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INTERNATIONAL TRAVELEMERGENCY ACTION PLAN
Program Name:Click or tap here to enter text.
Location:Click or tap here to enter text.
Dates:Click or tap here to enter text.
ContentsContents................................................................................................................................................................................2
Introduction..........................................................................................................................................................................3
Emergency Response Preparation.........................................................................................................................................3
Contact Information..........................................................................................................................................................3
Responsible Personnel: On-Site Emergency Management Team and Assignments/Emergency Response Team- Stateside............................................................................................................................................................................5
On-Site Emergency Management Team........................................................................................................................5
Emergency Response Team- Stateside..........................................................................................................................6
Emergency Communication Protocol................................................................................................................................7
Flight Information and Itinerary........................................................................................................................................8
Emergency Preparation.........................................................................................................................................................9
Premises Evacuation Plan..................................................................................................................................................9
Assembly Points..............................................................................................................................................................10
Shelter-In-Place...............................................................................................................................................................11
Large-Scale Evacuation....................................................................................................................................................11
Emergency Response: Actions.............................................................................................................................................11
General and Essential Actions.........................................................................................................................................11
Timely Warning/Emergency Notification........................................................................................................................12
Missing Student Notification Process..............................................................................................................................12
Incident Reports..............................................................................................................................................................13
Emergency vs. Incident.......................................................................................................................................................13
General Emergency Response.............................................................................................................................................13
Crime Against a Student..................................................................................................................................................13
Crime Committed by a Student.......................................................................................................................................14
Sexual Assault..................................................................................................................................................................14
Report of a Missing Student............................................................................................................................................15
Political Emergencies and Natural Disasters...................................................................................................................15
Preparing for Political Emergencies and Natural Disasters..........................................................................................15
General Security Precautions......................................................................................................................................15
Specific Political Emergency and Natural Disaster Procedures....................................................................................16
Specific Death of a Student Procedures..........................................................................................................................16
Appendix A: Roster and Phone Tree....................................................................................................................................18
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IntroductionIvy Tech Community College international activities should have an Emergency Action Plan (EAP) detailing the critical information needed in effective emergency planning and response. The few minutes it takes to review preparation and procedures can prove valuable in an emergency.
Emergency Response PreparationThis section comprises information on local resources, a detailed itinerary, contact information for participants, a detailed communication protocol, program-specific emergency response procedures, and fire safety protocols. If a section is not applicable, leave it blank.
Contact Information
Program Facilities Including Residences, Offices, and Classrooms when applicable
Street Address(es) Click or tap here to enter text.Telephone Number(s) Click or tap here to enter text.
Program LeaderName Click or tap here to enter text.Title/Position Click or tap here to enter text.Phone (Day) Click or tap here to enter text.Phone (After-Hours) Click or tap here to enter text.E-Mail Addresses Click or tap here to enter text.
Secondary Program LeaderName Click or tap here to enter text.Title/Position Click or tap here to enter text.Phone (Day) Click or tap here to enter text.Phone (After-Hours) Click or tap here to enter text.E-Mail Addresses Click or tap here to enter text.
Host Organization/College Partner:Name Click or tap here to enter text.Title/Position Click or tap here to enter text.Phone (Day) Click or tap here to enter text.Phone (After-Hours) Click or tap here to enter text.Mailing Address Click or tap here to enter text.Email Address Click or tap here to enter text.
Local First RespondersEquivalent to 911 in US Click or tap here to enter text.
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Police StationPhone Number Click or tap here to enter text.Address Click or tap here to enter text.
Ambulance ServicePhone Number Click or tap here to enter text.
US Embassy/Consulate Information (include other countries’ missions if appropriate)
US Travel Authority/ State Department
US Citizens 24/7Emergency ServicesLocal and InternationalTelephone Numbers: Click or tap here to enter text.
Regional Security OfficerName and ContactInformation (if known) Click or tap here to enter text.
Embassy/ConsulateStreet Address: Click or tap here to enter text.
Nearest PublicTransportation Stop: Click or tap here to enter text.Website: Click or tap here to enter text.
Ivy Tech Community College Campus Contact Information (Stateside)Names Click or tap here to enter text.Titles/Positions Click or tap here to enter text.Phones (Day) Click or tap here to enter text.Phones (After-Hours) Click or tap here to enter text.Email Addresses Click or tap here to enter text.
