Crisis Procedures (Health & Safety Handbook)

• If facing a Red Level health emergency, call the local emergency number and work to stabilize the student. You are the point of contact in a medical incident where the student cannot advocate for themselves.
  • If a student needs to be hospitalized on a program, the priority is the ill student. Activities may have to be rescheduled or canceled. Program directors or co-leaders should assist with the admission process and ensure the student is settled, but are not expected to remain at the hospital for the duration of the period the student is hospitalized.
  • Call International SOS, on behalf of the student. They will be able to locate the nearest hospital, set up a guarantee of payment, or organize an emergency evacuation, if needed. ISOS can also provide translation services.
  • Call the Global Travel 24/7 Emergency line (001-206-632-0153) and provide information about the emergency.
  • Together with Global Travel Health and Safety, if necessary, help support the logistics and planning of a medical evacuation and/or bedside visit from a family member or guardian.
  • In the event of an evacuation, set expectations accordingly. Authorizing an evacuation requires multiple layers of approval involving the ISOS medical team and in-country doctors. Most evacuations will take several days to arrange.
• If facing an Orange Level health emergency, utilize local emergency services to get the student the treatment they need.
  • Advise the student to call International SOS to open a case. If the student is physically unable, call International SOS on behalf of the student. ISOS will be able to locate the nearest medical facility and begin the process of securing a guarantee of payment.
  • Work with in-country partners to access treatment services or coordinate transportation. If a student needs to be hospitalized, assist with the admission process and ensure the student is settled – if possible, use in-country partners to help pivot and adjust the needs of the program.
  • Inform Global Travel Health and Safety about the incident.
• If facing a Yellow Level health emergency, rely on pre-departure preparation, in-country partners, and local resources to treat the issue.
  • Use over-the-counter medication, first aid or home remedies to treat symptoms based on the student’s needs.
  • Remind the student to call International SOS if they need help setting up a doctor’s appointment or need assistance locating the nearest pharmacy or medical facility.
  • Encourage best practices while sick, including plenty of rest and fluids.
  • Monitor the student and ensure the illness does not worsen.
  • LISTEN TO THE STUDENT. If the student, or others around them, are telling you this is more serious than a yellow-level illness, assume they’re correct. Even if you’ve think you’ve seen that kind of illness, dehydration, heat exhaustion, or stomach virus a million times, remember that everyone’s body reacts differently. If a student says they need to go to a hospital, help them get to a hospital.

• If facing a Red Level mental health crisis, first call the local emergency number. Once the student is secured, call International SOS, and the UW Global Travel Health and Safety 24/7 Emergency line. You are the point of contact in a mental health emergency where the student cannot advocate for themselves.
  • Do NOT, under any circumstance, leave an actively suicidal student alone. Ensure that a program director or co-leader is with them until they are in the presence of local emergency services and UW Global Travel Health and Safety has been notified of the situation.
  • If a mental health evacuation is deemed medically necessary, whether before or after in-person treatment, arrangements will be made through International SOS and will require approval from their medical team and in-country doctors.
• If facing an Orange Level mental health crisis:
  • Determine if the student will voluntarily accept help. If so, assist the student in contacting International SOS and work together to find the nearest, English-speaking treatment center or to connect them with a telehealth provider. If the student will not voluntarily accept help, notify Global Travel Health and Safety (travelemergency@uw.edu or 001-206-632-0153).
  • Use UW resources to best support the student (Husky Helpline) and work with Global Travel Health and Safety, local partners, and the student to develop a best plan of action.
  • If a student is wanting to leave a program for mental health reasons, inform Global Travel Health and Safety. The cost will only be reimbursable by insurance if there is prior approval by the International SOS medical mental health team and in-country doctors, this approval will require the student agree to be evaluated.
• If facing a Yellow Level mental health crisis:
  • Talk to the student regarding the behavior that you’ve seen. Avoid the phrase “we need to talk” and be as concrete and specific as possible when referencing behavior. Allow the student to speak freely, without interruption.
  • Encourage the student to reach out for help. Provide resources, including mental health assistance provided through Husky Helpline and International SOS.
  • Inform Global Travel Health and Safety (via email) about the situation; it’s best to do this before a situation escalates. Even if it has the potential to resolve itself, it’s always easiest to let us know sooner rather than later.
  • Consult with your UW Study Abroad program manager if you need assistance addressing a situation or navigating a conversation with a student.
  • Monitor the situation. Pay specific attention to signs such as missed assignments, erratic performance, work or essays that indicate hopelessness, social isolation, acting withdrawn, statements from other students, or inability to make decisions.

Refer to Program Management resources for handling mental health crises.

Review the Standards of Conduct.

