Information for Study Center Directors and Staff

The SC Director is the on-site academic, administrative, and diplomatic link between EAP and the host country and university. The SC Director’s duties are varied; primacy is given to academic affairs and student health, safety, and security.

SC Directors are asked to work with UOEAP to achieve heightened levels of administrative efficiency at the Study Centers, including timely and accurate processing of academic information, counseling of students, and fiscal accounting (see Appendix of Faculty Manual: Function of a Study Center Director). As the UC faculty member in charge, the SC Director is responsible for guiding students into course work and, where rele vant, research and field work in the host country. The SC Director makes ongoing assessments of the academic offerings of the host university and assists students by articulating similarities and differences between UC and host university academic culture. The SC Director must verify and be responsible for course descriptions and evaluative information required by the UC course approval process. As official UC instructor of record, the SC Director assigns the EAP students’ final UC grades after reviewing host university grade reports and consulting with professors and tutors of the host institution as necessary. The SC Director must complete these functions for each group of students participating in the program during his/her tenure and he/she may not leave them to an incoming SC Director. (See Chapter 3, Academic Matters.)

The SC Director should inform UOEAP of major educational issues in the host country and of any changes in the structure and functions of its universities. As the SC Director develops the academic and cultural program, he/she should recommend to UOEAP ways in which to maximize the overall international academic experience for UC students. The SC Director may suggest alternative or additional institutions for the enhancement of EAP’s academic exchange with the host country. (See Section 235.03, Evaluation of the EAP Experience and Program Operations.)

The SC Director may be invited to lecture at the host university or, under certain circumstances, may be expected to teach as part of the contractual obligation. Teaching beyond contractual obligations should only be done if personal time is available outside the demands of program administration and supervision.

The SC Director may assist in the recruitment, screening, and advising of host university students applying to attend UC as part of EAP’s reciprocal exchange (see Chapter 10, Reciprocal Exchanges). At a number of Study Centers, the Faculty Exchange Program is one of the ways that EAP establishes reciprocity by contractual agreement with specific host universities. At these Study Centers, the SC Directors are asked to assist in arrangements for faculty or staff visitors to UC and vice versa. For a list of participants in the program, see the Faculty Exchange Program page on the EAP website.

The SC Director oversees daily operations of the Study Center and must keep UOEAP informed of issues in the host country and university that affect the operation of the Study Center (personnel, communication, budgetary issues, etc.). (See Chapter 6, Communications; and Chapter 9, Handling Study Center Funds and Personnel.)

The SC Director is expected to interpret EAP policy to students and host institution associates. In particular, the SC Director is responsible for implementing the Student Code of Conduct. It is equally important for the SC Director to keep UOEAP abreast of the policies, norms, and general tenor of life in the host country.

One of the most important functions of the SC Director is to protect and assist students while on EAP. The SC Director is responsible for the welfare (health, safety, and security) of EAP students and is on call 24 hours a day, 7 days per week for emergencies. The SC Director orients students to the culture of the host country and counsels them on a range of social and practical issues. The SC Director should be sensitive to problems that may impede students’ acculturation abroad. (See Chapter 4, Student Welfare and Logistics; and Chapter 5, Student Conduct.)

200.01 Sexual Harassment

“The University of California is committed to creating and maintaining a community in which all persons who participate in University programs and activities can work together in an atmosphere free of all forms of harassment, exploitation, or intimidation, including sexual. Specifically, every member of the University community should be aware that the University is strongly opposed to sexual harassment and that such behavior is prohibited both by law and by University policy. It is the intention of the University to take whatever action may be needed to prevent, correct, and, if necessary, discipline behavior which violates this policy.” (University of California Systemwide Sexual Harassment Policy Statement, April 23, 1992.)

As a program of the University of California, EAP is strongly opposed to sexual harassment and such behavior is prohibited both by law and University policy. Knowing how to identify harassment—whether it is initiated by any member of the program community, including faculty and staff, among students, between an instructor or staff member and a student, or between a homestay family member and a student—and where to report an incident can help to maintain a safe, harassment-free environment. Sexual harassment may occur between persons of the same sex or opposite sex in hierarchical relationships or between peers.

