Faculty-Led International Travel Risk Mitigation, Emergency Preparedness and Response CSU Channel Islands Katharine Hullinger, ARM Risk Manager (805)437-8846

Purpose of Emergency Preparedness CI Risk Management, along with the CI Center for International Affairs (CIA) and the CI Police Department, strive to provide support and services to the study abroad community (students, faculty, staff, and parents) in order to prepare for emergencies and respond to crises abroad.

Crisis Response Team Travel Leader (typically a faculty member leading the program) Program Coordinator (Chair or Dean) Academic Program Representative Risk Manager CSU’s Foreign Travel Insurance Program Administrator Public Information Officer Student Affairs Representative Campus Legal Counsel University Police

Prevent, Prepare and Respond Prevent foreseeable harm Prepare for conceivable emergencies by providing information, tools, and resources Respond to needs of students, parents, faculty, and staff

Reasons for Advance Planning Reduce anxiety on the part of students, parents and program leaders Give all participants some control over their safety and well-being Facilitate support for program leaders in difficult situations

Tools & Resources for Student Preparation Orientation – plan orientation meetings that prepare students for their international experience. Discuss with students the typical risks associated with foreign travel, as well as destination-specific risks that students should consider. Reference Materials – inform students about guidelines for safety abroad, found on the State Department’s Travel Warning website; University’s Code of Conduct. Student Health Center – students should discuss the following with a medical professional: Pre-existing medical conditions Vaccines/preventative medications Health precautions (waterborne diseases, insects, etc.) Medical Disclosure forms should be collected from each student.

Preparation and Response General Emergency Preparedness Pre-departure orientations Foreign Travel Insurance and Travel Assist Cards (required) On-site orientation Responding to Emergencies CSUCI 24/7 Emergency Assistance Line (University Police) +1-805-437-8444 Medical Emergencies General Emergencies Discipline Problems General Liability or Legal Problems ACE Travel Assistance Program

General Emergency Preparedness

Pre-departure for Students Do not give medical advice to students – refer them to the Health Center, Center for Disease Control (CDC), and their own physicians. Require that students attend program orientation meetings. Collect Air Travel and University Waivers, as well as Medical Disclosures from students

Pre-departure for Faculty Begin preparations at least 6 months prior to departure. Identify potential risks in host country using the U.S. State Department website and disseminate relevant information to students. Read the Crisis Response Plan and the Faculty Handbook. Follow the Checklist for Planning a Trip Abroad. Notify Risk Management of pending trip – required travel insurance will be obtained for all travelers.

Travel Assist Document

Foreign Travel Insurance and Travel Assist Cards CSU maintains Foreign Travel Insurance Foreign Travel Insurance is a blanket policy funded by the CSU, with premiums absorbed by the Risk Management office. Providing this information ensures that the participants have proper travel assistance and ensures knowledge of whereabouts in the event of an emergency. A Foreign Travel Insurance Travel Assist document must be obtained PRIOR to departure. This document serves as your confirmation that coverage for your trip is in place. Please contact the campus Risk Manager (805) 437-8846 for additional information.

Foreign Travel Insurance benefits include: Liability coverage, excess auto liability when renting vehicles, medical repatriation, accident, illness and dental coverage, simplified access to embassy and consular contacts, and other executive assistance services. International workers’ compensation claim processing for University employees injured while traveling abroad on University business.

Cell Phone Information Arrange for international phone service in advance. Confirm ability to access voice mail.

What to Bring Cell Phone (do not pack in suitcase) Copy of each student’s passport Travel Assist document Students’ Medical Disclosure Forms Scanned copies of Liability Waivers – they contain medical treatment authorization.

What To Do Immediately Upon Arrival Confirm that your cell phone international calling plan has been activated. Notify CI CIA immediately if a student does not arrive. Refrain from turning off phone for long periods of time.

First On-site Orientation Remind students not to leave money, electronics, jewelry, or other valuables unprotected in residences. Have students write the emergency information in their handbooks or on back of business cards. Include name, program, residence name, address, phone number, faculty leader name/cell, and local emergency number (host country’s equivalent to 911) Always carry the Travel Assist document. Discuss known risks with students. Share faculty cell phone number with students. Convey the local emergency number. Obtain student cell phone numbers. Implement a “communications tree” for students. Consider a “buddy system”. Remind students to never leave lodging without money or ID.

