EMERGENCY INFO FOR ON-SITE TRAVEL LEADER
In the event of a medical or political/security emergency:
For immediate assistance, contact HTH Worldwide:
Outside the US call +1.610.254.8771 (collect); Inside the US call 1.800.257.4823
As an HTH customer, you are eligible for global emergency assistance, 24 hours a day, 365 days a year.
They will assist you to locate medical care, referrals, and medical or security evacuation and planning.
If you require medical evacuation, you must contact HTH Worldwide in advance or your evacuation may not be
eligible for reimbursement.
Email firstname.lastname@example.org or login to www.hthstudents.com
FIRST STEPS FOR ON-SITE TRAVEL LEADERS IN A CRISIS
1) Contact all students.
a) Determine whether they are accounted for and safe.
b) Determine and record their present location.
c) Instruct them where to go and what to do given the circumstances.
2) Assess the situation and any threats or dangers it poses to students or leader(s).
a) What specific threats or danger do they face?
b) What immediate steps can and should be taken to reduce harm, danger or threat level?
c) Are people safer staying where they are? If not, then where?
3) Notify Public Safety on your campus immediately. If you cannot reach someone, go to the next person on the list
until you reach someone. When you call, inform them of the nature of the crisis, your location, the location of the
students and all relevant details available to you.
4) Contact HTH Worldwide Assist if the situation is medical, or if evacuation for medical, security or political
reasons may be necessary. They will assess the situation, identify resources and give guidance to respond
appropriately. If you evacuate without involving HTH, they may not cover the expenses.
5) Send or call your campus contacts with updates throughout the crisis and regularly in the hours and days
following regarding the condition, safety and location of students and advisors and to pass along new information
as it becomes available or as conditions change.
6) Maintain a written log of the crisis. Include specific dates, times, actions taken, communications, and all other
relevant details, beginning with your first notice of the emerging crisis and everything through to its completion,
US CONSULATE INFORMATION (Available from http://www.usembassy.gov/)
24/7 US ConsularAffairs Emergency Assist Abroad Tel 1.202.501.4444 or Fax 1.202.647.3732
Destination Country: xx
February 2011, page 1
Emergency Action Plan (EAP) for Travel
Table of Contents
Emergency Action Plan …………………………………………………….............pages 1 - 13
I. Contacts for Travel Emergencies ………………………………………....... 3
II. Introduction ………………………………………………………..……..... 4
III. Types of Emergencies …………………………………………..………….. 4
IV. Monitoring and Risk Assessment ……………………………..………….... 5
V. Universal Principles of Any Emergency …………………………………... 5
VI. Planning for and Managing Evacuations ………………………………..... . 11
VII. Country-Specific Emergency Information ……………………………….. .. 11
VIII. Guidelines for When to Contact Simmons ……………………………….. . 11
IX. After an Emergency ………………………………………………………. . 12
Emergency card for on-site travel leader………………………………………....page 1
Emergency wallet card for each participant……………………………………....page 14
Form for hotel/accommodations manager with Simmons emergency contacts….page 15
Incident Report Form……………………………………………………………..page 16
Personal Emergency Action Plan (EAP) for each traveler to complete…………..pages 17-22
February 2011, page 2
Emergency Action Plan (EAP) for Travel
I. Contacts for Travel Emergencies
HTH Worldwide Assistance - 24/7 Emergency Support - Travelers are pre-registered
Outside the US, call 001.610.254.8771 (collect), or Inside the US, call 1.800.257.4823
Login at www.hthstudents.com (use your traveler login/password or ask GEO Center)
HTH will assist in locating medical care, referrals, and medical or security evacuation and planning.
If you require medical evacuation, you must contact HTH Worldwide in advance or the evacuation
may not be eligible for reimbursement.
At Simmons (if calling from abroad dial 001+ number from most countries;
check at http://www.countrycodes.com/)
617.521.1111 - Emergency Line 24/7
Your School Dean – xx
Cell xx; Office xx
Deputy Provost – Carol Bonner
Cell 1.617.921.1063; Office 1.617.521.2008
Dean of Student Life - Sarah Neill
Cell 1.617.480.2720; Office 1.617.521.2123
Study Abroad Manager - Laura Bey
Cell 1.617.216.3011; Office 1.617.521.2181
Vice President of Marketing - Cheryl Howard
At Colleges of the Fenway (if calling from abroad dial 001+ number from most countries;
check at www.countrycodes.com)
COF Global Education Opportunities Center Director - Robin Melavalin
Cell 1.617.780.5362; Office 1.617.735.9989
An emergency is any significant event with potentially severe consequences that requires immediate action or
response. This Emergency Action Plan (EAP) is designed for the purpose of outlining emergency
preparedness and guiding Simmons officials and partners through emergencies that occur during international
travel in order to mitigate harm to students, faculty, or staff, and their families. Users of this plan will include
Simmons administrators, faculty, and international partner-institution officials who plan, execute, or support
Simmons-sponsored travel abroad programs.
This Emergency Action Plan will be distributed to the following Simmons and international officials:
provost, deans of the five schools, Dean of Student Life, General Counsel, Senior Vice President of Finance
and Administration, manager of education abroad, Vice President for Marketing, Director of Public Safety,
Director of Health Services, director of counseling, manager of human resources, travel program leaders,
director of the global education opportunities center, and international partner-institution emergency
Officials should consult this Emergency Action Plan in the event of:
Medical Emergencies (accidents, injuries, epidemics)
Natural Disasters (i.e., hurricanes, typhoons, earthquakes, floods, fires)
Socio-Political Unrest (i.e., civil and political unrest, riots and demonstrations, military coups)
Technical Failures (i.e., communications system failures, power failures)
Environmental Catastrophes (i.e., nuclear hazards, pollution, water and air contaminants)
All of these emergencies have several aspects in common:
They can result in a disruption, early termination, or cancellation of a travel abroad program or the closing
of a foreign university or other host institutions.
