Transcript Integrative Studies Study Abroad Programs

Emergency Preparedness
For Faculty Led Program
Leaders at UINDY
Thursday, March 22, 2012
And
Friday, March 23, 2012
NoteOrientation Part I: Setting up your Spring Term or Short
Term International Program
Will now be held in the Spring Semester prior to the academic year
that trips go abroad.
Thursday, April 19th from 1pm to 3:30pm in SC010
Friday, April 20th from 1pm to 3:30pm in SC010
Welcome
Importance of Leader Orientations
• Networking with other seasoned
Trip Leaders
• Sharing tips
• Greater Role Awareness in a
Crisis
• Consistent and Appropriate
Emergency Response
• Better Adherence to University
Policies
Stephanie Crowe
Fall ‘09
Overview of Resources
• Faculty Leader Handbook for Short-Term
Faculty-Led Programs
• On-Campus Resources
o Office of Study Abroad
 Breezy Anne Wente
o International Division
 Mimi Chase
o Business Office
 Mike Braughton
o Health Center
 Lynn Moran
o Counseling Center
 Kelly Miller
o Campus Police
o Human Resources
 Carol Fairhead
o Registrar
 Mary Beth Bagg
• Office of Study Abroad
o
http://international.uindy.edu/studyabroad/index.php
Cyprus Spring Term 2011
Pre-Travel (preview)
• Student/Leader/Participant Forms
o These are REQUIRED
o Available on Study Abroad website
• Providing a Pre-Departure
Orientation
Alison Happel, Belize,
Spring 2010
o Please reference Handbook
o Specifying once again what is expected
from the students.
o Possible one-on-one orientations with those
with special needs?
o Business size cards with info for students
to carry with them while on-site.
• Emergency Preparedness
o Handouts to participants (copies to
parents)
PRE-TRAVEL
Leader/Co-Leader Forms – REQUIRED
http://international.uindy.edu/studyabroad/SpringTermForms.php
Spring Term & Faculty Led Forms
For Faculty Leaders - REQUIRED
Destination Approval For International Travel
UIndy Faculty Led Programs Handbook
Sample Emergency Plan - for Office of Study Abroad
Sample Emergency Plan - for students/parents
Emergency Contact (complete online)
Faculty Leaders - Other Forms
Health & Safety Abroad Checklist
Travel Grant Application
Application Template - student application for programs
Co-Leader Grant Application
ITIC Card Application UIndy FacStaff
Travel Modification Waiver
Fall Orientation Evaluation
Spring Orientation Evaluation
PRE-TRAVEL
Student/Participant Forms – REQUIRED
For Program Participants - REQUIRED (non-UIndy students, other adults, etc.)
General Liability
Medical Form
Emergency Contact (complete online)
Program Participants - Other Forms
ISIC Card Application Students - Non-UIndy
Minor Travel Agreement
For UIndy Students - REQUIRED
General Liability
Medical Form
University Perspective
Emergency Contact (complete online)
UIndy Students - Other Forms
Packing Tips
ISIC Card Application UIndy Students
Students Departure Checklist
Travel Grant Application
PRE-TRAVEL
Final Pre-Departure Meeting
Finances
(please reference Handbook)
Program Participants & Leaders
o
Supply students with budgets to aide money control

Supply simple currency conversions for quick calculations
o
Check with bank to see if they have ‘Front Load’ debit cards and if they are taken in the country you are
going. AAA offers these, but at a higher expense than personal banks.
o
Have them contact their CC companies with trip details (where and when)
o
Have them look into $ being available in their checking vs. savings acct. (can’t always access savings
accounts internationally)
o
Have participants check daily limits, weekly limits and fees associated with ATM withdrawals.
o
Over 100 different currencies can be ordered at AAA and received the following business day.
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British Pounds, Mexican Pesos, Euro, and Canadian currency are also available in a convenient, small quantity
called a Cash Pax.

Call in advance for details on pricing and payment acceptance.
Note: many countries are going to ‘Chip & Pin’ credit cards. They should still be able to process ‘magnetic’ credit cards as
well. Just politely ask that they run your card, if they can’t then ask for the manager.
