Emergency planning

Health, Safety, And Risk Management

Planning Ahead

Proactively considering the known risks in your intended destination can aid you in planning a program that best mitigates those risks and enhances student safety through carefully-developed program activities and student preparation. Please utilize the resources linked in the “Student Preparedness & Orientation” section of this guide in order to review the known health and safety risks in your destination and consider how you can best adapt your program to mitigate those circumstances. Appropriate staff in Penn State Global are available to consult with program leaders on these planning issues. Please contact the customized programs team to discuss further.

 

Even the best laid program plans can be derailed by an unexpected event while traveling internationally. We encourage program leaders to consider contingency plans and back-up program activities in the event that plans must change due to unforeseen circumstances, such as a major protest in the local area, a storm, power outages, or even religious celebrations or holidays. Having a few ideas for “rainy day” activities can help to quickly salvage what might have been a confusing or frustrating day for the group if originally scheduled events must be cancelled.

Communication While Abroad

For routine communications during the program, Education Abroad will contact program leaders via Penn State email accounts. In addition, as a program leader it is required that you have a working mobile phone in your destination country and that you keep your phone charged and “on” at all times.  The mobile phone should not rely solely on WiFi in order to make or receive calls.  Students, local partners, and Penn State Global may need to reach you for urgent matters.

 

In the eyes of the University, you are the primary contact and responsible party for the study abroad program. Even if you partner with a local institution or third-party provider that provides 24-7 support, you must remain available to consult with Penn State and your local partners and take action in the event of an emergency.

Responding to Emergencies

Information on responding to incidents abroad will be shared at the Emergency Preparedness workshop (EPW) as stated above. If you experience an emergency while traveling internationally, immediately seek local assistance. You can contact Penn State and the University's international insurance provider 24/7 for help.

 

Depending on the type of emergency, you may take one, some, or all of the following steps:

Who to Call in Country

Penn State Contact Information

Medical Emergency Contact Information

Documenting the Incident

As soon as possible after an emergency or other incident, take a few moments to reflect on what has occurred. Document the incident details (times, locations, individuals involved), post-incident actions taken, and other developments as best you can either on paper or on your mobile phone/laptop. It may be difficult to recall everything at a later date and having a timeline of events and responses will prove invaluable in terms of record-keeping and institutional reporting requirements, if applicable.

University Reporting Guidelines for Incidents

Penn State employees are typically required to report major incidents that may involve misconduct, crimes, or other major health or safety concerns. Penn State Global staff can help you determine whether an incident that has occurred abroad is a reportable incident, and, if so, can assist in filing the report and/or ensuring that the involved parties complete the necessary reports. A list of resources for reporting a variety of incidents is provided on the University ethics site.

Support and Resources After an Incident

When an international incident is reported to Penn State Global, the first priority is assisting the immediate health and safety of any Penn State student or employee impacted. After the immediate situation is handled, Penn State Global will be sure to provide information on resources available to help support affected individuals while still abroad and after returning the University. Depending on the nature of the incident, such resources may include counseling and support services, continued medical care, Student Affairs programming and services, or other relevant University support resources.

Additional Health and Safety Resources

Prior to departure, EA will register all students and faculty in the group with U.S. Department of State STEP (Smart Traveler Enrollment Program) program.