SC Directors are responsible for taking whatever action is necessary to prevent sexual harassment, correcting it when it occurs, responding promptly and effectively, and reporting it promptly to the Regional Director and the UOEAP Sexual Harassment Officer (Principal Policy Analyst for students; HR Director for staff/faculty) who review and investigate sexual harassment complaints. UOEAP has developed the EAP Policy Statement on Sexual Harassment with procedures to follow if a sexual harassment incident occurs abroad. Students, UC faculty, and UC staff should be made aware of this policy statement and the importance of immediate notification should be emphasized. (See Study Center Emergency Preparedness Handbook for guidelines on assisting students who report sexual harassment.)

200.02 Definition of Sexual Harassment

According to the University of California, sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature that occur when submission to or rejection of this conduct explicitly or implicitly affects a person’s employment or education; unreasonably interferes with a person’s work or educational performance; or creates an intimidating, hostile, or offensive working or learning environment. In the interest of preventing sexual harassment, the University will respond to reports of any such conduct.

In determining whether the reported conduct constitutes sexual harassment, consideration shall be given to the record of the conduct as a whole and to the totality of the circumstances, including the context in which the conduct occurred.

The EAP sexual harassment policy covers unwelcome conduct of a sexual nature. Consensual romantic relationships between members of the University community are subject to other University policies; for example, those governing faculty-student relationships are detailed in the Faculty Code of Conduct. While romantic relationships between members of the University community may begin as consensual, they may evolve into situations that lead to charges of sexual harassment, subject to this policy.

Harassment that is not sexual in nature but is based on gender, sex-stereotyping, or sexual orientation also is prohibited by the University’s nondiscrimination policies if it is sufficiently severe to deny or limit a person’s ability to participate in or benefit from University educational programs, employment, or services. While discrimination based on these factors may be distinguished from sexual harassment, these types of discrimination may create a hostile work or academic environment. Thus, in determining whether a hostile environment due to sexual harassment exists, the University may take into account acts of discrimination based on gender, sex-stereotyping, or sexual orientation.

200.03 Sexual Harassment Abroad

During the on-site orientation, a review of cultural do’s and don’ts can help students identify what might make them targets of sexual harassment or assault. The review may include discussions on behavior in the street, manner of dress, and areas to avoid (for men and women). Advise students to learn by watching how people from the host country handle such various forms of harassment as unsolicited verbal comments, facial expressions, gestures, touching, and fondling. For some students, attitudes and behaviors will need to change significantly to avoid and cope with harassment.

210. ADDITIONAL/ALTERNATE ADMINISTRATION

210.00 Liaison Officer’s Responsibilities

At some Study Centers, an individual at the host university is appointed as liaison between EAP and the host university. In general, the Liaison Officer advises students on academic and practical issues connected with their stay in the host country and carries many of the other responsibilities of SC Directors. Their specific responsibilities, including the submission of an Annual Report to UOEAP, are delineated in writing on a case-by-case basis (see Section 235.00, Annual Report).

In situations where an EAP Study Center is supervised by a Liaison Officer rather than a UC faculty director, the EAP Academic Dean or Associate Dean, who are UC Academic Senate members, serves as the official UC instructor of record for EAP students.

210.01 Graduate Assistant’s Responsibilities

A UC graduate assistant is occasionally assigned to a Study Center, particularly in consortia arrangements when the SC Director is not a UC faculty member. The graduate assistant counsels students on academic and personal matters, interprets UC policies, and coordinates with UOEAP when handling student problems and processing academic and other information. The EAP Academic Dean or Associate Dean, who are UC Academic Senate members, serves as the instructor of record if no UC faculty member is affiliated with the Study Center (either as a resident or non-resident director).

210.02 Clerical Assistance

See Section 910.01, Hiring.

230. WORKING SCHEDULES

230.00 Working Schedules, General

Professional Study Center staff members are usually assigned to positions in the administrative pattern of a twelve-month year with a one-month vacation. For most Study Centers, this vacation usually follows the conclusion of the academic year. To ensure that there is an overlap for on-site orientation, the retiring SC Director should coordinate his/her departure with the arrival of the new SC Director.

While on vacation the SC Director is required to leave his/her itinerary and contact information with Study Center staff and the Regional Director at UOEAP in ad vance of departure. Information should include alternate contingency plans in case of an emergency. Student, Study Center, or UOEAP emergencies may occur that require some action or communication on the part of the SC Director. Any time the Study Center is to be left unattended for more than a short time, the SC Director must inform the Regional Director at UOEAP in ad vance.