Names Click or tap here to enter text.Titles/Positions Click or tap here to enter text.Phones (Day) Click or tap here to enter text.Phones (After-Hours) Click or tap here to enter text.Email Addresses Click or tap here to enter text.
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Medical InsuranceProviders Click or tap here to enter text.Policy Number(s) Click or tap here to enter text.Domestic Phones Click or tap here to enter text.International Phones Click or tap here to enter text.Email Addresses Click or tap here to enter text.
College-Provided Travel AssistanceGallagher Global Assistance Contact Information: 1-866-693-6873 (Toll Free)
1-312-935-9242 (Direct Dial)[email protected] Name: Ivy Tech Community College of IndianaPolicy Number: GLMN1089296A
Other Travel AssistanceAgency Click or tap here to enter text.Contact/Liaison Click or tap here to enter text.Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Responsible Personnel: On-Site Emergency Management Team and Assignments/Emergency Response Team-Stateside
The establishment of an Emergency Management Team (EMT) provides a clear chain of command and will reduce confusion and uncertainty during an emergency. The EMT must be familiar with the information contained in this workbook, ensure that it is maintained, and conduct periodic drills on the plan to ensure its viability.
On-Site Emergency Management Team
Incident Commander: The Program Leader or most senior person available on-site at the time of the emergency situation becomes the Incident Commander (IC). The IC directs local efforts and is the primary contact person for both local authorities and Ivy Tech Community College.Name Click or tap here to enter text.Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Back-Up Program LeaderName Click or tap here to enter text.Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Communication Manager: The IC may appoint someone to manage communications or choose to do so him/herself. Only the Communications Manager should speak to authorities, program affiliates, parents, un-involved students, or the press.
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Name Click or tap here to enter text.Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Incident Recorder (IR): The IC may appoint someone to maintain the Incident Log. Incident Log information to be documented in Ivy Tech. Incident Report System at earliest opportunity.Name Click or tap here to enter text.Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Emergency Response Team-Stateside
Chancellor (or designee) for affected individual's home campusName Click or tap here to enter text.Office Telephone Click or tap here to enter text.Mobile Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Executive Director for Statewide Safety and SecurityName Jonathon BarefootOffice Telephone 317-921-4569Mobile Telephone 317-499-5087E-Mail [email protected]
Executive Director of Risk ManagementName Jennifer BowersockOffice Telephone 317-921-4853 E-Mail jbowersock2@ivytech .edu
Assistant Vice President for Student Advocacy & College Title IX CoordinatorName Click or tap here to enter text.Office Telephone Click or tap here to enter text.Mobile Telephone Click or tap here to enter text.E-Mail Click or tap here to enter text.
Assistant Vice President for Student Advocacy & College Title IX CoordinatorName Carey TreagerOffice Telephone 317-921-4433Mobile Telephone 317-690-2034E-Mail [email protected]
Director of Emergency Management & ContinuityName R. Andrew AdamsOffice Telephone 260-480-4188Mobile Telephone 260-452-7020
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E-Mail [email protected]
Gallagher Student Health & Special RiskName Dean SandonatoOffice Telephone 617-769-6444Mobile Telephone 781-856-6594E-Mail [email protected]
Policy Resources:International Travel Registry (Access via Risk Management or the Director of Emergency Management & Continuity) Insurance Policy & Emergency Travel Assistance Information International Travel Field Guide
Emergency Communication Protocol
The Phone TreeAt the start of the activity the Program Leader should collect participants’ contact information and create a phone tree in order to establish quick communication with everyone, should the need arise.The phone tree is activated by order of the Program Leader or Incident Commander (IC). In the event of an incident requiring notification to all participants, the following procedure will be followed:
1. The tree is activated with instructions on exactly what information and/or procedures are to be communicated by the caller.
2. Callers contact all participants to provide the information as instructed and, if necessary, ascertain their current location and safety status.
3. Should any assigned caller be unreachable, the person above him or her in the tree will assume the missing person’s responsibility and call list.
4. Once every participant has been contacted, a designated person will contact the Program Leader or IC, relaying location information and confirming that all were contacted.
5. Every effort will be made to contact participants via email, text message, Twitter, and Facebook in addition to calling.
