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HEALTH, SAFETY & SECURITY GUIDELINES FOR

CESO VOLUNTEER ADVISORS

Please keep this document handy for easy reference.

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Contents INTRODUCTION ............................................................................................................................................ 3

GENERAL HEALTH and SAFETY PRECAUTIONS .............................................................................................. 4

MEDICAL ISSUES ............................................................................................................................................ 6

Before you go: ........................................................................................................................................... 6

Medical Exam ........................................................................................................................................ 6

Insurance ............................................................................................................................................... 6

On Assignment: ......................................................................................................................................... 6

Medicine and Supplies .......................................................................................................................... 6

Eating and drinking: .............................................................................................................................. 7

Malaria, Zika, Chikungunya and other Tropical Diseases ..................................................................... 8

Medical Issues while on Assignment .................................................................................................... 8

Minor Health Issues .............................................................................................................................. 8

Medical Emergencies Requiring Evacuation ......................................................................................... 9

Repatriation in the Event of Death ....................................................................................................... 9

SAFETY AND SECURITY ISSUES .................................................................................................................... 11

TRAVELLING WITHIN A FOREIGN COUNTRY .................................................................................................... 11

Natural Disaster, Local Unrest, National Emergency .............................................................................. 11

Minor Impact for VAs .......................................................................................................................... 11

Elevated Risk for VAs........................................................................................................................... 12

Elevated Emergency for VAs ............................................................................................................... 12

Theft, armed robbery .......................................................................................................................... 12

Loss or damage to, or theft of baggage or personal belongings ........................................................ 12

Demonstrations .................................................................................................................................. 13

Coup d’état, armed conflict ................................................................................................................ 13

Gunfire and combat zones .................................................................................................................. 13

Abduction, kidnapping and hostage-taking ........................................................................................ 13

Travel Advice and Advisories from the Government of Canada for international travel ........................... 15

Appendices .................................................................................................................................................. 16

Appendix 1: CESO Insurance Card ........................................................................................................... 16

Appendix 2: CESO Emergency Procedures .............................................................................................. 17

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INTRODUCTION

CESO is committed to ensuring the health, safety and welfare of its Volunteer Advisors on assignment. Emergency planning and procedures are integral to our operations.

CESO works closely with in-country staff and Canadian embassies to monitor local conditions and to maintain regular contact with all Volunteer Advisors to ensure their safety and security. When cases of risks and/or emergencies arise, CESO in-country staff will immediately notify CESO’s Canadian office to ensure the organization proactively responds and determines whether assignment activities can proceed as planned.

Knowing what lies ahead and being prepared are key elements to a satisfying assignment. We encourage all Volunteer Advisors to read through all CESO information carefully, including the information in this manual, the VA manual, CESO Country profile and any relevant information on myCESO. In addition, this Government of Canada website has useful guidance for dealing with emergencies abroad https://travel.gc.ca/assistance/emergency-assistance

Country-specific information and detailed safety and security plans will be shared with you before your departure by CESO coordinators and by the in-country teams in the host country where you are travelling.

You will also be provided with an Emergency card with contact information to keep in your wallet.

ACRONYMS USED

CESO Canadian Executive Service Organization CR Country Representative CRC Client Relations Coordinator CRM Client Relations Manager GAC Global Affairs Canada PC Program Coordinator PM Program Manager PO Program Officer VA Volunteer Advisor

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GENERAL HEALTH and SAFETY PRECAUTIONS In cases of emergency, Country Representatives will notify CESO Canada of the situation

through: emergency@ceso-saco.com Preparation, good judgement and environmental awareness are the best strategies to

ensure safety and to prevent vulnerability or security risks. While on assignment, VAs and CRs should be in regular contact preferably by cell phone to keep linked with changing local conditions. CRs provide cell phones to VAs upon arrival in country.

Be informed and aware of your environment. Know where to go, and where not to go.

Avoid talking about how much money you have with you, investments, the type of insurance you have, medication you carry, personal details about your family, passwords, etc. Someone who appears not to speak or understand your language (taxi driver, someone near you at a restaurant), may in fact speak and understand your language.

