Responding to Emergencies while Abroad

The following links contain important information.

Please share this information with parents and others who will be concerned with your safety, and carry a copy of this abroad with you.

Swine Flu and Study Abroad

Responsible Study Abroad:  Good Practices for Health and Safety

Responsibilities of Program Sponsors

Responsibilities of Students

Advice for Parents/Families
Longwood University Policies and Procedures for Emergencies Abroad

Swine Flu and Study Abroad

Updated May 6, 2009

Longwood University is continuing to monitor the outbreak of the H1N1 flu virus (Swine Flu strain) abroad.  The Office of International Affairs has sent an official message to all students abroad and to students about to go abroad with information about the outbreaks, and continues to update students with sanitary precautions for avoiding the virus.

At this point Longwood University has no plans to cancel any of its programs due to this virus. We are relying on World Health Organization data and facts from other reliable sources, and we are recommending that our students and study abroad colleagues do the same. A list of reliable resources is included below. However, we have contingency plans in place should events require that we return our students home early, as well as policies in the event that we need to close any programs for future semesters for which we already have applicants.

From the World Health Organization (WHO) website:

        No rationale for travel restrictions

6 May 2009 -- As of 06:00 GMT, 6 May 2009, 22 countries have officially reported 1516 cases of influenza A (H1N1) infection.  Mexico has reported 822 laboratory confirmed human cases of infection, including 29 deaths. The United States has reported 403 laboratory confirmed human cases, including one death.

The following countries have reported laboratory confirmed cases with no deaths - Austria (1), Canada (165), China, Hong Kong Special Administrative Region (1), Colombia (1), Costa Rica (1), Denmark (1), El Salvador (2), France (4), Germany (9), Guatemala (1), Ireland (1), Israel (4), Italy (5), Netherlands (1), New Zealand (6), Portugal (1), Republic of Korea (2), Spain (57), Switzerland (1) and the United Kingdom (27).

It is considered prudent for people who are ill to delay international travel and for people developing symptoms following international travel to seek medical attention, in line with guidance from national authorities. Individuals are advised to wash hands thoroughly with soap and water on a regular basis and should seek medical attention if they develop any symptoms of influenza-like illness.

WHO advises no restriction of regular travel or closure of borders.

There is no risk of infection from this virus from consumption of well-cooked pork and pork products.  Further information on the situation will be available on the WHO website on a regular basis.

        1 May 2009 -- WHO is not recommending travel restrictions related to the outbreak of the influenza A(H1N1) virus. Today, international travel moves rapidly, with large numbers of individuals visiting various parts of the world. Limiting travel and imposing travel restrictions would have very little effect on stopping the virus from spreading, but would be highly disruptive to the global community.

       Influenza A (H1N1) has already been confirmed in many parts of the world. The focus now is on minimizing the impact of the virus through the rapid identification of cases and providing patients with appropriate medical care, rather than on stopping its spread internationally. Furthermore, although identifying the signs and symptoms of influenza in travellers can be an effective monitoring technique, it is not effective in reducing the spread of influenza as the virus can be transmitted from person to person before the onset of symptoms. Scientific research based on mathematical modelling indicates that restricting travel will be of limited or no benefit in stopping the spread of disease. Historical records of previous influenza pandemics, as well as experience with SARS, have validated this point.

        Travellers can protect themselves and others by following simple recommendations related to travel aimed at preventing the spread of infection. Individuals who are ill should delay travel plans and returning travellers who fall ill should seek appropriate medical care. These recommendations are prudent measures which can limit the spread of many communicable diseases and not only influenza A(H1N1).

From the Centers for Disease Control website:

What You Can Do to Stay Healthy

Helpful links:

The U.S. Centers for Disease Control provides regular updates

The World Health Organization

Longwood University Safety and Emergency Statement. Although this statement has generally pertained to natural disasters, war and terrorism in the past, our program closing and evacuation policy are the same regarding pandemics.

Swine influenza frequently asked questions

Full coverage of swine influenza

Contact
Please feel free to contact the Office of International Affairs with any questions or concerns.

