:: Faculty Handbook ::
Risk Management Checklist for Faculty Led Programs
- Conduct a pre-departure orientation for outgoing students to include the following topics:
- Arrangements for any out-of-country visas, immunization, etc.;
- Brief students on the current political climate in the country of destination, personal safety, and reference the State Department’s website for travel warnings (http://travel.state.gov/travel/warnings.html). Students need to be made aware of any risks involved in travel to the exchange site;
- Brief students on information concerning health risks in the country of destination referencing the Center for Disease Control (CDC) website (http://www.cdc.gov/travel/). Students should be given the opportunity to disclose any preexisting health problems or dangerous outbreaks of disease in the host country. While the Americans with Disabilities Act (ADA) precludes requiring those with disabilities from disclosing them, program information should clearly state that disabilities not voluntarily disclosed cannot be accommodated. It is important that those with specialized medical needs be aware that the availability of medications and treatment in some foreign countries may be questionable. If students are uncomfortable discussing aspects of their medial histories with you, they should be urged to confer with their physicians to address any concerns.
- Discuss cultural adjustment issues and the differences in cultural norms and laws;
- Discuss expectations about student’s behavior and the need to follow the student conduct codes for both Cal Poly and the hosting university;
- Provide IEP with overseas program itinerary and emergency contact information;
- Recommend that students register with the nearest U.S. Embassy abroad;
- Having returning Cal Poly students (program alums) and/or current international exchange students provide tips on the host institution and cultural adjustment can be quite helpful.
- Keep the “Release and Hold Harmless” forms on file in IEP along with emergency contacts for all student participants.
- Make sure that all students have met the minimum health insurance coverage requirements. Students can enroll in CSU Healthlink Insurance online or can pick up enrollment forms from the IEP Office. Students should be advised to have medical evacuation and repatriation coverage. We require students to purchase the International Student Identity Card (ISIC), which provides basic health coverage, along with emergency medical evacuation and repatriation. The ISIC can be purchased at Travel Time or at many travel agencies for $22.00.
- The Crisis Response Plan is in place in the event of an emergency. Everyone involved with the program (Resident Director, Program Coordinator, students, Vice Provost, & IEP Office) should know who to contact in the event of an emergency. The contact people should follow the protocol in the Crisis Response Plan and the Crisis Response Plan Flow Chart to know what to do if they receive such information.
- Conditions requiring crisis management may include:
- Serious illness, injury or death
- Emotional or psychological stress that requires professional attention
- Being a victim of a crime, i.e. large theft, assault, rape, harassment, or being accused of committing a crime.
- A situation in-country that causes serious concern, i.e. a political uprising or a natural disaster.
- Any situation that is deemed threatening to the health and safety of Cal Poly students.
- With most crisis situations there should be a debriefing session with all students impacted by the incident. This may involve group or individual counseling sessions offered by professionals on-site. Victims of sexual assault or rape should be referred to a victim’s advocacy program or counseling professionals. Once they are back at Cal Poly they can be referred to the Sexual Assault-Free Environment (SAFER).
- You may want to consider the following preventative tips for reducing some of the risk management issues:
- In the application/selection process you should provide students with the opportunity to disclose all special medical needs that they may have. If special medications, medical treatments, or accommodations for disabilities will be required, we need to advise students whether those special accommodations are available or in place overseas. We recommend that you discourage participation by those whose needs cannot be met, or at least to secure their written acknowledgement that these needs cannot be met, but that they nonetheless wish to participate.
- Take reasonable steps to assure that those who have problematic disciplinary or personal records not be allowed to participate in the exchange program. We recommend that you develop a form stating that the student has not been involved in any serious misconduct or infraction at Cal Poly and is eligible to participate in the program. The student has the form signed by both the student and the Vice President of Student Affairs and returned directly to IEP.
- Ask students to provide medical records and home/emergency contact numbers.
- Internet Resources:
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