Education Abroad Faculty Leader Training UNIVERSITY OF CONNECTICUT

Education Abroad Faculty Leader Training UNIVERSITY OF CONNECTICUT EDUCATION ABROAD SPRING 2018

AGENDA: FACULTY LEADER TRAINING Thursday May 3, 9: 00 AM – Noon 9: 00 – 9: 30 AM Sarah O’Leary and Matthew Yates, Education Abroad v Faculty and EA responsibilities 9: 30 – 10: 00 AM Sarah Chipman and Kevin O’Connell, Office of Institutional Equity 10: 00 – 10: 30 AM Erin Cox, Counseling and Mental Health Services 10: 30 – 11: 00 AM Le. Shonda Owens, Accounts Payable Leigh St. Onge, Global Affairs Budget Management 11: 00 – 11: 30 AM Ashley Vrabley, Community Standards 11: 30 – Noon Sarah O’Leary and Matthew Yates, Education Abroad v CISI Insurance and medical concerns v Emergencies abroad v Incident reporting v Grade reports v Wrap up / Q&A

AGENDA: FACULTY LEADER TRAINING Thursday May 3, 9: 00 AM – Noon Presenters and Facilitators: Sarah Chipman, Office of Institutional Equity: sarah. chipman@uconn. edu Erin Cox, CMHS: erin. cox@uconn. edu Kevin O’Connell, Office of Institutional Equity: kevin. o’connell@uconn. edu Sarah O’Leary, Director, Education Abroad: sarah. o’leary@uconn. edu Le. Shonda Owens, Accounts Payable: leshonda. owens@uconn. edu Leigh St. Onge, University Specialist, Education Abroad: leigh. st_onge@uconn. edu Ashley Vrabely, Community Standards: ashley. vrabely@uconn. edu Matthew Yates, Associate Director, Education Abroad: matthew. yates@uconn. edu

Major takeaways from today Cash advances, expense tracker and submission deadline Necessary documents on Ed Abroad website https: //abroad. uconn. edu/faculty-staff-3/ Prepare yourself and students before you go Be familiar with resources, policies and emergency procedures Be familiar with CISI Insurance coverage Conduct orientation upon arrival to reinforce health and safety concerns/protocol Plan for an emergency so you can be proactive, not reactive Know where to go for assistance, how you are going to get there, who to call, how to call, who is going to go with the student In an emergency- respond promptly, remain calm, keep a detailed log that accurately records details and keep Education Abroad informed

Faculty Leader Responsibilities Administrative Role Emergency Role Provide emergency details to students- housing address, local emergency #s, US embassy, etc. Encourage them to register with STEP Play an active role in preparing for an emergency Send Sarah O’Leary your program itinerary and syllabus Provide Emergency Action Plan to Sarah O’Leary, including your local 24/7 number Send an email to Education Abroad, confirming safe arrival Submit expense tracker and receipts within 30 days of return, stay within your budget Set your expectations early, reconfirm them while abroad Make yourself aware of local laws Know your resources Make yourself available to students, know your limits and best practices Maintain list of all student numbers, think about creating a Whats. App group Know that you are acting on the part of yourself, the student and the University Ask yourself what is a reasonable response Submit the Program Narrative Remain calm, log details in a factual way without emotion Enter grades or submit Grade Report Document everything

Education Abroad responsibilities Work with faculty to develop program, including onsite logistic and/or academic coordination, the budget, program brochure, info sessions, cash advances and reconciliations. Advise students on programs and application process, assist with visa applications, enroll and bill students, award scholarships, conduct pre-departure orientations, process grades. Contract with all vendors overseas, ensure they meet compliance requirements, pay vendors, preferred flights. Faculty Leader training workshop Faculty Leader guidebook and other resources on the EA website Policies/procedures regarding cash advance, reconciliation, expense tracker Emergency planning/responding assistance ◦ ◦ 1 st Step Crisis Protocol Medical and disability accommodation information for students Available to you for emergencies 24/7 Triage with CISI, emergency management Online program evaluations

1 st Step Crisis Protocol 1. Notify Global Affairs immediately, inform them of the nature of the crisis, your location, the location of students and program leaders and all relevant details available to you. 860 -420 -9112 2. Assess the situation and any threats or dangers it poses to UConn program participants or employees. ◦ a. What specific threats or dangers do they face? ◦ b. What immediate steps can and should be taken to help reduce the harm, danger or threat level for our participants and employees? ◦ c. Are the participants and employees safer remaining in their present location(s) or in alternative location (if the latter, where)? 3. Contact all UConn program participants and employees. ◦ a. Determine whether they are accounted for and safe within one hour or as soon thereafter as is practicable; ◦ b. Determine and record their present locations; and ◦ c. Instruct them concerning where to go and what to do in light of the crisis. 4. Update Global Affairs continuously, throughout the crisis and regularly in the hours and days following regarding the condition, safety and location of participants and employees, and to pass along new information as it becomes available or conditions change. 5. Maintain a written log of the crisis. Include specific dates, times, actions taken and all other relevant details, beginning with your first notice of the crisis and continuing through its completion.

Emergency Action Plans Ø Send to Education Abroad before program departure Ø Discuss emergency procedures during onsite orientation Ø Stress that a student’s personal behavior is one of the biggest contributors to their safety

Media • If you have NOT been in contact with UConn and find yourself faced with a media question, issue this statement to the media. • “My first responsibility is to the students on this program, their families, and the University of Connecticut. I will discuss this matter only after I have contacted these parties and confirmed all information. Thank you for your understanding. ” • The worst thing you can do is to issue false or incriminating information to the media in the excitement of the moment. Contact Education Abroad immediately, who will in turn, contact the UConn’s Office of Communication who will then issue an official statement for the specific incident.