Create an Emergency Action Plan Discuss how to respond to potential crises in your area: Instruct all students to read the Crisis Management page of the Study Abroad Safety Handbook. Designate a primary and secondary meeting place. Agree on when, where, and how to meet. Require students to check-in with families or their emergency contact. Designate a student leader in case faculty leader is incapacitated or unavailable.

Responding to Emergencies

24/7 Emergency Assistance Line To report an emergency or receive immediate guidance, call +1-805-437-8444. This number is answered by the CI Police Dispatcher, who will take your information and contact the most appropriate CI official to address your concerns. Keep your phone handy. The CI official will call you back.

What is a Medical Emergency? Any hospitalization, no matter how brief, and Sexual assault Severe food poisoning Severe allergic reaction Any mental health issue Any incident involving serious injuries, such as sports or leisure accidents, slips and falls, etc.

Responding to Medical Emergencies CI faculty and staff must do the following: Seek appropriate medical care. Provide appropriate medical information (supplied by student on his/her medical disclosure form). Call ACE Travel Assistance Program for 24/7 Emergency Assistance at +1-630-694-9764. This number is on your Travel Assist document. Notify CI CIA of your location and status by calling CI CIA at +1-805-437-3107 (during business hours) or Campus Police at +1-805-437-8444 (24/7). Protect students’ right to medical privacy. Share only necessary details with individuals on a need-to-know basis. E-mail Incident Report Form to CI Risk Management upon return to campus.

Injuries to traveling staff and faculty The University’s foreign travel insurance policy provides University employees traveling abroad with workers' compensation coverage. Please contact the campus Risk Manager at +1-805-437-8846 if a staff or faculty member is injured while traveling abroad. The Risk Manager will report employees’ international travel related injuries to the appropriate claim administrator.

What is a General Emergency? Protests/Civil Unrest Armed Conflict Terrorist Activity Military Coup Widespread Rioting Earthquakes Hurricanes Epidemic A general emergency is anything newsworthy regardless of its impact on students or programs.

Responding to General Emergencies CI staff and faculty and must do the following: Secure a safe location. Contact or respond to directions of local authorities. Call CI CIA at +1-805-437-3107 (during business hours) or campus police dispatch at +1-805-437-8444 (24 hours) and advise of your location and status. Wait for further instructions from CI CIA. Communicate CI instructions/information to students. Maintain communications with CI CIA and campus police. E-mail may be the best form of communication. Use and check e-mail often during a crisis.

On-Campus Emergency Response Team Priorities in a Crisis Account for all students, staff, and faculty. Respond to concerned callers. Receive valuable information about crises from CSU’s foreign travel insurance administrator. Provide CI leadership with regular updates. Assess safety of location for continued program presence. Communicate safety assessment to faculty/students. Interact with the media

Discipline problems Read the CSUCI Student Code of Conduct in the Student Guidebook. Read the campus substance abuse and alcohol policies. Keep CI CIA informed of discipline problems – CIA staff can assist with assessment and response. Violations (NOTE: Egregious violations allow for immediate dismissal) 1st - Verbal Warning (and e-mail CI CIA) 2nd - Written Warning 3rd – Dismissal Include in warning letter: Incident Effect on self, other students, program, and/or host country Notation of program policy violation Warning and disciplinary action (written explicitly)

Personal Liability General Liability coverage is included in the Foreign Travel Insurance Program (FTIP). The University will indemnify and defend faculty and staff provided they have acted reasonably in the scope of their employment. Faculty and staff are expected to respond to emergencies with reasonableness and good faith.

Mitigate Potential Liability FERPA/HIPAA Protect students’ medical privacy. Title IX Prohibition Against Sex Discrimination Do not hold office hours in your hotel room. Avoid excessive alcohol consumption with students or while on duty. Discourage students of the opposite sex from sharing accommodations. Americans With Disabilities Acts Understand that some medical conditions may qualify as disabilities, and that many disabilities are invisible.

The Americans with Disabilities Acts Be aware that the Americans with Disabilities Acts (1990 and 2000) prohibit discrimination on the basis of disability.

Limiting ADA Claims Do not discourage students with disabilities from studying abroad. Do not over-promise an ability to provide the same accommodations abroad. Be factual about challenges (such as lack of curb cuts for wheelchair users), but do not impose judgment on a student’s ability to meet such challenges. Offer students opportunities to share their needs – trust them to know what they can and cannot do.

Upon Return - Talk to Risk Management We improve our overall ability to mitigate risk and respond to emergencies by analyzing both positive experiences and problems we have encountered.