They usually cause significant emotional stress to the individuals involved, resulting in predictable
cognitive, physical and behavioral reactions.
They can be managed.
In the event of an emergency, the people who are identified above whose areas relate to the emergency may be
called upon to respond to it as an Emergency Response Team (ERT). This Emergency Action Plan will assist
them in managing the crisis at hand and guide participants through the crisis toward a safe resolution. Members
of the College’s ERT are: provost, academic deans, dean of student life, legal counsel, vice president of
business and finance/risk manager, vice president for marketing, director of public safety, manager of the
education abroad office, director of health services, director of counseling, director of human resources, travel
program leaders, director of the global education center, and international partner-institution emergency
III. Types of Emergencies
Response plans for specific types of emergencies are intended to address scenarios predicted to be most likely;
however, since it is impossible to predict all potential emergencies, users of this EAP should consider provided
information and customize a response using a combination of their best judgment and consultation when
possible. Emergencies can affect single individuals or an entire group.
General recommended action plans are described here in protocols for specific types of emergencies such as:
medical emergencies and evacuation, family crises, accidents and injuries, student death, petty crime, physical
and sexual assaults, missing persons, terrorism, natural disasters, environmental hazards, and civil unrest and
Not all events require notification of the full EMT. Incidents (pickpocket theft, minor injury, loss of luggage,
etc.) should be handled onsite by the leader, followed by notification of the Education Abroad Office.
Regardless of what happens or the outcomes, every incident or emergency must be documented in writing
using the Incident Report Form and reported within 48 hours to the Dean responsible for the program.
IV. Monitoring and Risk Assessment
The education abroad office, travel program leaders, partner organizations, global education opportunities
center and emergency response administrators should consult several sources of information to evaluate risk
for Simmons-sponsored programs on an on-going basis. If significant information emerges, contact (1) the
College and (2) HTH if the risks are medical, political or security-related,
Travel advisories issued by national and international government sources and organizations
(www.travel.state.gov, www.osac.gov, http://wwwn.cdc.gov/travel/default.aspx,
Local contacts and experts in the host country
U.S. embassy officials in the host country (http://www.usembassy.gov/)
SECUSSA (Section on U.S. Students Abroad) of NAFSA: Association of International Educators
Other education abroad programs
Medical and security assistance and insurance companies’ country-specific information
(www.hthstudents.com - get password from your study abroad manager or the COF GEO Center)
Decisions regarding the status of program operations are made by the Simmons dean who oversees the
program, based on information from these sources and in consultation with members of the Emergency
Response Team. Students are briefed on potential risks and advised about actions they can take to minimize
risks. In severe circumstances that involve high risk, programs can be suspended. Only the Office of the
Provost or the President can make this decision.
V. Universal Principles for Any Travel Emergency
PREPARATION AND COMMUNICATION
Preparation combined with effective communication is the key to any emergency management system.
Experience indicates that effective communication must operate on several levels: on-site program
administrators, faculty and staff group travel leaders, U.S. institutional administrators, students, family, and
U.S. and host-country community resources.
Prior to Departure
It is important to communicate with students what is expected of them as individuals and members of the
group before an emergency occurs. All students traveling abroad through the auspices of the College and our
institutional partners are required to attend a comprehensive, pre-departure orientation meeting where the staff
of the Education Abroad Office and Global Education Opportunities Center explain to students that their
choices before and during their travel abroad experience have a profound effect on their personal health and
safety. Students are informed that they are ultimately responsible for their own health and safety and need to
understand how to access information to make informed decisions about their well-being.
In the pre-departure orientation, administrators provide verbal and/or written information about health and
safety issues, expectations for behavior while abroad, how to access information from the State Department,
the role of the US embassy abroad, and behaviors that can reduce their likelihood of becoming a target of
crime or terrorism.
Documentation and Record Keeping
International program administrators and the staff of the provost’s office work with travel program leaders
to plan and prepare for each program. Documentation of these communications is kept in the program
Personal and emergency contact information is collected from each student before departure. Rosters are
created and shared with travel program leaders and Simmons administrators.
Medical, evacuation, and repatriation coverage is purchased for all participants on Simmons’s travel
programs, including faculty and staff, from HTH Worldwide. Those who want to extend their coverage for
travel beyond program dates or who are traveling on a partner program are advised by the Education
Abroad Office regarding extended coverage availability through HTH.
For employee-led travel programs, group members are registered by the Education Abroad Office with the
U.S. Department of State. Students who are not U.S. citizens should be advised to register with their home
Each travel program leader and partner institution should maintain an up-to-date, general emergency
evacuation plan, familiarity with possible exit routes and means of transport for students, and a record of
key contacts and resources needed for arranging an evacuation, including contact information for HTH
Materials and Instructions to Students and other Participants
Participants are provided with country-specific health and safety resources before departure.
Participants are provided with an emergency wallet card to write numbers for emergency contacts,
including the U.S. embassy (or, in the case of citizens of other countries, their home country embassy) and
24/7 host and home campus contacts.
Students and other participants are required to complete the Personal Emergency Action Plan (EAP) so
they recognize their personal responsibility for safety and become familiar with escape routes from their
accommodations and other locations, as well as other emergency information. Group travel leaders are
required to have a discussion about the personal EAPs with their group.
