Student Emergency Procedures

This document lays out a series of steps that can be taken when an emergency occurs. Emergencies can be defined as: personal (accident, arrest or serious illness); disruption of public utilities and/or services; natural disasters (flooding, earthquakes); declaration of war affecting the host country; significant terrorist activity; wide-spread civil unrest and/or rioting; declaration of martial law, etc.

WHAT TO DO

It is impossible to know which of the many possible emergency situations a USAC student may face at any given moment. Consequently, it is impossible to develop one single course of action which would be appropriate in every circumstance. If there appears to be a crisis or an emergency, the first step is to remain calm and evaluate the situation. Then, you should contact the Resident Director and if unavailable continue down the phone tree below. Depending on the circumstance, there are a variety of different steps to take at that point.  When contacting any emergency contact number, whether answered by a person or a machine, be prepared to provide the following information:

1. Your full name
2. The nature of the emergency
3. Number and location where you can be contacted
4. How long you will remain at that location

CONTACT LIST

In the event of an emergency, use your best judgment to determine whom you should call first.  If you need immediate assistance beyond the on-site staff’s abilities, contact the ambulance or police first.  You should inform the on-site staff as well. We ask that you inform at least one staff member so that they can try to assist you.

Please be sure to also share your cell phone number or any other way to communicate with the on-site staff upon your arrival.  Try to always have a charged cell phone, or be with someone who has a cell phone.

USAC Director in San Sebastián:        Miriam Díaz

                                                            Tel: 943 015 352 (office)

                                                            Cell: 656 708 961

                                                            Email: sansebastian@usac.edu

Housing Coordinator:                         Tel: 647 606 406        Tito

Program Assistants:                            Tel: 680 135 345        Aizpea

                                                            Tel: 670 831 894        Cecilia

USAC Central Office – Reno               Tel: 00 1 775 784 6569  / 001 866 404 8722

                                                            Fax: 00 1 775 784 6010

                                                            Email: studyabroad@usac.edu

                   Alyssa Nota                     001-775 682 5888

                   Cami Alfaro                     001-775 682 5892

USAC Director in Bilbao                    Ibon Zamanillo

                                                          Tel: 946 462 230 (office)

                                                          Tel: 656 708 962

USAC Director in Madrid:                 Sara Elso

                                                          Tel: 914 887 974 (office)

                                                           Tel: 747 855 709

USAC Director in Alicante:               Luis Fernandez

                                                          Tel: 965 909 657 (office)

                                                          Tel: 650 981 964

USAC Director in Valencia               Laura Rostowkske-Reilly

                                                          Tel: 690 264 831

 

TRUE EMERGENCY

Please understand what a true emergency is.  Many inconveniences may happen while you are abroad such as losing a passport, luggage, or plane ticket. These are considered non-emergencies and cause no threat to you. True emergencies include an immediate threat to you regarding your health and/or safety.

PERSONAL EMERGENCIES

• If you need immediate medical attention, you should call for an ambulance or go directly to the hospital (recommended during on-site orientation). This may be intimidating in a foreign country, but it is crucial that you receive the medical support necessary.
• Once you have notified the Resident Director or other USAC staff, someone will try to meet you at the hospital. Your health is a priority, so whether or not staff is able to meet you right away, please continue seeking medical attention.
• If you are covered under USAC’s insurance, refer to your CISI insurance card, which includes a 24/7/365 phone number to reach them for assistance worldwide.
• If necessary, contact the local police department.
• If you feel personally threatened by someone, seek out a safe environment (e.g. police station, store, crowded area, etc.). Then notify the police and/or USAC staff as you see fit.

FIRE SAFETY

• • Never smoke in bed or around combustibles if you are tired or intoxicated.
  • Never toss glowing embers in the trash or leave them unattended.
  • Clean cooking areas to avoid grease build-up and smother any grease or oil fires with a pan lid or if the fire is inside the oven, by closing the oven door and turning off the heat.
  • Never force a plug into an outlet that doesn’t fit; keep electrical appliances away from wet floors and counters.

