Emergency Response Manual.doc

Office of Study AbroadMichigan State University

MANAGING EMERGENCIES ABROAD(Updated May 2005*^ and December 2005+#)

for use from December 13, 2005 until further notice

Table of Contents

Introduction…………………………………………………………………………………….2Operative Principles……………………………………………………………………………5Procedures/Steps………………………………………………………………………………..7

Step I – An Emergency is Reported to OSA…………………………………….……...7 Step II – OSA Collects Basic Information (Intake Questionnaire)……………………..8 Step III – Address Incident-specific Questions Appropriate To the Type of Crisis…...11 Step IV – Assessment………………………………………………………………….11 Step Va – Handling a Real and Acute Crisis Requiring OSA to Direct the Response...13 Step Vb – Responding to a Widespread Emergency/Convening the Incident

Command Team……………………….……………….………………………15Incident-specific Questions Appropriate To the Type of Crisis

Participant is: seriously ill……………………………………………………………19 seriously injured …………………………………………………......21 assaulted or raped…………………………………………………....23 missing………………………………………………………………...26 arrested/incarcerated………………………………………………...28 taken hostage/kidnapped…………………………………………….30 in a location where a political, natural or man-made

disaster has occurred…………………………………………32The Death of a Program Participant……………………………………….………………….35Crime Report………………………………………………………………………………….37

MSU 24/7 EMERGENCY ASSISTANCE LINE517-353-3784

HTH 24/7EMERGENCY ASSISTANCE CENTER 610-254-8771

* “Informing Necessary Parities of an On-going Crisis” added 2-15-05 (item #7, pp.5-6)^ minor formatting changes occurred 4-15-05

+ addition of communications responsibilities, clarified when emergency contacts may be informed, revised intake questionnaire/information gathering directions, added KW & RS as campus contacts, and reformatted page numbers 12-12-05

# subbed AB for SC, added Univ Physician to incident Command Team 12-13-05

MSU/OSA/JAF/Kdrive 12/14/052

MANAGING EMERGENCIES ABROAD

o It is expected that any potential respondent to an emergency read these next two sections prior to an emergency, as they are intended to provide useful background.

o If you are reading to respond to an emergency, go to page 6.

Preventative Measures/Risk-Management

The Office of Study Abroad (OSA) routinely monitors the safety and security conditions in each country where MSU sends students. When conditions warrant, the Study Abroad Risk and Security Assessment Committee is notified of potential security risks and may be requested to evaluate a program and make a determination about its viability and advisability, given security and health risks. The Committee may also initiate the review of a program.

A variety of issues that affect countries where MSU sends study abroad students may be severe enough that these issues will be brought to the attention of the Study Abroad Security and Risk Assessment Committee. These issues may be learned through avenues such as review of the consular information sheet; US Department of State Travel Warnings; information provided by other institutions; concern expressed by a faculty leader, MSU unit or area studies center; or news media.

Emergency Response

The Office of Study Abroad is also charged with the responsibility of coordinating the management of emergencies affecting participants in Michigan State University-sponsored study abroad programs. Assuring the safety and well-being of students, faculty and staff who are involved or participating in MSU programs abroad is of the highest importance, and all reasonable actions will be taken to accomplish this.

While acknowledging that no single plan can address all contingencies, the Office of Study Abroad recognizes the importance of establishing, in advance, policies and procedures that are designed to safeguard the safety and well-being of study abroad participants and to limit the University's legal liability. These policies and procedures, described in this document, will serve to guide the University's response to crises affecting participants abroad.

Perceived Emergencies

In "Coping with Perceived Emergencies" (1989), Diane Snell draws a distinction between "real" and "perceived" emergencies. Real emergencies are those that pose a genuine and sometimes immediate risk to, or that have already disturbed, the safety and well-being of participants. These include such occurrences as coups and other civil disturbances; natural and man-made


disasters; incarcerations; serious physical or emotional illness; accidents; physical assaults; disappearances or kidnappings; and terrorist threats and attacks.

Perceived emergencies are those which pose no significant risks to the safety and well-being of participants, but which are seen as threatening by family members in the U.S. or by others, including, at times, students and colleagues at the home university. Perceptions of threat can arise out of a number of things, including the sensationalized reporting of an event abroad; the distortion of information provided by a participant in communicating home; or simply out of the nervousness of a family member or student with little or no international experience. Such perceptions will sometimes affect family members and others in the U.S. more strongly than will real emergencies, and need to be treated seriously.

