1. PURPOSE OF PLAN
This document is equally applicable to all programs and projects developed, organised and/or facilitated by:
This plan details how we mitigate risk and respond to emergencies, and has been developed and implemented to minimize the risk associated with education in-China and best respond to any crisis situation for all of our programs and projects.
We know our greatest responsibility is to develop and operate programs with the health and safety of our participants at the forefront of our decisions. We also know that studying or working abroad involves a certain amount of risk. Our job is to mitigate these risks while still providing an excellent service for travelers to China. Here’s a brief outline on some of the ways we manage risk, prepare our participants ahead of time, and respond if things don’t go as planned:
We are vigilant about staying on top of the latest guidelines and protocols available to us in the field. We employ best practices as defined by the field of International Education, are involved in professional discussions and workshops, and also actively work with our overseas-based and in-China field staff on an ongoing basis to ensure we mitigate risks and are well prepared to manage situations should they arise.
Careful Choice of Program Locations and Overseas PartnersWe are very careful in selecting destinations for our programs, and operate programs only in locations which have no active travel warnings issued by the local government. Potential new locations and partners are thoroughly evaluated by a senior staff member to ensure they meet
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our company’s needs for academic excellence, on-site services, and risk management.
Additionally, the academic organizations with whom we choose to collaborate all have gone through rigorous standards assessment by either home country based authorities (Ministries of Education, etc.) or have been assessed by a reputable overseas institution (through a School of Record relationship). These standards' authorities would also include health and safety protocols in their assessments.
Student Health Questionnaire (submittal and staff review)As part of the application process we ask applicants to disclose if there is anything in their medical history that could impact their time abroad. Do they take prescription medications? Do they have any physical or psychological ailments? It is important to consider this information as the availability of treatment and medications abroad is often different from overseas and we want to set participants up for success! If there are any issues indicated, a staff member will follow up with a phone call.
Predeparture preparationWe take extra measures to ensure that participants are fully prepared for any health and safety issues that may come up; once before they depart the overseas and again when they arrive in China. During our pre-departure preparations, we share what health and safety issues participants might encounter when they arrive, and how to best prepare for them. Participants are also provided with a wallet-sized Emergency Information Card that contains contact information of individuals in-country who will assist participants with any issues that arise while abroad, be it emergency or otherwise. In addition, we provide documents and advice prior to departure and allow ample time for additional and ongoing questions to be answered – by the participant and on-site coordinator.
As part of their pre-departure preparations, we will also let each participant know about local health and safety issues, in writing, via the pre-departure documents.
Onsite OrientationAfter arriving in the program destination, an on-site orientation program, required for all participants to attend will highlight, once again, local health and safety issues. At such time, participants are also given information regarding how to work with our team in the event of an emergency or incident. These orientations will be led by Site Directors, overseas partner or both.
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Participants are asked to notify the Site Director/On-Site Program Coordinator if they are planning on traveling away from the program location for any period of time. They will be asked to notify the Site Director/Program Coordinator in person, by phone or email at least 24 hours in advance of such an occurrence and will need to leave a detailed itinerary of their travel plans.
It will be stressed that if they are out of communication for more than 24 hours, without having left notice of their plans, a missing person’s report will be filed with the local authorities (see Missing Participant section).
International Medical and Accident InsuranceInternational medical and accident insurance is included on each program. This insurance covers participants for accidents and illness while on the program, and includes a 24/7 hotline for medical emergencies. Also, in the event that we have to cancel a program due to a severe situation, such as a natural disaster, terrorist activity, or war, the insurance company and ourselves collaborate to arrange evacuations.
Onsite Support and 24/7 Emergency AssistanceWe have available via a 24 hour emergency cell phone to assist our participants and their parents in overseas and in-country. The emergency phone is staffed 24 hours a day and available for participants and/or parents to call day or night; In addition, participants are given contact information for local staff who can be contacted 24/7 in all of our locations, and a network of local on-site providers (police, fire, hospital, embassy). All of our Site Directors and Program Coordinators go through an extensive training program where an emphasis is placed on risk assessment, health and safety best practices and prevention.
Experienced Crisis and Emergency Response TeamAt headquarters, we have a dedicated, appointed crisis and emergency team trained and at the ready to work with On-Site Coordinators, partners and participants in the event of a crisis or emergency. Our members continuously monitor world events through recognized health and safety channels and on-site contacts, and meet regularly and as needed to discuss and if necessary, act upon issues that may affect our program participants.
More informationMore information on health and safety guidelines, our emergency response plan, medical insurance, safety tips, news and updates and FAQs are available on our website. Should you have any other questions about our preparedness for the health and safety of our participants abroad, please do not hesitate to contact us. We are more than happy to answer any of your questions and address any of your concerns. Remember, participant safety is our number one priority.
In all cases, only the Executive Director, or a person specifically designated by the Executive Director will communicate with the media. Under no circumstances is any other member of staff (in-country or overseas-based) to talk with members of the media.
Our Site Director/Program Coordinator will not make any comments to the media without the express permission of the Executive Director, who will in turn be coordinating any media communications with the participant’s home University/school. This process will ensure that no false, misleading or incriminating information will be given to the media in the excitement / confusion of the moment or event.
An emergency is any situation where a participant’s health and/or safety have been compromised. This includes medical emergencies and hospitalization, crime incidents, sexual assault, natural disasters, missing persons, political upheaval or evacuation, death or events of a similar nature.
Sometimes an event occurs that is interpreted by a participant or parent to be an emergency when it is not, in fact, an emergency. This is what is called a “perceived emergency.” Several examples of a perceived emergency would be;
In Example 1 above, a reasonable response is for the Site Director to locate the participant as soon as possible and strongly encourage them to notify their parents immediately to alleviate their concern. Often the participant is in the honeymoon stage of being abroad and has not paused to phone home. Unfortunately we can’t force anyone to call home, but only urge the participant to do so, as soon as possible. We can and will provide feedback to the participant's home University in relation to the participant's well-being at any stage.