Respect and follow all local laws and regulations, local rules, and protocols.

Communicate: immediately report any security issues or concerns to CESO staff. If you cannot establish communication, contact the Canadian Embassy or Consulate.

Carry identification and emergency contact numbers at all times. Please remember to update the emergency contact section on page 4 of your passport.

Have some amount of cash (typically USD) safely with you at all times in the case of blackouts due to emergencies (electronic banking systems may not be working).

Be careful about taking photographs of people, especially of children without permission. This can cause violent reactions in some countries, e.g. Bolivia, where even with parents’ permission, by law it is not permitted for strangers to take photos of children.

Please ensure your vaccinations are up-to-date. Discuss your immunization status with a physician or travel health clinic to ensure you have the proper immunizations for the region where you will be travelling.

If you take any medications, bring an adequate supply for your entire assignment.

For international assignments, you must register online with the Canadian Embassy prior to your departure (www.travel.gc.ca/register) so they can assist in case of an emergency that may arise during your stay in the country. You are required to send a copy of your registration confirmation email to CESO coordinators prior to your departure.

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In cases of major emergencies such as earthquakes, hurricanes, civil unrest, etc, Canadian embassies have a network of wardens. Wardens are volunteer members of the Canadian community who play a vital role in the government of Canada’s response to emergencies abroad. Under the direction of the Canadian embassy, the warden’s role in an emergency is to relay messages to Canadians and report on events in the areas they reside.

In countries affected by frequent unrest, avoid public sites favoured by expatriates as much as possible.

When you travel abroad you may be visiting regions with conditions that are very different from what you’re used to at home, such as less developed health services, or challenging physical conditions, such as extreme temperatures, rustic conditions and long hours.

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MEDICAL ISSUES Before you go:

Medical Exam Prior to approval for international assignments, you are required to have a medical

examination at least once a year to assess pre-existing health conditions. In some cases, physical or mental health problems may impede your ability to conduct an assignment, and the examination is an opportunity to discuss any concerns with the examining physician.

Please read the CESO Medical Enquiry and Examination form carefully and make sure all sections are completed by you and your family doctor before it is submitted to CESO. The form can be found online through myCESO (see hyperlink above) or your coordinator will provide you with a copy once you are accepted for an assignment.

Insurance For international assignments, CESO provides Out-of-Country Medical Coverage and

Accident insurance for all its Volunteer Advisors. Out-of-Country Medical Coverage continues for ten days after the end of your assignment. This is to allow for transit home in case of an emergency, and Accident Insurance remains applicable.

If you have personal insurance check if there are any restrictions when travelling abroad. It might not be valid in some countries at risk.

For national assignments, CESO provides accident insurance in addition to your provincial health coverage.

If you wish to have out-of-country medical coverage at the end of your assignment to cover any personal vacation, you are responsible for making your own arrangements.

Please read carefully and review the insurance brochures available with your international departure package and online on myCESO.

On Assignment: Medicine and Supplies If you require medical supplies, please bring ALL required medications with you as

they may not be available in the country/region where you are travelling.

Carry a list in your wallet of all medications that you need, as well as any allergies or conditions you may have, or medic alert accessory (preferably a card or ankle bracelet instead of or in additional to a necklace or wrist bracelet).

Ensure your medications are not restricted in the country where you are travelling to (check with your CR or the embassy)

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There may be limited health care in the country/region in which you are travelling, so we encourage VAs to proactively take the following general precautions:

● stay properly hydrated ● get enough sleep ● wear appropriate clothing for the environment ● use insect repellent ● maintain a high-level of situational awareness ● avoid distractions such as earphones, texting, etc. ● consume alcohol responsibly ● recognize that not everybody will help in an emergency and if they do, they

might not be able to communicate in a common language ● pack a well-stocked travel first aid kit ● sunscreen

Eating and drinking: The most common illnesses among travellers are generally caused by eating food or drinking beverages contaminated by bacteria, parasites, or viruses. We recommend the following general precautions concerning food and water in foreign countries:

Always wash your hands before eating or preparing food and after using the bathroom. Use alcohol-based hand sanitizer if soap and water are not available.

