Division of News and Public Affairs
Vanderbilt Response Criteria
(for planning purposes only) / Pre-event Planning / Escalate Internal Communication and Preparation / Prepare to Suspend Selected University Operations / Suspend Selected University Operations
Global Education Office
(GEO)
International Student and Scholar Services (ISSS) /
- Make sure staff have access to study abroad program contacts and the resources used for advising international students.
- Determine who can work from home (some of immigration work and most advising for both offices can be done via computer/internet). Ensure staff have appropriate access to computers and information to complete their responsibilities remotely.
- Look to professional development resources to see what, if anything, other institutions are doing/have in place with regard to our populations.
- Reassess tracking mechanisms for faculty, staff, student and scholar travel overseas.
- Review check lists and procedures for modifying or canceling study abroad programs. Plans reflect any potential governmental agency. Staff would be ready to put plans into action and to utilize these established procedures as needed, after discussions with appropriate VU faculty and administrators.
- Determine and document Vanderbilt – In programs, 3rd party Provider and host institutions emergency protocols.
- Coordinate information with Pandemic Planning Committee.
- Update website with emergency information and protocols.
- Maintain contact with current students abroad, students planning to be abroad and parents.
- Cross-train to assure that critical functions are covered ISSS and GEO.
- Communicate any new press information from Nashville Airport, FAA, Dept of Homeland Security, Dept of State and CDC regarding travel to the current international students who are traveling, any incoming (new) students and scholars and study abroad students.
- If office is receiving calls about this, mention in any normal communications the plan is already in action.
- Reiterate any specific information the University releases through ISSS & GEO communication systems.
- Advise students individually about immigration status and visa options should they choose to leave US.
- Maintain contact with Vanderbilt – In programs, 3rd party Provider and host institutions and their resident staff to distribute information.
- Continue to maintain contact with current students abroad, students planning to be abroad and parents.
- Communicate with potential visitors from off-campus (provider representatives, staff from other universities). Postpone non-critical visits as needed.
- Increase frequency and types of communication with international students and scholars, students abroad, students planning to be abroad, parents, Vanderbilt – In programs, 3rd party Provider and host institutions and their resident staff.
- Current staffing levels would suffice. Could probably operate with one less staff member if necessary.
- Both Offices additional supplies for maintaining operations and hygienic environment.
- Provide staff members working at home with phone cards for international calls or skype headset and account.
- Provide appropriate PPE to employees as they work with many international travelers in the international office suite.
- Seek advice and information from governmental agencies with regard to travel, visa, and immigration and advise populations on individual basis and via group communication about any changes.
- Connect students and parents to program provider websites and contacts to maintain contact and reassure them.
- Begin to put study abroad program cancellation plans into motion.
- Determine by consulting with Provost and Deans, whether issuing immigration related documents for new international students and scholars should be suspended temporarily.
- Encourage email communication instead of foot traffic to office.
- Communicate with governmental agencies and appropriate follow-through (some precedence for special procedures developed during Hurricane Katrina).
- Communicate about relevant immigration and travel advice, community and campus resources.
- Intl Suite Receptionist would not need to report if offices closed. AAs could work from home. Exempt staff could work from home.
- Cancel or postpone upcoming programs with Deans and Provost Support.
- Monitor situation closely, in conjunction with program providers, to determine whether programs with students already abroad should return home or not.
- Communication of websites and information to parents and students.
- Activate Business Continuity Plan.