Contacts and Continuing Communication
Travel program leaders and partner institution representatives should identify and know how to
communicate in the time of an emergency with such resources as:
– Insurance providers and emergency evacuation companies http://www.hthstudents.com/ (use your
traveler login/password or ask the GEO Center)
– The U.S. Embassy and Consulates http://www.usembassy.gov/, and pertinent embassies and
consulates for all travelers in the program http://embassyworld.com/embassy/directory.htm)
– Hospitals, clinics, trauma facilities and a comprehensive list of health and counseling professionals
from http://www.hthstudents.com/ (use your traveler login/password or ask the GEO Center)
– Airport authorities and travel agents http://www.worldairportguide.com/airport/
– Local country Red Cross Office http://www.redcross.org/
– Other U.S. education abroad programs/organizations in the area
– Volunteer agencies
– Telephone and other utility companies
Travel program leaders and partner institution representatives should be familiar with how to contact local
Public Safety and police and the American Citizen Services Section of the U.S. Embassy where the group
or individuals are registered. It is helpful to maintain periodic contact with the U.S. consular and embassy
officials and with local police in normal times in order to facilitate communications should an emergency
The on-site faculty and/or staff in each country is responsible for providing a comprehensive orientation once
students have arrived at the program site abroad. In these orientations, on-site staff and/or faculty review local
health, safety, and security guidelines and emergency preparation and protocols, including emergency contact
instructions. Students need to know what steps to take in the event of an emergency and where to meet if the
group is dispersed. The manager of your accommodations needs to know how to contact the College in case of
emergency. A form is provided for this purpose.
Within the first few days of the beginning of the program, each travel program leader or partner institution
representative is advised to devise and test a system of rapid communication with students and staff of the
program and the Simmons contact person. It is helpful to discuss and prioritize a backup communication plan
for use in the event that telephones malfunction during the crisis (i.e., radio stations and government radio
networks might be helpful). The travel program leaders, or if they are not available, the local resident directors
will work with the Simmons Emergency Response Team to coordinate emergency response procedures for the
The travel program leaders and partner institution representative inform students during orientation that all
students who make plans to travel away from the program site overnight are required to inform the travel
program tour leader, leaving a clearly written itinerary and contact information. This is a good opportunity
to review safe travel recommendations and emergency communication plans.
Serious crimes and incidents are reported to and documented with the local police as outlined in Section
VIII of this EAP.
Partner institution representatives maintain periodic communication with program participants.
In times of concern, travel program leaders and partner institution representatives encourage students to
keep informed about the local situation and will sponsor faculty or administrator-led discussions of current
events, both formal and informal, that include discussions of security. They will also advise students,
when possible, about other opportunities within the community to learn more about safety and current
These responsibilities may, at times, appear to conflict with the values or respect for the student’s individual
autonomy and independence. In matters relating to personal safety, the travel program leader or the College
administration (Dean, Provost, et al will supersede the individual wishes of students. While every person
responds to and deals with crises uniquely, there is little time “in the heat of the moment” to negotiate the
handling of a crisis. Students must quickly heed all orders to respond. Therefore, they need to understand the
reality of “autonomy vs. authority” before an emergency occurs so they are prepared to follow the procedures
designed to help them. This expectation shall be communicated through travel program leaders to students.
Students can play a major role in developing a working communications system by:
Understanding how to contact emergency resources in their respective communities
Keeping the travel program leader or resident director informed of their whereabouts
Staying in touch with other students and using the buddy system
Following procedures stipulated in the EAP
Developing liaison with other agencies, university education abroad programs and host country nationals
Initial Steps in the Event of an Emergency
The travel program leader or partner institution representative locates all students, ascertains their welfare
status, and establishes future contact plans. Students are provided with instructions as to whether to travel to a
group meeting place or to remain at current location. Students should also be cautioned to avoid unnecessarily
alarming their families and others at home with panicky phone calls, text messages or e-mails. Level heads
abroad and at home are the best way to insure rational, carefully considered procedures.
For all emergencies, the travel program leader or partner institution representative seeks needed emergency
health care for any College participant first. A call should be placed to the health/safety/evacuation company
(for most Simmons programs it is HTH Worldwide at 001.610.254.8771 collect) for immediate assistance and
emergency response activation contact Simmons immediately to inform them of the emergency.
The scope of the emergency will determine who among the EAP users will form the Emergency Response
Team. The first contact to Simmons should be to Public Safety at 1.617.521.1111. Public Safety operates its
phones 24-hours a day, seven days a week, and is consistently the easiest to reach immediately.
The travel program leader or the partner representative should be prepared to report on the following:
1. A summary of the immediate situation,
2. The safety of all program participants,
3. The geographic proximity of the program to the crisis,
4. The impact of the crisis on the quality of life (availability of food, potable water, medical supplies, the
protection of law and order),
5. The target of the unrest, if the crisis is political,
6. The intensity of military presence in the area of the program, and
7. The continuance of infrastructure to fulfill the itinerary, classes in local universities and/or program site.
Upon receiving an emergency call from abroad to the United States, it is important to verify that the message
and initial understanding of the emergency is accurate. Due to conditions of stress, the person receiving the
information should repeat or write down the message to ensure accuracy and reliability to the highest extent
possible. If possible, the person receiving the emergency call should collect the following information:
1. The caller’s name,
2. Where the caller is,
3. The nature of the emergency,
4. The telephone number and where a Simmons administrator may contact the caller,
5. Until what time/for how long will the caller be available at that number, and
6. A time the caller will call again if he/she is not reached at the above number.
It is important to establish an agreed upon time and schedule for subsequent telephone or other contact during
this initial contact. The frequency of subsequent contact will depend on the acuity of the situation and
developing circumstances. It is not only important to determine the urgency of the message, with whom,
where, and how communications should take place, but also what kind of information will be needed by each
Sending messages via a third party to U.S. or international officials may also be important. Relaying these
same expectations for communication to this third party will help ensure the quality of the communication
If a participant from another COF school is on a Simmons travel program, contact the COF Global Education
Opportunities Center and the student’s home campus public safety office immediately. A designee from the
campus and the GEO Center should be included in all communications.