230.01 Office Hours, Schedule

SC Directors are requested to forward to UOEAP as early as possible a weekly schedule for the Study Center office as well as their own office hours (see Form: Office Hours).

The hourly workweek is based on local practice. Even though an SC Director may conduct personal research while abroad, EAP Study Center academic duties are of highest priority. Therefore, office hours should be daily and of sufficient duration to permit students to consult with the SC Director without missing classes. This schedule must be posted in the Study Center office for students’ information.

231. ON-SITE ORIENTATION

231.00 On-Site Orientation by the Study Center Director

Although all EAP participants take part to some degree in both a general and country-specific predeparture orientation on the home campus (see Chart: Consensus for Where Orientation Topics Should Be Covered), the most important orientation takes place in the host country. SC Directors are requested to inform UOEAP immediately if a student fails to attend the mandatory on-site orientation; a student who fails to arrive and participate in the orientation may be dismissed from EAP, as stipulated in the EAP Student Agreement that all students sign.

The success of orientation is the result of careful planning by the SC Director with attention to timing, content, and rele vance to the various situations in which the students will find themselves. While preparing for orientation, the SC Director should take into account the various backgrounds and questions that students from the different UC campuses may present before or after arrival. On-site orientation begins with the initial SC Director-student contact and continues throughout the year.

A. General

Timing

Immediate practical aspects of adjustment, such as housing, banking, mail, security, etc., are usually dealt with in the first few days. The more complex aspects of cultural adaptation, however, need to be carefully and creatively related to the students’ responses to their new environment so that problems can be dealt with as they arise.

If any EAP students from previous years are still living near the Study Center, SC Directors may find it helpful to solicit their assistance in planning and implementing the orientation program.

Sightseeing and Excursions

During the first weeks, students are usually highly motivated to explore their physical surroundings. In some instances, this drive needs only to be channeled. In other instances, it needs to be stimulated and directed. In all cases, the development of cultural understanding is crucial to the students’ adaptation to their new environment.

Organized excursions can be a helpful part of orientation. SC Directors should make efforts to provide insights into the nature of the society the students are entering. Such instruction may prevent students from stereotyping or coming to hasty conclusions about the culture based on narrow and unrepresentative observations.

B. The following topics must be covered during orientation sessions:

For a reference table of orientation responsibilities, see Chart: Consensus of Where Orientation Items Should Be Covered.

Study Center

Introduce students to Study Center personnel and, where feasible, key host university administrative personnel and faculty; describe their functions; and explain and post office hours.
Clarify the respective roles of the SC Director and student, Study Center policies, and the relationship of UC and UOEAP to home campus offices (deans, departments, financial aid, etc.). Students should be encouraged to establish contact with their home campus advisor regarding major and general education/breadth requirements if they have not done so already. (The SC Director may wish to direct students to the EAP website to view rele vant academic policies contained in the Director’s Manual).
Outline facilities for access to the Internet and e-mail.

Host Institution and Academic Concerns

Describe what it means to be a student at this host location. The discussion should cover the host university academic structure and calendar, course offerings and educational styles, and host university faculty expectations. The Study Center’s academic rules as they relate to the host university should be explained clearly and in detail. Emphasize the importance of the student’s role as an ambassador of UC at the host university. Caution students against expecting the host university’s instructional and examination systems to be rearranged for their benefit. They should discuss with the SC Director any special arrangements they might want to make with a host university faculty member. With the approval of the SC Director, the student should obtain the professor’s signature of agreement to the arrangement and file a copy with the SC Director. Students are not permitted to arrange for early exams or other special treatment for the completion of courses except in serious emergencies or cases beyond the student’s control. Requests to rearrange exams or course completion requirements for such personal reasons as attending commencement, a wedding, or other ceremonies or festivities should not be entertained.
Explain host university grading systems, optionally including discussion of the criteria by which grades are determined or host university grades are converted (where necessary) to UC grades by the SC Director.
Discuss academic misconduct and the fact that EAP, like each UC campus, considers any form of academic misconduct a serious violation of UC policies that carries severe penalties. Include advice on what constitutes plagiarism and how to avoid it, especially with regard to use of the Internet.
Review course registration procedures at the host university and on the EAP Registration Study List, collection of course descriptions, and deadlines. Distribute the Student Course Information Form (SCIF) and explain the importance of completing it and retaining course material to help assure credit toward major or breadth requirements upon return to UC.
Introduce students to local university students who are willing to answer questions or serve as guides.
Explain the student’s responsibilities to the host institution. Discuss prompt payment of fines, fees, etc.

