Resources and Support through the Office of International Affairs

JoAnne Flowers, Assistant Director Risk and Insurance Kelly Mescher, Counsel Stephane Menand, Student Program Administrator

The workshop will discuss: The Role of Faculty Directors Field Guide The Role of the Office of International Affairs A framework for evaluating/ assessing risks of potential program sites Risk & Liability for Faculty Program Directors and student leaders leading study abroad programs Guidelines for managing emergencies and student conduct issues

Overview of the Office of International Affairs at Missouri S&T.

“It’s Like Wearing All the Hats” Resources: O’Neal, J.C. (1995). “It’s Like Wearing All the Hats.” ACADEME Hoffa, W. (2002). “Teaching Short-term Off-Campus Courses: An Overview.” The Guide to Successful Short-term Programs Abroad. NAFSA: Association of International Educators. Forum on Education Abroad– Standards of Good Practice in Short-Term Education Abroad Programs Forum on Education Abroad—Standards of Good Practice for Education Abroad Resources courtesy of University of Missouri- Columbia International Center.

Missouri S&T Study Abroad Programs – Organize University-wide programs for all Missouri S&T students (short-term, semester, and academic year) Departmental Programs – Support departments that facilitate study abroad programs primarily for students in their majors Lynsey and friends in Barcelona, Spain Group of Geological Students in Peru

Study Abroad Emergency Plan (still under review) – Developed for outgoing students – Purpose: To respond efficiently to emergencies Provide each student an Emergency Card to be carried by student at all times while abroad Facilitating mandatory Pre-Departure Orientation for students and families going abroad – Held once a semester All relevant information for students and faculty-led programs is now accessible at all times by key staff to ensure better communication

Purchase insurance cards and provide information to Faculty-led groups, student design groups… Coordinate necessary presentations for all faculty taking students abroad – Pre-Departure Orientation – Health and Safety Workshop To be held in December: Risk Management from UM System and General Counsel Help provide and organize Safety training for Study abroad in remote areas pa (Wilderness Survival Training 2011) – High demand among faculty and students traveling to remote areas in South America (EWB and other Faculty-Led Programs) – Offered by Office of International Affairs last semester Role of Study Abroad Advisor – Monitor OSAC (Bureau of Diplomatic Security) and issue s to students or faculty potentially affected by world events abroad – 24-hour Emergency Response – Work with Risk Management on a regular basis

The Office of International Affairs ensures that Missouri S&T study abroad programs are: Administered in accordance to Missouri S&T Policy and industry standards – Curators collected Rules and Regulations “Guidelines for Missouri S&T Sponsored Study Abroad Programs” Located in countries that are considered reasonably safe by the U.S. government:

The Office of International Affairs provides a GENERAL orientation for all student studying abroad. The Faculty Program Director is responsible for: Site specific pre-departure orientation On-site orientation Remind all students to read the “Health Issues” and “Safety and Travel” section of their General Orientation Handbooks. Missouri S&T students on a trip in Venice. Jenny and Jennifer while studying in Valencia, Spain.

Office of International Affairs (Study Abroad) Website

Field Guide for Program Directors

Responsibilities of Program Sponsors Onsite orientation Periodic assessments of health conditions Periodic assessments of safety conditions at overseas sites Maintain emergency preparedness processes and a crisis response plan Brittany while studying in Australia for the summer.

Evaluative site visits U.S. government sources Experts on campus Overseas contacts Foreign government sources Colleagues who run similar programs

Snapshot of Information – MEDEX – AIG – Renting Vehicles Sammi and Lynsey celebrating Las Fallas in Valencia, Spain where they studied for a semester. Jared spent a semester in Hong Kong.

Provided at no cost to Missouri S&T faculty and staff Medex offers international travel assistance services 24-hour travel, medical and security related assistance services

Provided at no cost to Missouri S&T faculty and staff Helps with lost passports, legal issues, medical emergencies 24-hour toll free phone number Emergency Medical Coverage

Missouri S&T preferred policy for students Inexpensive Extensive health coverage Medical evacuation and repatriation coverage Advantageous for all participants to have the same insurance Includes Medex Secure Rider

You generally are covered and defended by the institution if you are acting within the “scope of employment” A problem occurs if you are not acting within “scope of employment” (e.g., harassing a student, breaking the law, etc.)

What is my role in preparing for emergencies, big and small? What is my role in responding to emergencies What is my role with regards to parent communications, particularly in a crisis/ What is my role if the problem is not an “emergency” but it is a significant problem?

Off Campus Resources Campus Resources

Consider “real” vs. “perceived” emergencies and how you will respond to both.

