Introduction Real and Perceived Emergencies Operating Principles Procedures Overseas Crisis on Study Abroad Programs Communication Tree
These guidelines are written to outline the steps that International Programs (IP) staff in Stevens Point and abroad will follow in the event of a study abroad emergency. The guidelines outline what Stevens Point expects overseas staff to do in the event of an emergency, including the provision of information and handling of the situation on-site. In addition, these guidelines describe how a real crisis overseas is managed through the use of the UWSP Crisis Management Team.
International Programs (IP), a unit of the Office of Academic Affairs is charged with the responsibility of coordinating the management of emergencies affecting participants in study abroad programs that IP offers for credit. The safety and well being of students, faculty and staff who are participating in UWSP’s programs abroad is of the highest importance, and all reasonable actions are and will be taken to accomplish this. The provision of available information about risk factors so those individual participants can make informed decisions regarding program participation is of fundamental importance. On-site staff need to be ready to act in an emergency and to be in regular communication with IP to develop the most effective course of action in emergency situations. At program sites where there are not staff specifically hired to manage the program, the local institutional contact can act as a resource.
The UW System has established Policy Guidelines (ACIS 7.1-2) for the development and operation of educational programs abroad. The plan for managing emergencies outlined in this document exists within the ACIS Policy guidelines. While acknowledging that no single plan can address all contingencies, International Programs recognizes the importance of establishing, in advance, policies and procedures that are designed to safeguard the safety and well-being of study abroad participants and to limit the University's legal liability. These policies and procedures, described in detail below, will serve to guide the University's response to crises affecting participants abroad.
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In “Coping with Perceived Emergencies” (1989), Diane Smell draws a distinction between “real” and “perceived” emergencies. Real emergencies are those that pose a genuine and sometimes immediate risk to, or that have already disturbed, the safety and well being of participants. These include such occurrences as coups and other civil disturbances; natural and human-made disasters; incarcerations; serious physical or emotional illness; accidents; physical assaults; disappearances or kidnapping; and terrorist threats and attacks.
Perceived emergencies are those which pose no significant risks to the safety and well-being of participants, but which are seen as threatening by family members in the U.S. or by others, including, at times, students and colleagues at the home university. Perceptions of threat can arise from a variety of sources, including sensationalized media reports of an event abroad; the distortion of information provided by a participant in a telephone call, e-mail message, fax or letter home; or simply out of the nervousness of a family member or student with little or no international experience. Such perceptions will sometimes affect family members and others in the U.S. more strongly than will real emergencies, and need to be treated seriously.
By closely following the procedures outlined below, the staff of International Programs will be able to gather information that will allow them to respond appropriately to real emergencies, or to place a perceived emergency in its proper context, and thereby reassure family members and others in the U.S. Other UWSP units that manage overseas programs are encouraged to follow these same procedures and to consult with the UWSP Crisis Management Team as appropriate.
After working hours, on weekends and holidays, an IP staff member will be on call. Staff telephone numbers can be found in each student handbook and are provided to all overseas offices. To be prepared to answer calls, all staff who handle emergency phone calls will have updated copies of the following publications at home in the event of an after hours emergency: 1) a staff directory; 2) an overseas contact list; 3) a domestic contact list; 4) these procedures.
In managing emergencies, the following operating principles will guide the International Programs Office in its decision-making:
When an emergency is reported, the International Programs Office will follow the appropriate procedures in the order that they appear in the following list below.
While responsibility for the creation of this document rests with IP, we wish to acknowledge consulting with a document on managing emergencies prepared by UW-Madison for use on its campus.
I. An Emergency is Reported to the International Programs Office II. IP Determines Whether the Emergency is Real or Perceived III. IP Determines that the Emergency is Perceived and is Not Widespread IV. IP Determines that the Emergency is Real
