Faculty Handbook

Safety and security issues

Safety is a prime concern of all who are involved in study abroad ventures - participants, their families, advisers, MSU, the host institutions, faculty leaders, OSA staff and any other MSU personnel associated with our programs. Although statistics are in short supply, it is generally considered that study in a foreign country is no more dangerous than study in the United States. On the other hand, there are risks that are unique to settings abroad, and when incidents occur, the impact on participants and their families is often more profound because of the unfamiliarity of the context and the distance that separates participants from their primary sources of consolation and support.

The provisions of the Family Rights and Privacy Act (Buckley Amendment) coupled with the age of majority at eighteen, often come into conflict with (a) OSA and leaders’ needs to have full information about the participants we serve, and (b) the desire of parents and OSA/MSU to be briefed fully when something goes wrong. This conflict is not unique to study abroad - the issue is faced continually on campus but it does pose a more delicate challenge for study abroad because of the heightened sensitivities and the distance.

If students or parents should inquire about how MSU deals with safety and security issues, you may provide the following information:

MSU is dedicated to offering a wide variety of study abroad opportunities to meet the needs of a diverse student population. MSU has recognized the importance of establishing policies and procedures in the effort to protect the safety and well-being of study abroad participants, while acknowledging that no single plan can address all contingencies. Listed below are a few of the ways MSU strives to keep study abroad, before and during your participation, as safe as possible.

• OSA regularly and responsibly monitors safety issues in each of our program locations. A review of all study abroad programs at departmental, college, and university levels is conducted in which safety, security, and overall quality are measured.
• OSA is one of the few study abroad office's in the country to employ a full-time travel security analyst responsible for overseeing health and safety concerns and serving as first responder to any emergency abroad involving MSU students, faculty or staff.
• Each MSU program's safety and security conditions are evaluated by an independent committee. The Study Abroad Risk and Security Assessment Committee is headed by a senior university official appointed by the President and Provost. The committee has ultimate authority for approving the safety of programs and sites, and has the ability to cancel programs or revise them to address safety and security concerns.
• All participants are required to attend one or more general orientation sessions that stress safety issues and understanding cultural differences. Most programs also provide a country-specific orientation in which safety precautions are outlined.
• Emergency procedures are in place, including medical and general emergency evacuation procedures. In any emergency, OSA has plans to be in contact with faculty and students abroad. MSU's procedures for handling emergencies abroad have served as a model for other institutions.
• All program leaders who accompany a MSU study abroad programs are required to attend an Emergency Preparedness and Response Seminar conducted by the Office of Study Abroad's Health and Safety Team.
• All who accompany a study abroad program are required to carry an international cell phone to facilitate emergency communications.
• In addition a collect-call phone number has been established to provide emergency assistance to members of the MSU community who are abroad on University business or study abroad. This number will connect callers directly to the MSU Police Operations Desk. Calls are processed following a detailed emergency response protocol. The phone number and procedures, produced on a wallet-size card, are given to all students at orientation.

For information on OSA’s refund policy for safety and security reasons, visit OSA Refund Policies and Safety & Security Considerations webpage.

In your program orientation packet you and the students will be referred to the U.S. Department of State Consular Information Sheet for the country/countries where your program will visit. It is your responsibility to access the U.S. State Department Web site periodically for updates between the time of your orientation and the group departure. OSA will notify you of any updates while you are abroad.

If you believe there are regions of the country/countries to be visited that present undue risks, contact the Office of Study Abroad. This includes program-sponsored accommodations, events, excursions, and other activities. OSA may, after discussions with you, issue a release to be signed by each participant and collect them prior to departure. Such a release will require that students acknowledge in writing that the University has warned them against traveling to specific areas.

If you are the only faculty leader, you must identify an on-site person to serve as a “back-up” for you in case of an emergency. OSA will work with you to identify this person and obtain contact information.

You will be provided with an OSA MasterCard for program-related expenses. You also may wish to obtain a MSU Corporate MasterCard for emergency cash. Contact the University Travel Office, 370 Administration Building, (517) 353-4882 for an application.

Check Country Codes to determine the international access code when calling from your host country.

In your program orientation packet you and the students will be referred to the U.S. Department of State Consular Information Sheet for the country/countries where your program will visit. It is your responsibility to access the U.S. State Department Web site periodically for updates between the time of your orientation and the group departure. OSA will notify you of any updates while you are abroad.

If you believe there are regions of the country/countries to be visited that present undue risks, contact the Office of Study Abroad. This includes program-sponsored accommodations, events, excursions, and other activities. OSA may, after discussions with you, issue a release to be signed by each participant and collect them prior to departure. Such a release will require that students acknowledge in writing that the University has warned them against traveling to specific areas.

If you are the only faculty leader, you must identify an on-site person to serve as a "back-up" for you in case of an emergency. OSA will work with you to identify this person and obtain contact information.