Mobile Telephone AppsAs not all participants may not have full use of a cellular telephone, the use of other mobile communication applications (i.e. WhatsApp, GroupMe, Signal, etc.) should be considered in addition to, or in lieu of the phone tree. Communication protocols during a crisis should be similar to those outlined above, unless the mobile application allows for simultaneous notification of participants.
Attach Roster and Phone Tree in Appendix A
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Flight Information and Itinerary
Flight Information
To Destination: Click or tap here to enter text.
Date Click or tap here to enter text.Time Click or tap here to enter text.City Click or tap here to enter text.Airline Click or tap here to enter text.Flight Number Click or tap here to enter text.Departure Time Click or tap here to enter text.Arrival Time Click or tap here to enter text.
Connection
Date Click or tap here to enter text.Time Click or tap here to enter text.City Click or tap here to enter text.Airline Click or tap here to enter text.Flight Number Click or tap here to enter text.Departure Time Click or tap here to enter text.Arrival Time Click or tap here to enter text.
From Destination (Return): Click or tap here to enter text.
Date Click or tap here to enter text.Time Click or tap here to enter text.City Click or tap here to enter text.Airline Click or tap here to enter text.Flight Number Click or tap here to enter text.Departure Time Click or tap here to enter text.Arrival Time Click or tap here to enter text.
Connection
Date Click or tap here to enter text.Time Click or tap here to enter text.City Click or tap here to enter text.Airline Click or tap here to enter text.Flight Number Click or tap here to enter text.Departure Time Click or tap here to enter text.
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Arrival Time Click or tap here to enter text.
ItineraryPlease complete for planned/scheduled activities for each day of the excursion.
Date Click or tap here to enter text. Roll-call
Time Click or tap here to enter text. Location Address Click or tap here to enter text. Location Telephone Click or tap here to enter text. Method of Transportation Click or tap here to enter text. Activity Click or tap here to enter text.
Time Click or tap here to enter text. Location Address Click or tap here to enter text. Location Telephone Click or tap here to enter text. Method of Transportation Click or tap here to enter text. Activity Click or tap here to enter text.
Time Click or tap here to enter text. Location Address Click or tap here to enter text. Location Telephone Click or tap here to enter text. Method of Transportation Click or tap here to enter text. Activity Click or tap here to enter text.
Emergency PreparationIn rare instances, evacuation may become necessary due to environmental, political, industrial, and/or health concerns. Therefore, it is imperative that you develop simple, easy-to-follow protocols and ensure that all participants are aware of the procedure for responding to such an event.
Premises Evacuation PlanIf there is more than one building in the program site, complete this information for each building. Where buildings are leased, consult with the building landlord on emergency evacuation routes and floor plans, and to coordinate fire drills at the beginning of each semester.
This is the Evacuation Plan for: Click or tap here to enter text.
Notification of the need to evacuate will be by the following means:Click or tap here to enter text.
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Teams of two persons each should be assigned to ensure everyone has left the building. The following teams have been created, with responsibility for the areas shown in the table below. Note: The number of teams and area of assignment will vary according to the size of the facility.
Team 1/Person 1 Team 1/ Person 2 AssignmentClick or tap here to enter text. Click or tap here to enter text. Click or tap here to enter text.
Team 2/ Person 1 Team 2/ Person 2 AssignmentClick or tap here to enter text. Click or tap here to enter text. Click or tap here to enter text.
The following person is responsible to ensure everyone is accounted for at each assembly point.Name Responsible for: (assembly point or department)Click or tap here to enter text. Click or tap here to enter text.Click or tap here to enter text. Click or tap here to enter text.Click or tap here to enter text. Click or tap here to enter text.
Assembly PointsThe assembly point is to be used in the event of an evacuation of the premises due to smoke, fire, or by order of the authorities. It will also be used in the event of an area-wide catastrophe that renders the facility unusable or during which telephone land lines are down and cell service is disrupted. The designated places will have these characteristics:
• Far enough away from the facility being evacuated to be safe, but close enough to be conveniently reached on foot
• Public spaces that are easily recognized by participants• Contain sufficient room for all students, faculty and staff to gather comfortably, without impeding traffic or
obstructing emergency response vehicle pathways• Well-lit at night• Close to food, water, restrooms and transportation Examples: Hotel lobby, train station, public park with restaurants nearby
Identify a primary and secondary assembly point for each location change.