Reference: http://budgettravel.about.com/od/topbudgettraveltips/p/chip_and_PIN.htm
PRE-TRAVEL
Final Pre-Departure Meeting
Distribution to Participants
Pre-Travel
• Copy of Emergency Plan including full itinerary
(to be shared with parents and others)
Additional Suggestions
• Wallet Size Emergency Cards for participants
(include hotel, phone #’s, taxi, etc.)
• Appropriate On-line Resource Information
PRE-TRAVEL
Final Pre-Departure Meeting
Online Resources
o http://www.state.gov/r/pa/ei/bgn/
 Notes on individual countries
o http://budgettravel.about.com/od/topbudgettraveltips/p/chip_and_PIN.htm
 Information on ‘Chip & Pin’ credit cards and how to use your magnetic credit
cards despite the worldwide change over.
o http://travel.state.gov/travel/tips/tips_1232.html#safe_trip
 How to have a safe trip
o http://travel.state.gov/travel/tips/emergencies/emergencies_1212.html
 Emergency Assistance to American Citizens
o http://cdc.gov/
 Health recommendations
PRE-TRAVEL
Emergency Preparedness
Creating an Emergency Plan
 All Leaders Required to Turn This in Before Departure
 To be shared with students and parents
Components of Plan
1. Flight /Travel Plans
2. Accommodations and Contact numbers
3. Emergency Numbers
 Phone # at destination
 Insurance
 Embassy Information
4. Taking Appropriate Action
 Communication plan
 Emergency meeting places
5. What If…Know your Country Resources
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Medical Emergencies
Psychological/Emotional Issues
Victim of a Crime
Accused of Committing a Crime
PRE-TRAVEL
What To Take Abroad
1. Faculty Leader Handbook
2. International Cell Phone (do not pack)
o The OSA has phones on a first come first serve basis
 Phones are ONLY for emergency purposes and do not work in US
3. First Aid Kit
o Students should be carrying their own prescription meds and OTC’s
 If they deal with anything that requires OTC’s in their lives, they need to bring
it with them.
 Health Center now has kits available for $32.50 (not including Epi-pens)
 If you would like to add the Epi-pen, it is an additional $100
PRE-TRAVEL
What To Take Abroad
4. Emergency Folder Prepared by YOU
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Emergency Plan
Copies of all passports
Emergency On-Line Form (print & carry copies)
Participants’ allergies & medications (Medical Form – print & carry
copies)
• Incident Report (please reference Handbook)
• Using the International ID Card insurance instructions
•
Or any other insurance being used
• ISIC Recommended Medical Providers
• Wallet Emergency Card (business card size)
On-Site (preview)
Have students call home immediately
upon arrival for peace of mind.
•
Arrival Orientation
o
•
Cross-Cultural Experience
 Culture Shock Revisited
 US vs THEM
 Language Immersion
 Gift Giving & Receiving
Review Emergency Action Plan
o
Emergency Procedures
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Emergency Plan
 REMINDER: All Leaders Required to
Turn this in before you leave
Emergency Quick Reference Form (Please
reference Handbook)
Review Behavioral Expectations
Pre-Return Dep. Orientation
o
o
o
Reverse Culture Shock
US Customs
Time Constraints/Flight Connections
Sondra Smith, Switzerland,
Fall 2010
ON-SITE
Arrival Orientation
• Culture Shock Revisited
o There are many resources on this subject for you to tap into:
 http://www.pacific.edu/sis/culture/
 http://en.wikipedia.org/wiki/Culture_shock
 http://www.esl-lab.com/shock1/shock1.htm
o US vs THEM
o Language Immersion
o Gift giving and receiving
 Tipping
 http://www.concierge.com/cntraveler/articles/500117
• Review Behavioral Expectations
o Reference Handbook
 University Perspectives
 Responsibilities of Participants
ON-SITE
Review of Emergency Procedures
• Review Emergency Procedures
o Emergency Quick Reference Form (please reference Handbook)
 Share pertinent protocol with students/participants
o Emergency Procedures for Faculty Leader (please reference Handbook)
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Definitions of Emergencies - next slide
General Guidelines for Emergency Procedures – following slides
Emergency Task Force Members – following slides
OSA Responsibilities in a Crisis – following slides
o Emergency Procedures for Students/Participants
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Meeting Place
Buddy System
Communication Tree
Distribute Cell Number
ON-SITE
Review of Emergency Procedures
Definitions of Emergencies
Emergencies : Events that are
actually experienced by participants
Level I
Assaults, crime, fire, situation requiring legal
council, suspicious person/activity.