If an emergency were to occur in the U.S. and the traveling group needs to be notified, the College provost or
other Emergency Response Team member would contact the travel program leader or the partner institution
representative at the emergency contact numbers provided.
Follow-up Steps after the Initial Contact
After receiving the initial contact, the recipient of the call will communicate with the College’s Emergency
Response Team (ERT) members as needed. Members of the College’s ERT are: provost, academic deans, dean
of student life, legal counsel, vice president of business and finance/risk manager, vice president for marketing,
director of public safety, manager of the education abroad office, director of health services, director of
counseling, director of human resources, travel program leaders, director of the global education center, and
international partner-institution emergency contacts/resident directors. The ERT will call upon additional users
of this EAP as needed.
Emergency Response Team members consult with the travel program leader or partner institution
representative and, as soon as possible, the 24-hour emergency assistance company. Also, when possible and
applicable, such additional sources as an on-site health provider, on-site counseling provider, a travel agent,
host country government officials, and host country resources.
The ERT also consults with members of the greater community when possible and applicable, such as the
insurance provider, host country government officials, a U.S. embassy Regional Security Officer (RSO), and
other embassy or State Department personnel.
On-going Communication throughout the Emergency
Emergency Response Team members should maintain the agreed upon time and schedule for telephone or
other contact. During these opportunities for communication, the Emergency Response Team can help
emergency-site leaders to process information, develop contingency plans, and provide such assistance as:
Liaison with the U.S. home campus
Communication with parents, family, etc.
Communication with participating students
Logistics coordination (transportation, supplies, housing, etc.)
Financial and administrative advice
Information gathering and processing (including media relations)
Liaison with the U.S. Embassy
Liaison with host country government, police, military, etc.
Who are the stakeholders? The Emergency Response Team communicates necessary information to all
stakeholders: participants, family members, Cabinet, Board of Trustees, international partners, and campus
community. It is important to identify all stakeholders and to maintain regular contact with them throughout the
emergency, apprising them of developments as they occur and providing appropriate support.
DECISION-MAKING IN TIME OF AN EMERGENCY
The Simmons Provost will serve as the lead decision maker of the Emergency Response Team and will
coordinate responsibilities and timelines.
In any emergency, the travel program leaders or partner institution representatives should immediately
communicate with a member of Simmons’s Emergency Response Team directly. When an inability to
communicate makes consultation impossible, the local travel program leader or partner institution
representative has the authority to close a program and evacuate the students using the emergency evacuation
service (HTH if the group has been pre-enrolled). Once a decision has been made to evacuate students,
evacuation of all students is mandatory. Simmons cannot be responsible for the safety of any student, faculty,
or staff member who refuses to comply with the evacuation procedures arranged by a Simmons representative.
RECORD KEEPING AND ADMINISTRATIVE RESPONSIBILITIES DURING A CRISIS
Before departure, the Education Abroad Office collects and compiles the following information about each
traveler participating in a Simmons travel abroad program. This information is shared with the dean who
oversees the program, public safety, and other offices as appropriate.
Travelers’ names and personal information (i.e., passport numbers)
Emergency contact information for all travelers
Information about any special needs of all travelers
In the event of an emergency, (1) the travel program leader or partner institution representative, (2) one person
from the Emergency Response Team, and (3) each person involved in direct communication events during the
crisis, all keep a chronological log to record emergency developments and responses. This record includes
details of what has happened, the steps taken, who has talked with whom, and remaining follow-up actions that
are needed. This log can be very helpful at a time when stress may cloud memory.
Additional administrative responsibilities will require attention in the event of a crisis. The following are
possible responsibilities of ERT parties:
Liaison with public authorities, domestic and abroad, and the travel abroad field (travel program leader/partner
institution representative and ERT)
Communicate with parents (highest level members of ERT; may be the President if fatality)
Communicate with the Board of Trustees (President)
Communicate with the media (Director of Marketing)
Communicate with other appropriate partner universities/programs (member(s) of ERT)
Liaison with coordinators of other colleges who have students on a Simmons program (member(s) of ERT)
Obtain medical and psychological advice and share with travel program leader/partner institution
representative to maintain student morale and anticipate potential problems among student, faculty, and
staff (member(s) of ERT)
Gather and process information in print, on the Internet, and from public and private agencies (member(s) of
Coordinate logistics, i.e., transportation, supplies, housing (study tour leader/ partner representative with
support from ERT)
Update student rosters (study tour leader/ partner representative and education abroad office)
Provide financial advice and assistance, i.e., emergency fund transfers (business office)
Collect inventory of student personal effects left in the country (study tour leader/partner representative)
It will be the responsibility of the ERT to support the travel program leader or partner representative as much
as possible in planning and to oversee the coordination of multiple people who may be contributing to this
Public communications are coordinated through the Office of the Director of Marketing, and all press inquiries
should be referred to this office.
