Attachment VIII
Texas State University
Crisis Management Plan for Study Abroad
1.0 Background and Crisis Prevention. During
the past ten years, the number of students participating in Study Abroad
programs has almost doubled. Safety is
a prime concern of all who are involved in study abroad ventures—participants,
their families, advisers, institutions that send students abroad, those that
host them, and the staff of all organizations that operate programs. Although
statistics are in short supply, most study abroad professionals believe that
study in a foreign country is no more dangerous than study in the United
States. On the other hand, there are risks that are unique to the overseas
settings, and when incidents occur, the impact on participants and their
families is often more profound because of the unfamiliarity of the context and
the distance that separates participants from their primary sources of
consolation and support
There are steps that can be taken to prevent
many study abroad crisis situations.
One of the first steps is for Academic Program Directors to provide
students with a thorough orientation on how to avoid dangerous situations, and
about the perils associated with risky behavior such as indiscriminate or
unsafe sex, alcohol abuse, and drinking while driving. Students should also be provided with
information about illegal activity in the host country such as the use of
controlled substances and disorderly conduct.
2.0 Purpose,
Objectives, and Conditions Requiring Crisis Management
2.1 Purpose.
A crisis management plan provides a home institution a method to effectively
act upon a critical situation that may occur to an individual or group of
individuals who are participating in a Study Abroad program associated with
that home institution. This plan
provides for the health, safety, and welfare of victims and an assurance to the
family and friends of the victim(s) that the institution is acting in good
faith to resolve the crisis at hand abroad.
To protect Texas State students, faculty, and
staff and the institution itself, a Crisis Management Plan and Team (CMT)
specific to University-sponsored Study Abroad programs has been created to
develop an institutional response to a crisis if and when it should occur to a
Texas State Study Abroad group or to an individual student, faculty member, or
staff member while abroad. The specific
objectives of the Crisis Management Plan for Study Abroad are to:
2.2.1 define the study abroad conditions
that require crisis management and thus increase the effectiveness and
immediacy of response to victims;
2.2.2 provide procedures for on-site
course of action;
2.2.3 list the crisis management team
members and define each member’s role during a crisis situation;
2.2.4 provide appropriate contacts for
the CMT thus facilitating coordination with external agencies; and
2.2.5 provide
a coordinated and comprehensive response to a crisis situation
2.3 Conditions
Requiring Crisis Management. The Critical Management Team of Texas State shall
be contacted under the following circumstances:
2.3.1 serious
illness, injury, or death;
2.3.2 emotional or
psychological stress that requires professional attention;
2.3.3 being the
victim of a crime (theft, assault, rape, harassment, etc.) or being accused of
committing a crime;
2.3.4 a situation
in-country that causes serious concern, i. e. a political uprising or a natural
disaster;
2.3.5 kidnapping; and
2.3.6 any other
problem that seriously threatens the well-being of students or faculty/staff
that may have legal liability implications for Texas State or that may cause
significant financial loss to Texas State.
3.0 Crisis Management Team for Study Abroad
3.1 Membership. For crisis
situations involving participants in a Texas State Study Abroad program, the
core Texas State University-San Marcos Crisis Management Team (CMT) will be
expanded to include those individuals who have key responsibility for,
involvement in, or working knowledge of the Study Abroad program. The core team members will include:
3.1.1 Assistant Vice
President for Student Affairs/Dean of Students
(Chair)
3.1.2 Director,
Offices of Correspondence, Extension & Study Abroad Programs
3.1.3 Coordinator,
Offices of Correspondence, Extension & Study Abroad Programs
3.1.4 Director,
Extended & Distance Learning
3.1.5 University
Attorney
3.1.6 Assistant Vice
President for Student Affairs/Director, Counseling Center
3.1.7 Director,
University Police
3.1.8 Director, Media
Relations
3.1.9 Director,
Student Health Center
3.1.10 Director, International
Office
3.1.11 Director, ESL
3.1.12 Director, Internal Audit
and Advisory Services
Additional university staff or faculty will be added to the core team as
the need is determined by the specific incident.
