Travel Approval

Template: Safety and Emergency Plan for Department/Unit Programs

Program leaders should work with University and on-site contacts to develop documentation and procedures regarding safety, security, and evacuation. The questions below should be addressed in the plan as well as any other relevant details for your specific program.

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 questions below to create an appropriate plan for your program. This may require multiple communications with the university, on-site staff, and others to collect the detailed information.

I. General Information

  1. Name of international program
  2. Location (city, country)
  3. On-site contact person(s): include phone number(s), email address, home address, and organizational affiliation, etc.
  4. University contact person(s): include phone number(s), email address, department, etc.
  5. Contact information where the University of Minnesota can reach you quickly in the event of an emergency: include phone number(s), email address, address where you will be staying, etc.
  6. Alternative contact information, if you anticipate any extended periods of time during your program when you will not be reachable via phone or email
  7. Address and phone number of nearest embassy or consulate to the primary location of your program

Confirm the following:

  • In the event of an emergency, I will have access to a phone with which I can call the University’s 24/7 International Emergency number (612-301-2255).
  • My program participants and I have registered with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). (Note: If working through an Education Abroad office, the EA office staff will complete this registration.)

II. Contingency Plans for Emergency Situations

  1. If cellular/mobile/internet service is unexpectedly unavailable during your program, what will be the best available secondary method to contact you?
  2. If an emergency requires your program to shelter in place, what location is your primary option for doing so?
  3. Have you identified a central meeting location if communications are unavailable? How will you inform all student travelers regarding this location and how they can get to it?
  4. In an emergency, will the transportation options that you have planned for normal program activities be available to you? If not, what alternative means have you identified for transportation use in an emergency?

Confirm the following:

  • In case of the need for medical, security, or natural disaster evacuation, I know how to contact CISI insurance (the University’s required student and Program Leader insurance provider) or the University’s 24/7 international emergency number (612-301-2255). I have also provided this information to my program participants.
  • I understand that if an evacuation becomes necessary, either for an individual participant or the entire program, CISI insurance will help facilitate transport to a safe location likely by changing existing commercial flight itineraries. If any program participant chooses to make his/her own evacuation arrangements, CISI may not reimburse those expenses.

III. Appendix

1. If you are contracting with an international partner, is there an on-site health or safety orientation provided as a part of their services?

  • If yes, please provide whatever information you have regarding the content of that orientation. Examples might include:
    • Emergency communications
    • Health and safety protocols
    • Medical resources available to you
    • Transportation options to use or avoid
    • Personal items to take with you in an emergency
  • If no, what topics (in addition to those listed below) do you plan to address as part of your self-designed on-site orientation for students? Required topics include:
    • Emergency communications
    • Health and safety protocols
    • Medical resources available to you
    • Transportation options to use or avoid
    • Personal items to take with you in an emergency

2. Please list additional comments that would be helpful to know.