Health, Safety, and Security
Helping to ensure the health and safety of UC students abroad is one of the top priorities of EAP. It is important for all participants to understand that they must participate fully in orientations and assume responsibility for their personal preparation regarding health, safety, and security.

Ensure that students have a 24/7 emergency contact list.
Ensure that all students have completed the short Traveler Insurance form to receive benefits provided by the University of California Traveler Insurance Coverage, which includes security extraction.
Explain police registration (where required).
Inform students about host country and host institution regulations concerning illegal substance use/abuse, political activism by foreigners, etc.
Discuss registration with the US consulate/embassy or equivalent US foreign office post (e.g., Taiwan ). Travel registration is a free online service provided by the US government to US citizens abroad. Registration allows US consular officials to reach students in case of an emergency at home or abroad.
Discuss appropriate measures for everyday safety and well-being and how to take responsibility for personal actions and decisions.
Discuss the “buddy system,” a safety system in which two people operate as a single unit so that they are able to monitor and help each other, especially if they encounter a situation where help is needed. Improved safety is the main benefit of the buddy system as it ensures that quick assistance can be provided in the event of an emergency. The buddy system has been successfully implemented at many Study Centers.
A general discussion of evacuation procedures in case of emergencies.
Review medical and counseling facilities; what to do in a medical emergency (particularly after hours, on weekends, holidays, etc.); the importance of having funds available for payment of medical and medication bills (if students do not have sufficient cash, they may be able to use a credit card to pay for medical services); EAP insurance coverage; procedures for reimbursement of medical expenses; extension of medical insurance coverage if traveling after EAP; the policy concerning handling of the student Confidential Health History Form; and other EAP policies and procedures that can affect the health and safety of students.
Review all EAP mental health resources and available support on site. Talk with students about how financial pressures, broken relationships, deadlines, and anxiety concerning the future can cause distress. Stress to students that the EAP group is a community and that it is the responsibility of a community to make sure no one is suffering. If a peer is in distress, students should know that they can turn to the SC Director and staff for help and may share this information with the SC Director and staff in a discreet way. (See A Study Center’s Toolbox: Practical Skills for Helping Students in Distress for more information.)
Provide tips for enhancing personal safety.
Discuss students’ responsibilities as far as their personal safety and health; participants can have a major impact on their own health and safety through the decisions they make.

Logistics: Arriving and Settling In

Provide a general introduction to the community and the physical surroundings.
Discuss availability of dining facilities and eating options both on and off campus.
Discuss availability and use of local transportation.
Distribute housing information, regulations, and policies concerning housing problems and changes.
Banking: arrangements for transferring money, handling funds (e.g., bank accounts), mail distribution, etc.
Procedures for financial emergencies.

Student Travel

EAP has set a policy concerning academic obligations of students in relation to travel. Students are expected to attend classes regularly. Travel should be reserved for weekends and officially sanctioned vacation periods.
Before traveling during program breaks, students should inform the Study Center of their destinations, itineraries, and contact addresses and phone numbers for use in emergency situations.
Discuss the EAP Travel Policy.

Student Conduct

Discuss proper conduct.
Explain to students that EAP cannot monitor the daily personal decisions, choices, and activities of individual participants any more than is the case on the home campus.
Discuss the “buddy system,” a safety system in which two people operate as a single unit so that they are able to monitor and help each other, especially if they encounter a situation where help is needed. Improved safety is the main benefit of the buddy system as it ensures that quick assistance can be provided in the event of an emergency.
Explain the EAP Substance Abuse Policy, local legal sanctions for unlawful possession, use, and distribution of illicit drugs, local laws and customs regarding alcohol use and abuse, and disciplinary sanctions for substance abuse. Distribute the EAP Substance Abuse Policy to all students in writing.
Explain US law regarding sexual harassment and discuss the EAP sexual harassment policy. (See the EAP Policy Statement on Sexual Harassment.)
Provide copies of the host university policies concerning student conduct and discipline. Students should also be alerted to relevant portions of this manual: Section 500, Student Conduct and Discipline; Section 510, Student Demonstrations and Strikes; Section 520, Unauthorized Absences from the Study Center; to the EAP Academic Conduct Policy; and to the UC Policies Applying to Campus Activities, Organizations, and Students, Section 100, which is a UC systemwide resource from the Office of the President.
Review EAP policies and the consequences of misbehavior. Students must be made aware that certain misbehaviors may lead to automatic dismissal from the Program. (See Section 500.05, Student Conduct and Discipline, Procedures for Investigation, Discipline, and Appeal.)