Addressing Inquiries

In the case an emergency (perceived, real and acute, or real and widespread) is widely reported to parents or the media, a number of callers may contact the office voicing concerns. In the case of a perceived emergency or an individualized crisis that has already been addressed, it is important to reassure the caller that appropriate inquiries have been made, that we are confident program participants are secure, that the program is proceeding normally, and that the participants' welfare is not being compromised. In most cases, the OSA will need to merely reassure the concerned parent, student or other individual who has contacted the OSA as the result of media coverage or rumor.

When the US State Department issues a Public Announcement or Worldwide Caution, this notice is immediately forwarded to the relevant students and faculty abroad, with an explanatory introduction by the Director or one of the Assistant Directors. If the State Department issues a Travel Warning for a country in which MSU students are located (or about to travel to), OSA will convene the Risk and Security Assessment Committee Chair to discuss program cancellation or evacuation.

Widespread Emergencies

In the case of a widespread emergency requiring a unified response for the University, the Incident Command Team (ICT) will be convened at the Emergency Operations Center located at the Department of Police and Public Safety (DPPS). The ICT will be chaired by the Dean of International Studies and Programs (or his representative) and initially include available ISP Associate Deans, the Assistant to the Dean, and the Director of Study Abroad. The Chair of the Risk and Security Assessment Committee will be called in soon thereafter. Representatives from Risk Management, DPPS, relevant area studies centers, General Counsel, University Relations and the Office of the Provost will be included as needed. (See Tab Five of the Emergency Response and Resources Manual for more details).

Callers with concerns about a widespread emergency can be told that OSA/MSU is aware of the circumstances and working to address the situation in the best interest of the students. Callers requiring additional details will be referred to specific OSA staff involved. For the purposes of study abroad, directory information does not include a student’s address or phone number


abroad. While medical or law enforcement records are not protected under the Federal Education Rights and Privacy Act (FERPA), they should remain confidential and protected from unauthorized persons, including parents, unless a student has consented to parental notification, or the injury is so severe that the student cannot speak for him or herself. In such cases, the individual listed on the application as the student’s emergency contact shall be contacted. Note that this person may not always be a parent.

The study abroad application’s student release section includes authorization for OSA to inform a student’s emergency contact that the student is safe and accounted for. OSA may initiate such contact in the case of a widespread disaster (even though no harm has come to our students), particularly if the incident receives significant media coverage. In the event of a large-scale crisis in which a number of students were potentially exposed to danger, but the danger has since passed, OSA may initiate a large-scale call operation to reach all affected students’ emergency contacts in a timely fashion.

Protection of Educational Privacy

Keep in mind the FERPA is a federal law designed to protect the privacy of a student’s education records. The Act applies to “education records” originating from the institution or from educational institution defined as “records, files, documents and other materials which…contain information directly related to the student” and “are maintained by an educational agency or institution.” These records include grades and transcripts, as well as disciplinary records.

MSU policy governing privacy and release of student records is in compliance with the Federal Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. The University has designated certain personally identifiable information as directory information1, which may be released at the discretion of the University to anyone who makes a request.

Conclusion

In sum, all emergencies will be handled by the attached procedures. By closely following these procedures, the Office of Study Abroad staff will gather information to respond appropriately to real emergencies, or to place a perceived emergency in its proper context, and thereby reassure family members and others in the U.S.

1Directory information has been defined as name, local address and telephone number, MSU Net ID, permanent address and telephone number, current enrollment status or dates of attendance, program level, class, major, current term candidacy for degree and/or teacher certification, information pertaining to awards and honors achievements, MSU degree(s) earned and dates, recommendation to the State of Michigan for teaching certificate and effective dates, participation in officially recognized MSU activities and sports--including weight and height of athletic team members, recognition documents of student organizations, employment status as a graduate teaching assistant or research assistant, office address, and office phone number. (Taken from http://www.reg.msu.edu/ROInfo/Notices/PrivacyGuidelines.asp)Operating Principles


http://www.reg.msu.edu/ROInfo/Notices/PrivacyGuidelines.asp

In managing emergencies, real or perceived, the Office of Study Abroad will be guided in its decision-making, before, during and after a crisis, by the following operating principles:

1. All responses to a crisis will be governed by the highest concern for the safety and well-being of students, faculty and staff participating in an MSU-sponsored study abroad program.

2. All reasonable and prudent measures will be taken to limit the University's legal liabilities.

3. The Office of Study Abroad will exercise caution and restraint in deciding when, and with whom, information about an emergency should be shared.

4. At the same time, OSA will strive to keep its own staff members informed of the emergencies and what concerned parties have been told; it is important that all staff members provide the same information in case other inquiries are received.

