EMERGENCY PREPAREDNESS & RESPONSE FOR FACULTY-LED OR

SHORT TERM PROGRAMS

The University Office of Global Programs

Kara E. AmoratisGlobal Operations Coordinator &

International Risk Analyst kea15@psu.edu

Purpose of the Workshop

• To prepare for emergencies abroad and enable effective and appropriate reaction if emergencies occur

• To familiarize you with Penn State protocol, services and procedures

• To prevent and mitigate the effects of emergency situations abroad

Travel Emergency Statistics

• 50,000 will experience some health problem• 8,000 will need to see a physician• 3,000 will be incapacitated (average: 7 days)• 500 will be admitted to a hospital• 50 will require medical evacuation• 1 will die

For every 100,000 people travelling to a developing country in a given month:

(Resource: The Journal of Infectious Diseases)

Key Areas of Risk

• Sexual harassment or assault• Personal injury and accidental death (e.g. drowning)• Unlawful discrimination• Motor vehicle & pedestrian accidents (unfamiliar traffic patterns)• Physical or emotional illness (hospitalization)• Faculty oversight of medical treatment• Natural disasters• Crime and Terrorism• Civil Strife• Student Conduct, Student Arrest• Selecting tour operators• Fire hazard

HTH WORLDWIDE: INTERNATIONAL MEDICAL INSURANCE (Required)

Enrollment:• Students

• For credit: via EA admin process• Not for credit: via Office of Student Health Insurance

• Faculty/Staff (Blanket HTH-GeoBlue policy)• Non-Penn State Participants:

• must purchase HTH coverage through this link:http://tinyurl.com/HTHnon-PSU (NOTE: This is not the Penn State Education Abroad insurance plan.)

HTH Exclusions: Any extreme sports or activities including but not limited to:

bungee jumping, sky diving, SCUBA diving

Insurance

CONFIRMATION LETTERHTH insurance card should travel with you

Insurance

Insurance

HTH-GeoBluePSU employees on University Business

Well Prepared:• Schedule doctor appointments

online in advance• Enter need for specific

medication• Students with preconditions:

Contact HTH by phone in advance, as necessary

Travel Safely:• Travel safety videos on a

variety of topics

mPassport:• Smartphone apps to search

medical facilities and providers by geographic location

HTH site (www.hthstudents.com) features:

Insurance

HTH site (www.hthstudents.com) features: Medical Facility Search

Insurance

HTH site (www.hthstudents.com) features: Medical Translation Tool

Insurance

EVACUATION• HTH insurance policy includes evacuation policy• HTH evacuation policy covers:

• Security evacuation (civil unrest)• Political evacuation (U.S. Gov’t. recommendation)• Natural disaster evacuation (earthquake)

• Transportation costs only covered upon prior approval from HTH or if services coordinated by HTH

• Other evacuations upon request: HTH contractual evacuation provider

Insurance

• Register with U.S. Department of State through the Smart Traveler Program (STEP) at https://travelregistration.state.gov• STEP registration for groups through UOGP: https://

global.psu.edu/w/step-registration#overlay-context=emergencyprep

• Second program leader strongly recommended

• Do NOT give medical advice (refer students to: CDC, HTH, or Penn State travel clinic)

• Collect copies of all passports and keep in a safe place (both onsite and on file at Penn State)

Pre-Departure

COMMUNICATION

• For Education Abroad Embedded and Faculty-Led Programs – The Program Leader must have international mobile phone and provide number to the Embedded Programs Manager (Embeddedprograms@psu.edu) prior to departure.

• For non-credit and student organization/club travel, the group leader must have a phone that will work internationally and the number should be provided on the Risk Management Checklist prior to departure.

• Manage communication expectations of parents and loved ones

Pre-Departure

TRAVEL WARNINGS• Student travel to countries under State Department travel warning is

prohibited (See Academic Administrative Policy R7)

• Faculty who would like to lead programs in countries under travel warning must submit a petition to the appropriate committee. For Undergraduate credit bearing travel, petitions are submitted to Barbara Rowe, Executive Director of Education Abroad (bjr22@psu.edu). For Graduate travel and/or research abroad, The Graduate Council Subcommittee on Student Travel review and approves petitions. Non-credit student travel and Associated Student Organizations and Clubs travel abroad, petitions are submitted to Risk Management .

High-Risk Travel

WORKER’S COMPENSATION LIMITATIONS• Certain countries are not covered by Penn State’s worker’s comp policy due

to unusual risks.• No individual employed by Penn State (including paid graduate students) may

travel to these countries without applying to Risk Management… http://www.controller.psu.edu/Divisions/RiskManagement/docs/DangerousTravel.pdf

• The academic unit must acknowledge and accept financial liability for all employees travelling in those areas.

