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Avian Flu Pandemic Plan
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Avian Flu Plan: Appendices > Appendix L <- You Are Here

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Appendix L: Study Abroad Emergency Action Plan [PDF]

INTRODUCTION

On March 21, 2006, the Department of State issued this statement on Avian Influenza:

"The Department of State emphasizes that, in the event of a pandemic, its ability to assist Americans traveling and residing abroad may be severely limited due to restrictions on local and international movement imposed for public health reasons. Furthermore, American citizens should take note that the Department of State cannot provide Americans traveling or living abroad with medications, including in the event of a pandemic."

As such, the Study Abroad Office has prepared an Emergency Action plan in order to prepare for an Avian Flu pandemic.

This Emergency Action Plan (EAP) is intended to be used specifically for University of Maryland semester programs abroad (London, Nice, Alcala, Seville, and Genoa). Parts of it have been amended for University of Maryland short-term programs abroad. The Study Abroad Office (SAO) and the Resident Directors (RD) of each program have the joint responsibility to implement the Plan. The EAP will be kept both in the Study Abroad Office and on-site.

EMERGENCY ACTION PLAN

I. Roles and Responsibilities
II. Step-by-Step Plan
III. Location of Information/Materials
IV. Amended Roles and Responsibilities for Short Term Programs
V. Amended Step-by-Step Plan for Short Term Programs
VI. Amended Location of Information/Materials for Short Term Programs

ROLES AND RESPONSIBILITES FOR SEMESTER PROGRAMS

PREPAREDNESS STAGE

Study Abroad Office	Resident Directors	Students
Maintain student roster Collect emergency contact information from students (including health issues and passport numbers) Verify health insurance of students Maintain housing and itinerary information Register semester students with Local Embassy Train RD on emergency plans Disseminate basic emergency information to students pre-departure Assess risk in areas	Host on-site orientation Send SAO student housing information Know local emergency numbers/contacts Establish and maintain contact with US consulate Collect and update student whereabouts Determine assembly points, sharing these with SAO and students Disseminate specific information on health and safety to students (during orientation and over the course of the semester)	Purchase medical insurance and emergency evacuation insurance Provide emergency contact information Inform RD of whereabouts Understand emergency plan and assembly points Assemble an emergency/medical pack Carry emergency contact card at all times

EMERGENCY STAGE

Study Abroad Office	Resident Directors	Students
Determine course of action in conjunction with RDs and UM officials Maintain support and contact with RDs Inform and update campus officials Keep a log of actions taken	Determine course of action in conjunction with SAO and consulate (evacuation, quarantine) Implement the EAP Inform and update campus officials Keep a log of actions taken	Gather at assembly point Contact RD/SAO if unable to get to assembly point

STEP-BY-STEP PLAN FOR SEMESTER PROGRAMS

Pre-departure Preparedness: Study Abroad Office Duties
1. Send list of accepted students to Resident Director
2. Collect the following from students:
  1. Health and Insurance information (students must have insurance that includes emergency evacuation)
  2. Emergency contact information (parents/guardians/spouses)
  3. Passport/visa information (numbers)
3. Conduct orientation at UM that includes the following:
  1. Health and safety information (also addressed in handbooks and online)
  2. Specific information on Avian Flu
4. Register students with Embassies
5. Distribute emergency cards (with emergency contact information)
6. Train RDs on emergency protocol
7. Collect itinerary and program contact information (including cell phone numbers for RD)
8. Collect housing information (addresses, contact names)
9. Verify accuracy of local emergency contact information
10. Assess risks to area
Pre-departure Preparedness: Resident Director Duties
1. Update contact with Dept. of State Consular Overseas Duty Officer
  
  Collect emergency provisions for program
2. Determine assembly points ("home base")
3. Update specific emergency plans
4. Assess risks to area

On-site preparedness

RD conducts on-site orientation that includes the following:
1. Review of specific emergency plan
2. Identification of assembly points
3. Discussion of protocol for students when off-program (i.e., students should share their travel plans with RD)
4. Reminder that students must call parents/RD in emergency
Throughout semester:
1. SAO assesses risk and determines program continuity
2. The RD
  1. Is on call 24 hours a day (or designate)
  2. Collects and updates student travel information
  3. Informs SAO of changes in itinerary and excursions
3. Students organize individual emergency packs
In Event of an Emergency
1. SAO calls on-campus Crisis Manager
2. SAO contacts Dept. of State in DC
3. RD contacts local consulate
4. Decision about action made jointly between SAO and RD (to evacuate, quarantine, etc.)
5. SAO informs UM campus official and emergency contacts (PR, Provost, and VP Student Affairs)
6. SAO and RD keep a daily log of decisions/actions

LOCATION OF INFORMATION AND MATERIALS FOR EMERGENCY ACTION PLAN

STUDENT INFORMATION/MATERIALS

Study Abroad Office
•Roster of all students and their addresses on site

•Emergency contact information for all students

•List of passport numbers, expiration dates and location of passport for each student

•Names of students with special medical needs

•Contacts where each student is housed and for each excursion

•Emergency contact sheet and itineraries for all programs in one document

•Student Database (and backed-up version)
On-site Office
•Roster of all students and their addresses on site

•Emergency contact information for all students

•List of passport numbers, expiration dates and location of passport for each student

•Names of students with special medical needs

•Contacts where each student is housed and for each excursion

•Emergency contact sheet and itineraries for all programs in one document

RESIDENT DIRECTOR INFORMATION/MATERIALS

Study Abroad Office
•List of food/water/emergency supplies to be kept in student homes, on-site office, assembly sites and safe havens

•List of essential items to include in an emergency evacuation pack

•RD cell phone number

•Cell phone for RD
On-site Office
•Contact information for all staff (addresses, telephone numbers, maps)

•Food/water/emergency supplies to be kept in office

•List of essential items to include in an emergency evacuation pack

•Complete information on assembly points, who should go where and when

•Medical Kit (one per program)

EVACUATION INFORMATION

Study Abroad Office
•Maps, travel routes and modes of transportation from each site to assembly points and capital or evacuation point

•Emergency telephone numbers for local police, fire, hospital, Embassy, etc.
On-site Office
•Maps, travel routes and modes of transportation from each site to assembly points and capital or evacuation point

•Information about communication networks (telephone numbers, radio locations, operators, hours of operation, etc.)

