Avoiding and Coping with Crisis:
A Guide for Education Abroad Program Directors
This information on this page is meant to help guide you before, during and after a
political emergency or natural disaster while directing an education abroad program.
Before you go: Checklist
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Consult U.S. Dept. of State Travel Advisories and International SOS to be sure
you are aware of potential hazards.
Register your group on the State Department website. You only have to make
one entry with your contact information or fax a list of your participants, along
with passport numbers to the appropriate consulate, along with your itinerary and
contact information abroad. Students also can register themselves at this site.
Inform UC International Programs who (in your Department or elsewhere at UC)
will be your point of contact during any emergency. Agree on what constitutes
an emergency: perhaps notifying the contact person of a student’s minor injury
will avoid a problem later. Send UC International Programs the list of participants,
your itinerary and contact information while abroad, Education Abroad Program
Agreement (2 originals: student will keep one)
Compile the following information and make copies for your UC contact person,
UC International Programs, and to carry with you:
o Student Emergency Contact information
o Description of medical conditions; list of prescriptions
o Passport numbers and expiration dates
o Flight information
Make contingency plans: What is your policy if a student wishes to leave the
program early due to fear? What is your refund policy? Conversely, if you cannot
return on time, who will pay for additional nights of lodging and food? What will
you do if a student has no cash or credit card?
Consider how you will contact UC (fax, e-mail, telephone).
Make sure students understand that your concern for their safety includes
knowing where they travel on weekends and their adherence to the Student
Code of Conduct.
On-site plan
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Provide students and your UC contact person with your telephone number.
Formulate an emergency plan and make it specific.
o Identify emergency exits from buildings
o Identify assembly points
o Organize a telephone response tree
o Make sure you and your students understand how to use the local
telephone system
Have students complete a “Weekend Away” form if they travel without the group.
Compile emergency telephone numbers for local police, fire, hospital, Embassy,
etc.
Consider how you will cope with on-site. Do you have someone to talk with about
your worries? About rumors?
During a crisis
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Try to identify if this is a mild crisis, a severe crisis, or a threat of crisis.
Don’t overreact.
Contact students to assure they are safe.
Contact U.S. Consulate for advice or assistance
Buy each student a phone card and instruct them to call their families.
Know when to cancel a program. Whose permission do you need?
Contact the closest US Embassy or Consulate
Contact your international insurance provider. For most UC students, your
international insurance provider is CISI Insurance
CISI Emergency Contact Info:
Arch Team Assist in a medical emergency, or for 24/7 pre departure, medical,
travel, and legal assistance:
Reference ID#: 01-AA-CIS-01133
Toll-free in the U.S.: (800) 872-1414
Outside the U.S. (Call Collect): (609) 986-1234
Email: medservices@assistamerica.com
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Keep a log of events and responses
Evacuation
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Refer to point 3 above regarding who decides to cancel a program and evacuate
students.
Seek guidance/advice from the Embassy on evacuation decisions.
Inform UC International Programs or your UC Contact person regarding the crisis
situation and student safety and whereabouts.
Establish a central communications contact, coordinating communications with
all agencies involved.
Identify student responsibilities and provide them with descriptions of specific
emergency evacuation conditions and plans.
Communicate specific instructions to students and staff (in writing where
appropriate).
Coordinate up-country transport of students and their belongings where
conditions permit such travel.
Ensure lodging and support arrangements at pre-disembarkation points.
Coordinate planning and travel arrangements to safe haven countries with US
Embassy.
Limit movement of personnel to essential travel associated with an emergency.
Emphasize the importance of staying in familiar territory during an emergency.
Maintain a daily log of actions taken.