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As schools emphasize global education, more students and faculty are traveling abroad. And while schools tend to plan such trips with great care and choose “safe” destinations, there’s always a chance that something could go terribly wrong. Most schools have emergency operations plans for domestic disasters or security incidents. What follows are suggestions for how you can extend that same care and planning to problems that could arise while traveling with students.

Suggested International Travel Emergency Operations Plan¹

Introduction:
The School is committed to the safety and wellness of its students and employees both on-campus and off-campus. As our school becomes more and more involved with global issues, we will find more and more members of the community traveling both domestically and internationally. Travel invariably means that the school loses control of some of the safety and emergency response factors we take for granted while on campus. Nevertheless, with proper planning and training, we can be prepared no matter where our programs take us.

An emergency may involve a single program participant, multiple program participants, or all program participants. An emergency may include illness or harm, a traumatic incident involving violence, a student who is missing, civil unrest, or a natural disaster in the host country. An emergency may be real or perceived.

The U.S. State Department is prepared to assist international travelers in times of emergency, but caution that they are limited in what they may be able to do. Travelers are encouraged to read the document, What the Department of State Can and Can’t Do in a Crisis. It is incumbent upon the adult leaders of student groups traveling abroad to be prepared to respond to a range of emergency situations that may present themselves. While the chances of any one of these occurring during a trip may be remote, it is better to be prepared. This document is designed to help you consider what steps to take should an incident take place.

While abroad, the faculty leader of the student group acts as the In-Country Incident Commander [note: you may wish to use a different term if your on-campus Emergency Plan does not reference the Incident Command System]. It is important that ONE person be assuming this important leadership role. The In-Country Incident Commander will be in a much better position to assess the situation than anyone at the School. Depending upon the level of emergency and the number of travelers affected, the school may initiate its own Incident Command System at the School.

Levels of Emergencies

Level 1 / Mildly Serious

• Lost documents
• Violation of Code of Conduct / Disciplinary issues
• Minor injury or illness (a minor injury or illness is not life threatening)

Level 2 / Serious / limited to a single person

• Missing person
• Major injury or illness (potentially life threatening)
• Arrest
• Hostage situation
• Heightened security alert in target or home country
• Vehicle accident (with or without injury)
• Physical assault, sexual assault or rape

Level 3 / Severe / involves or threatens two or more in the group / evacuation likely

• Bomb threat, explosion, or act of war
• Disease outbreak
• Natural disaster
• Death of participant or faculty program leader

School Incident Command System
Our  School uses an Incident Command structure to deal with all emergencies. The Incident Command System is detailed in the school’s Emergency Operations Plan. The basic structure of our Incident Command structure is detailed below:

[INSERT DIAGRAM OF INCIDENT COMMAND STRUCTURE, WITH NAMES, HERE AND/OR FILL IN THIS TABLE]

Name	Role	Mobile Phone & SMS	Office Phone	Home Phone	Skype ID
	Incident Commander
	Alternate Incident Commander
	Public Information Officer (PIO)
	Safety Officer
	Liaison Officer
	Section Chief, Operations
	Section Chief Logistics

Preparation for Travel
Emergency Numbers

Know the emergency services number(s) for the country you are visiting. http://studentsabroad.state.gov/content/pdfs/911_ABROAD.pdf

Overseas Citizen Services
Overseas Citizen Services (OCS) in the State Department’s Bureau of Consular Affairs is responsible for the welfare and whereabouts of U.S. citizens and non-citizen nationals traveling and residing abroad, including: death, arrest/detention, robbery, citizens missing abroad, and crises abroad.

To reach OCS call 317-472-2328 (8AM to 5PM U.S. Eastern Time). After office hours, call (202) 647-4000 and request the OCS duty officer. http://www.travel.state.gov/about/info/info_308.html

Upon Arrival in Country
Ask your hosts to point out the nearest emergency services including:

• the nearest pharmacy
• the nearest emergency hospital
• the nearest Internet café

You may also wish to:

• distribute local language emergency phrase cards to students
• remind students of any local health issues and review precautions

Physical Injury or Illness (car accident, other serious injury, serious physical illness, drug overdose, etc.)

• Respond expeditiously. Assist student in locating medical care.
• Contact The School Incident Commander as soon as feasible to report; assess the situation, discuss next steps, and determine who will notify family.
• Determine the extent of accident/illness through consultation with treating doctor.
• Begin a written log; keep basic notes regarding circumstances, outcome of any discussions with physicians, conversations with, family, etc. Update as crisis progresses. It is important to handle and report these cases sensitively and with discretion.
• If medical evacuation is necessary, The School’s Incident Commander will contact our Insurance company immediately to start a case file. The insurance company will coordinate arrangements if a medical evacuation is necessary, and follow up communication with family, embassy or consulate, local authorities, and others as needed and instructed. Airlines and air ambulance services usually will not transport a patient if the attending physician concludes the patient’s condition would be further harmed by the flight.
• Monitor the student’s treatment, in consultation with the treating physician, and update relevant parties as needed.
• Brief other students in the program as appropriate, bearing confidentiality restrictions in mind. Arrange for access to counseling services if needed for other students (especially in cases where other students may have been involved but not injured)
• If student will be medically evacuated, arrange for safely securing, packing, and shipping the student’s belongings to the home address in consultation with the family and/or student.

