International Travel and Risk Management Protocols

International Travel and Risk Management Protocols

INTERNATIONAL TRAVEL AND RISK MANAGEMENT PROTOCOLS

Western Carolina University

Office of International Programs and Services

109 Cordelia Camp Building

69 East University Way

Cullowhee, NC 28723

INTRODUCTION AND PURPOSE

Maintaining thehealth and safety of WCU personnel and students while abroad, is of primary concern. WCU faculty and staff and host institution representatives abroad share the responsibility ofmonitoring local andnational conditions affecting participant health and safety while abroad and providing relevant information to program participants.

At the same time, participants themselves are responsible for becoming familiar with all materials provided and for following health and safety guidelines provided by WCU, its representatives, and host institutions abroad. InternationalPrograms and Services (IPS) can assist travelers with most questions about travel. For faculty-led travel courses and service learning trips, please refer to the Faculty Guidelines for Travel Courses at http://www.wcu.edu/WebFiles/PDFs/IPS-Faculty-Guidelines-Forms-2014-2015.pdf.

PLANNING TRAVEL ABROAD

A. WCU International Travel Policiesand Forms

Prior to departure, all individuals traveling abroad on university business, whether funded by state or departmental money, or personal funds, are required to complete an International Travel Request and Approval Formhttp://www.wcu.edu/WebFiles/PDFs/international_travel_approval_form.pdf, and a Policy 100 Form http://www.wcu.edu/WebFiles/PDFs/Policy100Form.pdf.

B. Location and Inspection of Host Country

Faculty and staff should conduct an inquiry of the health and safety risks ofthe local environment of the program, including program-sponsored accommodations, events, excursions, and other activities on an ongoing basis and share information with participants. Visit http://www.travel.state.gov,for safety and security information specific to most countries,and http://www.cdc.gov/travel/destinations/list/for health-related travel information.Travelers should take into consideration that certain facilities, like embassies, militarybases, and popular tourist attractions are potential targets for terrorist activities.

C. Travel Advisories

International Programs and Services, students, faculty,and administrators are notified by HTH Worldwide about travel warnings that might affectstudents, faculty, and staff traveling abroad. IPS staff (for individual students), faculty/staff (for faculty-led travel courses or service learning trips)and university personnel (traveling abroad) should regularly review the U.S. Department of State’s (DOS) travel advisorieshttp://www.travel.state.govwhen planning education abroad programs and prior to traveling abroad.

When a country is placed on the DOS warning list shortly before travel is to commence,IPS, in consultation with WCU Legal Counsel, GA Counsel, the faculty travel course leader, the third party provider (if required), will discuss the situation and make adecision. As a rule, IPS adheres to the suggestions in the DOS advisories that restrict or bantravel to specific countries or areas of countries. If a faculty member or student desires to appeal the ban or restriction, he/she canappeal in writing to the Travel Abroad Appeals Committee, which will review all relevantinformation in making a decision. All travel abroad appeals are reviewed on a case-by-case basis.

D. Travel and Transportation

Participants on independent study, internship, service learning, direct enrollment, or exchange programs should provide complete travel and contact information toInternational Programs and Services. For faculty-led programs and service learning trips, information on travelmethods and routes should be as specific as possible (by bus, train, air, sea, privateand/or commercial). Faculty/staff travel course directors should present and prioritizealternative methods of travel and routes in the event that the usual route is no longersafe or feasible. In certain circumstances, program leaders may require a secondary instructor/chaperone. Everyone going abroad mustregisterwith the U.S. Department of State before departing the United States. Travel registration is a freeservice provided by the U.S. Government to U.S. citizens traveling abroad to othercountries, which records trip information with the appropriate embassies abroad. Thiswill allow the embassy to assist in case of an emergency. Registeronline at: https://travelregistration.state.gov/ibrs/ui/.

E. Health Care Issues

The program leader and/or participants should consult the WCU Travel Clinic in Health Services, or the Center for Disease Control (CDC) http://www.cdc.gov/travel/destinations/list/before traveling abroad to receivecountry-specific health information and vaccinerecommendations. Travelers can receive immunizations at WCU Health Servicesortheir localHealthDepartment.

All students studying, interning, researching, or conducting service learning as part of aclass must be insured through health insurance plans provided by HTH Worldwide or other approved programs. These plans insure theparticipants anywhere in the world except the United States. Students are advised to also retain theirU.S. health insurance plan while overseas.

IPS enrolls all students and participants on faculty-led programs in the appropriate insurance plan. Emergency assistance is provided by HTH Worldwide-see Emergency Contact Information below for details.

F. Emergencies

Study/research abroad students need to be familiar with the student services personnel in their host country and the procedures used in case of emergency.Faculty-led groups need to have a plan in place for emergencies that could arise in thehost country. While on travel, faculty-led leaders need to have copies of each participant’s passport, HealthStatement, andEmergency Information and Release Form.

