Kansas State University cannot guarantee or assure the safety of the faculty leader or participants or eliminate all risks involved in travel abroad. It is also not possible or desirable to monitor students’ choices and behaviors at all times. Emergencies can occur anywhere at any time in the world.
Kansas State University considers an emergency to be any circumstance that poses a genuine risk to, or that has already disturbed, the safety and well-being of program participants. Potential emergencies include, but are not limited to, a participant’s serious injury or illness; situations involving a violent criminal act against one or more participants in the program; an act of terrorism that poses a threat to the security of the program participants; a natural disaster; an act of war; or other event causing or threatening harm to one or more participants in the program.
Some situations may appear to be emergencies from the viewpoint of participants, family or friends back home, or the media but do not constitute genuine risks to the safety and well-being of program participants. Such perceived emergencies include, but are not limited to, routine medical visits, treatment of minor injuries, and theft of personal objects without harm to the owner.
Faculty and assistant leaders are responsible for familiarizing themselves with local authorities and health facilities in the host locations. It is the duty of the faculty and assistant leaders to advise participants on how to seek care if needed and to document these interactions.
Communications and Contact Information
- Be available 24-7 to respond to the needs of the participants.
- Share your host country contact information with the program participants and Education Abroad Office.
- Collect the host country contact information from the program participants.
- Carry the contact information for the Education Abroad Office and other emergency contacts with you at all times. Share this information with the program participants and request they carry it with them at all times.
Health and Safety
- Review the international health insurance summary of benefits to know what it will and will not cover.
- Consult a medical professional regarding the health and safety concerns in the host country and request the program participants do the same.
- Research the local medical facilities and emergency resources in the host country for all locations the program will visit and share the medical contact information with the program participants.
- Develop an alternate plan or meeting place for the program should the group become separated due to an emergency. Share these details with the participants and the Education Abroad Office.
- Ask the students to not post information on social media until the appropriate authorities have been notified.
- Conduct pre-departure orientations to provide students with information on health and safety.
- Invite the Education Abroad Office to provide pre-departure materials, and request the program participants to complete the pre-departure assessment within the online program application.
- Conduct an on-site orientation to review the health, safety, and general host country information.
State Department Assistance
- Register with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP) and request the program participants do the same. You may register at https://step.state.gov/step/.
- Review the U.S. Department of State Consular Information Sheet for your host country and research the contact information for the local U.S. Embassy or Consulate in the host country.
In the event of an emergency:
- Evaluate the situation and attend to immediate needs. If in danger, move to a safe location.
- Locate and contact all program participants as quickly as possible to ascertain their well-being and to coordinate an immediate response plan.
- Contact the local program coordinator, international office, authorities, embassy or consulate, if applicable. Follow the procedures they recommend or require.
- Contact the Education Abroad Office to alert them of the situation.
- During office hours (Monday – Friday, 8:00am – 6:00pm, CST) call 1 (785) 532-5990
- Outside of office hours call the 24 hour emergency line at 1 (785) 532-5494
- Gather more information about the situation from the following resources:
- If you receive new information or if the situation changes, report the information to the Education Abroad Office.
- Document the situation and the steps taken when responding to a situation. The Education Abroad Office Incident Report must be submitted upon return of the program.
- Keep copies of receipts for expenses associated with the situation, such as medical expenses.
- Complete an Incident Report and submit it to the Education Abroad Office at an appropriate time after the urgency of the situation has passed.