Missing Student

• Try to obtain additional information to try to make sure that this incident is accurate.
• Try to determine when the student was last seen. Also, ask to be contacted immediately if the student returns.
• Begin keeping a written log; keep basic notes regarding circumstances, actions, etc. Update the written log as the crisis progresses.
• Contact The School Incident Commander as soon as feasible to report; assess the situation, discuss next steps, and determine who will notify family.
• Notify local police and file a missing person’s report. Ask them to check clinic and hospital admissions and coroner’s records for unidentified bodies.
• Notify the nearest U.S. Embassy or consulate (if the student is not a U.S. citizen or permanent resident, notify embassy or consulate of citizenship)
• Provide information and reassurance to other program participants as appropriate.
• When the student is located, personally interview the student, notify all involved on-site as well as The School Incident Command.

Sexual Assault

• Even if there are no obvious physical injuries, make sure that the student receives medical and psychological assessment/attention. Work with local service providers to identify and address the medical needs of the student. To be most effective these examinations should be done within 72 hours.
• Gather information about the procedures used in such cases by law enforcement and prosecutors in investigating and prosecuting sexual assaults. Also determine whether forensic examinations are routinely done and by whom. If acceptable to the student and her parents, assist her in making a police report and having a forensic examination as soon as possible.
• Develop a list of local resources, including medical facilities, and medical care and mental health providers such as doctors, nurse examiners and counselors, who have training in examining and treating rape or sexual assault victims.
• Be sensitive to the emotional needs and feelings of the student.
• Talk to the student about what happened and her reactions; observe the student’s behavior, words and demeanor. Be aware that her traditional ways of coping may be ineffective in dealing with the crisis.
• Listen with empathy and care. The student may need to tell her story over and over again. Acknowledge her traumatic reactions and provide emotional support.
• Begin a written log; keep basic notes regarding circumstances, outcome of any discussions with law enforcement officials, conversations with Incident Command, family, etc. It is important to handle and report these cases sensitively and with discretion. Report enough detail to convey the gravity of the incident, without including sensational or graphic details that would be particularly painful or personal for the victim. Until it has been determined by local authorities that a crime has occurred, it is an alleged crime. Do not include conjecture or speculation. While you must take reports of sexual assault very seriously, do not state that a sexual assault has occurred or a crime has been committed in the absence of a finding by a competent authority.
• Contact The School Incident Commander as soon as feasible to report; assess the situation, discuss next steps, and determine who will notify family.

Arrest of a Student

• Begin obtaining as much detail as possible. If you have valid reason to believe that a student has been arrested or charged unjustly, for political, monetary or other reasons, you should let the U.S. Consular officer know.
• Begin keeping a written log; keep basic notes regarding circumstances, conversations with Incident Command, family, etc. Update as crisis progresses.
• Contact The School Incident Commander as soon as feasible to report; assess the situation, discuss next steps, and determine who will notify family.
• Contact the U.S. Embassy Consular Officer. Request names of local lawyers who can assist the student, if necessary. If the student is not a U.S. citizen or permanent resident, contact the embassy of citizenship regarding legal assistance options. Neither arrest nor conviction deprives a U.S. citizen of the right to the consular officer’s best efforts in protecting the citizen’s legal and human rights.
• Visit the student as soon as possible, provide him or her with legal contacts, and explain any legal procedures, especially those that may be different from those in the United States.
• Remain in contact with the U.S. Embassy Officer assigned to the student, and monitor the situation.

Bomb Threat

• Any person who receives a telephone bomb threat of any nature should carefully record the circumstances and notify their immediate supervisor, the local police, and the U.S. Embassy.
• In the event of an explosion in the building, remain in your area. Under no circumstances should anyone look out your window or proceed to the site of the explosion. Wait for further instructions from local police/Explosives Team.

Large-Scale Crisis—Catastrophic Incident

• Be aware that when a large-scale crisis occurs there is a considerable demand for information at The School. Designate two people, on rotating schedules, to be the reporters so you have 24/7 coverage.
• Using all available information sources (host institution resources, local media, disaster relief, U.S. Embassy), determine initial safety plan for students — should they stay where they are, assemble in a central location, move to Embassy, etc.
• Begin keeping a written log; keep basic notes regarding circumstances, conversations with Incident Command, local authorities, etc. Update as crisis progresses.
• Contact The School’s Incident Commander as soon as it is feasible to report; assessment of situation, discussion of next steps, recommendations regarding program suspension and/or evacuation of students to another location. If communication with the Incident Commander is impossible and students are in immediate danger of physical harm, take any steps needed to maximize student safety, in consultation with local authorities and the U.S. Embassy/Consulate.

Group Evacuation. If the In-Country Incident Commander determines that group evacuation is warranted:

• Seek guidance/advice from the nearest U.S. Embassy/Consulate regarding evacuation plans.
• If the U.S. Department of State is organizing group evacuation, coordinate transport of students and belongings; communicate any space limitations to students in advance.
• Arrange temporary housing at arrival destination if evacuating to another location abroad. For example, flights to the U.S. may be booked but flights to a safer destination, such as Mexico or Australia may be available.