Emergency Preparedness Plan

Center for Global Education at Augsburg College
with Field Sites in Mexico, Guatemala, El Salvador, Nicaragua, and Namibia

March 22, 2004

 

The purpose of this document is to provide information about Center for Global Education emergency preparedness in light of the Worldwide Caution issued by the U.S. State Department in March, 2004 http://travel.state.gov/wwc1.html.

 

In consultation with the Center’s international staff regarding global and local conditions, a decision has been made to continue Center for Global Education semester programs and travel seminars as scheduled. An Emergency Response Team will continue to monitor both world-wide and local conditions. If deemed necessary because of changing conditions, any or all of the emergency protocols already in place will be implemented.

 

Center for Global Education Contact Information

Office Hours (8:00 a.m.–4:30 p.m. CST)

Toll-free number 1-800-299-8889.

Nights and Weekends

Cell Phone (24/7) (612) 817-2830

 

Emergency Response Team

In Minneapolis:

Director, Center for Global Education

Associate Director, Center for Global Education

Coordinator for Semester Programs Abroad

Director, International Travel Seminars

 

In Mexico: Administrative Director

In Guatemala: Program Director

In El Salvador: Program Director

In Nicaragua : Regional Director

In Namibia: Site Director

 

In locations where Center for Global Education does not have permanent staff, local consultants are available to participate in a response team.

 

Risk Assessment

Members of the Emergency Response Team consider several sources of information when determining the status of program operations:

• Public announcements, travel advisories, and consular information sheets issued by the U.S. Department of State (http://www.travel.state.gov)

• Information gathered locally by international program staff

• Other resources at our sites of operation, including U.S. Embassy officials

• SECUSSA (Section on U.S. Students Abroad) of the Association of International Educators, that shares comparative security information from study abroad sites around the globe

In making individual decisions concerning participation, we suggest that students, travel seminar participants, and their parents carefully review the State Department Travel

Advisories web page http://www.travel.state.gov/

 

Orientation and Training for Participants

Every Center for Global Education program begins with a comprehensive orientation to the country, city, and facilities, which includes, among other information, an explanation of any local risks the resident directors have identified and tips for enhancing personal safety. Participants are provided emergency contacts, including on-call schedule, cell phone number, etc.

 

On-Site Care and Insurance

Each site maintains a list of recommended local health and mental health providers. The Center for Global Education requires health/emergency/medical insurance for all participants, and has an arrangement with an insurance provider for those who do not currently have such insurance that covers them outside of the country. The price of this insurance may be included in the cost of the program.

 

Monitoring

International program staff stay informed of conditions and changes in local health and safety risks, and inform participants of any changes that occur. International site directors and members of the Emergency Response team subscribe to the U.S. State Department’s Bureau of Consular Affairs travel advisory service and automatically receive Public Announcements and Travel Warnings as soon as they are issued.

 

Security Systems at International Facilities

At each of our facilities the following safety/security measures are observed:

• Secure premises requiring a key for entry

• Security services are contracted by site as needed

• Safe is available for participants’ travel documents and personal valuables

• No signage or other indications identifying the facility as a U.S. institution

• On-call schedule and emergency contacts are given to all participants

• Participants doing independent travel apart from the program schedule are required to submit an itinerary of their travel plans

• Health and safety orientation including emergency and preventive measures

Emergency Protocol at International Sites

1. Student/participant safety is the Center’s foremost priority.

2. Semester students are registered at the US Embassy.

3. Each site has in place a contingency plan to deal with local emergencies.

4. Participants are required to receive permission to leave the group for independent

5. travel, and they are required to leave a written itinerary with the CGE staff.

 

In the Event of a Local Emergency

Local staff will monitor and evaluate the situation based on personal experiences, observation, and information gathered from local sources. Based on this information and analysis program staff will determine what, if any, action needs to be taken. Responses may include:

• Keeping a low profile, limiting movements, and remaining on program premises or with a host family

• Canceling or rerouting planned trips/activities

• Implementing a local contingency plans that may require (a) extra caution, (b) relocation of the program to a different site in the same city or country or to a nearby country, or (c) suspension of the program and evacuation of participants.