Only eat foods that are well-cooked and served hot. Avoid food served at room temperature.

Avoid raw or undercooked meats and fish, including shellfish. Avoid salads, or other items that are made with fresh produce. Only eat fruit and

vegetables if you have washed them in safe water or peeled them yourself. Avoid food from street vendors. Check expiration dates when possible. Drink water only if it has been boiled or disinfected or if it is in a commercially sealed

bottle. Commercially sealed beverages in cans or bottles and served unopened, such as

carbonated drinks, and drinks made with boiled water and served steaming hot, such as coffee and tea, are generally safe.

Brush your teeth with purified or bottled water. You may use water purifying tablets. You may also use iodine drops in water to clean

fruits and veggies. Avoid unpasteurized dairy products and fruit juices. Use ice made only from purified or disinfected water.

Allergies and food intolerances: If you suffer from food allergies or intolerances, e.g. peanuts, gluten, lactose, that

could seriously affect your health, please ensure that you tell the PC and CR in

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advance. In some regions and countries, it may be challenging to adapt meals without advance notice.

Also ensure that you take precautions with meals and have Epipens or appropriate medication.

For more information about Travel Health - Public Health Agency of Canada: www.phac-aspc.gc.ca/tmp-pmv/countries-pays/index-eng.php

Malaria, Zika, Chikungunya and other Tropical Diseases Apply insect and mosquito repellent regularly. Wear appropriate clothing, such as long sleeves and pants. Use mosquito nets where possible. In tropical countries, mosquito nets are placed

over beds when sleeping.

Medical Issues while on Assignment Contact your Country Representative (CR) and/or Client Relations Manager (CRM)

regarding any issues that may arise during your assignment. CRs will brief you on local conditions, provide safety advice and promote your

comfort and enjoyment while in the country. In the event of an emergency, your CR/CRC will assess the situation and will take

immediate action to ensure your safety, and notify the Program Manager (PM) and CRM about the emergency situation.

The PM and CRM will notify your family of the problem or emergency and take other appropriate action such as modifying your travel plans.

The CR/CRM works in conjunction with the PM to make appropriate travel arrangements and ensure immediate evacuation if needed.

We strongly recommend connecting with the CR/CRM once a week for an update on your assignment progress and to discuss any issues that may arise.

Minor Health Issues If you become ill or are involved in a non-life-threatening accident during an international assignment and require basic medical attention, your Country Representative will assist in getting you the best possible treatment.

If you become ill:

Contact your CR/CRM or client for assistance in visiting a doctor or medical facility. On international assignments the CR and PM can assist you with contacting the

insurance company which must be done within 48 hours for a medical visit or hospitalization

If you require an earlier departure from the assignment location, the PC or CR/CRC will make the necessary travel arrangements.

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The Program Coordinator (PC) advises your Emergency Contact/Next-of-Kin of your condition if necessary, and of any new travel arrangements.

Remember: It is essential to obtain receipts for all medical-related expenses. Each receipt should state the name, address and signature of the practitioner or hospital. For all other expenses e.g. transportation, medicines etc. a receipt must be attached to your expense claim.

Medical Emergencies Requiring Evacuation If you need to be evacuated for life-threatening medical reasons, CESO’s insurance

company will cover the incurred costs, including transportation costs. The evacuation must be ordered by a legally licensed physician, and must be due to an accident or illness.

The CR/CRM receives instructions from the insurance company regarding medical evacuation procedures and ensures that appropriate program staff are informed.

Repatriation in the Event of Death In the event of death while on assignment, CESO’s insurance covers transportation

costs including the transportation of an immediate family member to and from the assignment site. The procedure is the same as a medical evacuation.

CESO’s insurance will give the CR/CRM instructions on arrangements for the body, death certificate, etc. In the case of accidental death, the CR/CRM must submit medical proof to the CESO office in Canada, so that the claim to the insurer can be made.

The CR/CRM is the primary point of contact for co-ordinating the return of the remains, investigations and obtaining the required documents, current status of events (i.e. actions being taken at the local level regarding safekeeping of the body and personal effects).

