Critical Incident Protocol for Study Abroad Students - OAIE 2000

INTERNATIONAL CENTREQUEEN’S UNIVERSITY

CRITICAL INCIDENT PROTOCOL FOR STUDY

ABROAD STUDENTS

INTERNATIONAL CENTRE, QUEEN’S UNIVERSITY

Background

• Research on US environment– crisis situations increasing

• “Risk and Responsibility” CBIE paper• Questions about effectiveness of waiver

if crisis strikes• Death of a faculty member• “What if …?” questions posed


Definitions

• Crisis Management Plan• Emergency Support Program• Critical Incident/Emergency Protocol


“The Worst of Times”

The University of Florida Story


Crisis Management Plan

A broad response plan for managing a crisis affecting the life of the institution– Planning team– Analyzing risks and capabilities to respond– Delivering the plan– Operationalizing the plan


Emergency Support Program

A program in place to address study abroad emergencies– Emergency Protocol– Emergency Card– 24-hour Emergency Telephone Hotline– Orientation Briefings– Acknowledgement of Informed Consent– Emergency Contact Database– Emergency Evacuation Plan for Groups


Critical Incident Protocol

• Identified process for initiating an institutional response to a crisis


Do We Need a Protocol?

• Increased risk due to rising numbers• Helps to raise institutional awareness• Support students with quality service• Introduces an opportunity for

partnership with students


Emergency Protocol Principles

• Quality support for students• Rapid response 24-hours per day• Effective, clear and accurate

communication• Enhancement of health and safety• Management of risk


Institutional Environment

• Buy-in Institution-wide• Build on domestic crisis protocol• Link to other protocols• Identify resources


Protocol Elements

• Definition of ‘Emergency’• Identify Action Centre• Appoint Emergency Management Team• Outline Protocol• Obtain Institutional Ratification• Appoint Coordinator• Confirm Departmental Support• Link to other Emergency Support


Definition - ‘Emergency’

• Tragic death of a student – accident, suicide

• Accident or serious illness – car accident

• Traumatic event – sexual assault, hostage taking, natural

calamity• Early Warning or Perceived Emergency

– cultural maladjustment


Action Centre

• Security Services• Police• Dean’s Office• International Centre


Emergency Management Team

• Coordinator– IC Director, EAA, Study Abroad Officer

• Link to Senior Administration– Dean, VP, Head of Unit

• Program Contact– Program Coordinator, Dept. Head, Faculty

• Resource People– Legal Counsel, Counsellor, Chaplain,

Security


Emergency Management Team

Activities• advising office involved• ensure support services in place

– students, friends and families• redirecting media relations• conduct de-briefing of members of staff • evaluate and report


Protocol Outlined

• Call to Security• Contact Coordinator• Assemble EMC• Crisis Report• Confirm Status• Decision• Action


Institutional Ratification

• Cooperation• Release of Resources• Recognition• Documentation• Authority


Appoint Coordinator

• Study Abroad Connection• Student Services Involvement• Senior Management• High Level of Availability• Well-Connected• Ability to Leverage Resources


Confirm Departmental Support

• Visits to all Study Abroad Programs• Visits to key Department Heads• Visits to VPs• Involvement on Committees• Publicity• Presentations


Link to Other Emergency Support• Dept of Environmental Health and Safety

– Safety in Field Research Policy• Advisory Committee on Security• Crisis Management Planning Committee• Human Resources - Workplace Violence


Expected Outcomes

• 24 hour Support for Families and Students

• Risk managed• Quality Service Available• Student Awareness Increased • Students Accept Risks and

Responsibilities as Partners


Unexpected Outcomes

• Heightened Awareness of Study Abroad Risks • Heightened Awareness of IC on campus• Heightened Awareness across campus of the

need for high quality support services• Increased Resources Allocated• Triggered Review of Health Insurance


Implications for Service Unit

• Briefings required for Departments• Program Contact Training• Emergency Support Program • Internal Administrative Systems

– phone list, information flow chart, logistics• Impact Resources - Pre-Departure Orientation

– Forms (Waiver, Emergency Contact, Health Insurance, Release of Information)


Conclusions

• Create a protocol appropriate for your needs• Make the protocol known on campus• Identify and pursue the required resources• Use the protocol to enhance your network • Be prepared for an increased workload• Team up with other units


Resources

• Burak, Patricia A. Crisis Management In A Cross Cultural Setting. NAFSA.. Washington: 1995.

• Council for Advancement and Support of Education (CASE). The Worst of Times: The University of Florida Story. "When Crisis Strikes on Campus". 24 minutes. CASE Resources, Suite 400, 11 Dupont Circle, Washington, D.C. 20036-1261, USA . 1994

• Hill, Deborah J. Crisis, Emergencies and The Study Abroad Program. Renaissance Publications. Worthington: 1989.

• Larson, Wendy A. (Ed.). When Crisis Strikes On Campus. Council For Advancement And Support Of Education, CASE Resources. Washington: 1994.

• USC Center For Global Education. SAFETI Clearinghouse. 1999. [http://www.usc.edu/dept/education/globaled/safeti/].

Critical Incident Protocol for Study Abroad Students - OAIE 2000

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