5. The Office of Study Abroad will take sufficient notes in documenting the crisis and response, so appropriate individuals can be updated during and after the incident. Following the resolution of the incident, the primary respondent will fill a brief report detailing the incident, the response, and the resolution.

6. The Office of Study Abroad will respond to emergencies by closely following these procedures, except when otherwise directed by circumstances or agencies outside the University's control.

7. In the case of an on-going student emergency abroad in which a variety of campus officials are involved, a daily e-mail briefing from the OSA director or her designee will be provided to the following individuals and copied to corresponding secretary or administrative assistant.

Allison Barber, Executive Assistant to the President, [email protected] Lou Anna Simon, President, [email protected] Cindy Alex, Secretary to the Provost, [email protected] Kim Wilcox, Provost, [email protected] John Hudzik, Vice President/International Affairs, [email protected] Diana Stetson, Exec. Assistant to the Acting Dean (of ISP), [email protected] Jeff Riedinger, Acting Dean of International Studies and Programs, [email protected] Terry Denbow, Vice President for University Relations, [email protected] Mary Johnson, Department of Police and Public Safety, [email protected]

And, as appropriate: Lee June, Vice President of Student Affairs, [email protected] Beth Alexander, University Physician, [email protected] Pat Fowler, Risk Management, [email protected] Kristine Zayko (or Sally Harwood), Legal Counsel, [email protected] (or

[email protected])


mailto:[email protected]














David Novicki, Counseling Center, [email protected] Rick Shafer, Judicial Affairs, [email protected] Parent or Guardian of Student

Such a message will be sent even if there is no new information to report. To protect the student/victim’s privacy he/she will not be referred to by name, but by description (i.e. a 24 year old journalism student) or simply as “a student.”

However, internal conversations, which may involve the police, other security officials, university administrators, and the student’s parents/guardians, will reference the student by name.




Emergency Procedures

Office of Study Abroad will follow these procedures when an emergency is reported.

STEP I: An emergency is reported to the Office of Study Abroad

A.B. OSA may learn of an emergency situation abroad by any one of the following individuals:

the student, a parent/guardian, friend, faculty leader, on-site staff member, OSA colleague or DPPS employee.

C. If the initial respondent was an ISP or DPPS employee, and you are initiating follow-up, skip to Step III, p. 11. The initial respondent should have completed and provided a copy of the intake questionnaire from the Procedures for Responding to an Emergency Call from Abroad (Tab One of the Emergency Response and Resources Manual).

D. Take careful notes, documenting a chronological sequence of events leading up to, during and after the emergency.

E. If you are the first responder, continue with Step II.F.

STEP II: OSA collects basic information

A. The purpose of the intake questionnaire is to guide MSU employees responding to an emergency call from abroad. It is your responsibility to collect basic information, reassure the caller that assistance will be provided, and then inform others of the emergency.

B. If you are speaking with an on-site staff member or faculty leader, discuss his/her recommendations for handling the emergency. In some cases, the crisis has passed and the caller is reporting the incident and requesting guidance for future action. The severity of the emergency will dictate whether or not you feel his/her suggestions are appropriate, and whether or not further action must be cleared by additional OSA personnel.


INTAKE QUESTIONNAIRE

A. You may be required to make several calls to obtain answers as some questions may be more or less appropriate for a faculty leader or on-site staff member. Use your best judgment.

B. In addition to the intake questionnaire (pages 8-10), inform the initial caller you will ask additional questions specific to their circumstances. If they are unable to answer such questions, inform the caller you will be obtaining information from others assisting with the crisis.

C. Remember that in the case of a medical emergency, HTH communicates with the health professionals directly through their network of physicians; therefore, OSA will need the contact information for various health professionals on site.

D. For emergencies which involve local authorities, obtain their contact information as well.

G. The caller may be in a state of shock or panic, and you may be required to calm them before eliciting necessary information. To sooth a panicked caller, reassure them you are listening to their problem and that you will provide whatever assistance is necessary.

H. Remember to verify the caller’s association with MSU and check the appropriate box.

The caller is associated with a study abroad program.

The caller is an MSU employee (faculty or staff) or MSU student ABROAD, but NOT ASSOCIATED WITH A STUDY ABROAD PROGRAM.

1. What is your full name? _______________________________________

2. If you are involved in a study abroad program, what program are you on?

___________________________________________________________

3. If you are not involved with a study abroad program, are you an MSU faculty, staff or student on University business, assignment, or program?