The primary assembly point for this site is:
Directions to the primary Assembly Point:Click or tap here to enter text.
The secondary assembly point for this site is:
Directions to the secondary Assembly Point:
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Click or tap here to enter text.
Shelter-In-PlaceIn the event of environmental emergencies (e.g., gas leak, external chemical fire), natural hazards (e.g., sudden storm, tornado), terrorist attacks, or other major events, authorized authorities or activity staff may require students and staff to stay indoors wherever they are for their own safety, rather than evacuate. A shelter-in place command can last from a few minutes to a few days, such as in the event of a civic emergency. On notification of the order to Shelter-in-Place in a program facility, anyone who is in the building must remain there. All students, faculty, staff, and visitors will assemble at the location(s) listed below. Shelter-in-place locations will be determined in the event of an incident, and may include a student’s room, a common room in a classroom or residential building, a workplace, or simply a directive to stay put until further notice.During large-scale events, such as incidents of political unrest or natural disasters, it is often safer to shelter– in-place than try to evacuate. Decisions should be made with that in mind.
Sheltering location (primary) Sheltering location (secondary)
While Sheltering-in-Place some general guidelines apply:• Lock doors.• In the case of a storm, close blinds and curtains to protect against flying objects that may hit the building.• Seek room in the basement or lower floors if possible.• Remain in the shelter location until the all-clear has been sounded and normal operations resume.• Students should call their parents to inform them of their safety, if possible.• Staff should contact participants not on the premises and advise them to stay away.• If more than one shelter location is needed, each room will have a responsible person assigned to distribute
supplies, record names, and communicate with Ivy Tech Community College, as well as their counterparts in other shelter locations.
Large-Scale EvacuationThe decision to evacuate an activity location is normally made in consultation with Ivy Tech Community College unless the Director/Activity Lead determines that participants are in immediate danger. The decision to evacuate should not be taken lightly. It is often safer to shelter in place than to move. If conditions suggest that evacuation may be necessary, please inform your designated unit contact immediately. They will then inform the Executive Director, Statewide Security and Safety, who will convene those individuals necessary to authorize such an event. In most cases evacuations will be handled by the activity’s insurance or travel assistance provider, and only with their authorization. Coordinate with travel assistance provider first and then contact Risk Management further support.
Emergency Response ActionsGeneral and Essential ActionsDespite the varying degrees of emergency that may be encountered, there are basic steps to be taken under all circumstances, as follows:
1. Meet the immediate needs of participants.a. Contact police, ambulance, or other first responders, as necessary.
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b. Stay with individuals affected until help comes or the situation is resolved.c. Only move participants if it is deemed too dangerous to shelter in place.
2. Assess the situation and any threats or dangers posed to participants.a. Evaluate specific threats or dangers participants face.b. Identify immediate steps that can and should be taken to help reduce the harm, danger, or threat level.c. Determine whether participants are safer remaining in their present location(s) or, if relocation is
necessary, where they should go.3. Contact all participants.
a. Confirm all are safe and accounted for as quickly as possible.b. Determine and record their present locations.c. Instruct them to follow emergency plans, specifically where to go/not go and what they should do/not
do.4. Contact your Emergency Travel Assistance Provider.5. Notify the Designated Unit Contact.
a. Inform on-site and Ivy Tech Community College contacts of the nature of the crisis, your location, the location of participants, and all other relevant details available.
b. If you cannot reach your designated contact number within fifteen minutes, call their designated backup person.
6. Update the College continuously throughout the crisis and regularly in the following hours and days regarding the condition, safety, and location of all personnel.
7. Maintain a written log of the crisis.a. Include specific dates, times, actions taken, and other relevant details, beginning with your first notice of
the crisis and continuing through its resolution.b. Include copies of all emails.
8. Submit an incident report.
Timely Warning/Emergency NotificationEmergency messages should be sent to participants when, in the judgment of the Program Leader or Executive Director, Statewide Security and Safety, an emergency or impending threat to the health, safety, or security of the community exists. The message will either be sent to the entire program community, or to the appropriate segment of the community, if the threat is limited to a particular building or segment of the population.Messages are sent by text, email, or other medium by ITCC or the Program Leader or designee to program participants, faculty, and staff when approved by one of the individuals mentioned above.
Designate the staff members on-site who are authorized to send such messages:Click or tap here to enter text.