In the Event of a Worldwide Crisis (such as armed conflict involving the U.S.): Programs will continue within countries that are not directly affected by the crisis.

Students and travel seminar participants will be asked to contact their parents by phone to confirm their well-being and safety. An e- mail will be sent to parents from the

Minneapolis office to confirm the safety and well being of students and program participants and to confirm the continuation of the program.

 

In the event of a new, major armed conflict involving the U.S., it is advisable for staff to keep students and program participants at their current program location for 24 to 48

hours (e.g. if the students are in home stays or in a rural area) unless there is information indicating that the location is or soon could be unsafe. This period of time should be used for the purpose of assessing any events or responses within the country that might pose a risk to the group before moving to the next program location. If there is no security risk, then program should continue as planned. If there is a security risk of any nature, the program should be modified to assure the safety of students and travel participants. Satellite phones will be acquired to assure communication when program activities occur in remote sites without cell phone or landline connections.

 

Minneapolis staff and international staff will be in contact with each other immediately in the event of a worldwide crisis. Frequent information sharing will occur to apprise the respective staff of any changes regarding the security of students or continuing program in each site.

 

Each international site will develop an evacuation plan to be implemented in the event of a natural disaster, political or social unrest, or armed conflict that endangers students.

 

In the event of program cancellation

• Teaching faculty will make every effort to assist students in completing the coursework, making alternate and substitute assignments as needed

• In general, no refunds will be issued unless faculty are unable to implement a substitute curriculum to complete the courses

• Whenever possible, recoverable costs will be refunded.

Voluntary Withdrawal from a Program

Students and parents may decide to voluntarily withdraw from the program independent of cancellation by CGE. In this eve nt, transportation home is at the student’s own expense. The student will be given make-up assignments to be completed at home. No monetary refunds will be available should the student leave early and not complete makeup

assignments.

 

Center for Global Education
Crisis Management Policy

Effective date: September 16, 2001
 

Purpose: The purpose of the crisis management policy is to

1) Maintain the security and safety of the program participants

2) Minimize exposure to the media that might further jeopardize partic ipants and program

3) Manage the flow and authenticity of information within and outside of the organization.

 

Scope: A crisis situation could include any of the following:

• Death, serious illness, or injury of one or more program participant(s) or staff members

• Major outbreak of fighting or natural disaster in an area of programming

• Arrest or jailing of a program participant or staff member; a serious threat to the health or safety of program participants or staff members

• A program participant (short-term or semester program) leaves the program early and unhappy

• The intimation or threat of a law suit

• Any significant negative publicity about the organization.

Policy: In any of the above situations, a crisis management team is formed immediately. It should be comprised of:

1) The Associate Dean, Office of International Programs (in his absence, the Associate Director, Center for Global Education)

2) The staff person working with the travel seminar sponsor or Coordinator of Semester Programs Abroad (whichever is directly affected)

3) The country’s Augsburg staff person primarily responsible for the particular program (if applicable)

4) The travel seminar sponsor or in-group leader accompanying the program

5) In crises involving Augsburg faculty, students and/or staff, the Associate Dean will contact the Vice-president/Academic Dean or one of the following: College President, Director of Human Resources or Director of Public Relations. If other staff members are to be involved, it is the decision of the crisis management team.

 

Steps to be taken in a crisis situation:

1) During office hours call: The Center for Global Education Office in Minneapolis: (612) 330-1159. After office hours and on weekends call: Center for Global Education Cell Phone (24/7) (612) 817-2830

2) The Center staff directly involved (trip leader, in-country leader etc.) must report the crisis immediately to the Minneapolis director/coordinator of the program affected. In the absence of that person, the person to be contacted is listed below in order: Associate Dean, Office of International Programs Associate Director, Center for Global Education

3) The crisis management team meets promptly to determine the appropriate response.

4) The crisis management team drafts a memo and/or holds a meeting to brief Office of International Programs staff on the crisis, inform them of the designated point person(s) and the appropriate staff response internally (within the organization)

and externally (outside the organization).

5) A crisis incident report must be submitted to the Associate Dean of International programs within two weeks of the incident by the staff person most involved with the crisis. The report should include a description of the initial event, steps taken, and any other relevant information.

6) Any further follow-up is the responsibility of the crisis management team.