All study/research abroad students, whether traveling alone or ina group, arerequired to sign and submit to IPS the following: Study Abroad Agreement, Emergency Informationand Release Form, Health Statement, and Liability Release, Waiver, Dischargeand Covenant. Thecompletedforms are kept in IPS.All students, faculty, staff, and participants on international study and research tripsneed to carry an emergency contact card that includes HTH Worldwide insurance information,faculty contact information, host institution/hotel contact information, and U.S.Embassy information.

G. Faculty/Staff Pre-Departure Orientation

All faculty and staff participating in faculty-led travel or service learning trips are required to participate in a Faculty/Staff Pre-Departure Orientation organized by IPS prior to traveling abroad. The following itemsshould be discussed:

  1. Detailed itinerary, which specifies course and extracurricular activities
  2. Cultural, safety and other issues
  3. Roles of faculty and staff while abroad
  4. Duties of program leader and assistant or foreign staff, if applicable
  5. Travel policies and procedures
  6. Reporting incidents, including serious injuries, crimes, medical problems, etc.
  7. Reporting periodic updates to appropriate IPS staff members

H. Participant Pre-Departure Orientation

All students studying, researching, or conducting service learning abroad are required toparticipate in a Participant Pre-Departure Orientation organized by IPS before embarkingon their travels. The following items should be discussed:

  1. Cultural immersion activities
  2. Safety issues / traveling tips abroad
  3. Study abroad health issues and health insurance
  4. Administrative forms, procedures, financial aid, and USI class
  5. Country specific breakout sessions

I. Vehicle Use While Abroad

Participants on WCU study, research,internships, and service learning programs abroad are stronglydiscouraged from renting or driving vehicles while in foreign countries.Participants who decide to drive should carefully review the Road Safety section of theU.S. Department of State’s Country Specific Information http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html,Participants may also want to review the U.S. Department ofState’s Bilateral Relations http://www.state.gov/r/pa/ei/bgn/for any country in whichthey intend to drive or travel by road as a passenger. Also check the website of the U.S.Embassy or Consulate in the countries of travel to learn about local requirements fordriver’s licenses, road permits, and auto insurance. Rules and laws of the road can differsignificantly in other countries. Participants are responsible for obtaining adequateinsurance to cover risks of liabilities, as well as costs of litigation and other expensesthat may be incurred as a result of accidents or infraction of local laws in the hostcountry. In situations where the program leader decides to contract the services of a localtransportation company, he/she must verify the company hassufficient insurance coverage and conduct the driver’s background check.

J. Early Termination of Travel

Individual student travelers on semester and year-long study abroad programs will besubject to WCU’s policies on course withdrawals and the host institution’spolicies concerning termination of housing. If students leave the host institution beforethe end of the semester, grades may not be awarded for the courses and financial aidmay be affected.Individual student travelers on summer short-term and faculty-led travelcourses will be subject to the travel cancellation and refund policies of WCU, the hostinstitution or third party provider, and may not receive credit for the course workcompleted and financial aid may be affected.Travel that is terminated because of a natural disaster, political turmoil, or similarunforeseen occurrence, will be handled on an individual basis.

K. Communications

Students are encouraged to communicate and check in with their parents from time-to-time.Professors teaching faculty-led travel courses should maintain weekly or bi-weeklycommunication (depending on the length of the program) with appropriate staffin the Office of International Programs and Services.

EMERGENCY CONTACT INFORMATION

A. Medical Emergencies

  • HTH Worldwide Global Assistance Services

Phone(collect call from outside the U.S.): 001-610-254-8771;or 001-610-254-8772

Phone (toll-free call inside the U.S.): 1-888-243-2358

B. Health Insurance

  • HTH Worldwide

Phone(collect call from outside the U.S.): 001-610-254-8769

C. International Programs and Services

  • Ling LeBeau, International Programs and Services Director

Phone: 001-828-227-3433; Mobile (Emergencies Only): 001-317-709-9427

Email: lglebeau@.wcu.edu

  • Dana Moore, International Student & Scholar Advisor

Phone: 001-828-227-2557

Email:

  • Josie Bewsey, Study Abroad Coordinator

Phone: 001-828-227-2569

Email:

Michael McDonald, Faculty-Led Program Coordinator

Phone: 001-828-227-3863

Email:

D. University Police

  • Phone:001- 828-227-7301

Phone(For Emergencies): 001-828-227-8911; or 001-828-227-3206

  • Ernie Hudson, Chief of Police

Email:

E. Counseling and Psychological Services

  • Kimberly Gorman, Counseling and Psychological Services Director

Phone: 001-828-227-7469

Email:

F. Student Health Services

  • Pam Buchanan, Student Health Services Director

Phone: 001-828-227-7640

Email:

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