CESO will advise immediate family of the death and ensure the accuracy and supporting evidence of the death.

For international assignments, CESO will immediately inform Global Affairs Canada to coordinate returning the body to Canada as quickly as possible.

When Global Affairs Canada is advised of the death, they will contact the nearest Canadian embassy/consulate.

In the case of a Canadian death overseas, GAC will provide assistance with the following (note: costs will be covered by CESO insurance): Returning the remains to Canada at the earliest possible time. Obtaining appropriate documentation, including the death certificate, an autopsy

report, and police reports where applicable.

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Obtaining information on the circumstances surrounding the death. Returning personal effects to Canada or making arrangements for disposal in the

country of death. Obtaining additional information with respect to police investigations, arrests and

court proceedings, if the death was the result of an accident. At the request of next of kin, providing documentation to insurance companies to

assist the insurance officials in the payment of investigation of claims.

GAC will require the following information. They should already have this from the registration with the Canadian Embassy abroad:

• Names of deceased • Next of kin’s name, home address and telephone number • Date VA left Canada • Date, time, address/location of death • Cause of death (where known) • Name of CR and contact information

For more information regarding assistance from Global Affairs Canada, visit:

https://travel.gc.ca/assistance/emergency-info/death-abroad.

Note: If Canada does not have an embassy or consulate in the country where the death occurred, the nearest local embassy/consulate will request the assistance of a local British embassy/consulate. In some instances, the United States embassy/consulate or other countries’ embassy/consulate will also provide assistance based on agreements with the Canadian government.

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SAFETY AND SECURITY ISSUES TRAVELLING WITHIN A FOREIGN COUNTRY Know where you are, where you are going, and how to return to a safe point at all times. Be sure to:

• Become as familiar as possible with the area you are going to on assignment prior to departure from Canada. CESO can support you in this regard.

• Have a map of the city and country you will be in. Have a GPS guidance system on your phone.

• Be a smart passenger; remain aware of routes you take and try to learn how to navigate if necessary.

Natural Disaster, Local Unrest, National Emergency

Each Canadian embassy has a consular emergency contingency plan, and in order to provide support for emergencies they need to know about Canadians travelling or staying in the country – see website https://travel.gc.ca/assistance/emergency-assistance. As such, it is vital that VAs register with GAC prior to their departure for assignments www.travel.gc.ca/register.

CRs and CRMs monitor the risky or unstable situations in their country or region on an on-going basis, and keep the CESO offices in Canada informed of any instability.

The CR/CRM will immediately contact all VAs currently in the field to ensure their safety, and will notify the CESO office about the situation. The CR will then advise on actions to be taken. For international assignments, they will also contact the Canadian Embassy for assistance/direction if required.

If a situation arises where the CR feels that VAs should be evacuated from the country, or in the case of a natural disaster, the CR will advise the PM and PC immediately.

In cases where CESO decides to (temporarily) cease activity, VAs will not be permitted to travel to the affected area for CESO assignments until otherwise notified.

Minor Impact for VAs Minor impact refers to situations where VAs are on assignment in a region where there is a natural disaster or security threat, but they are not located in that specific region/city. In the case of a minor impact situation:

The CR/CRM will immediately contact all VAs currently in the field to ensure their safety, and will notify the CESO office about the situation. The CR will then advise on actions to be taken. For national or international assignments, they will also contact the Canadian Embassy for assistance/direction if required.

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The PC contacts the VAs emergency contact/Next of Kin to advise them of the situation and facilitate communication between VAs and their emergency contact if the VA is unable to make contact directly.

Elevated Risk for VAs In case of emergency situations where VAs are within or in close proximity of the affected region, the CR/CRM and Program staff will work together to make necessary travel arrangements and ensure immediate evacuation of VAs to a safe location.

Elevated Emergency for VAs In emergency situations internationally where the Canadian Embassy has asked in-country Canadians to report for evacuation, the CR will coordinate with the Canadian Embassy to provide details and information about all VAs currently in the field. CRs are responsible for coordinating with VAs, CESO program staff and senior leadership team about evacuation details and procedures.

