Section 1: Leadership Team Contact Information

/ Emergency Action Plan Worksheet

Program leaders are responsible for preparing their EAP. This form is provided for you convenience. While you may have another format you prefer, all the information included here has been proven to be essential in past programs. Your Study Away Coordinator is available for guidance.

Program Name:

Program Dates:

Safety while away requires preparation in all phases of development and implementation. While no one can anticipate all possibilities, preparation involves the program leaders, the students, and several units within WKU.

Program leaders represent WKU while on-site; therefore actively preparing a plan to deal with crisis situations improves our collective response to an emergency. The Emergency Action Plan (EAP) is developed jointly by the program leaders. Study Away staff are resources in this process. It is the first element of preparedness. Through the development of the EAP, program leaders increase their ability to respond to an incident.

The EAP enables improved risk management by addressing three important aspects: reasonable action, foreseeable outcomes, and the expectations students and their families have of the sponsoring institution. The EAP document is the means of dealing with situations that may arise during a program and is most effective when created and implemented by the program leaders.

Acknowledgements

The program leaders are asked to acknowledge each has reviewed the follow items by signing the EAP here >
□Communication Protocol
□Incident Response Guide
□Orientation Guide / Program Leader:
______
(print name)
______
Date
Program Leader:
______
(print name)
______
Date
Program Leader (if needed):
______
(print name)
______
Date

Section 1: Leadership Team Contact Information

The information below is for your contact before, during and after you program dates in case contact must be made.

Please check all numbers for accuracy.

Faculty Leader A:

Name
Mobile Number
Email
Alternate Email

Faculty Leader B:

Name
Mobile Number
Email
Alternate Email

Assistant Leader:

Name
Mobile Number
Email
Alternate Email

Describe methods by which program leaders and students stay in contact?

Section 2: Emergency Action Plans.

Please consider all of the below situations and describe how each incident will be handled.

AProgram Leader learns s/he is unable to travel with the group before the start of the program:

Program Leader A (faculty) / Program Leader B (faculty or assistant leader)
Who will replace Program Leader A? / Who will replace Program Leader B?
If no one available, what contingency is in place to deal with this? / If no one available, what contingency is in place to deal with this?

A Program Leaderis incapacitated during program:

Program Leader A (faculty) / Program Leader B (faculty or assistant leader)
Who will manage the program? / Who will manage the program?
Who will stay with the Program Leader A? / Who will stay with the Program Leader B?
Both Program Leaders are incapacitated: / Student(s) is/are incapacitated:
Who will manage the program? / Who will stay with the student(s) in the event they are hospitalized or otherwise unable to travel with the rest of the group?
This may a student leader identified prior to departure who can serve as a liaison between the on-site group and WKU until a WKU representative can relieve them.

Please share specifics of how the program will be managed during the Program Leader’s incapacitation (e.g. finances, course instruction, and transportation).

Based on prior experience, what are three to five commons issues you may face on your program and how will the leadership team handle them?

Section 3: On-site Emergency Contacts.

Indicate on-site contact information for persons indicated in Section 3 and other person(s) who will have responsibility or be of assistance during an emergency. Use additional sheets as needed. An example is a local guide who is with the program the whole time.

Name
Role related to Program
Mobile Number
Mailing Address
Email
Alternate Email
Name
Role related to Program
Mobile Number
Mailing Address
Email
Alternate Email
Name
Role related to Program
Mobile Number
Mailing Address
Email
Alternate Email
Name
Role related to Program
Mobile Number
Mailing Address
Email
Alternate Email

> Copy this page if other emergency contacts are needed.

Section 4: Local Emergency Response

Please list addresses and phone numbers. This information is to be provided for each location the group stays overnight.

Use additional sheets as needed.

Hospitals and Doctor Clinics:

Section 5: Program Cancellation

What’s the earliest date on which you could grant credit in the unlikely event of program cancellation?

Please identify the resources you will need to grant credit if program were cancelled prematurely.(i.e. If you returned early, will you need to use on campus accommodation and classroom space, could you complete academic work at a distance with technology, etc.?)

Section 6: Response Preparation

Review the region’s recent history and identify the potential hazards and emergencies in the following areas. In the sections below, identify potential risks and how the leadership team plans to mitigate the risks.

Please use your personal knowledge and local contacts. Potential risks and ways to mitigate risks should be shared with students.

Natural disasters (e.g. hurricanes, typhoons, earthquakes, floods, fires, etc.):

Environmental(e.g. nuclear hazards, pollution, water, and air contaminants):

Medical(e.g. vaccinations, exposure to accidents, injuries, epidemics – refer to

Logistical (e.g. communications systems failures, power failures, mobile phone access):

Sociopolitical (e.g. labor strikes, civil and political unrest, riots and demonstrations):

Crime and Safety(e.g. prevalence of theft and other threats to student safety).

Note that WKU is required to report crime information, so this item covers potential crime risks during your program.

Section 7: Program Itinerary and Response Plan

Please enter items and identifyat least one meeting place in case of an emergency. Two places improves safety response. The date range should reflect your planned itinerary. The location is often determine by your lodging location or day part excursions.

Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place
Date Range
Location
Meeting place

Copy additional sheets as needed.

Study Away – EAP Worksheet - Revised: September 30, 2018 1 | Page