Office of Study Abroad Crisis Management - London 2005 Parent Meeting

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Office of Study AbroadCrisis Management - London
2005Parent Meeting
September 10, 2005
Kathleen Fairfax, Director Office of Study Abroad

• Jeff Riedinger, Acting Dean
• International Studies Programs

Michigan State University
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Purpose of this presentation

• Review Office of Study Abroad (OSA) crisis
  management procedures and implementation in this
  summers situations
• Provide information regarding lessons learned and
  planned changes
• Obtain feedback from parents perspective

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Presentation Overview

• Program information
• MSU/OSA emergency preparedness
• OSA crisis management procedure (CMP)
• Implementation of these procedures and responses
  to the bombings in London
• Difficulties encountered implementing CMP
• Assessment and changes
• Post-traumatic stress
• Questions and discussion

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International Emergency Preparedness

• Security and Risk Assessment Committee regularly
  reviews program locations
• 24/7 International Emergency Assistance Hotline
  staffed by DPPS
• The MSU/OSA Emergency Response Resources Manual
  was designed for study abroad
• First responders are trained in Incident Command
  Protocols by DPPS
• An Incident Command Team is convened for
  large-scale crises
• Due to the large number of students abroad each
  year, OSA regularly responds to individual crises
• Students are required to attend MSU/OSA
  pre-departure orientation, which includes
  information on health and safety

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How MSU/OSA Prepares Students for Emergencies (at
home)

• At application, students are provided with a
  Study Abroad Student Handbook (pp. 37-42 address
  health safety)
• Students are required to attend MSU orientation
  where they are given the MSU Emergency Assistance
  Card AND a London Handbook

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How MSU/OSA Prepares Students for Emergencies (on
site)

• On arrival, students are required to attend
  another orientation where they are given an
  on-site Phone Numbers Business Card, including a
  24/7 local number
• The MSU office number was also announced and
  students were instructed to write it in.
• The Nutford number had changed, so students were
  told to make this correction.

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Program Information - Some Facts

• On July 7, 324 students and 18 faculty and staff
  were participating in 16 London-based study
  abroad programs
• On July 21, 298 students and 20 faculty and staff
  were participating in 14 London-based study
  abroad programs

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OSA Crisis Management Procedures

• Procedures for OSA staff at MSU include
• Account for all students and faculty
• Respond to concerned callers
• Provide MSU President with regular updates
• Assess safety of location for continued program
  presence
• Communicate assessment to faculty/students
• Liaison with the media
• Procedures for MSU faculty/staff in country
  include
• Secure safe location
• Contact or respond to directions of local
  authorities
• Notify MSU/OSA of whereabouts and status
• Wait for further instructions
• Communicate MSU instructions/information to
  students

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Details of CMP from July 7 incident

• Meghan Hock phoned Kathleen Fairfax from London
  at 530 a.m. EST
• OSA Crisis Mgt Team convened at office by 615
  a.m.
• As per OSA requirement, most faculty leaders were
  able to check in quickly, either via e-mail or
  phone to DPPS, OSA or on-site staff in London
• President and Acting Provost convened Incident
  Command Team (ICT) to assess situation and make
  decision regarding programs
• Calls to parents/others returned throughout the
  day
• Medical Ethics classroom moved to within walking
  distance

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Details of CMP from July 7, cont.

• Efforts underway to secure temporary housing for
  Connaught residents (although later determined
  not to be needed)
• All students accounted for by 200 PM
• Decision made to continue programs by 500 PM
• President Simon holds press conference at 500 PM
• E-mail to faculty, staff and students by 630 PM
• OSA remained open until 800 PM to monitor
  situation and respond to inquiries
• Crisis Mgt Team remained on-call through the
  night (and for several days thereafter)

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Details of CMP from July 21 Incident

• OSA learned of attack and Crisis Management Team
  convened
• Most faculty leaders checked in quickly, either
  via e-mail or phone to DPPS, OSA or on-site staff
  in London
• Incident Command Team convened to assess
  situation and make decision regarding programs
• Decision made to continue programs and avoid
  using mass transit in London. Faculty referred to
  on-site provider to assist with making
  alternative travel arrangements. MSU would cover
  any additional costs incurred due to this
  recommendation.
• E-mail to faculty, staff and students

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Details of CMP from July 21 Incident (cont.)

• MSU sent Dr. Sue Carter, a senior administrator,
  to London to help assess the situation and talk
  to students and faculty
• ICT decided that no program-related travel
  allowed on the Tube. Intrax available to assist
  with arrangements. Added expense covered by MSU.
• OSA worked with interns and Huron students not
  under the Intrax arrangement
• For example, Huron classrooms moved to within
  walking distance

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Difficulties in implementation of CMP

• Some programs were out on excursions and did not
  immediately know of the events
• Some students werent aware of events
• until class was dismissed
• or because they had begun traveling
• Some students were not in class at the time of
  the attacks
• they were not enrolled in classes that met then
• Interns were either in transit to work or already
  there (and had trouble making or receiving calls)

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Assessment and changes

• It has been proposed that all faculty leaders
  attend a mandatory emergency preparedness and
  response seminar to enhance familiarity and
  awareness with OSA procedures
• OSA will produce a smaller, more portable
  emergency procedures and response guide for
  faculty, drawing from information previously
  provided in the Faculty Handbook
• All faculty leaders will carry cellular phones
• Additional emphasis will be placed on faculty
  having ready access to e-mail
• OSA will try to improve student access to hall
  phones and hall computers (where applicable)

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Assessment and changes, cont.

• Emergency Assistance Line has been enhanced to
  accommodate up to 4 calls at once
• Efforts will be made to educate participants,
  parents and emergency contacts regarding the use
  and purpose of the hotline as an initial
  911-like contact number that is operated by
  DPPS, not OSA
• OSA will make an effort through e-mail and the
  OSA website to provide detailed information and
  timely updates regarding crisis situations
• OSA will directly communicate with emergency
  contacts (by e-mail, phone, etc.) to convey
  participant-specific information as deemed
  necessary

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Report of Student Receptions

• A total of 18 students attended two welcome back
  receptions designed to
• re-connect students with peers
• provide an overview of stateside action
• obtain feedback
• discuss post traumatic stress disorder

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Some Student Suggestions

• Print contact information sheet on OSA letterhead
  and include the MSU emergency assistance number
  as well as the web address
• Provide Parent Page to students regarding
  emergency procedures
• Make student handbook smaller more portable
• Also create student emergency procedures
  pamphlet
• Provide students with information on how to
  obtain a cell phone
• Increase on-site access to internet hall phones
• Have former participants speak at MSU orientation
  about emergency preparedness

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Counseling Center Presentation

• David Novicki, Assistant Director, MSU Counseling
  Center
• Counseling Center web site
• http//www.couns.msu.edu/
• Fact sheet on Post-Traumatic Stress
• http//www.nimh.nih.gov/publicat/ptsdfacts.cfm