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Risk Management

COVID-19 

Please read the Center for Disease Control and Prevention (CDC) travel guideline for information when traveling abroad.

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Due to COVID-19, we recommend not traveling however, once it is safe to start traveling again you can use the information provided by USG below to help you with your study abroad program.

1. Research

Please read the Center for Disease Control and Prevention (CDC) travel guideline for information when traveling abroad.

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Due to COVID-19, we recommend not traveling however, once it is safe to start traveling again you can use the information below to help you with your study abroad program.

2. Health Insurance 

The USG has entered into an agreement with Cultural Insurance Services International (CISI) to provide a robust and encompassing primary insurance plan for all USG students (and accompanying faculty/staff) studying abroad.

All students participating in sponsored study abroad programs should be enrolled in CISI international health and travel insurance.

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CISI offers a daily, semester and yearly rate and institutions may apply the rate that best fits their programs. More information can be found here: https://www.usg.edu/international_education/study_abroad/study_abroad_insurance

Your institution should decide whether you will include the price of CISI insurance in the Program Charge and take the responsibility of enrolling all students, or if students will be required to enroll themselves.

3. Risk Management & Assessment

Study abroad programs should be designed with attention to the overall quality and safety of the program. Personnel should understand what is considered appropriate and inappropriate behavior and be trained to deal with emergency situations.

All institutions are encouraged to conduct a risk assessment audit which consists of a comprehensive review of key health, safety, and liability issues and conditions of a Study Abroad program.

 

Items to be reviewed include: policies/procedures; the host location(s) policies/procedures and their consistency with home campus policies/procedures and compliance with U.S. law; and a review of orientation, promotional, marketing materials, as well as any agreements, contracts, waivers, etc.

4. DOS and CDC Travel Advisories

Department of State Travel Advisories


In January 2018, the U.S. Department of State issued a new Travel Advisory system which introduced a color-coded numerical rating system. Each country is given an overall rating from 1 to 4:

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  • 1 = Exercise Normal Precautions (Blue)

  • 2 = Exercise Increased Caution (Yellow)

  • 3 = Reconsider Travel (Orange)

  • 4 = Do Not Travel (Red)


The new system allows for a more nuanced description of risk factors as certain areas within a country may be assigned a different rating if the risks in that location do not align with the overall rating. Maps are available that indicate the range of levels within one country, underlining city/regional differences. The advisories also indicate the reason the level was given (e.g. Crime, Civil Unrest, and Terrorism).

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Centers for Disease Control and Prevention Advisories


The CDC’s Travel Health Notices inform travelers and clinicians about current health issues that impact travelers’ health, like disease outbreaks, special events or gatherings, and natural disasters, in specific international destinations. There are 3 types of notices:

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  • Watch Level 1 (Green): Practice usual precautions for this destination, as described in the Travel Health Notice and/or on the destination page. This includes being up-to-date on all recommended vaccines and practicing appropriate mosquito avoidance.

  • Alert Level 2 (Yellow): Practice enhanced precautions for this destination. The Travel Health Notice describes additional precautions added, or defines a specific at-risk population.

  • Warning Level 3 (Red): Avoid all non-essential travel to this destination. The outbreak is of high risk to travelers and no precautions are available to protect against the identified increased risk.

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Considerations


Institutions should consider how this new system affects your institutional risk tolerance. Specifically, each institution should decide on a policy of sending students/faculty to Level 2, Level 3 and Level 4 countries. Will your institutional policy:

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  • Consider nuances within the country, and in the specific city/region?

  • Depend on the reasons why the level was given?

  • Or the nature of the trip? (e.g. graduate student research versus Faculty-Led study abroad)


Further information here:

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As a reminder, and as discussed in the aforementioned ‘Preparing Students’ section, all study abroad students and faculty/staff should enroll in the U.S. Department of State Smart Traveler Enrollment Program (STEP).

5. Emergency Response

All institutions are encouraged to formulate a documented Emergency Response Plan and do so by forming an on-campus Emergency Response Team (similar to the Institutional Study Abroad Committee). This team will be charged with developing response plans for potential situations, taking into account cultural and political considerations, legal issues, and available resources. The team should also determine a communication method and/or initial protocol for contacting individuals and/or convening a meeting in the event of an emergency.

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The Emergency Response Team may include individuals from:

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  • Study abroad office

  • Dean of Students

  • Public Safety/Campus Police Office

  • Counseling

  • Institutional Legal Counsel

  • University Communications/Public Relations

  • Provost’s Office

  • Campus Police


The Emergency Response Plan could be formulated using this basic format:

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  1. Emergency is reported and members of the Emergency Response Team are informed.

  2. Gather as much information as possible from individual’s on-site, contact or investigate sources for detailed and accurate information.

  3. Take action as warranted and according to any pre-established action plan.

  4. Record the chronological sequence of events in writing leading up to, during, and after the crisis. Maintain good records, including an Incident Report for future reference.

  5. Debrief with all involved individuals. Make changes to Emergency Response Plan where warranted.


The Emergency Response Team may consider outlining varying protocols using different ‘What to do if…’ scenarios, such as:

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  • Medical/physical health emergencies

  • Psychological/mental health emergencies

  • Civil disturbance/Act of terrorism

  • Missing program participant

  • Arrest of student

  • Robbery

  • Assault

  • Rape/sexual violence

  • Death of trip participant


The Program Directors (faculty/staff) leading the study abroad program should also have an Emergency Plan in place. This on-the ground Emergency Plan may consider the following:

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  • Emergency contact and phone line available 24 hours/day

  • Information regarding nearest police station, hospital, U.S. Embassy, etc.

  • Alternative location housing; transportation options

  • Access to and utilizing a procurement card (e.g. P-card) for emergencies

  • If the program is small and only one faculty is leading the trip, then consider utilizing the CISI Chaperone Replacement policy and designating a back-up person.

6. Evacuating Students From Abroad

During the COVID-19 crisis, study abroad programs around the world were moving to help students who were stranded abroad due to border closures and lack of international air travel options. While this pandemic was unprecedented in many ways, the U.S. Department of State offers the following guidance for practitioners:

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  • Ensure all students and program leaders are enrolled in the U.S. Department of State’s Safe Traveler Enrollment Program, also known as STEP. Visit step.state.gov. This ensures the U.S. State Department is aware of who is in country to provide information during emergencies.

  • Subscribe to the U.S. Department of State’s Overseas Security Advisory Council for access to reports and analysis.

  • Familiarize yourself/ your institution with the four travel advisory levels issued by the U.S. State Department.

  • Follow the U.S. Department of State’s Bureau of Consular Affairs on social media and always check country pages on travel.state.gov for the latest information. 1. Facebook: U.S. Department of State: Consular Affairs; 2. Twitter: www.twitter.com/travelgov; Instagram: instagram.com/travelgov

  • Know the limits of your travel insurance provider. Many do not cover evacuation costs in the case of a pandemic.

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