___________________________________________________________

4. What city and country are you calling from? _____________________


5. Are you in immediate danger? _________________________________

Have you contacted local authorities? ___________________________

What is the nature of the emergency? Is it medical, safety, or legal?

____________________________________________________________

____________________________________________________________

6. Where are you now (the exact location, for example a telephone booth, host family’s residence, a university residence hall)?

___________________________________________________________

___________________________________________________________

7. What number should we call when we return your call?

______________________________

8. Does this include city and country codes? If not, do you know what they are?

___________________________________________________________

9. How long can you be reached at this number? Can we reach you at another number? If so, what is it?

____________________________________________________________

____________________________________________________________

10. Are you also reachable by e-mail? ____________

If so, what is your e-mail address? _______________________________


11. What has already been done?

Have you notified the police? __________________________________

Have you contacted the embassy/consulate? ______________________

Have you contacted family/companions/colleagues/other students?

__________________________________________________________

12. What else do you think needs to be done? (You may not be able to make a commitment to doing these things until you consult with other MSU personnel. However, reassure the caller that you will do whatever you can and that someone will be back in touch with him or her very soon).

Also tell the caller the following:

“In a minute, I’m going to move on to some more specific questions (see Step III, p. 10) in order to better assist you. However, if we get disconnected, please wait and I will call you back.”

OR“I’m going to report your situation to my supervisor in order to get further instructions. I will call you back within 20 minutes.”

AND“If you have to leave the area, or your situation changes, please phone this number collect. 001-517-353-3784. This number is available 24 hours a day, 7 days a week.”

ALSO“If this is a medical emergency, you should call collect the HTH’s Emergency Assistance Center at 001-610-254-8771. Or, you can collect call the access number in your country. (Refer to the phone lists section for country numbers.)”

Additional Space for Notes:

Your Name _________________________ Date/Time of Call ______________Campus office phone: _________________ Home phone: __________________


STEP III: Address incident-specific questions appropriate to the crisis

A. Additional information will be needed for a variety of individual crises. It is important to obtain all information before proceeding to the assessment step. Asking additional questions specific to the incident will help in obtaining a complete picture. Answers to these questions may be obtained by the caller, on-site personnel, local authorities, parents, or medical professionals.

B. If, however, you have remained on the line with the initial caller, before continuing, note that the remaining caller may not be capable of answering all the questions, especially if he/she is the affected participant. Therefore, you should mark the questions that need to be answered by other individuals assisting with the crisis.

C. If you disengage with the caller at this time, reassure him/her that you will phone back.

D. The following incidents have corresponding, additional question. Go to the page number D. given below if participant is:

o seriously ill, p. 19o seriously injured, p. 21o assaulted or raped, p. 23o missing, p. 26o arrested/incarcerated, p. 28o taken hostage/kidnapped, p. 30o in a location where a political, natural or man-made disaster has occurred, p. 32o dead, p. 35

E.. If, upon completion of this section, you feel the emergency should be discussed with the Director and/or Assistant Directors, and the caller is able to wait for further instructions, assure them you will return their call within 20 minutes.

(Return here after completing all relevant questions in Step III)

Step IV. Assessment

A. In assessing whether the emergency is

o real and acute, but controlled by on-site staff,o real and acute, requiring OSA to direct the response, oro real and widespread, requiring convention of the Incident Command Team (ICT)

the respondent will consult with appropriate OSA colleagues in addition to contacting, if necessary, a number of sources for detailed and accurate information, such as:


o The lead MSU faculty member abroad or in the case of a non-MSU program, the administrator abroad or in the U.S.

o The Resident Director (or other appropriate individual), whether or not there is a lead MSU faculty member abroad

o The U.S. State Department Desk Officer of the country affected (See Tab Two of the Emergency Response and Resources Manual for Country Desk Office Phone Numbers in Washington, D.C.).

o Any organizations listed on the non-MSU Emergency Contact list that may be able to provide US or on-site support.

o Additional colleagues in the field whom we know to have reliable and trusted information about circumstances abroad.


Real and Acute Real and Widespread

Controlled by On-Site Staff

Requires OSA to Direct Response

ICT ConvenedDocument Event Re-check in 24 hr

Report Incident to OSA Dir/Asst Dir

OSA Responds

14

Step Va. Handling a Real and Acute Crisis Requiring OSA to Direct the Response (if convening the CMT, go to step Vb)

A. In the event of a crisis that will impact the entire program, but does not warrant convening the Incident Command Team, OSA will consult with the lead faculty member or Resident Director and other appropriate people abroad and in the U.S. in order to decide what specific measures should be taken in responding to the crisis.