• Country List: Afghanistan, Algeria, Belarus, Burma, Burundi, Central African Republic, Chad, Colombia, Cote d'Ivoire, Cuba, Democratic Republic of the Congo, Eritrea, Haiti, Iran, Iraq, Lebanon, Libya, Nepal, Nigeria, North Korea, Pakistan, Philippines, Somalia, Sri Lanka, Sudan, Syria, Tunisia, Uzbekistan, the West Bank and Gaza, Yemen, and Zimbabwe.

High-Risk Travel

NON-PSU PARTICIPANTS• Strongly discouraged• Participation must be pre-approved by Risk Management’s

Richel Perretti (rap126@psu.edu) • The chancellor of the sponsoring campus or dean of the

college must contact Gary Langsdale (gwl3@psu.edu) to acknowledge and accept financial risk

REMINDER• All Penn State students must be in registered status for the

duration of the trip if the travel is associated with credit bearing coursework

Non-PSU Participants

Student Conduct

University Policies and Protocols:• Classrooms, housing, transportation, and program sites where Penn

State is providing or coordinating programs/services are considered to be on campus . (Penn State Code of Conduct applies)

• The Office of Student Conduct will assist in handling Code of Conduct violations overseas during the program or can follow up upon return.

Managing Student Behavior Abroad workshop:• Offered annually (February) • Conducted jointly by The Office of Student Conduct in Students Affairs

and Education Abroad

STATEMENT OF RESPONSIBILITY/WAIVER & RELEASE FORM (sent as attachment prior to session)

• Includes standards of student conduct, assumption of risk, release from liability

• Includes authorization of State Department to release information to Penn State

• Provides additional legal protection.

• Faculty are asked to have students sign these forms and collect the forms.

• Signed forms should be retained three years as part of the program documentation.

Student Waiver

• Always travel in groups of two

• Designate emergency meeting points

• Collect international mobile phone numbers of students

• Avoid demonstrations

On-Site Preparedness

FIRE SAFETY ABROAD• Make sure all participants are aware that fire safety standards abroad

may be different• Be familiar with Penn State fire safety tips and evacuation guidelines:

• http://www.ehs.psu.edu/occhealth/fire.cfm• http://www.ehs.psu.edu/occhealth/residence_hall.pdf• http://www.ehs.psu.edu/occhealth/Vacation_Fire_Safety.pdf

• Consider bringing a portable smoke detector, whistle, flashlight• Plan to stay only at facilities with functioning smoke detectors and

(strongly recommended) sprinkler system • Always respond to fire alarms immediately

On-Site Preparedness

LOCAL LAW• Visitors are subject to the laws of the country in which they are travelling• Once arrested, U.S. consular officer can assist but cannot demand release• Consular assistance to American arrestees: http://

travel.state.gov/content/passports/english/emergencies/arrest.html• Information on different local laws and customs:

• U.S. Department of State: http://travel.state.gov/travel/travel_1744.html

• British Foreign Office: https://www.gov.uk/government/organisations/foreign-commonwealth-office

• WorldWatch:https://global.psu.edu/worldwatch

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On-Site Preparedness

Learn to spot the signs of distress – substance use, over-medicating/self-medicating, non-compliance, sleep deprivation or disturbance, stress, fear, panic, isolation

Some disorders that you may have to deal with can include, but are not limited to;

• Anxiety & Panic Disorders• Depression• Eating Disorders• Self-Injurious Behavior • Bi-Polar Disorder• Suicidal Tendencies or Threats

Mental Health

Mental Health

• Offer support (tactfully) – encourage disclosure and make reasonable accommodations for your friend/colleague

• Connect to resources; know your limits – be realistic about local resources and have a contingency plan

• Emergency Procedures – know when to make the call, proper insurance information and support of faculty/staff

• DO NOT – diagnose or analyze, minimize or ignore, try to manage a situation alone or be caught without a plan - DO NOT OFFER SUPPORT BEYOND YOUR EXPERTISE

• PSU CAPS resources - http://studentaffairs.psu.edu/counseling/

Emergency Response

After ensuring the safety and well-being of all programparticipants:

• Health-related emergency:1. Contact Ambulance (as necessary)2. Contact HTH Worldwide (24/7) +1.610.254.87713. Contact Penn State UP Police Services (24/7) at +1.814.863.1111

• Other emergencies:1. Contact local police as necessary2. Contact Penn State UP Police Services (see above)3. Contact other local authorities/U.S. Embassy as necessary

Emergency Response

PARENTS• Student Services – initial contact with parents

• Faculty leaders – available for follow up

• Be prepared to manage parents’ expectations in an emergency (i.e. passport, bedside visit)

Emergency Response

• DO NOT leave a student behind: Fay v. Thiel College (Pa. Comm. Pl. 2001)

• Manage situation at the most informal and appropriate level possible; serious incidents will require a more centralized approach.

