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Before Departure (Health & Safety Handbook)

Basic safety and security steps

  • Share the following mental health steps and checklist with students and understand the resources available through the insurance.
  • Make sure everyone has any visas needed (note that requirements may be different for international students) and that all passports are valid for 6+ months longer than the return date. Encourage students to do this as early as possible, as many passport and visa offices are incredibly backlogged.
  • Register for Smart Traveler Enrollment Program (STEP).
  • Make sure everyone is enrolled in UW Student Travel Insurance, which includes downloading and activating International SOS.
  • Regularly check for updates regarding the itinerary country. Familiarize yourself with the area and the culture and note areas/venues to avoid.
  • The Travel Clinic at Hall Health offers pre-travel counseling, advice on needed prescriptions, vaccinations (fee-for-service), etc. Students may use their free visit to Hall Health for a Travel Clinic visit during a quarter in which they are enrolled.
  • Make sure everyone has relevant contact information on-hand. It’s best practice to have students pull out their phones during one of your pre-departure orientations and input the following information:
    • Local emergency number
    • In-country contacts/program director
    • Address/contact info of student housing
    • Nearest U.S. Embassy/Consulate
    • Nearest hospital or clinic
    • UW Travel Emergency 24/7 Line: +1.206.632.0153
    • International SOS Assistance Center: +1.215.942.8226

Vet transportation and accommodation before arrival

  • Use the Global Travel Health and Safety Third-Party Vendor Vetting Checklist resource to ask the right questions regarding the safety of your accommodation, transport, and excursions.
  • Run any questions or concerns by the Global Travel Health and Safety Team (travelemergency@uw.edu).
  • Include information regarding housing and transit for your students during pre-departure orientation, especially if they will be traveling unsupervised during free time.
    • Best practices always include not taking unmarked taxis, using a reputable transit/rideshare service, maintaining awareness of personal belongings on public transit, and locking all doors after entering or when leaving.
  • Check for specific warnings against certain kinds of transit or housing in your destination city (i.e. unreliable trains, taxi scams, unpaved mountain roads that may trigger car sickness).
    • If you are unsure, double check with your in-country partners and have Global Travel Health and Safety write up a specific safety guide for your destination.
    • Consult with International SOS resources for particular safety information on the country and city where you’ll be going.

Practice good food and water safety

  • Check to see if your destination has potable water. When in doubt, don’t risk it!
  • If the water isn’t potable, it’s not just about watching what you’re drinking. Make sure you and your students are brushing teeth and washing fruits/vegetables with only bottled or filtered water.
  • Only consume food from restaurants that are reputable; don’t eat raw or undercooked meat.
  • Have basic medication on hand to treat the basic symptoms of Traveler’s diarrhea or food poisoning. If the illness worsens or a student becomes dehydrated, implement the procedure for a medical crisis.
  • Make sure you set student’s expectations appropriately for the destination regarding food and water. If they will be eating a particular diet, eliminating foods, need to filter all their water, etc., they should know this beforehand.
  • If a student does begin showing signs of illness, even if it seems common or you have “seen it a thousand times” in your own experience, remember that everyone reacts differently. Listen to your students and don’t be afraid to pivot to get them the help that they need, sooner rather than later!

Prepare for financial emergencies

  • Be aware of the financial situation of the country before arrival: how common are ATMs? Will places take credit cards? Is your card set up to work internationally? Many international hospitals require the bill be paid in-full before a patient is discharged. For students, the amount (typically much smaller than it would be in the US) can be reimbursed. International SOS can work directly with a hospital if they are notified in time – call ISOS as soon as a medical issue becomes apparent.
  • As of 2024, UW Procurement is incredibly backlogged, through no fault of UW Study Abroad Finance and Administration. Make sure you’re aware of which vendors are being paid and how – particularly with accommodation and transportation vendors. Stay vigilant in tracking these payments and work with your program manager if issues arise.
  • If there are issues with a program card, be prepared to contact the number on the back of your card and tell them the type of transaction you were trying to make, the date, transaction amount, location, and any error message you receive.
  • If you continue to struggle to make a payment, reach out at travelemergency@uw.edu and uwsafa@uw.edu.

Best Safety Practices for Program Directors:

Click here for the complete program director handbook.

  • Meet with your students at least three times during the quarter prior to departure to discuss your program, answer questions, and allow students to get to know each other. In-person meetings are encouraged to help develop the group dynamic.
  • Have Global Travel Health and Safety (GTHS) present at your pre-departure orientation and/or prepare informational resources specific to your itinerary. Remind students to download and activate their ISOS Assistance app.
  • Encourage students to be transparent in completing their health survey, so that they can be best supported in the event of an emergency.
  • Make sure students taking medications know if their prescription is legal in the country they are going to and that they have more than enough for the trip.
  • Highlight any relevant material for students who face additional travel risks, depending on the destination: female travelers, LGBTQI+ travelers, travelers with mobility impairments, etc.
  • Utilize the buddy system! Help students feel accountable to one another and encourage them not to travel alone, specifically at night.
  • Discuss non-program related travel: what is acceptable and what is not? How do they share their plans with you? Make sure students follow both UW and in-country guidelines during their free time (i.e. following no swimming signs on beach, not attending protests, and upholding program drinking standards).