• If facing a Red Level conduct issue, call the local emergency number, if needed, to deescalate and establish a safe environment; call the UW Global Travel Health and Safety 24/7 line.
  • Remove students from any situations that are an immediate threat to their lives or safety.
• If facing an Orange Level conduct issue:
  • Inform Global Travel Security, via email or the 24/7 phone line. Be prepared to give specific information regarding the situation: what did the student do and say? Were there witnesses? Is anyone at risk? Is the behavior getting worse? Document the situation.
  • Global Travel Health and Safety will inform you on whether or not to begin the disciplinary process and develop with you a plan for next steps.
• If facing a Yellow Level conduct issue:
  • Meet with the student at the earliest sign of alarming conduct.
  • Monitor the situation and keep documentation.
  • Inform Global Travel Health and Safety via email about the situation; it’s best to do this before a situation escalates. We’d rather know about something as soon as it raises a yellow flag for you.
  • Inform your Study Abroad program manager about the situation. Schedule a phone call with your program manager if it would be helpful to talk through the situation. They can help you parse out how serious the situation may be and come up with a plan for next steps.

For legal emergencies regarding sexual assault or a Title IX violation:

• • Support the student. Let them guide the process, make sure they feel heard, and keep the incident confidential by not disclosing the incident to others on the program. If the student wants to or feels capable of taking charge of their incident response, let them run point; if a student communicates that they want you to advocate or reach out on their behalf, manage the situation at the direction of the student.
    • Contact Global Travel Health and Safety to report the incident. Include information regarding the situation and the names of both the affected and alleged offending parties. Confidentiality applies to not sharing information to others on the program or at the University; Global Travel Health and Safety is required to know details to ensure the safety of the student and the program.
    • If the student wants to file criminal charges, inform Global Travel Health and Safety, local authorities, and contact the US Embassy.
    • If the student needs medical attention, work with in-country partners, International SOS and Global Travel Health and Safety to find services. Medical treatment may include an exam, blood tests, STD screening, pregnancy prevention, and the treatment of any physical injuries, including open wounds or head trauma.
  • Monitor the student’s well-being. Thank them for trusting you. Note changes in behaviors and habits, understanding that trauma can manifest in a myriad of ways. Ensure the student feels supported and continue to assess what emotional, mental and physical health needs they may have.
  • File an online report (this can be done by you, the program director, or the student themselves). This can also be done anonymously. Resources and next steps, including information about opening an official investigation (if it is the desire of the affected student) will be provided by the Office of the Title-IX Coordinator after the report is filed.

For legal emergencies regarding political emergencies or natural disasters:

• • Have an emergency plan in place BEFORE an emergency or natural disaster. Establish a check-in plan and ensure that students understand and comply. Where is a list of contact numbers for program participants located and does everyone have easy access to this? Who will run point in contacting students? Where is the central meeting spot in the event of an emergency, in any given location (particularly when students are disbursed, on weekends, or during free time)?
    • Contact and gather all students together, making sure everyone is accounted for. Ensure that everyone is in a safe, secure location and that all immediate needs are being addressed.
    • If a student is missing: locating all students takes priority! Gather as much information as possible about the student’s last whereabouts and who they were with. Contact them by any means available. Reach out to authorities, Global Travel Health and Safety and in-country partners to expand the search.
  • Contact Global Travel Health and Safety immediately, using the 24/7 line. Note the status of student travelers. The sooner you let us know about a situation, the sooner we can coordinate evacuations, reach out to emergency contacts (ideally before a news story breaks), or help make adjustments to the program!
  • If Global Travel Health and Safety reach out to you because we have been made aware of an incident, confirm as soon as possible your location and the safety of the students. Note any immediate changes that need to be made in regards to the program.
  • Global Travel Health and Safety will contact the nearest US embassy or activate our PEND (political evacuation, natural disaster) insurance coverage to develop a plan for evacuation or sheltering-in-place until help can arrive.
  • Keep the students calm. Address any immediate medical or mental health needs.
  • Share information regarding emergency response as delivered by Global Travel Health and Safety and the Embassy.

For legal emergencies regarding crime or theft:

• • Attend to the physical and emotional needs of the student: make sure they have not been injured or are not experiencing psychiatric shock. If so, refer to the procedure for medical or mental health crises.
  • Contact the local police, with the impacted student’s consent and on behalf of the student.
  • If stolen items include a passport or visa: contact the nearest U.S. Embassy. Check if the student has a digital or physical copy of their documents. Check with your Study Abroad program manager or program materials for copies of a student’s passport or visa.
  • If stolen items include medication: check if the student has a copy of their medical prescription. If not, have their US provider send a copy as soon as possible. Work with International SOS, in-country partners, and a local pharmacy to refill the prescription as soon as possible. If the medication is being used to treat a life-threatening mental or medical condition and the prescription cannot be refilled by the time of the next dose, go to the nearest hospital and contact International SOS.
  • If the student is the alleged perpetrator of the crime, they are subject to the host countries laws and legal system. Immediately contact the US Embassy; a consular officer will be assigned to the student.
  • The consular officer can:
    • Visit the student in jail.
    • Give the student a list of local attorneys.
    • Notify the student’s family or friends and relay requests for money or other aid with the student’s authorization.
    • Intercede with the local authorities to ensure that the student is treated humanely and ensure that the student’s rights under local law are fully observed.
  • Inform Global Travel Health and Safety (travelemergency@uw.edu) to report the crime or missing items and intended plan of action.

If you are contacted by the media, for whatever reason, regarding an incident, do not make a statement, offer information (including the student’s name) or provide comment without being advised by UW’s Office of Global Affairs and Global Travel Health and Safety.