COMMUNICATION PROTOCOLS DURING AN EMERGENCY
Be factual – don’t speculate or give opinions
Be disciplined – be aware of what you say and to whom, and communicate on a need-to-know basis
Be discreet – maintain confidentiality; to protect the victim’s privacy in emergency response
communications she/he will not be referred to by name, but by description (i.e. a 24 year old journalism
student) or simply as “student.” However, internal conversations, which may involve the police, other
security officials, university administrators, and the student’s parents/guardians, will reference the student
Be compassionate – treat victims and families with utmost respect; emergencies are stressful
Be professional – anything you ever write or email may end up in court and never go away – anyone you
speak to may be asked to recount the conversation in court
College should contact parents only if the student is still in danger (ex. missing) or is a danger to
her/himself (ex. suicidal) or to someone else
If possible, have the student call parents in presence of travel program leader
Inform families early
Give a contact phone number as well as a call back time
Don’t give abroad contact info (unless you have good reason)
Keep them updated
Be factual, disciplined, discreet, compassionate and professional
Have a single contact person in the family and in the College
Have student call parents back when the problem is resolved so they don’t continue to worry
Example of Emergency: Sexual Assault
Assess safety of victim and other participants and staff
Assess physical injuries
Message to victim: “We believe you, it is not your fault, we care about you”
Give options and control to victim; for example, she/he may want to manage the experience without
parents being notified and this is her/his prerogative
Inform of immediate choices: morning after pill, retro viral drugs, shower/not (not showering will help
maintain the integrity of evidence), rape kit (find out local laws, for example in some countries, by law,
using a rape kit requires charges to be pressed against perpetrator)
Forensic evidence should be collected within 12 hours of the incident and if the crime is going to be
reported the victim should not shower, bathe, douche or destroy any of the clothing worn at the time of the
assault, and not disturb anything in the area where the assault occurred. It is important to preserve all
physical evidence for possible court use.
Find out local country laws from the US Embassy or Consular Office; if this is not available contact the
US State Dept Office of Overseas Citizens Services at (00)1.202.501.4444
Be sure the student is safe from additional attacks by the perpetrator or others; do not leave the victim
alone or with strangers, even health care workers
Help victim access counselor and medical care (available from HTH Worldwide or victim’s other travel
emergency service); counselor and caregivers must speak the victim’s original language, in most cases
Inform student of next options and provide assistance: stay in program abroad, return home, move to
another site (if feasible); identify academic and financial impact of these options
VI. Planning for and Managing Evacuations
In order to manage evacuations, many programs use a three stage model to identify alert status based on the
standard established by the U.S. embassies. Stages must be clearly defined and communicated to participants.
The stages are:
Stage I – Standfast: impending emergency, remain at site
Stage II – Consolidation: go to prearranged assembly point, prepare for withdrawal
Stage III – Evacuation: leave as a group for safe haven
Progression to and from stages would be determined by the on-site travel program leader or partner institution
representative in consultation with the emergency evacuation service and, when possible, the Simmons
Emergency Response Team, using the emergency information provided by the Education Abroad Office.
These general plans serve as a starting point for travel program leaders and administrators to customize as the
Specific action plans for each stage are communicated before any crisis to the program participants and
updated as necessary. Specific action plans may include:
How participants will be notified about an emergency and the stage that is in effect, as well as how
changes in the stage will be communicated to students
What participants must do (or not do) at each stage
What participants should bring and what to leave behind
What participants should say to local nationals, friends, and colleagues
Simmons procedures for notifying students’ families and emergency contacts
How to prepare (i.e., stock supplies, pack evacuation bag)
Instructions on how to move from one site to another. When planning for evacuations, communication
about travel methods and routes should be as specific as possible (over land, air, sea, private, commercial,
Alternatives/contingencies if plan fails (communications, travel, safe havens). Alternative methods of
travel and routes need to be presented and prioritized in the event that the usual routes are no longer safe
VII. Country-Specific Emergency Information
HTH Worldwide (www.hthstudents.com) has emergency contact information for each country where Simmons
has travel programs, as well as medical and support resources in these countries. In the event of an emergency,
the in-country travel program leader or partner institution representative would serve as primary liaison for
local resources. The Simmons Emergency Response Team would support the travel program leader or partner
institution representative with communications with local resources when possible and most effective.
VIII. Guidelines for When to Contact Simmons
The following section provides advice to travel program leaders and international partner representatives
regarding communication expectations for a variety of possible situations. Contact will initiate the formation
of an appropriate Emergency Response Team and enacts standard Simmons protocols as applicable.
IMMEDIATE NOTIFICATION OF PUBLIC SAFETY REQUIRED
Serious illness or injury to traveler
Death of traveler
Traveler is a victim of violent crime
Traveler is accused of a crime
Traveler has an emergency at home that requires immediate action
Traveler is behaving in a way that endangers self, institution and/or creating a climate detrimental to
success of students
IMMEDIATE NOTIFICATION OF LOCAL LAW ENFORCEMENT AUTHORITIES
Traveler is a victim of violent crime
Loss of identification or passport
NOTIFICATION OF LOCAL LAW ENFORCEMENT AUTHORITIES RECOMMENDED
Traveler is a victim of a non-violent crime
IMMEDIATE NOTIFICATION OF TRAVEL PROGRAM LEADER REQUIRED BY SIMMONS
Traveler has an emergency at home that requires immediate action
Change in status of recommendations from national or international sources for country in which travel
program takes place
NOTIFICATION OF THE EMERGENCY RESPONSE TEAM RECOMMENDED WITHIN
Traveler has illness where class is missed for more than two days
Minor injury to traveler
Traveler is a victim of a non-violent crime
Student is not succeeding/adjusting
Traveler has an emergency at home that does not require immediate action
IX. After an Emergency
Once the emergency is over, a member of the ERT (in collaboration with the travel program leader and ERT
members) prepares a final report that summarizes the emergency and Simmons’s response including:
How was Simmons impacted on site? Who was involved in or affected by the emergency?