B. Timely communications to all affected parties is crucial to responding to any emergency. To make sure that no group or individual is left out of the communications process, OSA’s lead crisis manager will appoint staff members to make sure that the following parties are kept regularly informed of the crisis and its resolution:

o Office of the President and Provosto Chair of the Risk and Security Assessment Committeeo College Dean(s) and/or Department Chair(s) (may or may not include an Adviser)o On-site personnel, including faculty, resident directors, associated providers, etc.o Currently affected student(s)o Potentially affected future studentso Parents/Emergency Contacts of affected student(s)o University Relations/Mediao OSA Staff, and in particular OSA staff charged with updating the web

C. In making an assessment OSA will consider that when a threat to the well-being of participants (students, faculty and/or staff) is imminent, and acute enough to justify

(a) the immediate suspension of a program, (b) the evacuation of participants; or (c) other immediate action to reduce the threat (e.g., restricting or altering program events or locations),

Then: The OSA Director has the authority to do so in consultation with the Dean of ISP (or his representative), and/or deans(s) of the college(s) sponsoring the program, and/or the Chair of the Risk and Security Assessment Committee, and/or other appropriate individuals as available. Once a course of action has been selected, it will be reported to all Security and Risk Assessment Committee members, the Dean’s Designees, and Provost.

D. OSA will then send a fax or e-mail to the lead faculty member or Resident Director and to the affected students; this e-mail will contain a detailed description of the course of action they will be required to follow in responding to the crisis. As appropriate, the OSA Director will ask the Resident Director or MSU faculty member to ensure that all program participants receive this information.

E. OSA will take into account the following points in developing the written course of action:


o include a reasonable amount of detail in drafting the procedureso reassure participants that everything is being done to assure their security and well-being,

and that we are counting on their cooperation in responding to the crisiso inform participants that we are in communication with their emergency contacts

o direct participants to stay in close touch with the lead faculty member or Resident Director, to let him or her know of their precise whereabouts throughout the crisis

o remind students that while OSA has provided the U.S. Embassy or the nearest Consulate with the names of all program participants, it is their responsibility, if the situation permits and they have not already done so, to register on-site, and to maintain contact with U.S. Embassy or the nearest Consulate throughout the crisis

o tell participants to exercise common sense in responding to the crisis, and to avoid contact with or travel to the affected area (if they are not located at this area)

o direct the lead faculty member or Resident Director and participants to remove all signs or any other objects, at the academic center or at their home stays, that would call attention to them or to the program

o recommend participants to keep a low profile, to avoid dress and behavior that will attract attention, and to avoid places where Americans are known to congregate.

F. OSA will also e-mail a brief and accurate description of the event/response, with a copy of the students’ instructions to the following people:

o The Dean of ISP or his representativeo The Chair of the Risk and Security Assessment Committeeo The Vice President of University Relationso The Dean(s) of the college(s) sponsoring the programo The OSA Staff

G. The OSA Director, Assistant Directors or Program Coordinator for that region will handle all requests for information, including those coming in from parents, students and other members of the MSU community. In handling media requests, OSA will make every effort to cooperate, while at the same time letting the media know that the OSA needs to avoid giving out information that might violate a student's right to confidentiality.

H. Depending on circumstances, the emergency contacts of program participants may be contacted in order to provide accurate information about the emergency and about the University's response, even if no other students were affected by the incident/emergency, and/or there is no current or continued threat to their health, safety or welfare.


Step Vb: Responding to a widespread emergency (and convening the Incident Command Team)

A. Crises which warrant the convening the ICT include a kidnapping/hostage situation, in addition to large-scale man-made or natural disaster, or a terrorist attack in the area where students reside or attend class abroad.

B. OSA notifies the lead faculty member or Resident Director and other appropriate people abroad that the Incident Command Team is being convened in order to consider what responses are needed.

C. Timely communications to all affected parties is crucial to responding to any emergency. To make sure that no group or individual is left out of the communications process, OSA’s lead crisis manager will appoint staff members to make sure that the following parties are kept regularly informed of the crisis and its resolution:

o Office of the President and Provosto Chair of the Risk and Security Assessment Committeeo International Studies and Programso College Dean(s) and/or Department Chair(s) (may or may not include an Adviser)o On-site personnel, including faculty, resident directors, associated providers, etc.o Currently affected student(s)o Potentially affected future studentso Parents/Emergency Contacts of affected student(s)o University Relations/Mediao OSA Staff, and in particular OSA staff charged with updating the web

D. OSA/ISP, in consultation with the Provost and the President, will convene the Incident Command Team as soon as enough information is collected to effectively write a concise summary of the crisis and initial response. DPPS is responsible for setting up the Emergency Operations Center at the Red Cedar Road facility.

