

And next week I'm going to pop out to the Olympic Oval to lend a hand there, too.

Good luck, and safe travels,

Jason

Re: Robots, tools & Canadian border crossing!
 

We just got back from Boston and after multiple years of border crossings here are my tips for a flawless crossing.

You will need a passport for each person in the vehicle and a permission form signed by the parents with contact information for any student under 18as well. Crossing the border successfully all comes down to how you present yourselves.

Remove all passport folders or protectors and have all passports opened to the center "photo" page and stacked one on top of each other. Have the permission forms stacked seperately in the same order as passports, ready to hand over if you are asked for them.

When you roll up to the booth, have both left windows rolled down so that they can see inside the vehicle. Make sure you do not have any cameras out, all two way radios and cellphones are off. Have all sunglasses and hats removed, keep your hands visible, have all documentation in easily accessible and visible locations such as on the dashboard. Make sure your trunk and trailers are unlocked in case the agent asks to look inside - they don't like you getting out of your car. If you have a loud diesel truck, turn the engine off and place the key on the dash so that you can easily communicate.

Be prepared to answer questions such as where you are going, what you are doing, each person may be asked where they are from, the driver will likely be asked if the vehicle(s) belong to them and what the license plates are. Have the ownerships and rental papers if applicable ready to hand over as well. They will also likely ask what you are bringing with you especially if you have a trailer.

NO JOKING AROUND - make sure the kids know this as well. Keep answers concise and to-the-point. If you are travelling in multiple vehicles, try to line up as a group so that the first car can inform the agent that you are a group travelling together- it will make it easier for the other vehicles to clear.

When you are released, proceed to the next exit and wait for your group at a designated area or along the shoulder of the on-ramp. Don't stop and wait at the border- they will ask you to move on and may not be polite about it.

Re: Robots, tools & Canadian border crossing!
 

When we travelled to the Ruckus in Rochester in the fall, American Customs told us that in the future it would be a good idea to have a print copy of an inventory of tools and materials we had with us - not for them, but for Canadian Customs on the way back. On the way back, we did get hit for a secondary inspection. We unloaded about half the trailer and opened our toolboxes. Once we answered some questions and they saw "Mastercraft" (Canadian Tire) on our wrenches we were good to go. I think they were mostly curious about the robot.

Re: Robots, tools & Canadian border crossing!
 

On our way back from St Louis last year one student tried to declare their button collection from champs.

Good times!

Re: Robots, tools & Canadian border crossing!
 

After being a mentor for 2386 and having travelled with the team for the past 4 years to New Hampshire, Virginia, Tennessee and now Maine here are few tips.

1. Passports or Nexus Cards: These are very helpful getting them back and forth across the boarder however we always have that one student who doesn't have a passport and of course we don't figure this out until the day of the trip and they have brought their Ontario Health card (with no photo) and birth certificate (fun times!). I wouldn't suggest this as it could hold you up at the boarder and with driver time constraints this could be for bad timing. Also know exactly how many people in total are travelling (including the bus driver).

2. Visa Students: Not everyone may be born in the country you are travelling from. The customs officers like to know which students specifically are travelling with visas. In past years just the students that had visas would exit the bus and go through the customs office. However recently we have all had to get off the bus and go through the customs office.

3. Trip Forms: This is to cover the school and teacher's butt that you are on a trip with 30+ students and that you have their parents permission to take them out of the country. We have brought them but never had to show them to the customs officers.

4. Robot: Pretty sure there are specific forms to declare the robot at the boarder (I'm unsure as to what these are called). This can't be over a certain amount of money as well or else you won't get across. Usually depending of which boarder crossing you are going through most of the customs officers have heard of FIRST Robotics because other teams have travelled through them before in weeks prior etc.

5. Lastly always make sure that the students have their passports ready to show the customs officers and that they are polite and well behaved (no stupid remarks or they could get into trouble). We usually give our students a pep talk prior to arriving at the boarder. We check the passports before we leave the school and remind them again when we arrive to the boarder to get them out.

Have fun and happy crossing! :)

Re: Robots, tools & Canadian border crossing!
 

The above posts give good answers on the paperwork required for international travel.
A few more things just for general travel.

Know who people are and where you are going!
In my personal experience traveling it is important that everyone can answer the basic travel related questions quickly and uniformly (ie, get the same or similar answer from each kid). Also, make sure that everybody knows each others legal name. It is common for officers to ask a random passenger to give the name of the driver or some other person in the car.

Look Organized
People should wear team shirts or some form of uniform apparel. All student information should be in a binder and folder, etc. The idea is that when you roll up to the crossing, you can supply all of the correct information quickly and efficiently and look official. Because you look like you know what you are doing they will trust your answers more and spend less time on you (and find fewer things that are wrong).

Pack Neatly
As mentioned in a post above, keep a list of every tool you pack and where it is. Also, pack things so that they are easy to remove and easily displayed if they want an inspection.