3.2 Specific Team Member
Responsibilities
3.2.1 Assistant Vice President,
Student Affairs/Dean of Students - In the event of a study abroad crisis the
Dean of Students will
a.
convene/lead any meetings of the appropriate members of the CMT;
b.
serve as a liaison to the Vice
President for Student Affairs;
c.
in the event of an ill or injured
student, notify campus ministers (who can provide pastoral support to others
affected at home if needed);
d.
notify other Student Affairs
administrators/departments as
appropriate;
e.
notify the Registrar and
appropriate faculty to update institutional records;
d.
notify appropriate faculty if the incident will affect class attendance
of any involved students(s);
g.
in the event of an ill or injured student, request the Director of
Counseling Center or the Director of the Student Health Center to contact
parents or family to inform them of the situation and determine any specific
needs. The Dean of Students will
contact appropriate campus offices;
h.
in
the event the incident involved the death of a student, assist in arrangements for transportation to any
deceased’s funeral service as well as the arrangements for any on-campus
memorial service;
e.
in
the event of the death of a student, a program director and/or staff member,
the Director of Correspondence, Extension & Study Abroad Programs will
contact American International Assistance Service as appropriate to get them
involved in repatriation efforts (Telephone: 800-626-2427);
f.
maintain rumor control on campus;
g.
assess the need for support and
money and provide this assessment to the VPAA;
h.
direct the further dissemination
of information (which has been authorized for release by the Director of Media
Relations) to the general residence community; and
i.
ensure that housing records and
files are adjusted as necessary.
3.2.2 Director Offices of
Correspondence, Extension, & Study Abroad Programs or Designee - The
Director of Correspondence, Extension & Study Abroad Programs will
a.
contact the Assistant Vice President for Student Affairs;
b.
maintain communications overseas with the university/program officials
throughout the crisis;
c.
consultant to the crisis management team in all study abroad situations;
d.
arrange travel plans for university officials with a designated travel
agency in the U.S.;
e.
determine if the critical incident meets the criteria of a crisis
situation;
f.
consult with the program sponsoring department chair(s) and appropriate
dean(s) along with the off-campus site coordinator, if applicable, to determine
whether a program director/faculty replacement is needed so that the program
can either continue or provide for a provision that students can complete the
program/course at an alternate time and/or location;
g.
in the event of an ill or injured student, faculty, or staff member
contact American International Assistance Service, if applicable, or take
necessary action for provision of medical care, emergency evacuation, in
cooperation with the program director or designee;
h.
in the event of the death of a student, an academic program director
and/or staff member, contact American International Assistance Service as
appropriate to get them involved in repatriation efforts (telephone:
800-626-2427);
i.
in the event of the death of a student, the academic program director
and/or staff and the American International Assistance Service is not
appropriate, contact other on-site assistance resources (e.g., embassy, local
affiliates) as necessary and appropriate;
j.
in the event a student or academic program director with emotional or
psychological problems, contact the Assistant Vice President for Student
Affairs/Director of the Counseling Center who will determine which college
offices to contact concerning a
student, and/or academic program director/faculty to evaluate the
situation and make necessary recommendations;
k.
in the event that a student or a Texas State faculty member/academic
program director or staff is the victim of a crime such as theft, assault,
rape, harassment, etc. or has been accused of committing a crime, contact the
Assistant Vice President for Student Affairs/Dean of Students and the
University Attorney who will in turn determine the appropriate action;
l.
in the event the incident is between a student member of the group and a
Texas State faculty member, follow Texas State policy with appropriate
involvement from the Assistant Vice President for Student Affairs/Dean of
Students and others as determined appropriate;
m.
in the event the incident is between a member of the group and an outside
party, take appropriate action depending on the legal requirements of the host
country and the wishes of the group member;
n.
in the event a situation in the program site arises that causes serious
concern, i. e., a political uprising or natural disaster, the on-site field
director will consult with the academic program director for a preliminary
assessment and follow on-site and Texas State courses of action as prescribed
herein; and
o.
in the event there are other problems threatening the well-being of
students or faculty/staff, legal liability or financial loss implications for
Texas State University- San Marcos, consult with the program director for a
preliminary assessment and follow on-site and Texas State courses of action as
prescribed herein.