You will be provided with an OSA MasterCard for program-related expenses. You also may wish to obtain a MSU Corporate MasterCard for emergency cash. Contact the University Travel Office, 370 Administration Building, (517) 353-4882 for an application.

Check Country Codes to determine the international access code when calling from your host country.

Advance planning

Throughout the year, OSA sends Study Abroad Faculty Memos via e-mail that list upcoming events and suggestions for creating high-quality programs. These memos will often consist of information pertaining to health and safety, and will include a schedule for that all program leaders are required to attend.

The Emergency Preparedness and Response Seminar will review the information included in this handbook as well as practical steps to follow as you prepare and respond to emergencies. A wallet guide that references this information will also be distributed during the seminar.

Information to include during pre-departure and on-site orientations

In cooperation with the Office of Study Abroad, provide health and safety information during orientation for prospective participants so that they can make informed decisions concerning preparation, participation and behavior while on the program. General information is provided by the Office of Study Abroad; it is expected that faculty leaders will provide country-specific health and safety information.

The program-specific orientation, which you lead prior to the program and/or on site, should include information (to the best of your ability) on safety, health, legal, environmental, political, cultural and religious conditions in the host country; potential health and safety risks; and appropriate emergency response measures. (Major causes of death abroad include injuries, primarily auto-related, and drowning.)

You should explain to the students that they are required to inform you about any medical emergency, and you are required to contact OSA by calling the 24/7 Emergency Assistance Line at (517) 353-3784 (or the main office during business hours). Even if the incident is not life-threatening, it is important to notify OSA because exaggerated rumors of the seriousness of the incident may reach parents, who will in turn contact OSA for confirmation of the details. If a student requires medical attention on-site, but does not warrant an emergency (i.e. just an office visit) please contact Julie Friend via e-mail so OSA will be aware of the situation and act quickly if the student’s condition should worsen.

If you are not available and the host country emergency services are not available, students should report emergencies by calling the MSU Emergency Assistance line at (517) 353-3784. Inform the students that this information will be treated with the strictest confidentiality. Also let them know that if a crisis involving a student is grave enough to jeopardize his or her safety or well-being, the emergency contact given on the affected student’s application will be informed.

All students are provided with a wallet-sized card with the following information (please discuss this procedure during orientation).

These procedures, produced on a wallet-size card, are given to all students at orientation so they can carry this card with them at all times while traveling on an MSU study abroad program. Be aware that the MSU Emergency Assistance number is not a toll-free number; however, it will accept collect calls from anywhere in the world.

Become familiar with and inform students of the procedures for obtaining emergency health and law enforcement services in the host country. Provide all students in your group with the local telephone number(s) the students should use to contact emergency services (i.e. the equivalent of the “911” that we use in the U.S., which provides access to police, fire and emergency medical services).

Provide all students in your group with a written list of reputable local medical clinics or hospitals and English-speaking doctors, available through HTH. Access HTH Worldwide to conduct a “Doctor Search.” Call the 24/7 HTH emergency line at (610) 254-8771 as soon as a student seeks medical treatment. In addition to assisting with treatment, HTH may be able to arrange direct payment.

Create an Emergency Action Plan with your students on arrival. Include the following:

• Discuss the potential crises that could occur in your area.
• Remind all students to read the “Heath Issues” and “Safety and Travel” sections of their Student Handbook.
• Designate a primary and secondary meeting place.
• Agree on when and where to meet
• Be sure to also check in with OSA
• Talk about alternative methods of communication if a physical meeting does not or can not take place
• Require students to check-in with families.
• Designate a student leader in case the program leader is incapacitated or unavailable.

If you are the only leader for your program, work with your OSA Coordinator to identify on-site support in advance in the case you become ill or injured abroad.

OSA registers all students with the U.S. Department of State which serves as the central point for all embassies. Inform students of the exact location of the U.S. Embassy. Strongly encourage students to also visit the Embassy or Consulate if they plan to leave the country or your program itinerary.

Advise the students to avoid travel to or through any location where tensions exist and travel may be dangerous. Experience has shown that students may benefit from a security briefing offered at US. Embassies abroad; such briefings assist you in reinforcing your message to the students that travel to dangerous areas should be avoided.

Instruct students where to go in case of a terrorist attack. Unless movement will jeopardize their safety, it is suggested that all students meet at their place of residence to be accounted for and to receive further instructions.

Discuss preventable accidents with the students, such as traffic patterns, pub and drinking culture, drug laws, unsafe swimming, and the type of things that can happen when walking down a street alone at night in a foreign city. Get very specific about safe and unsafe behavior such as certain types of sexual behavior and how to dress and behave to avoid unwanted attention.

In summary, provide students and OSA with a list of names and phone numbers for:

• 24-hour emergency contact
• nearest U.S. Embassy
• law enforcement/police department
• nearest hospital/emergency facility and English-speaking doctors and/or health care providers

On-site safety

Communicate applicable codes of conduct and the consequences of noncompliance to participants.