Level II
Aggravated assaults, bomb threat, civil unrest,
death, missing person, rape or sexual assault,
suicide threat or attempt, severe food poisoning,
severe allergic reactions, anything of a
psychiatric nature, any incident involving
injuries or potential injuries, and any
hospitalization no matter how brief.
Level III
Armed intruder, earthquake, explosion,
tornado/severe weather recovery, acts of
terrorism.
Perceived Emergencies: Anything
“newsworthy” regardless of its impact
on students or programs (please
reference Handbook)
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Earthquake (Haiti/Chile/Mexico/China ’10)
Riots (Greece ’10)
Deadly Demonstrations (Thailand ’10)
Terrorist Explosion (Russia ’10)
Volcanic Eruption/Ash (Europe ’10)
Protests/Civil Unrest (Kyrgyzstan ’10)
Bombings (Uganda ’10)
Devastating Floods (Pakistan ’10)
Toxic Spill (Hungary ’10)
Mass Protesting (France ’10)
Military Attacks (N. & S. Korea ’10)
Acts of Inconvenience
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Flight Delay
Flight Cancellation
Lack of Funds
Loss of Luggage
Missed Flight
ON-SITE
Review of Emergency Procedures
General Guidelines for All Emergency Procedures
1. Safety is the first concern – attend to the immediate needs
of the students involved.
2. Remove other participants from danger.
3. Ensure physical and emotional needs of participant(s) and
make arrangements with medical or counseling personnel if
needed.
4. Gather and verify all facts and begin writing a log of events
for future reference.
5. Notify authorities (in the case of sexual assault, ask the
victim how he/she wants to proceed after having all legal
information collected. Others in the group may be informed
only with victim’s written consent).
6. After determining the safety of ALL participants, caution
them against speculative communication sent home.
ON-SITE
Review of Emergency Procedures
General Guidelines for All Emergency Procedures, cont..
7. Make certain participants know how to reach the faculty
leader (you) 24 hours a day.
8. Contact Campus Police by calling 011-317-788-3333 who
will contact the Office of Study Abroad. Have ALL
pertinent information (phone numbers, names of witnesses
and people directly involved, name of doctors/hospitals,
timing of events, location and measures already taken
available).
9. Contact all appropriate people on site and develop network
for support, such as access to counseling.
10. After consulting the OSA on issues of confidentiality, the
OSA will call a meeting of the Task Force and tell them
measures being taken to resolve issue. Listen to concerns of
Task Force.
ON-SITE
Review of Emergency Procedures
General Guidelines for Level II and III Emergency Procedures
11. Contact the U.S. Embassy/Consulate
12. If situation warrants, develop a written exit strategy and
time-line for students and OSA.
13. If contacted by media (leaders or students), do NOT give the
names of students and refer all media to the University
(Mary Atteberry).
14. If there is potential for anti-American feelings, remove any
signs that indicate U.S. affiliation or citizenship.