3.2.3 Director of Extended &
Distance Learning – The Director
of Extended and Distance Learning will:
a.
in the event of a crisis, notify the VPAA, the President and his/her
staff;
b.
in the event of an ill or injured student, ensure that funds are made
available to cover emergency costs;
c.
make recommendation as to how the family of any victimized or deceased
student is to be notified and by whom (dependent upon distances involved, this
should preferably be done in person; the police will be available to assist);
d.
provide the family with the name and telephone number of an institutional
contact person whom they might call upon for assistance at any hour;
e.
ensure that any questions posed by the family are answered or that
someone calls them back with necessary information;
f.
obtain details regarding the family’s intentions to come to campus, if
they so desire;
g.
assign a personal representative/escort for the family while they are on
campus;
h.
assist in the preparation of information to be released to the
media/university community (in collaboration with the Director of University
Relations); and
i.
determine which university officials are appropriate to travel to the
overseas location if required to provide support and represent the University;
consult the Vice President for Finance and Support Services to determine if
additional support is required, and if necessary, will direct the appropriate
conciliation of any financial matters involving any student(s) affected by the
incident.
3.2.4 Director University Police - The
Director of the University Police will
a.
inform Texas State police personnel of the department’s role in notifying
the appropriate Texas State administrators in the event of a study abroad
crisis;
b.
provide a 24-hour contact for study abroad program administrators, staff,
and faculty; and
c.
contact the appropriate Texas State administrator in the event of a study
abroad crisis.
3.2.5 Assistant
Vice President for Student Affairs/Director, Counseling Center - The Director
of the Counseling Center will
a.
serve as the Student Affairs
incident response coordinator;
b.
activate the trauma response
efforts as appropriate;
c.
coordinate the support needed by
victims of other individuals or groups affected by the incident, inclusive of
arrangements for both individual and group treatments and interventions as
appropriate;
d.
notify the Director of the Student
Health Center and arrange for any necessary medical assistance;
e.
in the event of an ill or injured
student, contact parents or family to inform them of the situation and
determine any specific needs. The Dean
of Students will contact the appropriate campus offices and the Director of
Extended and Distance Learning to see that funds are made available to cover
emergency costs; and
f.
advise and assist the Director of
the Offices of Correspondence, Extension, & Study Abroad Programs with the
coordination of overseas travel for university personnel to provide counseling
and support at the location of the incident.
3.2.6 Director, Media Relations & Publications - The
Director of Media Relations and Publications is the official Texas State
spokesperson to parents, officials, academic program directors, and media
sources. The Director of Media
Relations and Publications will
a.
serve as the primary University
media spokesperson;
b.
respond to all media inquiries and coordinate all media activity;
c.
prepare/authorize the information to be released to the media/university
community in consultation with appropriate University personnel; and
d.
arrange/authorize media interviews with the university administrators and
external officials, as appropriate.
3.3 Passport
Requirements. Often, in a time of crisis, someone from the University may need
to travel to the study abroad site. It
is recommended that a current passport be held by the following university
administrators: Director of the Offices of Correspondence, Extension, &
Study Abroad Programs or designee, University President or designee, Director
of Extended & Distance Learning or designee, and Vice President for Student
Affairs or designee.
4.0 Protocols. These protocols have been
developed to provide a unified, coordinated and collaborative institutional
response to a crisis occurring at an overseas location resulting in trauma to
the University community and the necessity for crisis management. Regardless of the nature, scope or severity
of the incident, and the many case-by-case variables that may be experienced,
there are certain procedural guidelines to be followed in appropriately
managing the crisis.
