International Staff Training Week Workshop 10 May 2017, Leuven

CASE 1 FEB – KU Leuven

Introduction: FEB FEB is one of 16 Faculties in Comprehensive research- intensive university with 50,000 students Central services include: student affairs, international admissions, international office, Insurance office, social services etc. FEB has 7,700 students (15% international students) + 450 exchange students FEB has its own services: Education and Students; International Office; Corporate Affairs; Marketing and Communication; ICT; Facilities; HR; Libraries and Learning Centres FEB has four campuses in Flanders FEB’s language of instruction is Dutch; FEB has 1 English taught bachelor and 8 English masters + 2 PhD

Evolution Degree Students (All)

Evolution Degree Students (New Intake)

Evolution Exchange Flows   Campus Brussels Campus Leuven Campus Antwerp Total in out 2013-2014 153 96 158 255 22 26 333 377 2014-2015 168 125 239 276 19 32 426 433 2015-2016 152 114 268 317 17 24 437 455 2016-2017 113 79 290 295 9 46 412 420

Other Factors Decrease in visiting scholars Drop-outs summer school Drop-out international week Returning exchange students

Recent Incidents 7 Jan 2015 France January 2015 Île-de- France attacks 20 killed (inc. 3 perps.), 22 injured 13 Nov 2015 November 2015 Paris attacks 137 killed (inc. 7 perps.), 368 injured 22 Mar 2016  Belgium Brussels bombings 35 killed (inc. 3 perps.), 340 injured 14 Jul 2016 Nice truck attack 87 killed (inc. 1 perp.), 434 injured 19 Dec 2016  Germany Berlin Christmas market attack 12 killed, 56 injured 7 Jan 2015  France January 2015 Île-de- France attacks 20 killed (inc. 3 perps.), 22 injured[54] 13 Nov 2015 November 2015 Paris attacks 137 killed (inc. 7 perps.), 368 injured[55] 22 Mar 2016  Belgium Brussels bombings 35 killed (inc. 3 perps.), 340 injured[56] 14 Jul 2016 Nice truck attack 87 killed (inc. 1 perp.), 434 injured[57] 19 Dec 2016  Germany Berlin Christmas market attack 12 killed, 56 injured[58]

Recent Incidents Belgium 2016 Jewish Museum Shooting 2016 Brussels Bombing 2016 Stabbing of Charleroi Police Officers 2016 Stabbing of Brussels Police Officers

Assignment You are the FEB Management Team: heads of offices + operations director You have been asked to come up with a draft strategic plan to turn the tide (increase numbers of incoming degree and exchange students) What needs to be done, by whom, when and how? Present the strategic plan to the group (=Faculty Board)

CASE 2 FEB – KU Leuven

Assignment checklist Create and manage checklists for institutional response in crisis situations BUT: Maintain flexibility, do not take them “off the shelf” to be implemented Review regularly, proactively & train staff on what to do

Assignment : checklist Checklist for Serious injury or Illness Details every step to be taken Attend the immediate health and safety needs of the student and make recommendations regarding trusted hospitals and clinics in partnership with insurance resources Start an incident log. Begin any required incident reporting Inform the home office asap and request assistance with: Notification of insurance company and, if relevant, the request for active case monitoring and assistance (including translation services) and activation of direct payment to the hospital and providers, if needed.

Notification of and coordination with student’s emergency contacts if the incident is serious enough to warrant their involvement. Consider options (e.g. facilitate one emergency contact to travel to the location if the student will remain in the hospital for multiple days or if the student is in critical condition). If the student is hospitalized: Decide if conditions warrant that a staff member stay with the student Consider options for facilitating an emergency contact to travel to be with the student depending on the severity of the incident and anticipated length of hospital stay.

Consider sending an experiences campus-based staff member to assist on-site staff and coordinate with the emergency contact Stay in close contact with all constituents including treating physicians, as allowed by country privacy laws and keep home office and the student’s family informed on a scheduled basis. Should the family decide to travel to be with the student, provide assistance as necessary. In a protracted situation, ask the family to designate someone to be the primary liaison.

If early program withdrawal is considered by the student or recommended by local medical providers, work with your assistance provider on an emergency evacuation and review which costs are going to be covered by the various parties involved (and what costs fall under the insurance policy). Complete the incident report and debrief with colleagues as needed. Revise protocols

Compose a checklist for immediate response after a student death abroad and present to the group

Prepare closing sessions Friday we will meet at 10.00 Ask every institution to present a case in which crisis management was needed What happened? How did your institution react? What did you do? What might you have done differently after this week? Max. 4 slides