PRE-WORKSHOP ACTIVITIYWith at least one other person:

Introduce yourself and your department or organization. Explain your experience with crisis planning and emergency planning.Discuss your goals for today’s discussion.

CRISIS MANAGEMENT AND BEST PRACTICES: Lessons Learned from H1N1, Egypt and Japan

Introductions: UsStacey Tsantir

University of MinnesotaDirector of International Health, Safety and Compliance

Joseph BrockingtonKalamazoo CollegeAssociate Provost for International Programs

Introductions: You

That’s Me

Plan for Today1. Background 2. Risk Management3. Creating emergency

plans 4. Using the plan5. Questions/

Discussion

1. Topic Background—Why?H1N1: World-wide, quarantines, differing advise & optionsEgypt: Political uprising and Travel WarningJapan: Earthquake, tsunami, nuclear threat, Travel WarningHaiti, Chile, New Zealand, Syria, Thailand…

1. Topic Background: Why? (cont.)Individual Student Incidents

Illness/Hospitalization Code of Conduct ViolationMental HealthRobberyInjurySexual AssaultOther

1. Topic Background: StandardsInterassociational Advisory Committee on Safety and Reasonability in Education Abroad (2001), Responsible Study Abroad: Good Practices for Health and Safety Forum on Education Abroad (2011) Standards

1. Topic Background: ActivityIndividual, Silent Consideration

Review the document, highlight sections that strike you

Partner DiscussionShare your reflections with a partner and discussWe will ask for volunteers to share

DisclaimerThe information provided is general in nature and intended for training purposes only. The content is not intended as legal advice.Legal counsel should be consulted concerning the legal effects and ramifications of specific action and situations.

1. Topic Background: The LawExtraterritoriality

Foreign Laws

Privacy IssuesFERPAHIPAA

Family Educational Rights and Privacy Act (1974)

Applies to schools that receive funds under an applicable program of the U.S. Department of EducationProtects Privacy of educational recordsAllows disclosure in a health and safety emergency

Educational philosophy

The Law: FERPA

The Law: ADANo Discrimination

When you exercise some control, assume it applies and make “reasonable accommodations”

State law may also apply

The Law: Cont.Title IX

Student Right to Know on Campus Security Act (Clery Act)

The Law: Negligence Requires

Duty to act / duty of careInjuryBreach of dutyCausation

What a “reasonable person” would do under similar circumstances

The Law: Contracts & WaiversDefine relationship

between institutionsbetween institution and studentbetween institution and employees

Allocate liability

Not always upheld

2. Risk ManagementRisk assessment

a step in a risk management procedureis the determination of quantitative or qualitative value of risk related to a concrete situation and a recognized threat (also called hazard).

Crisis Management a step in a Risk Management plan/procedure.

2. Risk Management (cont.)After you asses for risk. How will you manage?

Ignore RemoveEducate (staff, administrators, participants, procedures, e.g. crisis management plans/procedures)Insure Transfer (waivers/releases, participation agreements, informed consent, etc.)Budget

2. Risk Management: Group ActivityDiscuss differences in your approach and that of your partner

Consider an ideal approach (if its not yours)

We will ask for volunteers to share

2. Risk Management: EducationTrain staffStudent orientationsStudent handbooksDevelop procedures/Emergency Plans

2. Risk Management: Education (cont.)We must:

Provide health and safety information so participants & family can make informed decisions in preparation, participation and behaviorProvide orientation prior to the program AND onsite

Orientation should include:Safety and health risksLegal, environmental, political, cultural, and religious conditions in the host countryRisk mitigation strategies and student responsibilityAppropriate emergency response measures

2. Risk Management: Activity 2

2. Risk Management: Crisis?

Crisis: Emergency for which there is no plan

Perceived crisis: Those that pose no significant risks to the safety and well-being of participants, but are seen as threatening

2. Risk Management: Activity 3Is this a crisis?

What would make it no longer a crisis?

Is this an inconvenience?What would make it a crisis?

3. Creating Emergency PlansWho to involve in Planning

Education Abroad staffUniversity LeadershipLawyers/Risk ManagementFacultyInsurance/logistical providers (how will you work with them?)

Consider making them a formal team

3. Creating Emergency Plans (cont.)Consider/state the guiding principles of the response

Student health/safetyProtection of University (fiscal, media, law suit)Communications and information sharingFollow the Plan

3. Creating Emergency Plans (cont.)

Plan For:Individual student emergencies

Group/Program emergencies

3. Creating Emergency Plans (cont.)

HospitalizationPandemicIncapacitated StaffSexual HarassmentNatural DisasterArrest

DeathPolitical UnrestMissing Student

What would you do?

3. Creating Emergency Plans (cont.)Communications

InternalWith partner/insuranceParents/StudentsMediaOthers?

4. Using the Plan: BeforePractice

Test before the stakes are highUse real events

4. Using the Plan: DuringNo plan is perfect.

Use common sense

Use a team

4. Using the Plan: AfterReflect

Take care of your team!EvaluateConsider lessons learnedDocumentUpdate plans

Practice new plan

4. Using the Plan: TrackingImportant to collect data to:

See trendsImprove orientationsAssist students in making informed decisionImprove insurance coverageMake staffing decisionsReport to campus leadership, as required by Clery etc.

4. Using the Plan: Case Studies

Questions & Discussion

ResourcesDebrorah Ajango, (2000) Ed. Lessons Learned: A Guide to Accident Prevention and Crisis Response. Anchorage: University of AlaskaNAFSA EA KC H&S Subcommittee & Resources: http://nafsa.org/resourcelibrary/default.aspx?id=8764Forum Resources: www.forumea.org/ J. Brockington (2006) “Effective Crisis Management” International Educator Jul/Aug. pp 47-52. http://www.nafsa.org/_/file/_/ed_abroad_effective_crisis.pdf C. Filson (2010) “Abroad By Design” http://www.nafsa.org/interactive/core/orders/product.aspx?catid=3&prodid=221

Joseph BrockingtonAssociate Provost for International ProgramsKalamazoo Collegebrocking@kzoo.edu

Stacey TsantirDirector of International Health, Safety and ComplianceUniversity of Minnesotastsantir@umn.edu

Presentation located at www.kzoo.edu/cip/joe