Emergency Preparedness For

Faculty Led Program Leaders at UINDY

Thursday, March 22, 2012And

Friday, March 23, 2012

Note-Orientation 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 SC010Friday, April 20th from 1pm to 3:30pm in SC010

Welcome

• 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 CroweFall ‘09

Importance of Leader Orientations

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 Policeo Human Resources

Carol Fairheado 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 Formso These are REQUIREDo Available on Study Abroad website

• Providing a Pre-Departure Orientationo Please reference Handbooko 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 Preparednesso Handouts to participants (copies to

parents)

Alison Happel, Belize, Spring 2010

PRE-TRAVELLeader/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-TRAVELStudent/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-TRAVELFinal 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.

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-TRAVELFinal Pre-Departure Meeting

Distribution to ParticipantsPre-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-TRAVELFinal 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-TRAVELEmergency Preparedness

Creating an Emergency Plan All Leaders Required to Turn This in Before Departure To be shared with students and parents

Components of Plan1. Flight /Travel Plans2. Accommodations and Contact numbers3. Emergency Numbers

Phone # at destination Insurance Embassy Information

4. Taking Appropriate Action Communication plan Emergency meeting places

5. What If…Know your Country Resources Medical Emergencies Psychological/Emotional Issues Victim of a Crime Accused of Committing a Crime

PRE-TRAVELWhat 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-TRAVELWhat To Take Abroad

4. Emergency Folder Prepared by YOU

• 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 Orientationo Cross-Cultural Experience

Culture Shock Revisited US vs THEM Language Immersion Gift Giving & Receiving

• Review Emergency Action Plano Emergency Procedures

Emergency Plan REMINDER: All Leaders Required

to Turn this in before you leave

o Emergency Quick Reference Form (Please reference Handbook)

o Review Behavioral Expectations

• Pre-Return Dep. Orientationo Reverse Culture Shocko US Customs o Time Constraints/Flight Connections

Sondra Smith, Switzerland, Fall 2010

ON-SITEArrival Orientation

• Culture Shock Revisitedo 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 THEMo Language Immersiono Gift giving and receiving

Tipping http://www.concierge.com/cntraveler/articles/500117

• Review Behavioral Expectationso Reference Handbook

University Perspectives Responsibilities of Participants

ON-SITEReview of Emergency Procedures

• Review Emergency Procedureso Emergency Quick Reference Form (please reference Handbook)

Share pertinent protocol with students/participants

o Emergency Procedures for Faculty Leader (please reference Handbook)

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 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 IAssaults, crime, fire, situation requiring legal council, suspicious person/activity.

Level IIAggravated 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 IIIArmed 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)

• 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• 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/Consulate12. 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)

• $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

Claim ProcessSubmit claims to CSA Travel Protection800-353-1972 (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) 922-0278COLLECT WORLDWIDE(202) 974-6480

ON-SITE Using Insurance - Claims

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-SITEResponding 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-SITEMental Health

Reference Handbook Appendices for the

following:

• Depression• Psychotropic

Medications• Eating Disorders• Anxiety

ON-SITE Pre-Return Departure Orientation

• Reverse Culture Shocko http://www.pacific.edu/sis/culture/o http://www.studentsabroad.com/reentrycultureshock.htmlo http://www.nataviguides.com/

studyabroad_revcultshock.html

• US Customs• Time Constraints/Flight Connections

ON-SITERole 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-TRAVELProgram Assessment & Follow-Up

• Evaluationso Example in Handbook

Appendix• Follow-up

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?

Kelly Campbell, South Africa, Fall 2005