Emergency Task Force Members
• Breezy Wente, Office of Study Abroad- I, II & III
• Mimi Chase, Director of Int’l Division- I, II & III
• Mary Moore, V.P. for Assessment, Planning, & Int’l Partnerships I, II & III
• Mark Weigand, V.P. for Student Affairs and Enrollment
Management - I, II & III
• Lynn Moran, Director, Health Center - II & III
• Kelly Miller, Director, Counseling Center - II & III
• Mary Atteberry, Director, University Communications- III
• Mike Braughton, V.P. for Business & Finance and Treasurer - III
ON-SITE
OSA Responsibilities in a Crisis
• Provide support to faculty leader
• Convene Task Force and communicate their
instructions to faculty leader
• Communicate with participants’ emergency
contact, as needed
• Travel to location, if needed
ON-SITE
Using Insurance
• Students are given a copy of insurance policy with ISIC
• Leader should always have provider contact information and
contract number available
• All leaders should have a list of ISIC recommended medical
providers in emergency folder
• Insurance is valid in non-recommended facilities
• Using recommended facilities makes insurance wire
transfers easier
• Get provider involved in medical emergency as soon as
possible
• Adhere to guidelines and write incident reports
• Take good notes
ON-SITE
Description of Basic Coverage ($22)
• $25,000 Accident Medical Expense
• $165 Per Day Sickness/Hospital Benefit (up to 61
days)
• $100 Baggage Delay
• $100 Travel Delay (domestic only)
• $300,000 Emergency Medical Transportation
• $25,000 Repatriation of Remains
• $500 Travel Document Replacement
• $5000 Accidental Death & Dismemberment – Air
• $1000 Accidental Death & Dismemberment - Other
ON-SITE
Description of Premium Coverage ($79)
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$100,000 Accident Medical Expense
$165 Per Day Sickness/Hospital Benefit (up to 61 days)
$200 Baggage Delay
$2,000 Baggage & Personal Effects (Lost and/or Stolen
Items)
$300 Travel Delay (domestic only)
$1,000,000 Emergency Medical Transportation
$50,000 Repatriation of Remains
$500 Travel Document Replacement
$500,000 Accidental Death & Dismemberment – Air
$20,000 Accidental Death & Dismemberment - Other
ON-SITE
Using Insurance - Claims
Claim Process
Submit claims to CSA Travel Protection
800-353-1972 (toll free)
202-974-6480 (collect worldwide)
CSA Travel Protection will accept claims online at:
www.csatravelpro.com/claims-forms-insurance.do
For emergency assistance 24 hours a day during your trip, call:
IN THE U.S.
(866) 922-0278
COLLECT WORLDWIDE
(202) 974-6480
ON-SITE
Emergency Care
ISIC Insurance covers all medical
occurrences.... Everything from the
common cold to a serious emergency
medical condition.
Fall 2011, Argentina, Sarah Sentonoi
ON-SITE
Responding to Behavioral Challenges
• Define discipline problem
 Drugs, Alcohol, Behavior
• Recommended Violation Protocol
 1st - Oral Warning (and e-mail OSA)
 2nd - Written Warning (and e-mail OSA)
 3rd – Dismissal (consult with OSA 1st)
 University Perspectives form has been updated to reflect permission to
reach emergency contact in event of dismissal, etc.
• Serious violations allow for immediate dismissal – please
consult with OSA first.
• Inform Breezy of any situations as soon as possible.
• Follow up upon return (please reference Handbook)
ON-SITE
Mental Health
Reference Handbook
Appendices for the
following:
•Depression
•Psychotropic Medications
•Eating Disorders
•Anxiety
ON-SITE
Pre-Return Departure Orientation
• Reverse Culture Shock
o http://www.pacific.edu/sis/culture/
o http://www.studentsabroad.com/reentrycultureshock.html
o http://www.nataviguides.com/studyabroad_revcultshock.html
• US Customs
• Time Constraints/Flight Connections
ON-SITE
Role of Leaders Outside of Class
• Reducing Leader Liability
• Lay out rules for anyone leading
 Fraternization (no-no for anyone)
 Alcohol consumption
• Be familiar with UIndy Emergency Procedures
• Have Co-Leader familiar with all information in case you
become unable to lead.
• Know UIndy policies and how issues should be handled
• Be familiar with insurance coverage
• Obtain/Have a University CC
• Have a cell phone
POST-TRAVEL
Program Assessment & Follow-Up
• Evaluations
o Example in Handbook
Appendix
• Follow-up
Kelly Campbell, South Africa, Fall 2005
o Are there any papers,
journals, etc. required for
grade of course?
o Will the group get together
at all afterwards to talk
about how life is since
return?