Recommended Course of Action in Case of an Emergency

Immediate Responsibilities of On-Site Program Director

1. Attend to the immediate needs of participant or faculty member involved.
2. Remove individual(s) from danger.
3. Contact, as appropriate, local medical emergency officials, law enforcement officers, the US Embassy or Consulate, on-site health and/or counseling provider to begin local action necessary to handle and resolve the situation.
4. Contact the USI Department of Security (include 24-hour contact information).  Security will notify the provost, vice president for Student Affairs, director of International Programs and Services, and other USI units, as appropriate.
    

Immediate Responsibilities of USI Office of Security
Upon receiving a call from on-site faculty director concerning a serious injury, death or other emergency, the Office of Security will:

1. Begin a log of all calls and activities pertaining to the incident.
2. Collect the following information from the on-site personnel:
   
   • Name, identity, and location of caller;
   • Nature and brief description of emergency;
   • Location of emergency and its proximity to program participants, if not directly affected;
   • Identity of program participants involved, if applicable;
   • Contact information (phone & fax number, e-mail address) where caller can be reached; and
   • Any information previously released to the media.
3. Verify calls have been placed to emergency response services, and will be placed to US Embassy or Consulate if situation warrants;
4. Instruct caller to call again after emergency response team or law enforcement have arrived, if applicable;
5. Contact provost, vice president for Student Affairs and director of International Programs and Services.
 

Immediate Responsibilities of USI International Programs and Services

1. Notify provost and the vice president for Student Affairs of any statements already made to media.  Refer press inquiries to vice president for Advancement.
2. Once important facts have been collected, the Office of International Programs and Services will notify members of the Risk Management Task Force.  Whenever possible, faculty with specialization in the affected region may also be included.
3. Communicate with on-site director or coordinator, on-campus constituencies, parents, and US Health Insurance Provider, etc. throughout emergency.
4. Contact and consult with other key USI administrators, such as the appropriate dean(s).
5. Contact the USI Office of Procurement and Distribution Services for notification to the insurance broker and/or carrier within 48 hours of the incident.
6. In event of emergency other than illness or isolated accident, call the US Department of State Citizen's Emergency Center at 202/647-5225 for suggestions or assistance.  Call US offices of other institutions with students in the program location to compare information and to develop a common plan of action.
7. Continue coordination throughout emergency and communicate with the parent/guardian throughout the emergency as appropriate.

Follow-up Procedures to be Coordinated by USI International Programs and Services

1. Ensure written accounts of incident are obtained as soon as possible from all witnesses and affected students, faculty and staff.
2. Prepare detailed factual report, including preliminary recommendations without judgments, analysis, or conclusions.
3. Submit report to Study Abroad Risk Management Task Force.
4. Convene follow-up meeting of Task Force to discuss distribution and dissemination of report and the need, if any, for further in-house or external review or investigation.
5. Communicate any pertinent information to other USI programs, as appropriate.
6. Assess effectiveness of these procedures and revise as appropriate.

Follow-up Procedures for Program Director

1. Reassess and adjust planned activities for the program as necessary.  Attempt to avoid subjecting students and staff to additional stress.  Plan for ways to proceed.  The program should be terminated only as a last resort.
2. Stay in close communication with the Office of International Programs and Services for instructions and/or input from Risk Management Task Force, and inform on-campus program staff of whereabouts and activities of the group.
3. Assess physical and emotional needs of students and staff.
4. Inform program sponsor if additional staff are needed on-site to carry out necessary arrangements, or to provide counseling to students.
5. Ensure all affected local and US authorities are consulted and kept informed.
6. In the event of fatality, wait for legal authority (usually local) before moving the body.  Make sure photographs are taken before body is removed.  Photographs and preservation of evidence may be important in other situations involving criminal activity also.
7. Document ALL activities.
8. Collect written statements from students, faculty and staff as soon as possible following incident.