Do we have all students, faculty and staff accounted for?
Were there injuries? Who was injured? What were the injuries? Have they been treated? Has the family
Were there fatalities? Have next of kin been notified?
Who provided assistance at the emergency site?
What is the extent of property damage?
Who provided assistance to others in the program not affected directly by the emergency?
Are there special circumstances associated with the emergency that continue to present a danger?
What should have been handled differently?
A specially-appointed task force would also conduct an investigation to evaluate damage, determine how
effectively the staff met the crisis, and discuss how to improve the response for the next occasion. The
findings would be reviewed and discussed by the ERT. This investigation should include a review of the final
report and any logs, interviews with witnesses, students, faculty, and staff affected, and other appropriate
records or documentation.
This document describes the efforts and plans made by Simmons to help participants enhance their safety and to help
them respond to emergency situations. Nothing in this document is a guarantee that any specific action will be taken in
any given situation, nor is anything in this document a contract or part of a contract between Simmons and any other
party. Health, safety, and recovery from emergency situations are the sole responsibilities of each individual
Emergency information for on-site travel leader………………………………………………………...page 1
Emergency wallet card for each participant………………………………………………………….….page 14
Form for hotel/accommodations manager with Simmons emergency contacts……………………...…page 15
Incident Report Form…………………………………………………………………………………....page 16
Personal Emergency Action Plan (EAP) for each traveler to complete…………………………………page 17
This card is given to students at the pre-departure orientation.
This form is for the Accommodations Front Desk and Manager
Emergency contacts for our Simmons College group
Group Leader Name ________________________________________________
Group Leader Phone Number _________________________________________
Room Number _____________________________________________________
Dates Here ________________________________________________________
From Simmons College, Boston, Massachusetts, USA
In case of emergency, please contact our Office of Public Safety at 1.617.521.1111 –
[Emergency Line – someone available 24/7]
1. Your name
2. Where you are calling from
3. What happened
4. What you think needs to be done
5. How you can be contacted (your phone, fax and email)
6. When you will be able to be contacted again.
Thank you for helping to keep our group safe!
International Incident Report Form
Attach extra sheets as necessary and any documentary evidence. Please email or fax to your school Dean within 48
hours of the incident.
Today's date: Date of incident:
Report filed by:
Place & Time incident occurred: _________
Names of students involved: __________________
Description of incident:
If this incident breaks local laws, were the local authorities notified or involved? If not, why not? Please
Formal charge(s), if applicable:
Sanctions, if appropriate, placed upon student(s):
Verbal Warning (describe)
Written Warning (attach copy)
Student Signature _______________________________________________ Date ________________________
Leader Signature ________________________________________________Date ________________________
Guide for Study Abroad Participants to
Develop a Personal Emergency Action Plan
Special thanks to the NAFSA SAFETI Consortium and the CSU Center for Global Education for the original development of this document.
In the event of a medical or political/security emergency:
For immediate assistance, contact HTH Worldwide:
Inside the US, call 1.800.257.4823
Outside the US, call +1.610.254.8771 (collect)
As an HTH customer, you are eligible for global emergency assistance, 24 hours a day, 365 days a year.
They can assist you to locate medical care, referrals, and medical or security evacuation and planning.
If you require medical evacuation, you must contact HTH Worldwide in advance or your evacuation may not be eligible for reimbursement.
Email email@example.com or web www.hthstudents.com (use your login and password)
Contact Simmons College Public Safety
Emergency 24/7 Telephone: 617.521.1111
This guide is designed to help you better cope during a crisis. Being able to deal well with a crisis
situation includes understanding your emotions, keeping yourself as safe as possible, and
communicating with your emergency contacts by creating and using your personal Emergency
Action Plan (EAP).
While most students experience a safe and healthy time abroad, some are forced to deal with
minor emergencies. Some of the more common minor emergencies that students may face abroad
include: pick-pocketing, petty theft, illness, injury, and the consequences of alcohol or drug use.
The majority of students can protect themselves from such minor emergencies in much the same
ways they protect themselves from similar situations at home. However, what students consider a
minor emergency here at home can turn into a more difficult to handle situation abroad. Small
emergencies abroad can seem like larger ones due to language and communication barriers, and a
lack of familiarity with foreign surroundings and legal structures.
In addition to minor emergencies, some students may also face larger emergencies abroad.
Frequently, these major emergencies tend to be events out of a student's control. Some
unpredictable, major emergencies that could occur abroad include: natural disasters like
earthquakes and hurricanes, criminal assaults or acts of terrorism, and serious medical problems.
A. Things to Do Before a Crisis Occurs
1. Create an Emergency Action Plan
The first step in crisis management is being prepared before a crisis occurs. Consider adopting a
personal Emergency Action Plan (EAP) for yourself. Essentially, this document describes what
actions to take in the event of an emergency. Your EAP could be as simple as a list of people to call
in case you are hurt, along with copies of your insurance papers, passport, and names of any
medications to which you are allergic. Please see the Emergency Planning section for how to create
a personal EAP, and steps to take during an emergency.
2. Why Create an EAP?
The more support networks you have during an emergency or crisis, the more likely someone will
be available to help you. Also, the better prepared you are ahead of time, the better chance you
have of responding effectively to a crisis abroad. Therefore, it is important to set-up support
networks, and an EAP, before an emergency occurs -- before you actually need assistance.
Emergencies like natural disasters and political unrest are beyond a student's control, yet many
students often have an invincible "that won't happen to me" attitude. We hope students change
that attitude to "if that happens to me, I will be able to keep myself healthy and safe."