E. The Incident Command Team will be chaired by the Dean of ISP, or his representative, or in their absence, the Chair Security and Risk Assessment Committee. The ICT will includes the following individuals:

o The Dean of International Studies and Programs (chair)o The Associate Dean of International Studies and Programs (chair, in the absence of the

Dean)o The Chair of the Security and Risk Assessment Committee (alternate chair)o The Assistant to the Deano The Director of OSAo The University Risk Managero A Representative from DPPS


o A Representative from the Office of the Provosto The Vice President for University Relations (or his/her designate)o A Representative from General Counsel

Additional individuals will be brought in as necessary. Some likely candidates include:

o The University Physiciano The Dean(s) of the program's sponsoring college(s) or his/her designateo A Representative from the appropriate Area Studies Centero The Director of International Students and Scholars

F. The Incident Command Team will review the evolution of the crisis to date and what measures have been taken, and will decide on appropriate future responses. This group will review and consider, among others, the following issues:

o the nature and extent of the crisiso the imminent danger to participantso the steps already taken to provide for the participants’ safety and well-beingo the steps to be taken in the future to assure the participants’ safety and well-being; these

will often include: recommendations about appropriate student behavior; desirability and viability of evacuation of participants; if participants need to return to the U.S., implications for their academic

progress; if participants return to campus, the availability of housing;

if participants return to the U.S., the refund policy to be implemented; the possible financial impact of the crisis on program participants as well

as the University, including legal liability and financial aid policies; the reliability of communication with participants and program

representatives abroad; communication with emergency contacts;

communication with other constituencies, as appropriate (family members of participants at other sites, students and colleagues on campus);

review of the written summary of the emergency (N.B. this document will be used by everyone involved in managing the crisis: consistency is essential);

review of measures to be taken in dealing with the media (see G and H below);

providing for counseling of students on campus, as appropriate.

G. Once the appropriate response strategy has been determined, a written course of action will be e-mailed or faxed to the lead faculty member or Resident Director, as well as to the program participants. This e-mail/fax will contain a detailed description of the course of action all participants will be required to follow in responding to the crisis. The lead faculty


member or Resident Director will ensure that all program participants receive this information.

H. The ICT Chair will take into account the points listed below (same as step Va E) in producing the written course of action (This plan should be transmitted in confidence to the

lead faculty member or Resident Director, in a document separate from the written course of action that will be shared with the entire group).

o include a reasonable amount of detail in drafting the procedureso reassure participants that everything is being done to assure their security and well-being,

and that we are counting on their cooperation in responding to the crisiso inform participants that we are in communication with their emergency contactso direct participants to stay in close touch with the lead faculty member or Resident

Director, to let him or her know of their precise whereabouts throughout the crisiso remind students that while OSA has provided the U.S. Embassy or the nearest Consulate

with the names of all program participants, it is their responsibility, if the situation permits and they have not already done so, to register on-site, and to maintain contact with U.S. Embassy or the nearest Consulate throughout the crisis

o tell participants to exercise common sense in responding to the crisis, and to avoid contact with or travel to the affected area (if they are not located at this area)

o direct the lead faculty member or Resident Director and participants to remove all signs or any other objects, at the academic center or at their home stays, that would call attention to them or to the program

o recommend participants to keep a low profile, to avoid dress and behavior that will attract attention, and to avoid places where Americans are known to congregate.

Also to be considered:

o the safety of various routes and modes of travelo how to meet the costs of evacuationo the advisability of reducing risk to participants by separating them into smaller groupso the availability of in-country resources

I. The OSA Director, Assistant Directors or Program Coordinator for that region will handle all requests for information, including those coming in from parents, students and other members of the MSU community. In handling media requests, OSA will coordinate efforts with University Relations and make every effort to cooperate, while at the same time letting the media know that the OSA needs to avoid giving out information that might violate a student's right to confidentiality.

J. Emergency contacts of program participants may be contacted in order to provide accurate information about the emergency and about the University's response, even if no students were affected by the incident/emergency, and/or there is no current or continued threat to their health, safety or welfare.