Missing Student Notification Process
Registration of Emergency Contacts• Program Leaders must collect and have available each participant’s emergency contact information. All
participants are required to register through the Ivy Tech International Travel Registry which is managed and accessed by Systems Office Risk Management and PSEP.
Staff Procedure• All program faculty, staff, or students who receive a report of a missing student should immediately report to
the Program Leader or his/her designee and directly to the Chancellor (or designee).• The Program Leader or a designated member of the activity’s staff will become Incident Commander in this
event and will investigate the circumstances of the student’s absence.• If the Incident Commander determines that the student is missing following his or her receipt of a missing
person report, he or she will notify the local police, United States consulate and other consulates, as applicable,
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the Executive Director for Statewide Safety and Security, and the emergency contact individual identified by the student to be contacted in such circumstances.
Incident ReportsEmergencies, illnesses, crimes, and other incidents affecting students, faculty, staff, facilities, or the surrounding community must be reported to Ivy Tech Community College using a standard Incident Report Form (IRF).
1. The IRF is found here . 2. The IRF is submitted by the Program Leader or by the Incident Recorder. It is used to summarize the incident or
emergency action that has occurred.3. In the case of a major emergency, Incident Logs, emails and other forms of correspondence should be attached
as back-up at the time the IRF is submitted.4. If you are in doubt about whether or not an incident should be reported, the default is “yes”. The following are
examples of incidents that must be reported:a. Any report or allegation of a crime involving a student, faculty, or staff memberb. Any illness or injury requiring emergency treatment or hospitalizationc. Any report of sexual misconduct involving a student, faculty, or staff memberd. Any natural disaster or political event that may affect the activitye. Any incident requiring the use of an emergency travel assistance provider f. Any incident which may result in the early departure of a student from the activity or disciplinary action
taken by Ivy Tech Community Collegeg. Any incident which may affect the reputation of Ivy Tech Community College or the future operation of
the activityh. Any other incident or situation which the Program Leader, other staff, or student believes should be
brought to the attention of Ivy Tech Community College.
Emergency vs. IncidentThe word “emergency” is quite broad in meaning. It can include any number of potential situations - illness, injury, crime, natural disaster, or political upheaval - and it can involve any number of individuals. The first actions taken in response to an emergency and the speed of the response determine whether the situation is contained or if it worsens.
The Public Safety program defines an emergency in relation to a travel program as the following:
A serious injury or illness can be defined as one requiring hospitalization of a participant or faculty member, or one that makes it impossible for the participant or faculty member to continue the program.
A situation involving a criminal act against one or more participants in the program; an act of terrorism that poses a threat to the security of the program participants; a natural disaster; an act of war; or other event causing or threatening harm to one or more participants in the program.
A “perceived emergency” results from events that are not immediately threatening to the health or safety of program students or staff, but which may be viewed as such by family and friends at home, or by the media. In many instances, a perceived emergency must be treated as a real emergency.
An “incident” may be defined as an internally handled institutional situation as it relates to violations of the The Code of Student Rights and Responsibilities , College’s Sexual Misconduct Policy, and/or Human Resources policies, . Incidents, and their handling while abroad, fall under the purview of the Program Leader in the same manner as it an incident had occurred in a normal campus setting. Online reporting must be completed for documentation and routing to the appropriate campus authority and follow-up.
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General Emergency Response Crime Against a StudentWhen a student is a victim of a crime, it is most likely to be an incident such as a robbery, assault, or a fight. Sexual assault is covered below. If one of the students on your program is involved in such an incident, follow these procedures.
Contact the local police and campus security (if applicable). Determine the identity and present location of the victim(s) and perpetrator(s). Ensure that the physical and
emotional needs of the victim(s) are being attended to. Talk to the person who reported the crime and gain as many facts as possible. Identify the key persons involved. Keep a log of all information you gain.
Contact your Chancellor (or designee) and inform them about the incident. That authority will determine if any other individuals or offices at Ivy Tech or the host institution should be involved, especially in regard to supporting the victim.
Brief the office or your Chancellor on a daily basis until the crisis has subsided. Inform them of any media inquiries. Remember that you should not talk to the media unless authorized to do so by Ivy Tech.
