1. International Staff Training Week
Workshop 10 May 2017, Leuven

2. CASE 1
FEB – KU Leuven

3. 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) 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

4. Evolution Degree Students (All)

5. Evolution Degree Students (New Intake)

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

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

9. 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.), injured
22 Mar 2016
 Belgium
Brussels bombings
35 killed (inc. 3 perps.), injured
14 Jul 2016
Nice truck attack
87 killed (inc. 1 perp.), 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.), injured[55]
22 Mar 2016
 Belgium
Brussels bombings
35 killed (inc. 3 perps.), injured[56]
14 Jul 2016
Nice truck attack
87 killed (inc. 1 perp.), injured[57]
19 Dec 2016
 Germany
Berlin Christmas market attack
12 killed, 56 injured[58]

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

11. 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)

12. CASE 2
FEB – KU Leuven

13. 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

14. 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.

15. 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.

16. 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.

17. 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

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

19. 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