Responsible Study Abroad:
Good Practices for Health and Safety*

Statement of Purpose

Because the health and safety of study abroad participants are primary concerns, these statements of good practice have been developed to provide guidance to institutions, participants (including faculty and staff), and parents/guardians/families. These statements are intended to be aspirational in nature. They address issues that merit attention and thoughtful consideration by everyone involved with study abroad. They are intentionally general; they are not intended to account for all the many variations in study abroad programs and actual health, safety and security cases that will inevitably occur. In dealing with any specific situation, those responsible must also rely upon their collective experience and judgment while considering their specific circumstances.

I. Responsibilities of Program Sponsors

The term "sponsors" refers to all the entities that together develop, offer, and administer study abroad programs. Sponsors include sending institutions, host institutions, program administrators, and placement organizations. To the extent reasonably possible, program sponsors should consider how these statements of good practice may apply. At the same time, it must be noted that the structure of study abroad programs varies widely. Study abroad is usually a cooperative venture that can involve multiple sponsors. Because the role of an organization in a study abroad program may vary considerably from case to case, it is not possible to specify a division of efforts that will be applicable to all cases. Each entity should apply these statements in ways consistent with its respective role.

In general, practices that relate to obtaining health, safety and security information apply to all parties consistent with their role and involvement in the study abroad program. Much of the basic information is readily available and can be conveyed to participants by distributing it and/or by referring them to, or utilizing materials from, recognized central sources. Statements of good practice that refer to the provision of information and the preparation of participants are intended for parties that advise, refer, nominate, admit, enroll, or place students. Statements of good practice that suggest operating procedures on site apply to entities that are directly involved in the operation of the overseas program.

It is understood that program sponsors that rely heavily on the collaboration of overseas institutions may exercise less direct control over specific program components. In such cases, sponsors are urged to work with their overseas partners to develop plans and procedures for implementing good practices.

The use of letters below is provided for ease of reference only and does not imply priority.

Program sponsors should:

A. Conduct periodic assessments of health and safety conditions for their programs, and develop and maintain emergency preparedness processes and a crisis response plan.

B. Provide health and safety information for prospective participants so that they and their parents/guardians/families can make informed decisions concerning preparation, participation and behavior while on the program.

C. Provide information concerning aspects of home campus services and conditions that cannot be replicated at overseas locations.

D. Provide orientation to participants prior to the program and as needed on site, which includes information on safety, health, legal, environmental, political, cultural, and religious conditions in the host country. In addition to dealing with health and safety issues, the orientation should address potential health and safety risks, and appropriate emergency response measures.

E. Consider health and safety issues in evaluating the appropriateness of an individual's participation in a study abroad program.

F. Determining criteria for an individual's removal from an overseas program taking into account participant behavior, health, and safety factors.

G. Require that participants be insured. Either provide health and travel accident (emergency evacuation, repatriation) insurance to participants, or provide information about how to obtain such coverage.

H. Conduct inquiries regarding the potential health, safety and security risks of the local environment of the program, including program-sponsored accommodation, events, excursions and other activities, prior to the program. Monitor possible changes in country conditions. Provide information about changes and advise participants and their parents/guardians/families as needed.

I. Hire vendors and contractors (e.g. travel and tour agents) that have provided reputable services in the country in which the program takes place. Advise such vendors and contractors of the program sponsor's expectations with respect to their role in the health and safety of participants.

J. Conduct appropriate inquiry regarding available medical and professional services. Provide information about these services for participants and their parents/guardians/families, and help participants obtain the services they may need.

K. Develop and provide health and safety training for program directors and staff, including guidelines with respect to intervention and referral that take into account the nature and location of the study abroad program.

L. Develop codes of conduct for their programs; communicate codes of conduct and the consequences of noncompliance to participants. Take appropriate action when aware that participants are in violation.

M. In cases of serious health problems, injury, or other significant health and safety circumstances, maintain good communication among all program sponsors and others who need to know.

N. In the participant screening process, consider factors such as disciplinary history that may impact on the safety of the individual or the group.

O. Provide information for participants and their parents/guardians/families regarding when and where the sponsor's responsibility ends and the range of aspects of participants' overseas experiences that are beyond the sponsor's control.

In particular, program sponsors generally:

A. Cannot guarantee or assure the safety and/or security of participants or eliminate all risks from the study abroad environments.

B. Cannot monitor or control all of the daily personal decisions, choices, and activities of participants.

C. Cannot prevent participants from engaging in illegal, dangerous or unwise activities.

D. Cannot assure that U.S. standards of due process apply in overseas legal proceedings or provide or pay for legal representation for participants.