Crime Committed by a StudentTypical crimes committed by study abroad students include theft, assault or possession of drugs. If a student is arrested, follow these procedures:
Assess the situation as quickly as possible. Determine who, what, when, where, how and why. Begin writing a log.
Immediately contact the U.S. Embassy Consular Officer. Ask the Consular Officer for the names of lawyers who can give the student legal help s/he requires and provide this information to the student (if possible). The Consular Officer should also work to ensure that the student’s human rights are not violated.
When possible, contact your Chancellor (or designee) and brief them on the situation. Your Chancellor (or designee) will contact the student’s emergency contact person. This person will be provided with contact information for the U.S. Embassy Officer.
Provide regular updates to your Chancellor (or designee) until the crisis is resolved. Your Chancellor (or designee) will maintain contact with the student’s emergency contact person.
Do not speak to the media.
Sexual Assault If a student is the victim of a rape, attempted rape, or other sexual assault, follow these procedures:
The College’s Sexual Misconduct Policy outlines the College’s process for dealing with reports of sexual misconduct, including sexual assault. This policy and procedures are effective at all College-sponsored activities and still apply when students are traveling out of the Country.
Discern if there is any physical injury or emotional disturbance and clarify with the victim the degree to which she/he wishes to involve local authorities, i.e. the local police or United States consulate.
If there is obvious physical injury, ensure that the student receives urgent care. If there is no obvious physical injury, with the victim’s consent, have her/him transported to a local health facility.
Inform the student of the laws and procedures for dealing with sexual assault in the host country, as these may vary from those in the U.S. (for example, in the U.S. it is important to preserve evidence for court). Remember that the US Department of State can be of assistance in navigating these discussions and decisions.
If the victim declines assistance escort/transport the victim to safe lodging, if not already there. Provide the victim with the phone number of reputable hospital/clinic, psychologist/psychiatrist, and any other rape crisis resources that may exist. Provide law enforcement information as well. **See below for advice on how to encourage the victim to seek assistance.
Inform the victim that you will contact her/him at a designated time to determine if assistance is desired. Contact the College and/or Campus Title IX Coordinator immediately. Title IX Coordinators are trained to work
with these situations and can direct on how to work with the student(s), both the victim as well as those alleged of committing the assault, and ensure that the College policy and processes are followed.
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Contact your Chancellor (or designee) and brief them on the situation. Your Chancellor (or designee) will also consult with the Title IX Coordinator to obtain advice about the crisis. With the student’s consent, your Chancellor (or designee) will also inform the student’s designated emergency contact person and aid the student in activating her/his support network.
Maintain a log throughout the crisis. Clearly note the circumstances surrounding the offer of assistance and the student’s refusal to accept such assistance. Update the log as the crisis continues. Complete an Incident Report as soon as possible. Include all information from the maintained in the log.
Brief the Title IX Coordinator and Chancellor (or designee) on a regular basis. Do not speak to the media.
Report of a Missing StudentIf a student is reported missing (by a roommate, other program participant, host family or professor, for example), take the following action:
Talk to the individual who has reported the student missing and any others (friends, professors, host family members, roommates) who might have knowledge of the student’s whereabouts. Try to determine when the student was last seen and/or the circumstances around which the student has been missing. Find out if s/he left information with anyone as to where s/he might be going. Also, find out if the student was engaging in any unusual behavior. Gather as much information as possible. Maintain a log.
If you are unsuccessful in determining where the student is, inform authorities of the situation. Contact the local police and check hospital admissions.
Contact your Chancellor (or designee) and inform them of the situation. If the student has not been located and it is determined that s/he is missing, file a report with the local police,
United States consulate and other consulates, as needed. Contact your Chancellor (or designee). Your Chancellor (or designee) will convene an Incident Management
Team to coordinate appropriate actions. This should include contacting the student’s designated emergency contact person.
Provide appropriate information to other program participants. Once the student has been located, inform your Chancellor (or designee) and all appropriate persons on-site.
Your Chancellor (or designee) will notify the appropriate persons in the U.S. If necessary, activate procedures for “Serious Accident or Illness” or “Crime Against a Student”.
Do not speak to the media.
Political Emergencies and Natural DisastersPolitical emergencies (coup d’état, violence toward Americans, severe rioting, and civil unrest) and natural disasters (earthquake, flood, and typhoons) can affect international travel study programs. This section of the handbook will outline how you should prepare to handle such an event and specific procedures you should follow should one take place.