END OF PRODCURESINCIDENT SPECIFIC QUESTIONS FOLLOW

on page 18


INCIDENT SPECIFIC QUESTIONS

(A follow-up to the Intake Questionnaire from pages 8-10)

Participant is:

seriously ill……………………………………………………………19 seriously injured …………………………………………………......21 assaulted or raped…………………………………………………....23 missing………………………………………………………………...26 arrested/incarcerated………………………………………………...28 taken hostage/kidnapped…………………………………………….30 in a location where a political, natural or man-made

disaster has occurred…………………………………………32 dead……………………………………………..….………………….35


If a participant(s) has fallen seriously ill:

o Has the local emergency treatment been sought? Has HTH been contacted? ? If not, see Section Two of the Emergency Response and Resources Manual for local or global assistance HTH telephone numbers.

o What was the suspected cause of the illness? Where is the student being treated? What medical treatment has he or she received thus far? What is the prescribed treatment?

o For our records, what are the names and contact information of the attending physician(s), clinic(s) and/or other health professionals involved? Does this person speak English? If not, what is the name and contact numbers of the person, if any, who is providing translation services in this crisis (if applicable)?

o What is the prognosis?

o Are other participants at risk from this illness?


o Are all program participants, whether directly involved or not, aware of the emergency? How are they responding to the emergency?

o Is airlift a desirable and viable action?

o If applicable, what are the names and contact information of the appropriate officials at the U.S. Embassy?

o If applicable, what are the names and contact information of any local law enforcement or public security officials involved? Do these people speak English? If not, what is the name and contact numbers of the local translator who is involved?

Additional Notes:

OSA STAFF MEMBER: PLEASE RETURN TO STEP IV, p. 11


If a participant has been seriously injured:

o Has the local emergency treatment been sought? Has HTH been contacted? If not, see Section Two of the Emergency Response and Resources Manual for local or global assistance HTH telephone numbers.

o What are the details of the accident?

o What medical treatment has the student received? Where?


o What is the prescribed treatment and prognosis?o



o Are all program participants, whether directly involved or not, aware of the emergency?

o How are they responding to the emergency?


o If applicable, what are the names and contact information of any local law enforcement or public security officials involved? Do these people speak English? If not, what is the name and contact numbers of the local translator who is involved?

Additional Notes:



If a participant has been assaulted or raped:

o Has the local emergency assistance been sought? Has HTH been contacted? If not, see Section Two of the Emergency Response and Resources Manual for local or global assistance HTH telephone numbers.

o What are the details of the incident?

o What has the on-site response been?

o What medical treatment has the student receive? Where? (If none, do everything in your power to ensure proper medical care is received).



o Is rape counseling available? In English?

o What is the prescribed treatment and prognosis?

o If overnight stay in the hospital is not an option, is immediate and alternative secure housing available? How long will this housing be available? What other appropriate housing options are available as a backup, if needed?

o Has appropriate local law enforcement been notified? What are the names and contact information of any local law enforcement or public security officials involved? Do these people speak English? If not, what is the name and contact numbers of the local translator who is involved?



o Is the participant interested in returning to the U.S.?

o If so, what will be the likely academic and financial consequences?

o Are the participant and the counselor aware of these consequences?

o Are all program participants, whether directly involved or not, aware of the situation?

Additional Notes:



If a participant is missing:

o When was he or she last seen?

o Does anyone have any idea where they might have gone?

o If they left and were expected to return at a specific time, when was the date and time of the expected return?

o Did the participant tell anyone of plans to be absent?

o Has appropriate local law enforcement been notified? Is there a local missing persons officer or department?

o What are the names and contact information of any local law enforcement or public security officials involved? Do these people speak English? If not, what is the name and contact numbers of the local translator who is involved?

o What are their suggestions? What are your suggestions?


o Are search and rescue operations available on site? Are these reliable?

o Have they already been initiated? Should they be initiated?


o Are other program participants, whether directly involved or not, aware of the emergency? How are they responding?

Additional Notes:



If a student has been arrested:

o What are the details of the arrest? Is he or she currently in police custody?

o What are the conditions of the jail? How is the student reacting to the arrest?

o What agency made the arrest and filed the charges? Have they indicated when he/she will be released? What procedures need to be followed before the release?

o What are the names, addresses and phone numbers of arresting authorities?

o What is the case number?


o What rights have been granted?

o Is he/she entitled to place a phone call?

o Has the U.S. Embassy been notified?

o What has their response been?

o What is their advice?

Additional Notes:



If a student has been taken hostage:

o What are the events that led up to the hostage taking?

o If known, what is the current physical and psychological condition of affected participant(s)?

o Has the U.S. Embassy been notified? If so, who is the contact person at the Embassy abroad, and at the State Department in Washington, D.C.? What are their titles and contact numbers?

o What is the Embassy’s advice?


o Is the lead faculty member or Resident Director now in close contact with all affected participants?

o What is the proximity of the event to all program participants?

o What is the imminent risk to other participant(s) if they remain where they are?

o Are all program participants, whether directly involved or not, aware of the emergency? How are they responding to the emergency?