E. Cannot assume responsibility for actions or for events that are not part of the program, nor for those that are beyond the control of the sponsor and its subcontractors, or for situations that may arise due to the failure of a participant to disclose pertinent information.

F. Cannot assure that home-country cultural values and norms will apply in the host country.

II. Responsibilities of Student Participants

In study abroad, as in other settings, participants can have a major impact on their own health and safety through the decisions they make before and during their program and by their day-to-day choices and behaviors.

Participants should:

A. Assume responsibility for all the elements necessary for their personal preparation for the program and participate fully in orientations.

B. Read and carefully consider all materials issued by the sponsor that relate to safety, health, legal, environmental, political, cultural, and religious conditions in the host country(ies).

C. Conduct their own research on the country(ies) they plan to visit with particular emphasis on health and safety concerns, as well as the social, cultural, and political situations.

D. Consider their physical and mental health, and other personal circumstances when applying for or accepting a place in a program, and make available to the sponsor accurate and complete physical and mental health information and any other personal data that is necessary in planning for a safe and healthy study abroad experience.

E. Obtain and maintain appropriate insurance coverage and abide by any conditions imposed by the carriers.

F. Inform parents/guardians/families and any others who may need to know about their participation in the study abroad program, provide them with emergency contact information, and keep them informed of their whereabouts and activities.

G. Understand and comply with the terms of participation, codes of conduct, and emergency procedures of the program.

H. Be aware of local conditions and customs that may present health or safety risks when making daily choices and decisions. Promptly express any health or safety concerns to the program staff or other appropriate individuals before and/or during the program.

I. Accept responsibility for their own decisions and actions.

J. Obey host-country laws.

K. Behave in a manner that is respectful of the rights and well being of others, and encourage others to behave in a similar manner.

L. Avoid illegal drugs and excessive or irresponsible consumption of alcohol.

M. Follow the program policies for keeping program staff informed of their whereabouts and well being.

N. Become familiar with the procedures for obtaining emergency health and legal system services in the host county.

III. Recommendations to Parents/Guardians/Families

In study abroad, as in other settings, parents, guardians, and families can play an important role in the health and safety of participants by helping them make decisions and by influencing their behavior overseas.

Parents/guardians/families should:

A. Be informed about and involved in the decision of the participant to enroll in a particular program.

B. Obtain and carefully evaluate participant program materials, as well as related health, safety and security information.

C. Discuss with the participant any of his/her travel plans and activities that may be independent of the study abroad program.

D. Engage the participant in a thorough discussion of safety and behavior issues, insurance needs, and emergency procedures related to living abroad.

E. Be responsive to requests from the program sponsor for information regarding the participant.

F. Keep in touch with the participant.

G. Be aware that the participant rather than the program may most appropriately provide some information.

*Cited from:  Responsible Study Abroad: Good Practices for Health & Safety. A special project of NAFSA: Association of International Educators, SECUSSA section. Available at http://www.studyabroad.com

Responding to Emergencies while Abroad

Please share this information with parents and others who will be concerned with your safety, and carry a copy of this abroad with you.

"Many crises affecting U.S. students overseas arise from lack of preparation, misbehavior, or carelessness.  Other problems occur when students are victimized by social, political, or natural circumstances beyond their control.  In an ideal world in which students did not act as students sometimes do—forgetting or disregarding warnings, believing in their own invulnerability, and naively assuming that American norms are universal—many such crises would be preventable"  [Hoffa, W.W., Burak, P., & Smithee, M.B.  "Crisis management in a cross-cultural setting." International Educator 8.3 (Summer 1999): 14-21].

The following information is intended to help you prevent crises and to help you respond to crises if they occur.

What is an emergency?

For our purposes, an emergency is any circumstance that poses a genuine risk to, or that has already disturbed the safety and welfare of, students abroad. Emergencies may include the following types of events and incidents:

• Travel accidents

• Robbery

• Physical assault, sexual assault or rape

• Disappearance or kidnapping of a student

• Serious illness, physical or emotional

• Significant accident and/or injury

• Hospitalization for any reason

• Terrorist threat or attack

• Local political crisis that could affect students' safety or well being

• Arrest or questioning by the police or other security forces

• Any legal action (lawsuit, deposition, trial, etc.) involving a student

• Weather-related events (earthquakes, floods, tornadoes, hurricanes)

Procedures you must follow before and during your study abroad:

• Register yourself at the U. S. Department of State Registration website (https://travelregistration.state.gov/ibrs/ui/index.aspx).  This is a Longwood requirement; registration at this website takes the place of registering at the US Embassy while abroad, and will ensure that you can be located and assisted in an emergency situation.  You will need you passport and emergency contact information in order to complete the online registration form.