Emergencies abroad may also result from accidents, injuries, and physical or mental health
problems. Creating an EAP is a good first step towards keeping yourself healthy and safe in the
event of an emergency or crisis abroad.
3. Who Needs a Copy of Your EAP?
Give copies of your EAP to your contacts abroad, and leave copies with appropriate contacts at
home, which may include several family members and friends. Make sure to always keep a copy on
hand for yourself as well. You should consider giving your EAP to the following contacts:
In the U.S.:
Your primary home emergency contact (Power of Attorney)
Selected friend (s)
Your home campus global education office
Your primary abroad emergency contact
Housing coordinator abroad/home-stay family member(s)
Friends or family abroad
Your abroad campus department(s) which maintains emergency contact information
Your study abroad program resident director or host family
4. How to Create an EAP
Getting to You: Ideally, try to develop detailed written directions so that someone would be able to
locate you at your study abroad or travel location(s) in the event of an emergency. You may want
to draw visual aids or maps in addition to writing out instructions.
Getting Yourself Out: Then, try to develop detailed instructions for yourself, showing possible routes
from your place of residence, hotel/hostel, work/internship and/or university/program abroad to a
safe place. You may also want to include other places that you frequent, including shops,
restaurants, subway stations, nightclubs, etc. You may want to draw visual aids or include a copy of
a map in addition to writing out instructions.
Things to Consider: Remember, elevators may not function, and electric doors may not open in the
event of an emergency; make sure to map out escape routes in which you take the stairs (or
wheelchair ramps) rather than elevators. Consider carrying a small flashlight with you at all times in
case the lights go out and you need to find your way through dark hallways or stairwells. Phone
lines may also go down, so don't rely on calling someone to come pick you up. Have your
Emergency/First Aid Kit available to take with you.
Programs and Groups: If you are studying abroad as part of an organized program, or traveling
abroad in a group tour, your program/group may have designated emergency meeting points. At
these emergency meeting points, program/group leaders may assemble emergency supplies, count
participants to make sure no one is missing, and give instructions for what will happen next.
However, your program/group may not have such an emergency plan (if your program/group has
activities or response plans that don't seem appropriate for you, it is important to communicate
your concerns, and feel comfortable that the arrangements are appropriate for you). Check to see
what kind of emergency plan your program/group has. Even though you are with a program/group,
you may have to rely on your own EAP to help you cope with a crisis. It is important to create a
balance between what your program/group can do for you in an emergency, what your
embassy/consulate can do, what your personal contacts can do, and what you will need to do for
On Your Own: If you are not studying/traveling with a program or group, it becomes even more
crucial for you to create a detailed EAP; you might find yourself alone and entirely responsible for
your own safety, your own evacuation, and your own well-being. If you are studying/traveling
independently, try to establish emergency places to go (or meeting points) and escape routes, and
always have your own emergency kit fully stocked and ready. If you are traveling independently,
provide an itinerary for your trip. Check in with your emergency contacts by e-mail or phone from
your various travel locations; this will help give them a general idea of where you are and where
you are going. Even though you may be studying/traveling by yourself, you don't necessarily have
to be alone in a time of crisis. Try to balance what your embassy/consulate can do for you, what
your contacts might be able to help you with, and what you will need to accomplish on your own in
Registration with the Embassy: Before you leave the US or when you arrive, register with the U.S.
Consulate or Embassy in the country where you will be studying (if you are not a U.S. citizen,
register with the embassy/consulate of your home country). Registering with the Consulate or
Embassy will make it easier for them to contact you in case of an emergency and to assist you in
case you lose your passport, etc. To better enable them to assist you, it is suggested that you sign
the privacy release form when you register. Ask for a briefing from the consular officer on safety
issues in the country where you are studying.
For US residents https://travelregistration.state.gov/ibrs/ui/
Statistics to Know: Research statistics about the frequency of natural disasters, political turmoil,
terrorism, technology disruptions (like power outages) in the countries in which you will be
traveling. Prior to departure or immediately upon arrival, you should identify appropriate medical
facilities in case of injury abroad. It is important to know before traveling whether your travel
insurance will pay in advance for care, or whether you will need to apply for reimbursement. In the
case of injury, the U.S. Bureau of Consular Affairs can assist your family in sending you the
necessary funds to pay for your medical care. In some instances they can help arrange for your
transport and accompaniment back home, although they won't pay for this.
Create and Carry the Orange Emergency Card: Fill it in before departure. When you arrive write
additional important information on the back. Leave a copy with your U.S. emergency contacts, with
your abroad emergency contacts, and keep a copy with you at all times.
B. During and After a Crisis
1. Understanding Your Emotions - In response to a crisis, you may experience the following range
of emotions. These feelings are normal responses to a difficult situation:
Disbelief, Fear, Anger, Anxiety/Panic, Difficulty Concentrating, Denial, Worry/Concern, Stress,
Excitement, Depression, Shock, Etc.
2. Making Yourself Feel Safer - There are some things you can do to calm your emotions and make
yourself feel safer in an emergency/crisis situation. The following list gives some tips on how to
maintain your physical safety and mental health during a crisis:
Realize your feelings are normal
Find/make a safe environment
Maintain a basic self-care regimen (shower, shave, get dressed, exercise, etc.)
Avoid confrontation, both physical and verbal
Take one step at a time
Assess what you can and cannot control
Ask for help
Create a support network
3. The Phases of Crisis - The Peace Corps outlines the main phases of crisis, as well as common
symptoms that may affect you during each phase as follows:
Phase 1: The initial phase when a crisis/emergency first occurs; may include a state of alarm,
mobilization, and action.
