6 While Abroad: Communication Plans and Responding to Emergencies

ON-SITE CONCERNS AND RESPONSIBILITIES

During the development and execution of the program, the program leader must be responsible for a wide range of details and arrangements. Many of these will be agreed upon and organized with the assistance of staff in the sponsoring IU unit in advance of program travel.

As discussed in the chapter on Advanced Preparations, the program leader and program coordinator must take reasonable precautions to protect the welfare and safety of participants and must provide support and be present and responsive in times when students need guidance, assistance, and in case of medical emergency / intervention.

On-site responsibilities will include working through student issues and concerns that arise, day-to-day management of all program logistics, and handling any emergency situations.

Emergency Situations

While the day-to-day management of the program and student issues are generally the responsibilities for which the program leader and program coordinator commit most of their energies, some programs will experience more significant emergencies.

Program staff will benefit from having planned in advance and by knowing where local resources are available.

Program participants will rely on the leadership of IU faculty/staff on-site with them. Remain calm. Gather as much information as possible so that you can assess the situation, consider implications and consequences, and take appropriate steps to best assure the safety of the group.

Be sure to make us of IU guidance and resource documents, to consult with IU officials as the situation unfolds, and to keep IU Education Abroad informed.

RESOURCE APPENDIX: Managing Emergencies and Incidents Abroad
RESOURCE APPENDIX: Managing Real and Perceived Emergencies

Communication with Education Abroad

Notify IU Education Abroad immediately in the case of serious mishaps, accidents, or other emergencies that concern individual students. In some cases, on-site staff may have to contact the student’s parents directly. Follow up with a report to Education Abroad. In the case of an international incident, such as a threat of terrorism directed at Americans abroad, or even an outbreak of disease, post office bombing or natural disaster in the host country, contact IU Education Abroad immediately to provide on the scene information even if the incident does not involve the program or its students directly. Parents are often alarmed by news reports of incidents anywhere in the host country or region and call the Education Abroad offices for reassurance and details. Keep Education Abroad informed.

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, IU Education Abroad will share details of reportable crimes with the IU Office of Public Safety and Institutional Assurance. See info on the IU Public Safety website.

As incidents that impact student health and safety occur, on-site should record the details of date, time and location, the responses of local officials, and their actions. These details should be included in an Incident Report Form.

In any crisis, communication is the key to successfully coping with the situation. There should be a standard way of speedily reaching all students on the program. This is especially vital when students are scattered through the city. On-site staff should keep a list of participants’ local addresses, passport numbers, insurance information and emergency contact information readily available. Establish and test an emergency contact system. Agree upon a group meeting place in the event of a problem that limits access to the regular class or housing location(s).

If Americans are special targets of threats or violence, maintaining a low profile is of critical importance. Students should avoid congregating in places associated with Americans, such as McDonalds; they should dress and act as inconspicuously as possible in public.

Financial Responsibilities

A full accounting of all expenses should be maintained. Keep documentation with the date, amount and purpose of each expense and obtain receipts for every expenditure. If not included on receipts, keep note of currency exchange rates for transactions. Please note that the receipts need to be translated so that the purpose of the expense and the payee are clear to IU’s English speaking accountants and auditors.

You may NOT purchase alcohol with institutional funds. Program funds may not be used to pay for your own meals (e.g. lunches, snacks, coffee, pastries, etc.).
Please check with the unit’s fiscal officer if you