Travel Approval

Emergency Plan for Students

Students should work with program officials to develop documentation and procedures regarding safety, security, and evacuation. The outline below gives guidelines of the questions that must be addressed in the plan.

If you are working through a university or established sponsoring agency there may already be a plan and you'll simply need to compare it to the outline below to be sure it addresses all the points. However, if no plan exists or the existing plan is limited, use the outline below to create your own plan. This may require multiple communications with the university, onsite staff, and others to collect the detailed information.

I. General Information for Handling an Emergency

  1. Name of Program
  2. Location
  3. On-site Contact Person(s): include phone number(s), email address, home address, etc.
  4. U.S. Contact Person(s): include phone number(s), email address, home address, etc.
  5. How can the University of Minnesota contact you quickly in the event of an emergency? Include phone number(s), email address, home address, etc.
  6. What are the procedures for you to contact the program authority in the event of an emergency?
  7. Are students registered at the closest U.S. Embassy by the program? If yes, please provide a name and contact person you can reach at any time, day or night. If no, please include the information on how you can register yourself. Include address and phone number of nearest embassy. How far is it to the embassy from the program office?
  8. How will the program contact you and how quickly can this can be accomplished? (Can this be done in 2 hours, 4 hours, 8 hours, based on where students are at the time?)

II. Contingency Plans for Emergency Situations

  • If students need to be gathered in a central location to transport them to another location, where will they be gathered? How will they get to this location?
  • How will the program transport students to the airport or to another designated location away from the program site? (a) plane (b) train (c) motor vehicle (d) bus (Please answer for both situations.) How will the program arrange for students to fly back to the U.S. if the program is canceled?
  • If the emergency situation only involves you (i.e., injury, personal health situation), what are the steps the program would take to arrange for you to return home?
  • If the students need to be evacuated to another location, where will this be, what stand-by arrangements have been made so that the new site is prepared to accommodate students?

III. Appendix

What does the program give to students or how are health and safety concerns presented to students during orientation on-site at the beginning of the program? The instructions should include:

  • How your program will contact students in an emergency
  • What mode of transportation students should take to get to a central gathering point and how the program will pay for the transportation cost
  • What personal items students should bring in an emergency
  • How students will arrange credit if the program is canceled prior to the end of the term

IV. Other

Please list additional comments that would be helpful for the committee to know.