In the event the Director of the Offices of
Correspondence, Extension, & Study Abroad Programs cannot be reached,
notification should be made directly to the University Police Department who
will in turn contact the Director of the Offices of Correspondence, Extension,
& Study Abroad Programs, or the Coordinator for Study Abroad, or the
Director of Extended & Distance Learning.
The number for the University Police 24 hours is 512-245-2805.
The Director or his/her designee will then
begin the necessary communications overseas.
Once specific information about the incident has been collected, the
Director of the Offices of Correspondence, Extension, & Study Abroad
Programs will notify the Director of Extended & Distance Learning and the
Assistant Vice President for Student Affairs/Dean of Students.
1. Director, Offices of Correspondence,
Extension, & Study Abroad Programs
2. Coordinator, Study Abroad Programs
3. Director,
Extended & Distance Learning
5.0 On-Site
Course Of Action. The academic program director, other on-site staff, or a
student that has been instructed to act on behalf of the academic program
director (in case of incapacity of the program director or staff) contacts the
appropriate administrative staff person from the Texas State Emergency Contact
Card. In most cases, that will be the
Director, Offices of Correspondence, Extension & Study Abroad Programs or
designee.
6.0 Texas
State Campus Action – Specific Protocols for Possible Emergency Situations. The
Texas State Crisis Management Team will initiate appropriate procedures using
the Crisis Management Plan as a guide.
The Texas State Team will inform the Texas State Study Abroad program
director of its action plans and, if applicable, the campus representative of
any situation that involves a Texas State student.
6.1 Family emergency at home
6.1.1. The Texas State Director of
Correspondence, Extension, & Study Abroad Programs or designee will contact
American International Assistance Service if
applicable —see Contact Information and Important Telephone Numbers (page
15).
6.1.2. The Director of
Correspondence, Extension, & Study Abroad Programs at Texas State, in the
event of a family emergency at home, will contact the student via the academic
program director or other on-site staff.
6.2
Ill or injured student
6.2.1 The Director of
the Counseling Center at Texas State will contact parents of student(s) to
apprise them of the situation in the event the student is injured or ill.
6.2.2 The Dean of
Students at Texas State will contact the appropriate offices on the student's
campus.
6.2.3 The Director of
Correspondence, Extension, & Study Abroad Programs will take necessary
action for provision of medical care, emergency evacuation, etc.
6.2.4 The Director of Extended and
Distance Learning at Texas State will, if necessary, make funds available to cover
emergency costs. Such expenses are the
responsibility of student/parent, but Texas State will advance funds as needed
to ensure a timely response to the need.
6.3 Ill or injured academic program director or faculty member or
family emergency
6.3.1 Director,
Offices of Correspondence, Extension, & Study Abroad Programs will take
necessary action for the provision of necessary medical care on site, emergency
evacuation, etc.
6.3.2 Director,
Offices of Correspondence, Extension, & Study Abroad Programs, in the event
of a family emergency at home, will contact the academic program director.
6.3.3 The Director of
Extended and Distance Learning will, if necessary, make available funds to
cover emergency costs. Such expenses
are the responsibility of the academic program director or faculty member, but
Texas State will advance the funds as needed to ensure a timely solution of the
problem(s).
6.3.4 If necessary,
the Director of Extended and Distance Learning will make funds and staff
available to ensure adequate group supervision and continuation of the program.
6.4 Death of student, program director, or faculty member
6.4.1 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs will contact
the American International Assistance Service as appropriate to get them
involved in repatriation efforts (for abroad programs). Telephone: 800-626-2427.
6.4.2 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs and other
university staff as appropriate will contact other on-site assistance resources
(e.g., embassy, local affiliates) as necessary and appropriate.
6.4.3 The University
President or designee will contact parents or family member of student, staff,
program director, or faculty member.