Theft, armed robbery To prevent theft and armed robbery, please take the following general measures/precautions:

Follow the advice of the CR concerning your safety and security We recommend letting your CR know if you are going somewhere on your personal

time. Do not bring any unnecessary identification cards, credit cards, bank cards, keys etc. Remember items such as passport and birth certificate registration numbers, credit card

numbers, driver’s license and family and friend’s phone numbers. Take a copy of your passport and leave your original in the hotel safe, along with your

credit cards, laptops. Avoid walking in dark and remote areas. Take a taxi instead. Do not carry more money than is necessary. Avoid travelling in risk zones. When confronted with a thief or robber avoid provocation, do not make rude or rough

gestures or any sudden movements and be calm and patient. Do not put yourself in danger by resisting. It is safer to give up your belongings than to

endanger your life.

Loss or damage to, or theft of baggage or personal belongings If you experience theft, loss or damage to your baggage or personal belongings, contact

your CR/CRM who can assist you in contacting airlines, hotels, to see if their insurance will cover those costs.

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If your luggage does not arrive with you at your place of destination for your assignment, you should follow the airline procedure for reporting and claiming for lost baggage.

Demonstrations It is strongly recommended to avoid demonstrations. Also do not take photographs of

demonstrations, as in some countries, this could lead to arrest or related issues with the police.

Coup d’état, armed conflict If there is a coup d’état or armed conflict, contact the local CESO office (CR) immediately.

Follow instructions from the CR/CRM or CESO staff. In the case of international assignments, if you cannot contact CR, contact your Embassy

or Consulate. If email and/or phones are down, remain where you are at your assigned place of

accommodation where the CR/CRM and the Canadian Embassy know to contact you.

Gunfire and combat zones Avoid all combat zones. If you find yourself in the middle of gunfire or other dangerous activities, please take the following measures:

Seek immediate, solid cover. Do not move unless the firing has stopped. Stay away from windows. Observe the behavior of the people around and use them as reference. Contact the CESO office and/or Canadian Embassy or Consulate as soon as

possible.

Abduction, kidnapping and hostage-taking In the case of any abduction, kidnapping or hostage-taking situations, VAs are advised to:

Stay calm and non-confrontational. Do not try to escape. Many detained people are released, yet very few escape. Adopt a strong attitude. Develop mental discipline: think positive thoughts. Plan daily activities based on the resources available: physical exercises, games, reading,

writing, etc. Make a judgement on how interactive you should be with your captors. Try to establish

human contact, but proceed cautiously. Accept all commodities offered by your captors (books, radio, newspapers, etc.). Ask for things and express your needs when you are hungry or sick, need a particular

medication, want to wash yourself, and when you need basic personal hygiene items.

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Try to lessen your importance and that of your organization. Explain that as a volunteer you are apolitical, completely neutral, and without resources.

Do not align yourself with their cause, even if you feel that it is honourable and justified. Avoid giving out any information which could be used by the captors. Avoid making promises or negotiations. At no time should you imagine that your organization and family has abandoned you.

Try your best to not feel desperate and find reasons to support your hope.

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Travel Advice and Advisories from the Government of Canada for international travel

The Government of Canada closely monitors safety and security conditions abroad, particularly in countries for which Travel Advisories have been issued. As new information becomes available, the level of risk is reassessed, and a Travel Advisory may be issued, upgraded or downgraded. CESO closely monitors and follows the Travel Advice and Advisories from the Government of Canada.

The following two levels constitute official government of Canada Travel Advisories:

● Avoid non-essential travel - There are specific security concerns; travellers should reconsider their need to travel at this time.

● Avoid all travel - There is an extreme risk to personal safety; Canadians should not travel at this time.

The risk level is based on an overall assessment of the current security situation in a country or region. There are many events that can necessitate an official Travel Advisory, including the threat of terrorism, civil unrest, war, rebellion, a natural disaster, political instability and health emergencies.

To consult Canada Travel Advice and Advisories: https://travel.gc.ca/travelling/advisories

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Appendices

Appendix 1: CESO Insurance Card

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Appendix 2: CESO Emergency Procedures

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