In the event there are U.S. State Department public announcements, worldwide cautions, and travel warnings, OSA will send e-mails to faculty and students abroad. Please relay any applicable information to all students. In the event of a local, regional or global crisis, you should maintain contact with the local U.S. Embassy or Consulate for updated security information. If a crisis should occur, review precautions with students so they can better secure their safety. Brief students on the desirability of blending with the local culture, including, when possible, speaking the host country language in public. Advise students to maintain a low profile, avoid crowds and protest groups, restaurants, and discos/night clubs where Americans, especially U.S. service people, are known to frequent. Students should keep up with local news through newspapers, radio, and television and, in the event of disturbances or protests, NOT get involved. Ask students to use common sense and caution when divulging information to strangers about themselves, the program, their location and itinerary, and their fellow students.

If you create a Web site for your program that is not protected by a password, please refrain from providing identifying details regarding housing, such as street addresses.

In cases of serious health problems, injury, or other significant health and safety circumstances, follow the emergency procedures as indicated in this handbook.

If you need clarification regarding MSU’s general policies as well as useful MSU safety and security information, access MSU Safety and Security. At this site is a link to:

• the MSU Drug and Alcohol Policy, which includes information on drug and alcohol educational and counseling resources, defines prohibited behavior, and outlines consequences for violations;
• the University’s Policy on Sexual Harassment which defines prohibited behavior and the consequences of engaging in it, and explains how, and with whom, to file a complaint about sexual harassment; and
• the University’s Statement on Sexual Assault, which describes campus programs to prevent sexual assaults and procedures to follow when a sex offense occurs.

Under the University’s Policy, you have an obligation to process all sexual harassment complaints. Occasionally, an informal resolution of a complaint may be appropriate. Before seeking to resolve a complaint informally, however, you should be confident that the complainant is willing to proceed in this fashion.

If a crime should occur, complete an Incident Report (see Appendix) for crimes that affect students during the program.

Transportation and vehicle safety

Use of automobiles driven by faculty and students should be reviewed very carefully. All risks associated with travel in the U.S. are present, as well as difficulties involving cars, roads, laws and traffic, all of which will, to varying extents, be governed by customs and rules different from those found in the United States. While these risks may be managed with experience, obtaining valid and effective insurance in the countries being visited may be problematic.

Because of the potential for a high number of serious and fatal accidents, rental expense from outside agencies for vans that hold a driver and 11-14 passengers is not reimbursable. A mini-bus with a driver is permissible since they are constructed differently and not subject to roll-over like the 12-15 passenger vans.

MSU’s automobile insurance policy extends only to vehicles rented for 30 or fewer days within the U.S. and Canada. Because of unique laws in foreign countries, complications in settling claims, and personal policy limitations, travelers renting vehicles for University business in countries other than the U.S. and Canada should "buy back" the liability waivers, that is, purchase liability and collision coverage from rental agencies in all areas except the U.S. and Canada. The University will reimburse insurance costs of foreign automobile rentals. (MSU Manual of Business Procedures 35:V. D.4.)

If faculty and program assistants are driving rental vehicles, they should have a valid driver’s license (a chauffeur’s license may be required in some countries for transporting groups), good driving record, and be familiar with the handling of the type of vehicle to be driven. Check for any driver’s license requirements for areas where you will be driving. When traveling on program-related activities, students should be transported via public transportation or in vehicles rented by MSU for that purpose and driven by professional, hired drivers, in-country instructed staff, or MSU employees. Private vehicles should not be used to transport students on program activities. Student participants are not permitted to drive their own or MSU-rented vehicles as part of the program transportation.

It may be better, from a risk avoidance perspective, to use taxis or minibuses rather than rental cars, despite an increase in cost or some inconvenience. Travelers should learn to distinguish between official taxis and so-called "gypsy" cabs in which travelers in some locations abroad have been robbed. Information on identifying official taxis can be obtained from the local U.S. embassy.

If group travel is to be conducted, travel should be through a reputable company that has a record of good performance. This should be coordinated with the local MSU contact person. Determining how reputable the company is should include questions about how drivers are selected, what training drivers are given, and the amount of liability insurance available. Maps should be obtained and travel routes determined prior to the trip. Travel plans should be followed and no side trips made. Drivers should be instructed not to pick up additional riders.

In the event that advance arrangements are not possible and group transportation needs to be arranged after arrival in the country, care should be taken to verify that the driver has a valid license, that the vehicle appears to be well maintained, and that there is insurance covering the vehicle. From a practical standpoint, this would include attention to whether the vehicle appears to be well maintained and the tires are in reasonably good condition. Request to see the driver’s license and a certificate or statement as evidence of insurance coverage.

For additional information, contact the MSU Risk Management Office at 517-355-5022.