A Student’s Return to the US

See Section 435.00, Preparation for Return, Registration/Enrollment, which deals with students’ preparation for return to their home campus. Particular attention should be given to Sections 810, Financial Aid Forms for the Following Year and 435, Preparation for Return. In most programs, these matters require attention by the students soon after their arrival at the Study Center.

235. PROGRAM EVALUATION

235.00 Annual Report

The SC Director is required to submit an annual Study Center report to UOEAP based on a template of topics (see EAP Annual Report Guidelines). Annual reports are due on July 15 for regular year programs and on January 15 for off-cycle (Southern Hemisphere) programs. UOEAP will send e-mail reminders and guidelines in May for regular year programs and in November for Southern Hemisphere programs.

The Study Center annual report is an administrative report that serves a dual purpose. First, the annual report is a key element of EAP’s system for assessing program quality. This system includes a current file documenting the status of each program that contains country profile(s), student evaluations, trip reports, program development reports, formal review reports, relevant newspaper and scholarly articles, and an annually updated analysis of program status and strategy based on the contents of the file. Due to the proximity of the Study Center to both program participants and host institutions, the SC Director is in a unique position to provide detailed information about the program and program participants that may not be available through other channels.

The comprehensive version of the annual report, written by the SC Director, helps EAP improve communications and logistical support, build on strengths, and correct weaknesses. It is an excellent orientation resource for incoming SC Directors. The report informs UC administrators, faculty, and staff about program development, characteristics, and needs; it is used as a resource when preparing reports for the UC Regents and the President.

As the internal review process within EAP is completed, an edited public version of the report is made available to EAP staff on the Web. Its primary purpose is to be a program resource for Campus EAP Advisors. The public version of the annual report does not contain names of students, faculty, etc., and does not contain overly critical or other confidential remarks about specific individuals or host institutions.

The Annual Safety and Incident Report (available in both writeable PDF and Word formats), summarizing incidents that occurred during the previous year, must be attached to the narrative Annual Report and submitted simultaneously to UOEAP.

For crimes or incidents reported by an EAP participant, see Section 605.06, Safety and Incident Reporting.

235.01 ILP Reporting

If there have been few or only minor changes in an ILP from the previous year, the SC Director should report on the ILP within the Study Center annual report (see Section 235.00, Annual Report).

If the ILP is new, or if substantial modifications have been effected in an existing ILP, SC Directors must submit to UOEAP a separate report on the ILP. The ILP report is due at UOEAP by October 15 or March 15 for summer and winter ILPs, respectively. The report should cover such items as the location, dates, duration, and content of the ILP. Course descriptions, textbooks, the basis for grading, and instructor information should also be included. A brief assessment of the strengths and weaknesses of the new program is essential.

235.02 Student Appraisals

SC Directors are not asked to provide a confidential appraisal of each student participant; however, a confidential or non-confidential discussion of the academic preparedness, adaptability, and conduct of the entire student body is appreciated. Such information serves to improve the recruitment and selection process and predeparture orientation. Individual students should not be identified in these remarks, but a description of the types of students who benefit most and those who do not benefit from the program is helpful.

235.03 Evaluation of the EAP Experience and Program Operations

EAP surveys participants to receive valuable feedback about the programs from the students’ perspective. A primary responsibility of the SC Director is to encourage the students to participate in this survey. Experience shows that without a strong, clear message that student participation in the survey is important, participation can be too low for effective program evaluation.

The Research unit within the UOEAP’s Director’s Office will e-mail students a URL and survey directions for a web-based survey three to four weeks prior to final exams. All data is collected automatically at UOEAP. Research will contact the SC Directors at the appropriate time and copy them on the initial letter e-mailed to students. Research staff may also contact the SC Director to request a list of current e-mail addresses for students.

235.04 Program Review

Each year the University Committee on International Education selects several Study Centers to be reviewed. A committee of faculty members assisted by UOEAP conducts this program review. The review ensures that the Study Center and instructional program(s) satisfy the stated goals of EAP and assesses, in detail, the quality of the academic programs at the host institution. The review is based on data gathered by UOEAP in California, on site (on a site visit), and on information obtained from interviews with faculty and students. The SC Director may be asked to provide a report and/or data for the review and to assist with arrangements for the site visit.

