Emergency Contacts and Procedures

KSU Education Abroad places the utmost importance on the safety, security, and well-being on education abroad program participants. Moreover, Education Abroad 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 Education 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.

• 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 KSU Education Abroad.
• Discourage students from posting 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 KSU Education Abroad 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 Education Abroad.
• 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 KSU Education Abroad 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.

• 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 KSU's Global Assistance and Insurance Program provider for assistance. Additional basic information may be requested during the call.
• Contact KSU Education Abroad to alert them of the situation.
  • During office hours (Monday – Friday, 8:00am – 6:00pm, CST) call 1-785-532-5990
  • After hours, contact the emergency number provided during Pre-departure Orientation
• If applicable, take action to gather more information about the situation
  • U.S. Department of State
  • U.S. Center for Disease Control
  • Local U.S. Embassies & Consulates
• If you receive new information or if the situation changes, report the information to KSU Education Abroad.
• Document the situation and the steps taken when responding to a situation. KSU Education Abroad 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

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 a copy of this report to KSU Education Abroad at: abroad@ksu.edu as soon as possible. Submit the complete original report and all supporting materials immediately upon return to the United States.

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