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Study Abroad:  Safety, Liability and Risk Management

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Study Abroad:  Safety, Liability and Risk Management from a University Perspective

Natalie A. MelloNatalie A. MelloDirector of Global OpportunitiesDirector of Global Opportunities

Interdisciplinary & Global Studies DivisionInterdisciplinary & Global Studies DivisionWorcester Polytechnic InstituteWorcester Polytechnic Institute

Where to start?

• Responsible Study Abroad:Good Practices for Health and Safety

http://www.nafsa.org/knowledge_community_network.sec/education_abroad_1/education_abroad_2/practice_resources_12/health_safety/guidelines_for_health

• Provides general guidelines– Families– Participants– Program Sponsors

• Consider this the standard for the profession

Conduct periodic assessments of health and safety conditions for their programs, and

develop and maintain emergency preparedness processes and a crisis response plan.

Actions to Take

Establish a risk management team

Publish a handbook for all participants that includes a crisis response plan

Hold training sessions for any campus personnel who are leading excursions of students off campus

Provide health and safety information for prospective participants so that they and their parents/guardians/families can make informed decisions concerning preparation, participation

and behavior while on the program.

Comprehensive handbooks

– Specific to location– Updated regularly– Send home to families

Provide information concerning aspects of home campus services and conditions that cannot be

replicated at overseas locations.

How to Spread the Word

• Include in handbook

• Train faculty or advisors traveling with students– Mandatory attendance at non-academic

issues workshop– Collaborate with professionals in Student Life

When: Prior to the program and as needed on site

Information should include safety health legal environmental political cultural religious conditions in the host country

Additional Information potential health and safety risks appropriate emergency response measures

Mandate Orientations

Make sure they are site specific

Orientations

Consider health and safety issues in evaluating the appropriateness of an individual's

participation in a study abroad program.

• Involve office of disability services• Inform participants of their responsibility to self-

disclose• Have the ability to offer alternative locations if

appropriate

Determining criteria for an individual's removal from an overseas program taking into account participant behavior, health, and safety factors.

• Publish code of conduct– Include in handbook

• Uphold judicial process even while off campus• Publish behavioral expectations beyond the

code of conduct

Require that participants be insured. Either provide health and travel accident (emergency

evacuation, repatriation) insurance to participants, or provide information about how to

obtain such coverage.

Insurance

• Be prepared to provide letters verifying participation to insurance companies

• Facilitate getting local insurance if necessary• Explain the local health system

– Not necessarily a co-pay option, must pay in full at time services rendered

• ISIC, Lewer Agency, HTH Worldwide, SOS International, etc. 

Conduct appropriate inquiry regarding the potential health and safety risks of the local environment of the

program, including program-sponsored accommodation, events, excursions and other

activities, on an ongoing basis and provide information and assistance to participants and their parents /

guardians / families as needed.

How to Prepare

• Local expertise• Site visits• Certificates of insurance• Seek information from recognized sources

Hire vendors and contractors (e.g. travel and tour agents) that have provided reputable

services in the country in which the program takes place. Advise such vendors and contractors of the program sponsor's

expectations with respect to their role in the health and safety of participants.

Lessons Learned

• Sponsor’s (university’s) guidelines & protocols must prevail

• Check with colleagues on experience with certain vendors

Conduct appropriate inquiry regarding available medical and professional services. Provide

information about these services for participants and their parents/guardians/families, and help

participants obtain the services they may need.

Inquiry

• Perform inquiry for the best, closest hospitals, dental and mental health facilities– Check with US embassies / consulates for

their lists• Publish such information in the handbook

– Include maps– Emergency card in local language

Develop and provide health and safety training for program directors and staff, including

guidelines with respect to intervention and referral that take into account the nature and

location of the study abroad program.

Health and Safety Training

• Require attendance at workshops– Involve professionals from Student Life in

developing these workshops• Publish handbooks specific for use by university

leaders of excursions– Inform of policies, practices and protocols– Can’t uphold, can’t go

Develop codes of conduct for their programs; communicate codes of conduct and the

consequences of noncompliance to participants. Take appropriate action when aware that

participants are in violation.

Code of Conduct

• Publish in handbooks• Enforce these rules!

– Don’t publish a policy that the university is unwilling to enforce.

• Make the punishment fit the crime– Pay attention to language

• “may result in termination” vs “will result in termination”

Obtain current and reliable information concerning heath and safety risks, and provide that information to program administrators and

participants.