Preparing for Political Emergencies and Natural DisastersMany of the policies and structures that need to be in place to deal with a political emergency or natural disaster are those that ensure the safe running of the program on a daily basis. Below you will find a list of general security precautions that will aid in the handling of a potential crisis.
General Security Precautions(Adapted from Council on International Education Exchange (CIEE) General Security Precautions to be Taken On Site)
1. Make sure there are no signs posted that identify your program as having an affiliation with the U.S.2. Familiarize yourself with the phone numbers and location of campus security (if applicable), the local police, and
the U.S. Embassy. Keep these contact numbers within easy access.
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3. Keep up to date contact information for each student. Establish a procedure for contacting them in case of emergency.
4. Make sure the students know how to reach you 24 hours a day in case of emergency.5. If a student is going away overnight, ask him/her to provide you with contact information.6. Discourage students from congregating in groups of Americans or foreigners and from spending time in
restaurants and bars that are known to be frequented primarily by foreigners. (This helps with cultural integration as well.)
7. Coordinate emergency evacuation with the College’s travel assistance program.
Specific Political Emergency and Natural Disaster ProceduresIn the event of a political crisis or a natural disaster, take the following action:
1. Contact all students to make sure they are safe and accounted for. If a student has been injured, make sure s/he seeks medical care. Caution all students about speculating on the situation and advise them to wait until clear information is available before contacting their family or friends in the U.S. Tell them that your Chancellor (or designee) will contact their Emergency Contacts to brief them on the situation.
2. Contact the U.S. Embassy or other official government agency and ask for advice and assistance. If the U.S. Embassy is closed, determine the location from which the Embassy is operating (i.e., another embassy in the host country or a U.S. Embassy in a neighboring country). Gather as much information as possible regarding the following:
the target of the unrest and possible danger to U.S. citizens how to minimize danger to students the probable impact of the event on the availability of food, water, and medical supplies the intensity of the crisis the presence of emergency or military personnel the feasibility of continuing classes and other program activities
3. Immediately contact your Chancellor (or designee) and brief them about the situation. Your Chancellor (or designee) will activate an Incident Management Team that will:
contact the U.S. Department of State’s Citizen Emergency Center at (202) 647-5225 for suggestions and assistance
contact the U.S. Embassy abroad contact U.S. study abroad offices at other institutions that have programs in the region; contact students’ emergency contacts to inform them of the situation Your Chancellor (or designee) will convene an Incident Management Team at Ivy Tech Community College to
develop a plan of action. The team will also develop plans for maintaining communication with key people and organizations, for handling the media, and for maintaining contact with the students’ emergency contacts.
Your Chancellor (or designee) will brief you on the plan of action developed by the team. If you think the plan needs to be modified, let your Chancellor (or designee) know and recommendations will be made to the team.
4. Utilize all resources available to carry out the plan of action decided upon in conjunction with the team.
5. Once the crisis has ended, your Chancellor (or designee) and the team will work with you to assess the impact of the event and determine what follow-up may or may not be required
Some of the above procedures were adapted from “Special Report: Real and Perceived Emergencies in Study Abroad.” Brenda A. Robinson, California State University. NAFSA Newsletter, November 1990.
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Specific Death of a Student ProceduresThe death of a student should be handled in the following manner:
Verify the identity of the student. Gather as much information about the circumstances surrounding the death. Record all information that you gain.
Notify the U.S. Embassy or Consulate in the host country. Contact your Chancellor (or designee). Your Chancellor (or designee), in conjunction with other ITCC officials, will
notify the student’s designated emergency contact person and offer appropriate support; i.e., transportation arrangements, accommodations, arranging to meet with the physicians etc.
Your Chancellor (or designee) will coordinate a plan to deal with the situation. A network will be constructed to offer support to all involved parties, such as friends, roommates, and other program participants.
Your Chancellor (or designee), working with the Sr. VP/COO, will notify the appropriate offices at ITCC. If you are contacted by the media, do not give the name of the student or speak on behalf of Ivy Tech
Community College. Your Chancellor (or designee), working with Systems Office Marketing and Communications, will develop responses to media inquiries.
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Appendix A: Roster and Phone Tree
Name Role Phone Intl Calling Activated? (Y or N)
Mobile Comm App Downloaded? (Y or N)
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