235.05 Academic Profiles

UOEAP is developing an academic profile for each country. The academic profile provides information about the host university, including its history, organization, curriculum, and faculty, as well as an account of EAP’s academic program. Crucial policies, such as unit assessment and course load, are provided in the profile. The SC Director may be asked to contribute to the development of an academic profile or update an existing one during his or her tenure abroad. While the academic profile is a description, not an evaluation, it can be a valuable tool in the program evaluation process. The extent to which academic circumstances have or have not changed from those represented in the profile may be a basis on which to evaluate the program and the fulfillment of its mission.

235.06 New Program Development Proposals

Proposals for new initiatives must be approved by UOEAP Senior Management before substantive discussions take place in the field. EAP strategic planning priorities, academic quality, the potential for integrating the proposed curriculum into UC programs, and operational efficiency will be taken into account when considering proposals for new programs. The program development process involves extensive consultation with UC faculty and departments, Campus EAP Offices, and EAP Academic Senate and administrative bodies. All new programs must be approved by EAP’s Academic Senate oversight committee, the University Committee on International Education (UCIE). When fielding inquiries about an exchange with UC, the SC Director may wish to share guidelines about the type of information needed by EAP in order to develop a new program and should refer the inquiring party to the Regional Director and the Director of Academic Development at UOEAP.

240. HIRING INSTRUCTORS, TUTORS, READERS

240.00 Hiring Instructors, Tutors, Readers

See Section 910.06, Instructors and Tutors.

250. COMMUNICATIONS

250.00 Communications

See Chapter 6, Communications.

260. EMERGENCIES

260.00 Study Center Crises

Threatening situations that could develop during the SC Director’s tenure require special procedures to minimize risk and protect students and staff abroad. Student safety is a top EAP priority and must become the top priority of the SC Director in any threatening circumstance. EAP has often been able to maintain the operation of its programs through troubled times, providing for the safety of students while limiting UC liability. The SC Director is critical to all such efforts. (See the EAP Study Center Emergency Preparedness Handbook.)

The SC Director must become familiar with the nearest US embassy or consulate facilities on arrival at the Study Center and develop personal ties with official staff whenever possible.

The SC Director must join the Warden Network of the US embassy or consulate; this facilitates good communication with the embassy and it becomes a crucial source of information in emergencies. The Warden Network is an important component of the US Department of State’s portfolio of emergency assistance to US citizens abroad. Through the Warden Network, the US embassy, consulate, or other foreign service post maintains communications in a crisis or emergency and exchanges information on threats, security, and safety with the American community.

The SC Director must be a member of the embassy or consulate Country Council. Country Councils are an overseas extension of the US Department of State Overseas Security Advisory Council and provide a forum for effective communication between the US embassy and the American private sector in a given country. Country Councils provide participants the latest security-related information, educational seminars, and organization when confronting today’s security threats.

The SC Director must become familiar with US citizen registration procedures for himself/herself and for program participants. Travel registration can be done online through the US Department of State website. This information is registered directly at the US embassy or consulate nearest the foreign residence or travel destination. In some cases, the SC Director may register the participant group as a whole (including non-US citizens), while in other cases, each individual student must register independently. In some countries students are required to register with the local police or immigration office as well; SC Directors should be familiar with these regulations. It is important to note that lawful permanent resident aliens (LPRs) generally are not entitled to emergency and protective services provided by the US government. These students should be referred to the nearest diplomatic representative of the country of which they are a national or citizen. When an LPR applicant has exceptionally close and strong ties to the United States and overriding humanitarian and compassionate grounds exist, the SC Director may request guidance from Consular Affairs or American Citizens Services about the propriety of providing the service with the understanding that the host government may not, and is not obligated to, honor a request from the US government on behalf of such an individual. Students with no ties or allegiances to the US may not be provided emergency or protective services through the US Mission except under the most extraordinary circumstances, and then only with prior approval of the US Department of State.

For crimes or incidents reported by an EAP participant, see Section 605.06, Safety and Incident Reporting.