• Give the Office of International Affairs all emergency contact information for you while you are abroad, and for any host country contacts such as the director of your program abroad, etc.  You should also make a list of all emergency contact information to carry with you.

• Keep a low profile while abroad.  You should not act in ways that call attention to yourself or to you nationality.  Do not wear clothing with US flags or logos.  Do not be drunk in public.
  

• Report suspicious activities, events, mail, etc., to the director of your program abroad.
  

• In an emergency, your first responsibility is to ensure your own safety. Do whatever is necessary to assure this, whether this means obtaining prompt and appropriate medical attention, getting help from your program director abroad, U.S. Embassy intervention or police protection.
  

• When you have done all that you reasonably can to assure your own well-being, including informing and enlisting the support of your program abroad and the US consulate or embassy, contact the Office of International Affairs and brief the Director or his/her representative about the situation. If you can't reach the Director at the office or at home, call the Longwood University Campus Police at (434-395-2091) if the situation warrants it. During an on-going crisis, keep the Director informed on a regular basis, through telephone, fax or e-mail messages, about the evolution of the crisis, until it passes. During a political crisis or some other emergency during which foreigners in general or U.S. citizen in general may be at risk, keep a low profile; avoid behavior that could call attention to yourself; avoid demonstrations or situations where you could be in danger; avoid locales where Americans are known to congregate; avoid using luggage tags and wearing clothes that would label you as Americans.
  

• If there is a continuing risk to the welfare of students (during a terrorist threat, for example), ask the appropriate Embassy or Consulate Officer to advise you on a regular basis about the evolution of the crisis, and about how the students should respond.   Note: if the Embassy advises you to notify local police, do so and follow any procedures they may require as well.
  

• Depending on the severity of the crisis and after consultation with you, the embassy and appropriate individuals on site, the Office of International Affairs may fax or e-mail you a description of the course of action that you and any fellow Longwood students will need to follow. All program participants will be required to sign a statement acknowledging that they have received, read and understood the response plan. The signed acknowledgments must then be faxed back to the Office of International Affairs.
  

• In the event of a significant crisis, the option of returning to the U.S. will be considered and necessary preparations and arrangements will be made.  Keep in mind that a decision to bring students home has a variety of potential logistical, legal, social and financial ramifications.

If your study abroad is interrupted by a crisis:

It is highly unlikely that participants would need to be evacuated from a site abroad. Of the hundreds of U.S. institutions operating programs abroad when Iraq was invaded, only a handful concluded that events indicated that they should bring their students home. The Office of International Affairs, however, would bring students home if a situation caused a high degree of risk to participants. In this unlikely event, you and the Director of International Affairs, in consultation with the U.S. Embassy and State Department, as well as appropriate individuals on the home campus, would develop an evacuation plan in as much detail as possible. We would work closely together throughout the process to bring you home.  Things to consider:

Refunds of program fees paid to Longwood University will be prorated and may be limited by non-recoverable contractual obligations.

Refund of tuition fees paid to Longwood will depend on how much academic credit the student in the program will still be able to receive for work already completed or to be completed through alternative arrangements. The Office of International Affairs will attempt as far as possible to arrange with faculty and departments suitable alternatives to completing planned academic work for credit.

If you choose to withdraw from a program that has not been canceled:

If Longwood University does not cancel a program but a student chooses to withdraw from a program due to safety and security concerns or any other reason, the standard withdrawal fee policies will apply.

The Longwood University Office of International Affairs sincerely wishes you a memorable and profitable experience abroad.  We will look forward to hearing from you regularly while you are abroad.  Keep in touch!

Longwood University Contact Information

 Dr. Lily Anne Goetz, Director of International Affairs

Office phones:  (434) 395-2158 and (434) 395-2172

Fax:  (434) 395-2141

e-mail:  goetzla@longwood.edu

Campus Police:  (434) 395-2091