An Emergency Action Plan should include the following: Requirement that students check-in with families Designated Student Leader- in case the program leader is incapacitated or unavailable Discussion of the potential crises that could occur in your area Designated Primary and Secondary Meeting Place – Agree on when and where to meet (residence halls, other?) – Be sure to check in with the Office of International Affairs Alternative methods of communication- if a physical meeting does not or can not take place

Office of International Affairs Emergency Contact Numbers Specific Steps for dealing with: – Medical Emergencies – Legal Emergencies – Other Emergencies

The Office of International Affairs provides: On call-24 hours a day emergency contact through the office and through the Missouri S&T campus police Centralized overseas contact information for all study abroad programs Centralized emergency contact information for all study abroad participants Missouri S&T Emergency Response Plan for Study Abroad Programs for management of emergencies

1.Attend to the student’s immediate needs 2.Begin a log 3.Document the incident (who, what, when, where, how) 4.Document steps that have been taken to remedy the situation 5.Contact the Missouri S&T Office of International Affairs and home department

1.Address the needs of the group—remember, all students have been affected in some way 2.Conduct post-crisis debriefing and re- evaluation 3.Determine if additional actions need to be taken

Define discipline problems Share the Missouri S&T violation reporting protocol – Verbal warning ( Missouri S&T) – Written warning – Termination of participation

Alcohol Policies – Students of legal age may consume alcohol in the host country (but not in their rooms) – Missouri S&T funds cannot be used to purchase alcohol for students Alcohol Concerns – Many common student problems occur due to over consumption of alcohol – Please see the Appendix in the Field Guide for advice on how to deal with substance abuse Illegal drug use will result in immediate dismissal

Know, remember, and honor the rules for talking with parents. – Sample Statement: “I’m sorry Mrs. Jones, but I cannot provide you with details regarding your student without her permission. However, I will strongly encourage her to speak with you, and offer to facilitate this communication if she needs assistance.” Know, remember and honor the rules regarding talking to the press. – Sample Statement: “My first responsibility is to the students on this program, to their families, and to the University. I will be happy to discuss this matter with you can I have contacted those parties. Thank you for understanding.”

1.Do the right thing. 2.Do something, rather than nothing. 3.Consider what a reasonable person would do, and carry it out. Using common sense often helps to diffuse a situation and/or solve the problem. 4.Consider what can go wrong, before a program begins and a student departs. Being prepared is the first step to helping avoid problems.

5.Disclose the dangers of a program and destination. Knowledge is power and it leads to healthy and safe behaviors. A lack of disclosure can lead to accusations of negligence. 6.Obtain signed waivers (informed consent). Waivers might help diminish frivolous legal actions and they help parents and students understand that they also must be responsible for health and safety issues. 7.Don’t adopt policies and procedures that you can’t enforce. This might give the impression that you have more control than you actually do over behaviors and situations.

8.Alcohol and students don’t mix well. Inform students of risks, laws, penalties, and responsibilities. 9.Prepare program directors and participants. Information is key to healthy and safe behavior. 10.Involve/ educate your campus president, provost, legal counsel, risk manager, public affairs staff, business office, health services staff, counseling office, and any other office associated with study abroad programs.

The Winery Tour

On-Site: Political Violence Violent riots against the current government break out in the city where you program resides. There is extensive international media coverage, but the activity is not near your group and you do not consider your students to be in any danger whatsoever. Should you do anything?

Yes, even though your students are safe, the extensive news coverage of the incidents may make both university officials and parents nervous. Therefore, please call the Missouri S&T Office of International Affairs to inform them of your status. Ask students to phone or their loved ones to reassure them that they are not in harm’s way. Please maintain communications with Missouri S&T, especially if the situation persists.

On-Site: Serious Slip and Fall Accident While hiking on a short but difficult path to a historic site, some students started horsing-around on the trail. One slips and falls at least 40 feet into the ravine below. The terrain is too treacherous for anyone to go after him, though students are asking you if they can. What are your next steps?

Prior to beginning such an activity, make sure to have a map of the area and the contact information and procedures for reaching or contacting emergency assistance. Send at least two program participants back to seek help Stay behind with the rest of the group and prevent other students from trying to go down the ravine Initiate contact with the fallen student and tell them that help is coming Follow the instructions of the emergency response personnel when they arrive As soon as it is feasible, contact the Missouri S&T Office of International Affairs to inform them of the incident

Ensuring the health, safety, and security of study abroad participants is a continuous process Work with the Office of International Affairs and review materials provided Students and parents have important roles to play in the process Educate yourself and students regarding risks Communication among all parties is key to the continued success of Missouri S&T’s Study Abroad programs Take action based on your best judgment

We appreciate your important role in this process. Most content is courtesy of University of Missouri- Columbia International Center.