Travel Approval

Template: Safety and Emergency Plan for Students

Students should work with University and on-site contacts to develop documentation and procedures regarding safety, security, and evacuation. The outline below provides 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, on-site staff, and others to collect the detailed information.

I. General Information

  1. Name of international opportunity/program
  2. Location (city, country)
  3. On-site contact person(s): include phone number(s), email 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 international opportunity/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 international opportunity/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). If no, please provide alternative contact information.
  • I have registered with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP).

II. Contingency Plans for Emergency Situations

  1. If cellular/mobile/internet service is unexpectedly unavailable during your international opportunity/program, what will be the best available secondary method to contact you?
  2. If an emergency requires you to shelter in place, what location is your primary option for doing so?
  3. If traveling as a part of a group, have you identified a central meeting location if communications are unavailable? Do all travelers know where this location is and how they can get to it?
  4. In an emergency, will the transportation options that you have planned for normal 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 insurance provider) or the University’s 24/7 international emergency number (612-301-2255).
  • I understand that if an evacuation becomes necessary, CISI insurance will help facilitate my transport to a safe location, likely by changing my existing commercial flight itinerary. If I choose to make my own evacuation arrangements, I understand I may not receive reimbursement for any associated expenses.

III. Appendix

  1. Is there an on-site health or safety orientation provided to you as a part of this opportunity/program? If so, 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
  2. Please list additional comments that would be helpful for the committee to know.