6.4.4 The Director of
Extended and Distance Learning will contact the campus representative, if
appropriate, who will, in turn, contact the appropriate person(s) on campus.
6.4.5 The Director of
the Counseling Center will contact an on-site counselor to provide appropriate
counseling for other members of the group.
6.5 Student or director with emotional or psychological problems
6.5.1 The Director of
Correspondence, Extension, & Study Abroad Programs at Texas State will
contact the Texas State Counseling Center or campus representative and the
appropriate university offices to be in touch with student, and/or academic
program director or on-site staff to evaluate the situation and make necessary
recommendations.
6.5.2 The Director of
the Counseling Center at Texas State or the campus representative will contact
parents or family of student or faculty member as appropriate.
6.6 Student or Texas State faculty member is the victim of a crime
- theft, assault, rape, harassment, etc. or has been accused of committing a
crime
6.6.1 The Director of
Correspondence, Extension, & Study Abroad Programs will contact the Texas
State Counseling Center or campus representatives and appropriate college
offices.
6.6.2 If the incident
is between two student members of the group, the academic program director has
primary responsibility and will follow Texas State University-San Marcos
policy.
6.6.3 If the incident
is between a student member of the group and a Texas State faculty member, the
Director of Correspondence, Extension, & Study Abroad Programs, the
academic department chairperson, and the academic dean will follow Texas State
policy as appropriate.
6.6.4 If the incident
is between a member of the group and an outside party, action taken will depend
on legal requirements of the host country and the wishes of the group member.
6.6.5 The Director of
Correspondence, Extension, & Study Abroad Programs, and the Crisis
Management Team will consult with university legal counsel as needed.
6.6.6 The Texas State
legal counsel will contact local authorities if necessary, for appropriate
action. A list of attorneys for various
countries may be located by calling the State Department at 202-647-5225.
6.6.7 The Dean of
Students at Texas State will contact parents of the student.
6.7 A situation in the program site arises that causes serious
concern, i.e., a political uprising or natural disaster
6.7.1 The Director of
Correspondence, Extension, & Study Abroad Programs and the academic program
director or the on-site staff will consult for a preliminary assessment.
6.7.2 The Director, Offices of
Correspondence, Extension, & Study Abroad Programs will contact the State
Department and local embassy to receive the latest travel advisories.
6.7.3 The Texas State
Crisis Management Team will take necessary action based on advice from the
State Department and academic program director or on-site staff. Actions could include evacuation, move to
embassy compound, remaining on-site and maintaining low profile, or quarantine.
6.7.4 The VPAA will,
if necessary, make funds available to cover emergency costs.
6.7.5 When the status
of the group has been accurately determined, Texas State University-San Marcos,
in cooperation with the academic program director or on-site staff and with
designated board members, will disseminate the information to appropriate
parties.
6.8 In the event that a Texas State student, staff member, faculty
or academic program director is a victim of kidnapping
6.8.1 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs will contact
the Dean of Students and the appropriate State Department Office.
6.8.2 The Dean of
Students will call an emergency meeting of the CMT and include the University
President or designee.
6.8.3 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs will brief
the team regarding the incident and appropriate action will be taken.
6.9 Other problem threatening
wellbeing of students or faculty/staff, legal liability or financial loss
implications for Texas State.
6.9.1 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs and the
academic program director or on-site staff will consult for a preliminary
assessment.
6.9.2 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs will consult
with University legal counsel, and appropriate administrators/advisors
regarding the matter.
6.9.3 The Director,
Offices of Correspondence, Extension, & Study Abroad Programs at Texas
State and the academic program director or on-site staff will decide on a
course of action, take action, and communicate to others as deemed appropriate.
