Faculty Director Handbook

Emergencies Abroad

Types of Emergencies
  Real
  Perceived
Operating Principles
How You Should Respond
  General Procedures
 

Examples
-Death, Severe Illness, or Injury
-Severe Emotional Problem
-Crime or Violence
-Disaster in Country
-Disaster Somewhere Else
-Other Examples

Emergency Resources
  EIU Contact Information
  HTH International
  Other Contact Information

Types of Emergencies
 

Real Emergencies: those that pose a genuine and sometimes immediate risk to, or that have already disturbed, the health, safety, and well-being of participants. These include such occurrences as coups and other civil disturbances; natural and man-made disasters; incarcerations; serious illness; accidents; physical assaults; disappearances or kidnappings; and terrorist threats and attacks.

Perceived Emergencies: those which pose no significant risks to the health, safety, and security of participants, but which are seen as threatening by family members in the U.S. or by others, including, at times, students and colleagues at EIU. Perceptions of threat can arise out of a number of things, including the sensationalized reporting of an event abroad, the distortion of information provided by a participant in a telephone call or letter home, or simply out of the nervousness of a family member or student with little or no international experience. Such perceptions will sometimes affect family members and others in the U.S. more strongly than real emergencies.

Note: Regardless of whether it is a real or perceived emergency, it must be dealt with in a timely and appropriate manner. Perceived emergencies can yield as much, if not more, negative press comments, parent reactions, and other consequences as real ones.


Operating Principles
 

In managing emergencies, real or perceived, the University will be guided in its decision-making, before, during, and after a crisis, by the following operating principles:

  1. All responses to a crisis will be informed by the highest concern for the health, safety and well-being of program participants and staff.
  2. All reasonable and prudent measures will be taken to limit the University’s legal liabilities, while at the same time conforming to the standards of ethical practice for study abroad.
  3. The University will exercise caution and restraint in deciding when, and with whom, information about an emergency should be shared, and will operate according to the procedures outlined in the University’s emergency plan in deciding how information should be shared.
  4. The University will respond to emergencies by closely following the procedures outlined below, except when otherwise directed by circumstances or agencies outside the University’s control.


How to Respond

 

General Procedures:

  • Keep the safety of people first and foremost.
  • Seek appropriate medical care and/or take necessary steps to secure a safe location.
  • Work with insurance companies and/or emergency assistance provider as necessary.
  • Protect students rights to medical privacy.
  • Contact or respond to directions of local authorities and contact the University, primarily the Office of Study Abroad.
  • Keep in close contact with the Office of Study Abroad. Note that e-mail may be the best form of communication, so use and check e-mail often during a crisis, particularly if it is widespread.
  • Take notes of all conversations, preferably during the conversation itself, noting times, places, and participants. Secure witnesses.
  • Keep all participants reasonably informed (while maintaining confidentiality), of happenings to eliminate rumors, stress, and panic.
  • Try not to overreact or panic yourself. Students, parents, and the University are counting on you to lead the students through the crisis.
  • Do not speak to the media. The University Media Relations will be responsible for this task; just concentrate on the safety of the students.
  • File the appropriate report with the University.
 

Examples :

  • Death, Severe Illness, or Injury:
    • Contact the local authorities (police, embassy, and medical personnel as needed).
    • Contact OSA (1-217-581-7267...or the EIU Police - 1-217-581-3212 - in case you cannot reach OSA). Fill out and submit an Accident/Illness Report Form.
    • The University will contact the involved participant’s emergency contact person(s) and may activate the Emergency Management Team.

  • Severe Emotional Problem:
    • Contact the local authorities (medical personnel).
    • Contact OSA (1-217-581-7267...or the EIU Police - 1-217-581-3212 - in case you cannot reach OSA) and fill out an Accident/Illness Report Form.
    • The University will contact on-campus counseling personnel for evaluation and recommendations.
    • The University may activate the Emergency Management Team and seek advice from General Counsel.

  • Crime or Violence:
    • Contact the local authorities and the OSA (1-217-581-7267...or the EIU Police - 1-217-581-3212 - in case you cannot reach OSA), and fill out an Accident/Illness Report Form.
    • Assist in the facilitation of legal action to be taken, depending on the legal requirements of the host country, the seriousness of the offense, and the wishes of the victim.
    • The University will contact General Counsel and may contact the emergency contact person(s) of the participant.

  • Disaster in Country:
    • Get the students to a safe location.
    • Contact local authorities (U.S. embassy).
    • Contact EIU by phone if possible. If you can't reach us by phone, then try to send us an email at goabroad@eiu.edu.
    • The University will activate the Emergency Management Team, legal counsel, and will inform emergency contacts about the participants.
    • Stay calm and keep informed by monitoring the U.S. Embassy and State Department websites/announcements.
    • Monitor Voice of America and BBC broadcasts on radio and television.

  • Disaster Somewhere Else:
    • Assemble the students and be as reassuring as possible.
    • Contact EIU by phone if possible. If you can't reach us by phone, then try to send us an email at goabroad@eiu.edu.
    • Contact the U.S. embassy for support.
    • Consider canceling or adjusting class schedules to accommodate the situation.
    • Above all, be a calming influence
    • Monitor Voice of America and BBC broadcasts on radio and television.
  • Other Examples:

Emergency Resources

 
EIU Contact Information :
 

EIU Police Department
Telephone: 1-217-581-3212

Office of Study Abroad
Telephone: 1-217-581-7267
Fax: 1-217-581-7299
Email: goabroad@eiu.edu
Director: wswilliamson@eiu.edu
Coordinator: faziz@eiu.edu

Your Department Chair's Phone Numbers

Office of Study Abroad: 217-581-7267

University Police Emergency Number: 217-581-3212.

Wendy Williamson, Director Study Abroad: WK: 217-581-3390, HM: 217-345-8297, Cell: 217-549-6577

Bill Elliott, Director Intl Admissions:  WK: 217-581-8342, HM: 217-235-3250, Cell: 217-273-7697

Robert Augustine, Dean of Graduate School: WK:  217-581-6652, HM: 217-345-6482, Cell: 217-549-5246
HTH International
 

As an HTH customer, you are eligible for global emergency assistance, 24 hours a day, 365 days a year.

  • Inside the US, call toll free 1.800.257.4823  
  • Outside the US, call collect +1.610.254.877
Other Contact Information
 

General Assistance. How does the State Department respond and assist in the event of emergencies? Click here to find out more.

  • U.S. Department of State Switchboard: 1-202-647-4000 (Call this number and ask for the country desk)
  • Overseas Emergency: 1-202-647-5225
  • Consular Affairs Office: 1-202-647-3600
  • After Hours Duty Officer: 1-202-647-1512
  • Embassies/Consulates (varies by location)

Medical Assistance. For doctors and hospitals abroad, visit IAMAT (you can join for free) or MedHelp or review the State Department's List of Doctors and Hospitals.