1. Harvard Summer School Study Abroad Programs Health, Safety and Security Meeting Thursday, April 7 8:15 – 10 am Harvard Faculty Club

2. Agenda Introductions How and When to Contact HSS Harvard Travel Assist Best Practices/Case Studies 1 Faculty Pre-Program Preparations Student Preparation Harvard Global Support Services (GSS) Best Practices/Case Studies 2 HSS Emergency Protocols

3. 2016 HSS Study Abroad Programs Africa South Africa Kisumu, Kenya Americas Dominican Republic Oaxaca and Puebla, Mexico Asia Beijing, China Kyoto, Japan Seoul, Korea Tokyo, Japan Yokohama, Japan Europe Freiburg, Germany Greece Milan and Siena, Italy Oxford, England Paris, France Prague, Czech Republic Scandinavia Tiblisi, Georgia Trento, Italy Venice, Italy Vienna, Austria Middle East Ashkelon, Israel

4. Harvard Summer School Dean’s Office Sandra Naddaff, Dean of the Summer School snaddaff@fas.harvard.edu 617-495-5650 Karen Flood, Associate Dean for Academic Affairs kflood@fas.harvard.edu 617-998-1133 Matilda West, Assistant Director, HSS Study Abroad Programs matilda_west@harvard.edu 617-998-8593 Rob Neugeboren, Dean of Students neugebor@fas.harvard.edu 617-495-1765 24/7 cell: 781-526-4292

5. Harvard Travel Assist +1-617-998-0000 ~ 20 calls last summer from HSS Medical assistance and evacuation- advice, referrals, medical monitoring, guarantee of payment (not medical insurance) Security assistance and evacuation- advice, shelter in place support Travel assistance- lost document replacement assistance, emergency translation

6. Best Practices: Case Studies 1

7. Best Practices: Case Studies 1 What to do, who to call? A group, including faculty and TF, was walking en route to class. One student illegally crossed an expressway and was struck by a vehicle. Student hit the windshield of an oncoming car. No major injury and student appeared to be fine. The windshield of the car was broken and the owner of the car raised the issue of compensation. What do you do on site? Whom do you call? What is the follow up? It’s day 2 of the program and a student reports experiencing sharp abdominal pain. After an outpatient visit to local hospital, student is diagnosed with appendicitis and needs to be admitted to a hospital for an urgent appendectomy. Estimated length of admission is three days. What do you do? Whom do you call? What is the follow up?

8. Faculty Pre-Program Preparations

9. Faculty Preparation Review materials in packet (handbook, GSS resources) Wallet-size cards and HTA card Review Harvard Travel Assist services and eligibility - In-country alerts - Medical & security support Required to enter travel itinerary in the Harvard Travel Registry –HSS will upload your name/program and email you with next steps –Faculty should update flight, lodging, & emergency contact details GSS Checklist: Plan what to do in an emergency -Set a meeting place, and backup GSS Travel Resources: https://www.globalsupport.harvard.edu/resources/travelers SAFR - Study Abroad Faculty Resources website: www.summer.harvard.edu/safr

10. Program Start Reminders Notify HSS when all students have arrived, AND if there are any any late-arriving students Call us or email HSS if we do not already have your cell phone number AND update the Harvard Travel Registry Identify and review all resources with your students: make sure all students have the HSS yellow card, and Harvard Travel Assist card Review emergency plan with your students and identify the central meeting place Review Conditions of Participation form with students

11. Encountering Otherness Abroad Gender and Culture Group Dynamics Diversity and Inclusion

12. How are Students Prepared? Admitted Students page on HSS website GSS Online Orientation –Ensures baseline knowledge of health, safety, and security issues while abroad Program orientation meeting(s) –Your program orientation meetings held in April/May, and upon arrival at program site –Emergency information cards: yellow HSS card and Harvard Travel Assist card HSS required forms –Conditions of Participation/General Risk and Release Form –Health Clearance

13. Harvard Global Support Services

14. Global Support Services (GSS) International Safety and Security 4 person team responsible for international safety and security for students, faculty, & staff to include identity based risks Information and intelligence collection and analysis Risk ratings Policies Proactive and Reactive Reach –Due Diligence and orientations –Harvard Travel Registry: travel monitoring & preemptive alerts –In-country communications & on-the-ground support –Harvard Travel Assist: medical & security assistance

15. Harvard Travel Registry travelregistry.harvard.edu Confirm details from bulk upload of travel plans Register side/ weekend trips and changes in contact information

16. What is considered a reportable Incident? Reportable incidents include serious illnesses, injuries, crimes of all kinds, missing persons, harassment, property damage, and natural disaster. Immediately contact Harvard Travel Assist (+1 617-998-0000) in the following cases, even if the traveler is already getting help: ➢ new or worsened illness of injury that calls for attention of a medical professional, ➢ arrest of detention of a Harvard affiliate, ➢ violence against a Harvard affiliate, or ➢ missing Harvard affiliates. If an incident is discovered post travel Program Directors are asked to ensure the incident is reported directly to GSS either through the reporting tool on the GSS website, traveltools.harvard.edu, by email globalsupport@harvard.edu, or by notifying HSS.

17. Best Practices: Case Studies 2

18. Best Practices: Case Studies 2 What to do, who to call? One of your students goes off his medication while on program and becomes unstable. He did not self report mental health issues before departing on the trip. What do you do? A student comes to you and tells you in confidence, “Student X has drugs with him.” What do you do? One student is late to almost every group event/function. One day he never arrives at all for the set walking tour. What do you do? One of your students is consuming way too much alcohol night after night and begins to become verbally abusive to other students and faculty leaders. It is starting to affect program morale and the student's ability to perform their course work. What do you do?

19. HSS Emergency Response Protocols

20. Emergency Response Protocol Ensure student well-being. Seek immediate medical attention, if necessary. Call Harvard Summer School (Rob Neugeboren). Advise Student to call Harvard Travel Assist. Strongly advise student to inform parents. Report the incident via GSS secure website.

21. Sexual Assault Proactive “Responsible employee” Reporting responsibilities Local research –Does medical care require a police report? –Does the local police have the skills and training to properly address sexual assault? –Can local medical resources properly address sexual health concerns following an assault? Reactive Make sure affected individual is in a safe place Local 911? Harvard Travel Assist- +1-617-998-0000 Office of Sexual Assault Prevention & Response (OSAPR) +1.617.495.9100 (24 hours) Office for Sexual and Gender-Based Dispute Resolution (ODR) +1.617.495.4134

22. Death of a Student Make sure anyone else who may be affected is safe. If an emergency situation is ongoing at the scene, instruct the person reporting the incident to call local emergency services and/or Harvard Travel Assist immediately. Ask the person reporting the incident if anyone else from Harvard is involved and obtain their basic information. Collect details on the incident. Call the Harvard University Police Department and the Harvard University Operations Center to report the death. HUPD is responsible for notifying the next of kin. HUOC will notify GSS. After notification, communication from Harvard to the family should come from the school’s Dean of Students, HR, or Faculty Affairs.

23. Questions? Please don’t hesitate to contact us at any time.