Useful Telephone Numbers
OVERSEAS CITIZENS SERVICES
Death of an
American citizen abroad............................................................ 202/647-5225
Arrest/detention of an American citizen
abroad............................................ 202/647-5225
Robbery of an American citizen abroad....................................................... 202/647-5225
American citizens missing abroad................................................................. 202/647-5225
Crisis abroad involving American citizens..................................................... 202/647-5225
After hours number for an emergency
involving an
American citizen abroad............................................................ 202/647-5225
International
parental child abduction........................................................... 202/736-7000
Inquiries about the passport application
process, the status of an application or an emergency passport
Passport Office
of Policy and Advisory Services.......................................... 202/955-0232
(Validation of passports for travel to Libya
and Iraq; issuance and denial of passports to minors in certain circumstances
such as adoptions or abductions)
STATE
DEPARTMENT Switchboard:....................................................... 202/647-4000
Call this number and ask for the country
desk.
Overseas
emergency:.................................................................................. 202/647-5225
Consular
Affairs:......................................................................................... 202/647-3600
After Hours
Duty Officer:............................................................................ 202/647-1512
For emergency evacuation/repatriation (abroad programs - coverage through
CIEE International Student ID card subscribers only) American International
Assistance Services
Inside US and
Canada................................................................................ 1-800/626-2427
Collect from
anywhere else.......................................................................... 0-713/267-2525
Crisis Management Team Contact Information for Study Aboard
|
Name/Title |
Office
Telephone |
Cell
© Pager
∆ Other
No. @ |
Fax |
E-mail
Address |
Home
Telephone |
|
Dr.
John Garrison Assistant
Vice President Student Affairs and Dean
of Students |
512-245-2124 |
©512-753-9676 |
512-245-8268 |
JG02@TXSTATE.EDU |
512-392-7213 |
|
Mr.
James Andrews Director, Offices of
Correspondence, Extension, & Study Abroad Programs |
512-245-2322 512-245-2345 |
©512-753-6710 @806-296-6882 |
512-245-8934 |
JA09@TXSTATE.EDU |
512-392-3189 |
|
Mrs.
Isis Gomez Coordinator, Offices
of Correspondence, Extension, & Study Abroad Programs |
512-245-2322 512-245-2729 |
©210-722-6896 |
512-245-8934 |
IG02@TXSTATE.EDU |
830-372-1482 |
|
Dr.
Gene Martin, Director Extended
& Distance Learning |
512-245-3339 |
©
512-753-9176 |
512-245-2024 |
GM01@TXSTATE.EDU |
512-396-1160 |
|
Mr.
Bill Fly University
Attorney |
512-245-2530 |
©512-558-1700 |
512-245-7720 |
WF01@TXSTATE.EDU |
512-754-6772 |
|
Dr.
Gregory Snodgrass Assist.
V.P. for Student Affairs/Director of the Counseling Center |
512-245-2208 |
©512-773-4082 |
512-245-2234 |
GS03@TXSTATE.EDU |
512-282-8350 |
|
Ms.
T. Cay Rowe Director
Media
Relations & Publications |
512-245-2180 |
©512-393-4472 |
512-245-8153 |
TR01@TXSTATE.EDU |
512-847-2925 |
|
Cheif
Ralph Meyer Director University
Police |
512-245-8336 |
∆512-558-0052 |
512-245-8850 |
RM22@TXSTATE.EDU |
512-396-4601 |
|
Dr.
Emilio Carranco Director Student
Health Center |
512-245-2161 |
©512-585-0759 |
512-245-3918 |
EC05@TXSTATE.EDU |
512-301-5455 |
|
Dr.
Bob Seese Director International
Office |
512-245-9222 |
©512-558-1406 |
512-245-8264 |
RS20@TXSTATE.EDU |
512-754-9615 |
|
Dr.
Janis Schiller Director ESL
|
512-245-7810 |
©210-286-1113 |
512-245-3752 |
JS23@TXSTATE.EDU |
210-408-1352 |
|
Dr.
Yvonne Eixman Director Internal
Audit |
512-245-8441 |
|
512-245-3620 |
YE02@TXSTATE.EDU |
512-847-3342 |
Updated 1/19/2005