Emergency Contacts and Procedures

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.

In the event of an emergency or crisis situation, the faculty leader should contact the Kansas State University Study Abroad Office and the appropriate on-site authorities. 

In-country contacts

U.S. Embassies and Consulates: http://www.usembassy.gov/

  • From the U.S. & Canada 1-888-407-4747
  • From Overseas +1-202-501-4444

International "911" emergency numbers: http://www.sccfd.org/travel.html

Kansas State University Study Abroad Office

In the case of a true emergency, please call:

Study Abroad Office
During business hours (M-F, 8am - 6pm)
1-785-532-5990
24-hour emergency line
During non-business hours
1-785-532-5494

In the case of a minor emergency or inconvenience, please call the Study Abroad Office at 1-785-532-5990 or email abroad@ksu.edu

United Healthcare Global Emergency Response Center

(International health insurance and emergency response provider for the KSU Study Abroad Office.)
Toll-Free: 1-800-527-0218
Collect Call from Outside of the US: +1-410-453-6330

Specific phone numbers to be called, if calling from abroad, can be found at http://www.k-state.edu/studyabroad/emergency/

 

United Healthcare Global Study Abroad Insurance

All Kansas State University students participating on  a study abroad program are required to have international health insurance that offers Worldwide Travel Assistance.  

Many students who participate on Kansas State University Study Abroad Programs will have international health insurance through United Healthcare Global

United Healthcare Global EMERGENCY RESPONSE CENTER
Baltimore, Maryland, USA
Toll-Free: 1-800-527-0218
Collect: 1-410-453-6330

Specific phone numbers to be called, if calling from abroad, can be found at http://www.k-state.edu/studyabroad/emergency/

United Healthcare Global Summary of Benefits
Instructions to filing a claim with United Healthcare Global can be found in the Respond to an Emergency or an Incident section. 

Calling Overseas

To call from the U.S. to another country (except Canada),  dial 011 – Country Code – area code – phone number.

To find any country code or area code and time zone, visit www.countrycallingcodes.com

What Constitutes as an Emergency or an Incident?

The Study Abroad Office places the utmost importance on the safety, security, and well-being on education abroad program participants. Moreover, the Study Abroad Office and the Faculty Leader must follow prudent measures to verify that accommodation, transportation, and medical facilities are safe and of reasonable quality, and that communication plans and emergency responses are in place to provide a safe environment for program participants.

While on a K-State Faculty-Led Study Abroad Program, K-State expects all participants to take the same precautions that they would follow in their home communities in the U.S. and to make smart decisions at all times. Faculty Leaders should caution students to use common sense, be alert and aware of their surroundings at all times, travel with a buddy, and to never put themselves in compromising positions with the use of drugs or alcohol.

K-State 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.

Emergencies will include, though not be confined to, the following types of events and incidents:

  • Physical assault
  • Disappearance or kidnapping of a student
  • Robbery
  • Sexual assault or rape
  • Serious physical or emotional illness
  • Significant accident and/or injury
  • Hospitalization for any reason
  • Terrorist threat or attack
  • Local political crisis that could affect students’ safety and well-being
  • Arrest or questioning by the police or other security forces
  • Any legal action (lawsuit, deposition, trial, etc.) involving a student
  • Natural disaster such as an earthquake, flood, fire, tornado, hurricane, volcano, etc.

Prepare for an Emergency or an Incident

  • Register with the U.S. Department of State – STEP (Smart Traveler Enrollment Program) and request the program participants do the same.
  • Review the U.S. Department of State Consular Information Sheet for the host country and research the contact information for the local U.S. Embassy or Consulate in the host country.
  • Review the international health insurance summary of benefits to know what it will (or 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 Study 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, safety, etc., invite the Study Abroad Office to provide pre-departure materials, and request the program participants to complete the pre-departure assessment within the online program application.
  • Share your host country contact information with the program participants and Study Abroad Office.
  • Collect the host country contact information from the program participants (phone number, etc.).
  • Conduct an on-site orientation to review the health, safety and general host country information.
  • Review the KSU Crisis Management Protocols provided by the Office of Student Life.
  • Be available 24-7 to respond to the needs of the participants.
  • Carry the contact information for the Study 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.

Respond to an Emergency or an Incident

  • Evaluate the situation and attend to immediate needs. If necessary, contact local emergency services.
  • If in danger, move to a safe location.
  • Contact the local program coordinator, international office, authorities, embassy or consulate, if applicable. Follow the procedures they recommend or require.
  • Locate and contact all program participants, as quickly as possible to ascertain their well-being, and to coordinate an immediate response plan.
  • Contact the Emergency Response Center at 1-410-453-6330 or operations@frontiermedex.com for assistance and to file a claim with the international health insurance provider. Information to have ready: ID number on the insurance card, name of the individual, date of birth, current location, and medical issue. Additional basic information may be requested during the call.
  • Contact the Study 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
  • If applicable, take action to gather more information about the situation
  • If you receive new information or if the situation changes, report the information to the Study Abroad Office.
  • Document the situation and the steps taken when responding to a situation. The Study 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.

Program Incident Report Form

Program Incident Report Form

Please fill out this form as completely and legibly as possible. In the event of any legal action, this form will serve as the official college record of what transpired and what actions were taken by responsible college officials at the scene of the incident and thereafter. Attach any documentary evidence and extra sheets as necessary.

E-mail or fax a copy of this report to the Study Abroad Office at: 785-532-6550 or abroad@ksu.edu as soon as possible. Submit the complete original report and all supporting materials immediately upon return to the United States.

Kansas State Emergency Protocols

For detailed information on K-State crisis protocols, please visit the following website: http://www.k-state.edu/studentlife/crisisassistance/

Kansas State University cannot guarantee or assure the safety of the faculty leader or participants or eliminate all risks from the study abroad environment. Nor can we monitor students’ choices and behaviors at all times, or prevent them from engaging in dangerous, unwise, or illegal activity. Emergencies can occur anywhere in the world. The faculty leader is the primary contact for the program participants while abroad, so it is important to plan accordingly.