W&L Domestic or International Travel
General Instructions to Follow in Any Emergency
Each emergency situation will require a unique response specific to the event at hand, which will depend upon an immediate assessment of the situation and the appropriate actions that should be taken under the circumstances. However, there are several key steps that help in assessing any situation, establishing an appropriate course of action, and accounting for all participants (to include students, faculty, staff, alumni/others traveling under W&L's auspices or program).
• Take any immediate actions necessary to protect the safety and/or welfare of all participants.
• Seek appropriate medical care for any affected individuals, as appropriate. In seeking medical assistance on international trips, the 24-hour emergency number provided by W&L's global medical insurance company may be helpful if local resources are not sufficient or readily available. In seeking medical assistance, be prepared to provide health care personnel with the affected participant's medical and insurance information.
• If the situation involves a crime of violence or other potential crimes, contact law enforcement. For international trips, also notify the nearest U.S. embassy or consulate in cases of assault or other crimes of violence.
• Depending on the nature of an emergency, seek assistance as needed from local law enforcement, or other local resources to help manage the situation.
• For international trips, depending on the nature of the emergency, assistance should be sought through the nearest U.S. embassy or consulate so that local resources and/or assistance from the U.S. government can be obtained, as necessary and appropriate.
• Obtain as much information as possible about the exact nature and circumstances of the situation, so that you can assess appropriate next steps, and/or consult with on site or W&L campus resources about how to move forward.
• As soon as practicable, notify and stay in touch with W&L officials, as appropriate (Office of International Education, Office of the Dean of Students, Provost's or respective Dean's office, Office of Special Programs, Office of General Counsel, Office of Communications, Vice President for Advancement), and follow directions from such officials.
• Account for all participants using a communication plan developed and discussed in advance.
• For international trips where medical, political, or natural disaster evacuation may be required or advisable, collaborate with W&L officials and the University's global insurance provider (contact information provided on insurance/ACE card all participants receive after enrollment prior to departure), as appropriate.
NOTE: If a crime occurs in housing or event/program space leased by the University, report details on the incident to W&L's Office of Public Safety as soon as practicable following the incident or upon return to campus, so that the incident can be accounted for in Campus Security Act compliance statistical reporting.
Additional Procedures in the Event of Sexual Assault, Relationship Violence, or Sex-Based Stalking
• Seek immediate medical and/or counseling care for the affected individual, as appropriate. Offer to make arrangements for such medical and/or counseling care and/or to accompany her/him to and/or from the treating facilities. If you are unable to accompany him or her, arrange for another participant to do so if the individual agrees. The W&L Counseling Center will be able to assist - (540) 458-8590; 8401), as well as the Title IX Coordinator, Lauren Kozak - (540)-458-4055, and Office of the Dean of Students - (540)-458-8754) .
• In cases of sexual assault, instruct the individual to follow basic sexual assault procedures, including not to shower, eat or drink, smoke, douche, change clothes, or anything else that might destroy important physical evidence in the event of a prosecution, and to take precautions to treat sexually transmitted diseases or to prevent pregnancy.
• Clarify with the individual the degree to which s/he wishes to involve law enforcement and/or other authorities.
• On international trips, inform the individual that the laws and procedures for dealing with sexual assault, relationship violence, or sex-based stalking in the host country may differ from those in the United States and obtain and communicate to the individual as much information as possible about the specific laws that may apply so that s/he can evaluate how to proceed. The U.S. embassy or consulate should be able to clarify the laws of the host country for you.
• Assist the individual in reporting the incident locally or with appropriate campus offices if s/he wishes to do so.
• With the individual's knowledge, you must contact the Title IX Coordinator, Lauren Kozak (email@example.com, 540-458-4055) to report the details of the incident as soon as practicable following the incident. Ms. Kozak can also assist the participant in finding additional resources.
Special Measures if Terrorist or Anti-American Threats or Acts Occur on International Trips
• Call the U.S. embassy or consulate at your location for advice on any special precautions that are necessary under the circumstances.
• Provide the consulate with a list of participants' names and addresses and with emergency contact information for tour host and tour manager.
• Meet with the participants and ask them to take any recommended precautions.
• Contact and stay in touch with the appropriate offices at W&L (Office of International Education, Office of the Dean of Students, Provost's or respective Dean's office, Office of Special Programs, Office of General Counsel, Office of Communications, Vice President for Advancement).
• Stay in touch with the nearest embassy or consulate and monitor local conditions to assess whether further precautions become necessary, up to and including evacuation. Keep that office apprised of the group's location/whereabouts.
• Notify the appropriate offices at W&L about your situation and keep that office informed, including the location of participants.
Contacting the University to Confirm Your Group is Unaffected by an Emergency in Your City/Country
If a major incident has occurred within the country/city you are visiting (act of terrorism, natural disaster, etc.), but has not affected your group, please contact the appropriate offices at W&L (see above) to confirm that all participants are safe so that the University will be able to give family members or others who contact the University current information on the safety of the participants.
Campus Response to Emergencies during W&L Trips
• If appropriate, the University will convene an appropriate emergency response team on campus to assess and respond to the situation at hand. To the extent practicable and applicable, this emergency response team will reference the applicable processes and procedures set forth in the University's Emergency Management Plan ("Plan") and/or other University policies and procedures in developing their response to the specific emergency situation. W&L's Plan is contained within the Emergency Management page located here: http://www.wlu.edu/emergency-management
• The University may contact the U.S. Department of State, overseas embassies, medical personnel, travel organizations that specialize in emergency situations, security staff and/or international aid agencies, as appropriate.
• The University's emergency response team will develop and assist participants in implementing an appropriate course of action based on the information provided and on the assistance needed.
• Emergencies in Off-Campus Programs (Domestic or International) -
• Faculty/Staff Protocols for -
• Travel Abroad with Students
• Travel Abroad Not Involving Students
• Recommendations for Faculty Traveling Abroad Not on University Business
Office of General Counsel, April 2015