• Maintain a log of events, actions taken, and follow-up documentation.

Risk Management Incident Reports - If a student is physically injured during the trip (not including general illness), the college/campus must complete an Incident Form and submit it to the Risk Management Office as soon as possible. http://guru.psu.edu/formpublic/8-05IncidentFormFRM3.pdf

• Please contact the University Office of Global Programs with any questions related to incident reporting.

Emergency Response

INTERNATIONAL CRISIS RESPONSE TEAM (ICRT)• Centralized coordinated response (Education Abroad, Student Services,

Risk Management, Police, Health Services, etc.)• Will assist in any kind of international emergency• Will maintain contact until crisis is resolved• ICRT activated by calling 24/7 PSU Police Services number

University Policy SY03: Assistant VP for Student Affairs at UP or Chief Student Affairs Officer at Campus to be notified of all emergencies involving students

Overview of The Clery Act•The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, codified at 20 USC 1092 (f) as a part of the Higher Education Act of 1965, is a federal law that requires colleges and universities to disclose certain timely and annual information about campus crime and security policies.

•All public and private institutions of postsecondary education participating in federal student aid programs are subject to the Clery Act. Violators can be "fined“ up to $35,000 per violation by the U.S. Department of Education.

•Along with monetary penalties, the Department of Education can suspend institutions from participating in federal student financial aid programs.

Clery Act

Clery Act What Offenses are Reportable Under the Clery Act?Criminal Homicide - Murder/Non-negligent manslaughter and negligent manslaughterSex Offenses - Separated into two categories: forcible and non-forcible Burglary - The unlawful entry of a structure to commit a felony or a theftMotor Vehicle Theft - The theft or attempted theft of a motor vehicle Robbery - The taking or attempting to take anything of value from the care, custody, or control of a person or persons by force or threat of force or violence and/or by putting the victim in fearArson - Any willful or malicious burning or attempt to burn, with or without intent to defraud, a dwelling house, public building, motor vehicle or aircraft, personal property of another, etc.Aggravated Assault - An unlawful attack by one person upon another for the purpose of inflicting severe or aggravated bodily injury Dating ViolenceDomestic ViolenceStalking

Clery Act How Does it Impact You?

•The Clery Act requires the compilation and disclosure of campus crime statistics, and mandates the collection of information regarding incidents from non-law enforcement “campus security authorities” having “significant responsibility for student or campus activities”

• “Campus security authority” is a Clery-specific term that encompasses four groups of individuals and organizations associated with an institution

Clery ActResponsibilities of a Campus Security Authority

•Encourage the person to report the crime to police. •Tell the person how (s)he can report anonymously to Police through http://www.police.psu.edu/psu-police/report-crime.cfm (The decision is theirs -- a person who talks to you may not want to talk to Police—and doesn’t have to).•Inform the person that you must report the incident as a statistic but will not identify him/her or anyone involved without permission.•You are only responsible for documenting the facts – the authorities will investigate as necessary. Additionally, you do not have to prove what happened, who did it or who was at fault – you only have to report. •If any crime is committed against or by a student while on a faculty led embedded program or non-credit program – call UOGP right away for help and support. •If someone tells you about an incident which may be a crime, you must record the information on a Campus Security Authority Incident Report Form and submit it to PSU Police. (Report can be accessed through http://www.police.psu.edu). If you learn of a crime, please contact UOGP, we are here to help.

EXECUTIVE ASSISTANCE• All University employees (including graduate assistants) on Penn State

business abroad covered automatically• Services include:

• medical assistance (not a medical insurance!)• Personal assistance (lost documents, referral to lawyer, interpreter)• Travel assistance (emergency travel arrangements)

http://controller.psu.edu/sites/default/files/users/risk/docs/WalletCard.pdf

IMPORTANT:• Take policy wallet card with you on any overseas business trip• HTH is primary provider for medical assistance services (evacuation,

referral to doctor, etc.)

Resources

WORLD WATCH (Country-specific intelligence database for students, staff and faculty)

• Daily security & health updates

• Transportation safety

• Communication

• Immigration

• City information

https://global.psu.edu/worldwatch

Resources

Resources

• OSAC Country Crime Reportswww.osac.gov

• DOS Country Specific Informationhttp://travel.state.gov/travel/travel_1744.html

• FCO Country Specific Informationhttp://www.fco.gov.uk/en/travel-and-living-abroad/

• The United Nations and Road Safety http://www.un.org/en/roadsafety/

• DOS Travel Tipshttp://travel.state.gov/travel/tips/tips_1232.html

• CDC Country-specific health informationwww.cdc.gov

THANKS &

TRAVEL SAFELY

The University Office of Global Programs