260.01 Study Center Emergency Preparedness Handbook

The Study Center Emergency Preparedness Handbook includes information about EAP’s crisis management protocol and basic preparations that should be made prior to and during each program cycle in anticipation of possible crises. The handbook should be consulted for details, but in general these preparations include:

Providing updated SC emergency contact information to UOEAP staff and program participants
Reviewing and, as necessary, updating the Study Center Safety and Security Checklist
Developing a communication tree for the program and discussing it with students as part of arrival orientation (see Section 260.02, Communication Tree)
Registering all students with the nearest US embassy or consulate during orientation

During emergencies, UOEAP mobilizes to provide the SC Director with necessary decisions and support. Students’ emergency contacts (usually parents) will be regularly informed of measures taken. UOEAP will post information received from Study Center staff as well as US and foreign authorities on the EAP website. If evacuation from the program site becomes necessary, the SC Director will work closely with the US Mission, the UC security evacuation provider (Europ Assistance USA), the company ACE contracts with to provide travel assistance services worldwide, and UOEAP to ensure the safe and timely departure of students. Under such circumstances, it is expected that the SC Director will remain on site to oversee the evacuation and ensure student safety until all students have departed or have been otherwise accounted for.

Specific crises call for different responses; additional details are included in the Study Center Emergency Preparedness Handbook, which provides checklists for various types of crises. However, SC Directors must take the following general security measures in all situations of danger:

Establish and maintain communications with all students and UOEAP to keep them apprised of the latest developments and program changes as they arise. Send a message to UOEAP that all students have been accounted for.
Require students to inform the Study Center of their whereabouts at all times.
Contact the US embassy or consulate and UOEAP. Make sure all students and staff are registered with the US Department of State through its Internet-based registration system.
Evaluate the real danger to students in the situation. Consider the event’s proximity; its impact on the availability of food, water, and medical supplies; and, if political, the target of the unrest.
Consult with the nearest US consulate or embassy and the US Department of State for their advice to Americans in the area and to determine the intensity of the emergency, the presence of military or emergency personnel, the feasibility of continuing classes, and the ability of students and staff to travel in the area.
Develop an evacuation plan, including the various modes and routes of travel. Coordinate with the US Mission and the UC evacuation carrier, Europ Assistance USA, to determine the best evacuation route, including the possibility of reducing the level of danger by dispersing students into small groups and reconvening later in another locale. Keep lines of communication open with UOEAP and the US Mission, and do not implement a plan without UOEAP’s knowledge unless communication is impossible. If evacuation becomes necessary, the SC Director is expected to remain on site until all students have departed.
Assess and mitigate student concerns.
Recommend appropriate student behavior. Brief students on the desirability of melding into the local foreign population when feasible by speaking the language, if applicable, in public and foregoing public group activities if necessary.
Develop a written course of action and have students read and sign the course of action to make sure they understand and to minimize UC’s liability.
Remove public signs that indicate the American affiliation of EAP and cancel or postpone public activities that call attention to the program.
Determine whether class attendance is advisable during periods of strikes, demonstrations, etc.

See also Section 500.03, Student Conduct and Discipline, Student Agreement.

260.02 Communication Tree

Each Study Center needs to establish a model of a communication tree that can be implemented quickly during an emergency. In a multi-university Study Center, the SC Director and staff have the discretion, in consultation with the Regional Director, to make alternative arrangements that meet the need that the emergency contact tree was designed to accomplish. The communication tree can be used to confirm that all students are safe and secure after an event such as an earthquake, terrorist attack, etc., and to communicate information such as a meeting point, etc.

The communication tree is headed by the SC Director or other designated staff person. Depending on the size of the group, the “head” will designate several students as “first contacts.” Each of these students will be assigned a group of several additional students to contact, and each first contact student should have a backup student within his/her group. In the event of an emergency, the SC Director should contact each first contact student (or backup contact if a first contact student is unavailable) and instruct them to contact all the other students in their group with information and instructions. Once each first contact student has attempted to contact each member of his/her group, he/she will report back to the SC Director (or other designated staff person). Each participant in the program should have a copy of the communication tree.

EXAMPLE FOR PROGRAM WITH 25 PARTICIPANTS:

Example

It is recommended that the communication tree include all possible means of communication available to participants (telephone, e-mail, cell phone). The groups also should be organized geographically (i.e., students living near each other) so that contact can be made in person if contact is not possible by telephone. The SC Director should stress that contact should be made immediately unless it is not advisable for safety reasons.