Policy for Education Abroad and Related Activities in Sites with U. S. Department of State Travel Warning/Travel Alert (Now Called U. S. Department of State Travel Advisory) In January 2018, the U. S. State Department launched a new Travel Advisory system. They now issue a Travel Advisory for each country of the world as well as detailing varying levels of warning for specific locations or areas within a country. The former travel warning and travel alert system no longer exists. Level 1 - Exercise normal precautions Level 2 -Exercise increased caution Level 3 - Reconsider travel Level 4 - Do not travel Faculty, students and staff traveling to Level 3 or Level 4 countries for UConn-related purposes must submit a waiver application to the Vice President for Global Affairs. In addition, faculty, students and staff traveling to a Level 2 country with specific travel to a location or area that is listed as Level 3 or Level 4 within the Level 2 country must also submit a waiver application.

Policy for Education Abroad and Related Activities in Sites with U. S. Department of State Travel Warning/Travel Alert (Now Called U. S. Department of State Travel Advisory) Due to this recent change, the current UConn policy page is under construction. You must review the Travel Advisory for your host country and follow the above policy. Link to U. S. State Department Travel Advisory System travel. state. gov/content/travel/en/traveladvisories. html If you have questions about the Travel Advisory System or the waiver process, contact Education Abroad at 860 -468 -5022.

Smart Traveler Enrollment Program A Service of the Bureau of Consular Affairs step. state. gov • Encourage students to register with STEP. Receive important information from the Embassy about safety conditions in your destination country • Help the U. S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency • Help family and friends get in touch with you in an emergency

CISI Insurance and Medical Concerns Faculty and all students are enrolled- emailed copies of insurance cards Major takeaways regarding CISI Insurance ◦ ◦ Summary of insurance coverage How to file a claim What to do in an emergency CISI support and app List of preferred/ in-network hospitals and clinics will be sent to you Education Abroad will provide you with health information of students

Medications Abroad • Faculty Leaders should not provide any medications, even OTC ones, to students • Students were informed • Make sure to bring enough medication (prescription & over-the-counter) for the entire duration of your program • Talk to your doctor • Medicine should be carried in their original, labeled containers in your carry-on luggage, not your checked bag • Consult the country’s medical laws to make sure that medicines, needles, or syringes are not illegal • Not all medicines that are legal in the U. S. are legal elsewhere. • Your international health insurance provider (like CISI) can provide you with advice on medications and traveling.

Planning Ahead to Stay Healthy While Abroad • Take an active role in staying healthy abroad • Please self-disclose existing health issues to your study abroad program. • If physical or mental health conditions require continued therapy, monitoring, or specific support mechanisms while abroad, you must self-disclose the issue(s) to the program organizers well in advance of departure so appropriate accommodations can be arranged. • If you have any mental health concerns you must have a plan of action in place before you go • this includes speaking with your doctor about any medications that must be brought with you, • will you need to refill a prescription abroad if so how will you do this, is it available abroad, best to locate a doctor overseas now • If you require or might require counseling or monitoring, best to get that in order now • Make sure you know the resources available to you overseas, may be very different than the US.

Incident Reporting All significant incidents must be reported to Education Abroad Complete out the Incident Report Form The report should be submitted within 5 days of the incident

Grade Reports Summer Programs - Laura Hills from Education Abroad will provide you information on how to submit grades Fall Programs- most will do Grade Reports that are submitted to Education Abroad within 2 weeks of program completion; see guidebook for examples

Expenses, Cash advances, Travel Services Cash Advance Guidelines Expenses Guidelines Expense Tracker- required for all programs moving forward- submitted within 30 days of return Travel Services

Working with students in distress What is the goal of RD intervention when it comes to distressed students? • Preserving the living/learning environment • Ensuring campus safety • Promoting student retention and success

Working with students in distress Mental health concerns are the number one health concerns that Education Abroad sees on programs. Ranges from anxiety and homesickness to full medically escorted repatriation What do you see is the role that Counseling and Mental Health Services can provide to you and your students if a need arises while abroad?

Mental Health Care Abroad • CMHS is limited in its ability to provide care • CMHS is substantially limited in their ability to assist students overseas. A clinician from CMHS may be available to you as the RD in a consulting capacity as you work with a student in emotional distress. • Use of local resources are encouraged • Prior to your departure, Education Abroad will provided you with a list of preferred providers, including hospitals, clinics and mental health providers

Students in Emotional Distress • If a student is just struggling academically, having trouble adapting to their surroundings, or simply having culture shock, meet with them, listen to their concerns, and assist them with potential solutions to help improve their situation. It may be appropriate to refer the student to local counseling services. • If the student would like to seek counseling services or if you think the student should seek medical attention, call CISI immediately to open a claim and seek assistance for next steps. • In the case of potential suicide, harm or danger to other students or to the program leader, notify the police and CISI immediately. In the event of an incident requiring medical evacuation or repatriation, CISI will monitor the patient and coordinate medical escorts. It is not appropriate to assign students to “watch” or “monitor” a student in emotional distress. Additionally be aware of your boundaries with students, seeking consultation if and when you feel that a student may need more support than you can reasonably and appropriately provide. • Never provide medications to students, even OTC

Sexual Assault • Students studying abroad who experience any forms of sexual harassment, sexual violence, relationship violence or stalking can receive support and resources from UConn through OIE. • Listen without judgment and offer your support. I am sorry this happended to you. I appreciate you telling me and I would like to help. Is there anything I can do to be helpful to you right now. • Inform the student early on that while your conversation is private, it can not be confidential, you are required to report to OIE. In an effort to help you manage the situation, report the incident to Education Abroad. • Address any medical concerns • Encourage student to report to local police and UConn’s OIE so that support and services and be provided • You are all mandated reporters and must report any incident to OIE.

Questions