•Emergency telephone numbers for local police, fire, hospital, Embassy, etc.

AFTER HOURS: INFORMATION TO BE KEPT AT HOME

Study Abroad Office Staff
•Emergency contact information, itinerary, RD contact information for all programs in one document
On-site Office Resident Directors
•SAO emergency contact information

•Cell phone (or other phone)

AMENDED ROLES AND RESPONSIBILITES FOR SHORT TERM PROGRAMS

PREPAREDNESS STAGE

Study Abroad Office	Resident Directors	Students
Maintain student roster Collect emergency contact information from students (including health issues and passport numbers) Verify health insurance of students Maintain housing and itinerary information Register semester students with U.S. Embassy Train FD on emergency plans Disseminate basic emergency information to students pre-departure Assess risk in areas	Send SAO student housing information Establish and maintain contact with consulate Know student whereabouts Determine assembly points, sharing these with SAO and students Disseminate specific information on health and safety to students	Purchase medical insurance and emergency evacuation insurance Provide emergency contact information Inform FD of whereabouts Understand emergency plan and assembly points Assemble an emergency/medical pack Carry emergency contact card at all times

EMERGENCY STAGE

Study Abroad Office	Resident Directors	Students
Determine course of action in conjunction with FDs and UM officials Maintain support and contact with FDs Inform and update campus officials Keep a log of actions taken	Determine course of action in conjunction with SAO and consulate (evacuation, quarantine) Implement the EAP Inform and update campus officials Keep a log of actions taken	Gather at assembly point Contact FD/SAO if unable to get to assembly point

AMENDED STEP-BY-STEP FOR SHORT TERM PROGRAMS

Pre-departure Preparedness: Study Abroad Office Duties
1. Send list of accepted students to Faculty Director (FD)
2. Collect the following from students:
  1. Health and Insurance information (students must have insurance that includes emergency evacuation)
  2. Emergency contact information (parents/guardians/spouses)
  3. Passport/visa information (numbers)
3. Conduct orientation at UM that includes the following:
  1. Health and safety information (also addressed in handbooks and online)
    
    Specific information on Avian Flu
4. Distribute emergency cards (with emergency contact information)
5. Train FDs on emergency protocol
6. Collect itinerary and program contact information (including cell phone numbers for FDs)
7. Assess risks to area
Pre-departure Preparedness: Faculty Director Duties
1. Determine assembly points ("home base")
2. Assess risks to area
Pre-departure Preparedness: Student Duties
1. Register with Embassy
On-site Preparedness
1. FD conducts on-site orientation that includes the following:
  1. Review of specific emergency plan
  2. Identification of assembly points
  3. Discussion of protocol for students when off-program (i.e., students should share their travel plans with FD)
  4. Reminder that students should call parents/FD in case of emergency
  Throughout program:
  1. SAO assesses risk and determines program continuity
  2. FD
    
    Is on call 24 hours a day (or designate)
    
    Collects and updates student travel information
    
    Informs SAO of changes in itinerary and excursions
2. In Event of an Emergency
  1. SAO calls on-campus Crisis Manager
  2. SAO contacts Dept. of State in DC
  3. Decision about action made jointly between SAO and FD (to evacuate, quarantine, etc.)
  4. SAO informs UM campus official and emergency contacts (PR, Provost, and VP Student Affairs)
  5. SAO and FD keep a daily log of decisions/actions
AMENDED LOCATION OF SHORT TERM PROGRAM INFORMATION AND MATERIALS FOR EMERGENCY ACTION PLAN

STUDENT INFORMATION/MATERIALS

Study Abroad Office

•Roster of all students

•Emergency contact information for all students

•List of passport numbers, expiration dates

•Names of students with special medical needs

•Contacts where each student is housed and for each excursion

•Emergency contact sheet and itineraries for all programs in one document

•Backup of student database

On-site with Faculty Director

•Roster of all students

•Emergency contact information for all students

•List of passport numbers, expiration dates

•Names of students with special medical needs

•Contacts where each student is housed and for each excursion

•Emergency contact sheet and itineraries for all programs in one document

FACULTY DIRECTOR INFORMATION/MATERIALS

Study Abroad Office

•Cell phone number for FD

•List of essential items to include in an emergency evacuation pack

On-site with Faculty Director

•Cell phone for FD

•List of essential items to include in an emergency evacuation pack

•Complete information on assembly points

•Medical Kit

EVACUATION INFORMATION

Study Abroad Office

•Emergency telephone numbers for State Department Contacts

On-site for Faculty Director

•Local emergency telephone numbers

AFTER HOURS: INFORMATION TO BE KEPT AT HOME

Study Abroad Office Staff

•Emergency contact information, itinerary, RD contact information for all programs in one document

On-site for Faculty Directors

•SAO emergency contact information

•Cell phone (or other phone)

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