Faculty Response: Emergencies & Incidents

Faculty Response: Emergencies & Incidents

If you need immediate emergency medical assistance for yourself or someone else, please call local emergency services for support. To find the equivalent of "911" abroad, please refer to this U.S. State Department reference.

Support during Office hours (8am-5pm MST)

University of Arizona Study Abroad front desk Call: +1 520-626-9211.

Support After hours: Contact Crisis24

Call: +44 1202 937 401

Text: +44 7766 556 078

Or call the UAPD at +1 520-621-8273.

Important Contacts:

Arizona International Travel Director, 
Jill Calderon

+1 520 626 4931 / jcaldero@arizona.edu

International Risk Analyst,
Federico Guajardo

+1 520 621 1755 / federicodg@arizona.edu

Arizona International Travel

+1 520 621 1063 / internationaltravel@arizona.edu

Reporting Incidents and Emergencies

An emergency is a life-threatening or potentially life-threatening event that requires immediate response. Examples of emergencies are: life-threatening injury or illness (generally requiring hospitalization), death, kidnapping, extortion, involvement in a violent crime, arrest or detainment, missing student(s), civil unrest or natural disaster that requires evacuation, and/or life-threatening disease outbreak.

Responses to an emergency must occur swiftly. Your first priority is to quickly assess the situation, gather as much information as possible, and stabilize the situation. Always remember to address the safety of those directly involved and then the rest of the group. Maintain calm and order by providing the group with clear instructions.

An incident is a non-life-threatening occurrence that requires the involvement of local authorities or medical professionals, and/or is of a disciplinary nature. Program leads are expected to report all incidents, whether directly witnessed or reported to them by a third party. Report incidents online using the Incident Response Form or via email to International Travel and the appropriate study abroad coordinator. You may also call Study Abroad directly at (520) 626-9211. If impossible to directly report within 24 hours, maintain thorough documentation of events and provide the report to Study Abroad as soon as possible.

The Department of Education requires that all U.S. universities request reports from local police jurisdictions regarding crimes perpetrated on any property rented to or contracted by a university for any purposes involving students. For this purpose, an email confirming reservations, or even a verbal agreement constitutes a “contract”. In order to comply with this federal regulation, you must fill out the Clery form when you know where you and the students will be housed and any other buildings where program activities will be held if the spaces are reserved by you or any other university employee. You may fill out this form before or after the program is over. When making your arrangements, as possible, specify in your reservations the dates and times of university control.

If you are working with an approved vendor, you are not required to report this information. We recommend that you consult with either Study Abroad or International Travel for further details.

The properties described above include, but are not limited to hotels, apartments, classrooms, or any other rented public or private spaces that are controlled by you and used by the students on your program.

The University Prohibits discrimination and harassment on the basis of race, color, national origin, sex, religion, age, disability, veteran status, sexual orientation, gender identity and genetic information. In alignment with Title IX of the Education Amendments of 1972, the University of Arizona prohibits all forms of sex discrimination, including sexual harassment, sexual violence, sexual assault, interpersonal violence, and stalking.

Faculty are responsible for promptly reporting any concerns regarding discrimination and harassment to the Office of Institutional Equity. Students should be advised of your reporting obligation, so they can determine the extent of the information they wish to disclose. If a student reports sexual violence, discrimination, or harassment, inform them that you are non-confidential and must report the name of the alleged perpetrator(s), the student(s) affected, as well as the relevant facts, once they are disclosed to you. Inform the student that there are confidential reporting options including CAPS and Survivor Advocacy. Advise students that when a non-confidential report is made, they will be contacted to be provided with resources, information, and options, but they are under no obligation to file a complaint and/or utilize resources. All university employees traveling with students are expected to provide support for any student victims and participate in any subsequent investigations.

All university employees traveling with students are required to have completed mandatory Preventing Harassment and Discrimination training, available at this link: https://edgelearning.arizona.edu/.

Emergency Planning

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 Destination Dashboard 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)