Health and Safety Risks

• Research all available information from reliable, expert sources

• Publish such information– State Department– Overseas Security Advisory Council (OSAC)– CDC (Centers for Disease Control)– WHO (World Health Organization)– Other nations’ evaluations (UK, Canada,

Australia)

In cases of serious health problems, injury, or other significant health and safety

circumstances, maintain good communication among all program sponsors and others who

need to know.

Crisis Management

• Establish and publish a crisis management plan– Revisit and update regularly– Establish a clear line of communication BEFORE

anyone leaves for a site

• Wallet cards with emergency numbers– 2 copies to each student

In the participant screening process, consider factors such as disciplinary history that may impact on the safety of the individual or the

group.

• Screen applicants through Student Life BEFORE anyone is accepted

• Get permission from students to do this on the application

Provide information for participants and their parents/guardians/families regarding when and where the sponsor's responsibility ends and the

range of aspects of participants' overseas experiences that are beyond the sponsor's

control.

Sponsor Responsibilities

• Publish all policies about what is expressly forbidden

• Publish start and end dates• Address issues of personal decisions

Tools to help ensure Health and SafetyWeb based tools

Tools to help ensure Health and SafetyHand held tools

Web Resources

Web Resources

Web Resources

Web Resources

Web Resources

Web Resources

Web Resources

Web Resources

Web Resources

Web Resources

Professional Associations

Professional Associations

Professional Associations

Professional Associations

Professional Associations

Contact Information

Natalie A. MelloNatalie A. MelloDirector of Global Operations

Worcester Polytechnic Institutenmello@wpi.edu

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Study Abroad: Safety, Liability and Risk Management

Bill Frederick

Director of Risk Management Services

The School for Field Studies

Liability

• Negligence– Duty to act

– Injury

– Breach of duty

– Causation

• Standards– Dominant orgs

– Legal rulings

– Trade orgs

• Due Diligence

Risk Management• Reducing Risk – Safety

– Understand hazard exposure landscape– Prevention of incidents– Mitigation of consequences

• Transferring Risk– Insurance– Waivers/acknowledgement of risk forms– MDs/Counselors

• Accepting Risk/Sharing Risk

Reducing Risk – Safety• Initial Questions

– What is the work that your organization does?– Where do you do it?– How is it structured?– Who are your students?

• Homework/Research (due diligence)– Open source/local inquiry– Evaluate infrastructure– Identify objective hazards

• Create risk management strategies– Objective hazard avoidance and mitigation

• Create comprehensive strategies– Transportation, medical, communication,

• Program analysis and review

Homework/Strategy(due diligence)

• Regional Hazards– Natural Disasters– Disease– Flora/Fauna– Crime/terrorism/political

strife• Country Infrastructure

– Medical– Communications– Transportation

• Cultural Issues• Student Issues

– History – med/psych/dis– Issues

Risk Management StrategiesEngineering, Legislation, Education

• Engineering – program structure, physical structure, technology

• Legislation – rules,

procedures, policies, protocols (clearly communicated to staff and students prior to program)

• Education – (students) pre program handbooks and orientations; in country orientations, language and culture, teachable moments, ongoing education

• Education – (staff)

cultural competency, emergency medical, student issues, etc

Reducing Risk - Mitigation

• Contingency Plans– Lost Student– Emergency Evacuation– Car Accident– “Misbehavior”– Psych Emergency– Natural Disaster– Other Disaster– Sexual Assault– Death– EAP, CMP, BCP, etc– Flu Pandemic

• Staff Training• Crisis Simulations• Incident Reporting• Evac and Repatriation

Insurance• Health Insurance• Staff Med Training• Advisory Physician• Advisory Counselor• Legal Counsel• Insurance Counsel

Program AnalysisWhat are the links in the chain?

• Program philosophy• Leadership structure• Policies/procedures• Staff hiring• Staff training• Operations• Medical screening• Gear

malfunction/misuse• Miscommunications

Fault Tree Analysis

Transportation Strategy

DRIVING IN KENYA

Medical Strategy

Communications

• Look at the what, where, how and who of your program

• Gather informational resources – NAFSA, CDC, WHO, IAMAT, OSAC, US State Dept., etc.

• Develop the hazard landscape• Create specific risk management strategies as

well as comprehensive strategies• Analyze your program’s component parts and

exercise due diligence in identifying opportunities for enhancing safety

• Continually strive for your ideal safety potential

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• Slides and Recording – www.innovativeeducators.org/studyabroad.ppt – We will send you a link to view the recording by Monday, Nov. 7 th

• Evaluation

• Exit• Thank You

Innovative Educators