Physical Effects—rapid heart rate, difficulty breathing, sweating, nausea, diarrhea, etc.
Emotional/Behavioral Effects—excitement, anxiety, fear, irritability, denial, helplessness,
confusion, hyper-activity, immobilization, etc.
Phase 2: The aftermath of a crisis/emergency, which can involve everything from clean-up to
war, and can last anywhere from days to years.
Physical Effects—fatigue, lack of energy, insomnia, post-traumatic stress disorder, weight
Emotional/Behavioral Effects—depression, sadness, guilt, anger, mood swings, grief,
flashbacks, poor concentration, avoidance, etc.
Phase 3: The recovery phase, when victims begin the transition back to what their regular
routines were like before the crisis occurred.
Physical Effects—return of energy, normal sleep and appetite patterns, return to a healthy
Emotional/Behavioral Effects—stabilization of moods, feelings of joy/pleasure, improved
thinking/working, socializing, return of interest/passions/hobbies, etc.
4. Know What To Do - Knowing the answers to the questions below can be a good first step in
helping to keep you safer in an emergency by creating a personal EAP. If you need help drawing a
map, finding escape routes or writing emergency preparedness directions/steps, consider asking
yourself the following series of questions. You should really try to include answers to all of these
questions in your personal EAP:
Know Where to Go Where should you go first in an emergency, and what method of transportation
will you use to get there? Be aware of all your emergency transportation options. Know the
numbers for the following:
Know Your Emergency Contact Information In addition to your personal emergency contacts, we
also recommend you look up/ask for the numbers for the following individuals and agencies nearest
to your study abroad and/or travel location(s):
City or country's 911 equivalent
Local Government/Visa office
24-Hour Assist/Insurance Hotline
Who will you call first, second, third, etc. in an emergency? Do your emergency contacts have each
others' phone numbers so they can communicate and relay information about you to each other?
What are some alternate ways of communicating with your emergency contacts? Who would you
like those assisting you to contact in the event of your illness, injury, incarceration, kidnapping,
etc…? Do all of your emergency contacts know what your wishes are in the event of your serious
injury or death? Where does your nearest emergency contact live, and how fast can you get to
Back-up Plan/Special Conditions If the situation does not permit you to follow the original
emergency plan, what is the back-up plan (Plan B)? Are there any other special conditions to
consider which are unique to your situation (i.e. weather conditions/hazards in your region of
study/travel, a personal physical handicap, poor public transportation or phone service in your
Emergency Kit/Money Which items do you still need to add to your emergency first aid kit before it
is fully stocked and ready? Do you have emergency cash reserves, travelers' checks, credit cards,
etc. on-hand, in case you can't count on banks/ATMs, or get to a bank/ATM? Using the emergency
supplies and reserve money you have set aside, for how many days would you be able to sustain
yourself and what would you use each day?
Documents that should be attached to your EAP: Copies of Passport and Visa, Emergency
Assistance Hotline Information, Insurance Card/Information, Area Maps/Safe Routes, Emergency
Card, Communication Sheets Traveler's Check Receipts, Information Release and Approval for
Medical Emergency Care Form (contacts & care approval), Special Medical Needs Treatment
Information, Power of Attorney, Home Drivers License
C. EMERGENCY ACTION PLAN STEPS
Print out the EAP Steps. Attach the appropriate documents and bring necessary items with you. In
case of an emergency, follow the EAP Steps. Steps to help you stay calm and use your EAP more
effectively in an emergency.
Remain calm. Take a deep breath. You will need a clear head in order to focus on your next move.
Assess the situation/Get Advice from Program Staff. Identify in what kind of emergency situation
you find yourself. Contact program staff for advice. An emergency/crisis can be:
Personal: Accident/Injury, Death, Illness, Sexual Assault, Kidnapping, Arrest, etc.
Regional: Natural Disaster, Political Uprising, Terrorist Attack, War Outbreak, etc.
Take Action. Exercise good judgment. Follow your evacuation plan/written instructions/maps you
have developed as part of your EAP to help remove you from the emergency and get you to a safer
location where you can get help. Remember the alternate transportation options you have available.
Get in touch. Now that you are in a safer and more stable location, update others about your
situation. Using a method of communication that is available, get in touch with your emergency
contacts so they can help you. Have them assist you in finding what you need (medical care,
transport, a lawyer, etc.)
Take care of yourself. While you are waiting for your contacts to assist you, or in case you cannot
reach anyone to assist you, use your emergency kit. Take out the supplies you need to keep
yourself healthy (bandages, food, jacket, radio, etc). You may need additional/continuing medical
care and/or personal/psychological counseling.
Keep Trying. If you cannot get a hold of anyone to help you (because phone lines are down, you are
trapped, etc) don't give up. Try alternate methods of communication and transportation until you
are able to reach someone. If you need to move to another location, let others know and leave a
written description of where you are going.
Move to a more permanent location. After you have removed yourself from any immediate threat,
regrouped at a safer location, and gotten in touch with your emergency contacts, you may need to
move to a more permanent location for treatment/assistance. Consider your transportation options
and get yourself to the appropriate location (hospital, police station, embassy/consulate, contact's
home, counseling center, etc.)
Stay in touch. Maintain contact and update your emergency contacts on your condition. It would be
useful to have a "communication tree" whereby your emergency contacts can collaborate to help
you through the emergency situation (you may need to have privacy release forms in place for this
Evaluate and revise your EAP. After the emergency is over, and once your condition has stabilized,
evaluate your EAP and use what you've learned to revise it in case of future emergencies. Please
provide feedback to your home campus and global education center about how other students
might learn from your experience.