1. 1 Office of Study Abroad Crisis Management - London 2005 Parent Meeting Jeff Riedinger, Acting Dean International Studies & Programs September 10, 2005 Kathleen Fairfax, Director Office of Study Abroad Michigan State University

2. 2 Purpose of this presentation  Review Office of Study Abroad (OSA) crisis management procedures and implementation in this summer’s situations  Provide information regarding lessons learned and planned changes  Obtain feedback from parents perspective

3. 3 Presentation Overview  Program information  MSU/OSA emergency preparedness  OSA crisis management procedure (CMP)  Implementation of these procedures and responses to the bombings in London  Difficulties encountered implementing CMP  Assessment and changes  Post-traumatic stress  Questions and discussion

4. 4 International Emergency Preparedness  Security and Risk Assessment Committee regularly reviews program locations  24/7 International Emergency Assistance Hotline staffed by DPPS  The MSU/OSA Emergency Response & Resources Manual was designed for study abroad  First responders are trained in Incident Command Protocols by DPPS  An Incident Command Team is convened for large- scale crises  Due to the large number of students abroad each year, OSA regularly responds to individual crises  Students are required to attend MSU/OSA pre- departure orientation, which includes information on health and safety

5. 5 How MSU/OSA Prepares Students for Emergencies (at home)  At application, students are provided with a Study Abroad Student Handbook (pp. 37-42 address health & safety)  Students are required to attend MSU orientation where they are given the MSU Emergency Assistance Card AND a London Handbook

6. 6 How MSU/OSA Prepares Students for Emergencies (on site)  On arrival, students are required to attend another orientation where they are given an on-site Phone Numbers Business Card, including a 24/7 local number  The MSU office number was also announced and students were instructed to write it in. The Nutford number had changed, so students were told to make this correction.

7. 7 Program Information - Some Facts  On July 7, 324 students and 18 faculty and staff were participating in 16 London-based study abroad programs  On July 21, 298 students and 20 faculty and staff were participating in 14 London-based study abroad programs

8. 8 OSA Crisis Management Procedures  Procedures for OSA staff at MSU include: Account for all students and faculty Respond to concerned callers Provide MSU President with regular updates Assess safety of location for continued program presence Communicate assessment to faculty/students Liaison with the media  Procedures for MSU faculty/staff in country include: Secure safe location Contact or respond to directions of local authorities Notify MSU/OSA of whereabouts and status Wait for further instructions Communicate MSU instructions/information to students

9. 9 Details of CMP from July 7 incident  Meghan Hock phoned Kathleen Fairfax from London at 5:30 a.m. EST  OSA Crisis Mgt Team convened at office by 6:15 a.m.  As per OSA requirement, most faculty leaders were able to check in quickly, either via e-mail or phone to DPPS, OSA or on-site staff in London  President and Acting Provost convened Incident Command Team (ICT) to assess situation and make decision regarding programs  Calls to parents/others returned throughout the day  Medical Ethics classroom moved to within walking distance

10. 10 Details of CMP from July 7, cont.  Efforts underway to secure temporary housing for Connaught residents (although later determined not to be needed)  All students accounted for by 2:00 PM  Decision made to continue programs by 5:00 PM  President Simon holds press conference at 5:00 PM  E-mail to faculty, staff and students by 6:30 PM  OSA remained open until 8:00 PM to monitor situation and respond to inquiries  Crisis Mgt Team remained on-call through the night (and for several days thereafter)

11. 11 Details of CMP from July 21 Incident  OSA learned of attack and Crisis Management Team convened  Most faculty leaders checked in quickly, either via e- mail or phone to DPPS, OSA or on-site staff in London  Incident Command Team convened to assess situation and make decision regarding programs  Decision made to continue programs and avoid using mass transit in London. Faculty referred to on- site provider to assist with making alternative travel arrangements. MSU would cover any additional costs incurred due to this recommendation.  E-mail to faculty, staff and students

12. 12 Details of CMP from July 21 Incident (cont.)  MSU sent Dr. Sue Carter, a senior administrator, to London to help assess the situation and talk to students and faculty  ICT decided that no program-related travel allowed on the Tube. Intrax available to assist with arrangements. Added expense covered by MSU.  OSA worked with interns and Huron students not under the Intrax arrangement For example, Huron classrooms moved to within walking distance

13. 13 Difficulties in implementation of CMP  Some programs were out on excursions and did not immediately know of the events  Some students weren’t aware of events until class was dismissed or because they had begun traveling  Some students were not in class at the time of the attacks they were not enrolled in classes that met then  Interns were either in transit to work or already there (and had trouble making or receiving calls)

14. 14 Assessment and changes  It has been proposed that all faculty leaders attend a mandatory emergency preparedness and response seminar to enhance familiarity and awareness with OSA procedures  OSA will produce a smaller, more portable emergency procedures and response guide for faculty, drawing from information previously provided in the Faculty Handbook  All faculty leaders will carry cellular phones  Additional emphasis will be placed on faculty having ready access to e-mail  OSA will try to improve student access to hall phones and hall computers (where applicable)

15. 15 Assessment and changes, cont.  Emergency Assistance Line has been enhanced to accommodate up to 4 calls at once  Efforts will be made to educate participants, parents and emergency contacts regarding the use and purpose of the “hotline” as an initial “911-like” contact number that is operated by DPPS, not OSA  OSA will make an effort through e-mail and the OSA website to provide detailed information and timely updates regarding crisis situations  OSA will directly communicate with emergency contacts (by e-mail, phone, etc.) to convey participant-specific information as deemed necessary

16. 16 Report of Student Receptions  A total of 18 students attended two welcome back receptions designed to re-connect students with peers provide an overview of stateside action obtain feedback discuss post traumatic stress disorder

17. 17 Some Student Suggestions  Print contact information sheet on OSA letterhead and include the MSU emergency assistance number as well as the web address  Provide “Parent Page” to students regarding emergency procedures  Make student handbook smaller & more portable  Also create “student” emergency procedures pamphlet  Provide students with information on how to obtain a cell phone  Increase on-site access to internet & hall phones  Have former participants speak at MSU orientation about emergency preparedness

18. 18 Counseling Center Presentation David Novicki, Assistant Director, MSU Counseling Center  Counseling Center web site: http://www.couns.msu.edu/  Fact sheet on Post-Traumatic Stress: http://www.nimh.nih.gov/publicat/ptsdfacts.cfm