Additional Notes:



If the emergency is political in nature, or if a natural or man-made disaster has occurred:

o What the events that led up to this incident?

o What is the proximity of the event to all program participants? Were some or all of the group affected? Is this disaster widespread?

o If known, what is the current physical and psychological condition of affected participant(s)?

o Is the lead faculty member or Resident Director now in close contact with all affected participants?

o What is the imminent risk to participant(s) if they remain where they are?


o Has the U.S. Embassy advised participants to take appropriate action? How?

o Have all participants been made aware of these precautions?

o Are all participants following these precautions?

o Have local authorities imposed a curfew?

o Has travel in or out of the country been restricted in any way?

o Who or what is the target of any unrest?

o Has any particular group or organization been threatened?

o What kind of military or other security or public safety personnel are present? Are they unusually visible? How are they behaving with respect to the civilian population?


o Are adequate food, water and medical attention available?

o Is adequate and secure housing available? How long will this housing be available? What other appropriate housing options are available as a backup, if needed?


Additional Notes:



The death of a program participant:

A. OSA (presumably, the Director or one of two Assistant Directors) will ask the lead MSU faculty member or Resident Director at the site to provide complete details about the circumstances surrounding the death to confirm that HTH has been contacted to arrange for repatriation of remains, and what information regarding repatriation of remains, including any police or immigration procedures, needs to be observed. The OSA Director will inform the Resident Director or MSU lead faculty member that the participant’s family may be calling him or her once they’ve been informed of the death.

B. OSA will contact the Vice President of Student Affairs, the Dean of International Studies and Programs, and Department of Police and Public Safety. DPPS is responsible for coordinating notification of the next of kin. The President or Vice President follows as soon as possible with a phone call to the spouse or parents. After this is done, the Director will notify appropriate individuals on campus, including the President, all members of the Study Abroad Security and Risk Assessment Committee, the Provost, the Dean of the student’s College, and the Vice President for University Relations, and the OSA staff.

C. OSA will write a summary of the circumstances surrounding the death of the participant, and will send it to the following people:

o The Presidento The Provosto The Chair of the Study Abroad Security and Risk Assessment Committeeo The Dean of International Studies and Programso The Police Chief and Director of Police & Public Safetyo The Dean of the student’s college

o The Vice President for Student Affairs and Serviceso The Vice President for University Relationso The Director of Student Lifeo The Director of the Counseling Centero The Associate General Counselo The University Risk Managero OSA staff

D. D. OSA will gather as much information as possible from abroad concerning such matters as burial or repatriation of remains, and once the next of kin has been notified, OSA will put the family in contact with HTH, and will offer to work with the family in contacting the Resident Director or MSU lead faculty member abroad in order to make specific arrangements.

E. The OSA Director, Assistant Directors or Program Coordinator for that region, will handle all

requests for information, including those coming in from parents, students and other members of the MSU community. In handling media requests, OSA will make every effort


to cooperate, while at the same time letting the media know that the OSA needs to avoid giving out information that might violate a student's right to confidentiality.

F. Depending on circumstances, the emergency contacts of program participants may be contacted in order to provide accurate information about the emergency and about the University's response, even if no other students were affected/injured/killed as a result of the incident/emergency, and/or there is no current or continued threat to their health, safety or welfare.

G. With regard to other students on the program, the Office of Study Abroad will make every effort to see their needs are met with regard to information and on-site support services. As soon as possible following the tragedy, OSA will send an e-mail or fax to the lead faculty member or Resident Director, as well as to the program participants. This e-mail/fax will inform students of the student’s death, the University’s response and available on-site support services, including grief counseling. The lead faculty member or Resident Director will ensure that all program participants receive this information.


Michigan State UniversityOffice of Study Abroad Incident Report for Crime Abroad

Date of Report: ___________ Reported to (OSA Staff): ___________________

Date of Incident: ___________ Reported by (on-site): ______________________

Program Name: ______________________________________________________

Location of Incident: ______________________________________________________

Victim: ___ Male ___ Female ___ Student ___Faculty

Type of Crime: ___ Assault ___ Mugging ___ Sexual Assault/Rape

___ Battery ___ Pickpocketing ___ Theft

___ Other: explain______________________________________

Was Alcohol Involved: ___ Yes ___ No

Was a police Report filed? ___ Yes ___ No Copy available? ___ Yes ___ No

Description of Incident:

Follow-up:


Emergency Response Manual.doc

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