All students must complete the online pre-departure orientation provided by the Study Abroad team. Additionally, all programs must hold a pre-departure session, followed by an in-country session. Specific program expectations and policies should be clearly explained on program syllabi and presented both prior to departure and upon arrival. We recommend the following topics:
- Emergency procedures and rendezvous points
- In-country support, how to get a hold of you after hours, or who they should contact if you are unavailable
- Contact information for all support staff, local emergency services, etc. (enter important numbers into phones and have them written somewhere non-electronic)
- General safety with money and valuables
- General safety concerns and those that are unique to your location (e.g. fire safety, political demonstrations, or climatic conditions)
- Unique cultural aspects of the program country or countries
- Social media concerns – we recommend reminding students not to post their current whereabouts on social media and never to share information about ongoing emergencies
- Avoiding and handling sexual harassment (noting social and gender norms)
- Responsible drinking and other behavioral expectations
- State Department STEP registration
Creating Your Emergency Plan
Each program lead should create an emergency plan with the following information:
Health Care
Prior to departure, work with Geo Blue, Study Abroad, or the U.S. Embassy in-country to locate and identify nearest and reputable:
- Hospitals
- Clinics
Encourage students who need the following services to talk to their study abroad coordinator and/or use the Geo Blue app to locate:
- Mental Health Professionals (English speaking)
- Specialists for specific disclosed medical conditions (English speaking)
Communication Procedures
Develop clear protocol that maps out program staff responsibilities before program begins. Answer questions such as the following:
If a student is hospitalized and the group must travel who will stay with him or her and who will proceed with the group?
The highest-ranking university representative (usually the program lead) needs to stay with the student in the most vulnerable situation with very few exceptions.
In the case of a disciplinary issue, the program lead should address the issue directly with the student, Study Abroad, and International Travel. Program leads should not delegate this responsibility to program assistant staff. International Travel or Study Abroad will engage the University of Arizona Dean of Students in any disciplinary matters.
Fire Considerations
Many countries do not mandate fire alarms or fire suppression systems. Be sure to verify their availability and plan accordingly. In areas of low crime, it’s best to arrange for lodging in lower floors where there are accessible exits. Take into consideration any mobility or other disability-related needs when arranging housing. Always memorize where the closest exits are for any building in which you and the students live, study, or enter.
Points of Rendezvous
In the case that technology (cell phones, internet) fails, pre-determine where a group will meet up in case of an emergency (in housing, on excursions, etc.).
Access to Student Information
Be sure to have hard copies with you, for each participant:
- Passport information (in UAbroad)
- Health Information Form (if the student has submitted one)