  For more tips on fire safety, check out the following link: http://www.firesafetyfoundation.org/

NATURAL, POLITICAL, OTHER CRISIS SITUATIONS

• Determine whether you are in imminent physical danger. If you are not, and communications are still working, immediately call and email the Resident Director to inform the on-site staff of your whereabouts and to receive further instructions. It should be your priority to immediately contact these resources (especially the RD) before contacting family members at home since they may have critical information and capabilities relative to your safety. Only after local resources have been contacted should you attempt to contact family and friends. Using social media and texting apps may be the quickest way to communicate if a reliable data connection is accessible. In a national emergency, telephone lines may be overburdened, but the USAC office will still make its telephone(s) and email available to students, if possible.
• If you believe you are in immediate physical danger, use your best judgment to decide whether you should evacuate the premises or stay where you are. It may not be accessible in a crisis situation, but social media, local radio and television stations should be broadcasting emergency information. If it is possible, call the local police with a description of your situation and follow their recommendations. You may also want to:
  • Call, text, or email the Resident Director.
  • If you cannot contact the Resident Director, call another local staff member.
  • If you are unable to contact anyone, contact the US Embassy for further instructions.
  • Contact the USAC Central office or the office of international programs at your home university for possible assistance.
  • If you cannot contact anyone by phone or by email, and it is safe to leave, go to the first emergency meeting location (listed in this document). The Resident Director will attempt to contact you as soon as possible.
• In addition to on-site staff reaching out to you to confirm you safety, your USAC Program Advisor will also be contacting you and your contacts you provided us in order to confirm your safety and location. If you cannot contact anyone locally, the USAC Central Office will be able to give you an update.
•  

STEPS TO EVACUATE USAC STUDENTS

In case of natural disaster or upheaval:

• The Resident Director may make the decision to evacuate after speaking with the proper authorities and in consultation with USAC Central Office.
• The Resident Director will communicate that decision to USAC students by calling your cell phone, emailing you and/or calling your host family/residence hall/landlord. If your site has a private Facebook group, the RD may try to reach out this way as well. Follow the procedures provided by the Resident Director
• If communication lines are down and the situation allows, go to the first local emergency meeting location.
• Stay calm and remain with other program students, your host family, roommates or host campus representatives, etc. if possible. It is important that you attempt to contact USAC staff for further instructions. However, it is more important that you remain in a safe environment and follow the instructions provided by the local government authorities.
• Depending on the situation, available transportation and other factors, students will be evacuated as appropriate.
• Depending on the location and circumstances, consider keeping basic emergency supplies (water, flashlights, batteries, radio, etc.) on hand.
• If regular means of communication are not available, remain in a safe location until you have access to communication.

USAC EMERGENCY MEETING LOCATION (LOCAL)

The following locations will be where USAC students and staff will meet in an emergency situation. Go to the first location. However, depending on the emergency, you may need to go to the second location instead. If so, your Resident Director will attempt to contact you via email and/or phone as soon as possible to provide alternate instructions.

REGISTER WITH US DEPARTMENT OF STATE

If you are a US citizen, we recommend that you register with the US Department of State in the Smart Traveler Enrollment Program (STEP). Registration in the country in which you are studying makes your presence and whereabouts known in case it is necessary for a consulate officer to contact you in an emergency. The process is free and can be done online through http://travel.state.gov. Non-US citizens should contact their country’s embassy to register.

The actions the Embassy will take depends on the nature of the crisis. In some instances, they may provide information on conditions in the country, such as warnings about areas of unrest, how and where to seek help, and other useful advice. In more serious situations, they may recommend that U.S. citizens leave the host country, and if commercial transportation is not available, provide departure assistance.

TRAVELING

• If at any point during the program you must leave and return home, you must notify your Resident Director prior to departure.

• When travelling away from the program site even for a day, weekend, or during a break, make sure that you fill in the on- line travel plan page at https://forms.office.com/Pages/ResponsePage.aspx?id=1lx4kyksYEyYF-Qucwq56SN5448ilstAoEtPBMQof4ZURUwwM1Y1WVA3UjZCM1g2S1NURFUxV1NSMiQlQCN0PWcu with the dates and places you will be visiting.

HEALTH INSURANCE

If you are covered under USAC purchased health insurance through Cultural Insurance Services International (CISI), you will receive an insurance card during the on-site orientation. If you have any questions on how to use these insurance benefits or general questions, refer to the insurance brochure (on your USAC Student Gateway account) or talk to CISI. Remember, you have a 24/7/365 emergency phone number available to you on the back of your insurance card. Carry this with you at all times.