Safety & Risk Management: Faculty-Led Study Abroad Programs

Faculty leaders should be aware of the unique risk and responsibilities associated with any faculty-led trip abroad. Below you will find some guidelines and information to help you prepare to lead a trip abroad. You will find information on handling a crisis situation abroad, should one arise; it should be noted that handling a crisis situation while leading a faculty-led trip abroad is not optional. As the faculty leader, you are responsible for understanding the responsibility you have to the students while abroad.


Prior to Departure

Prior to departure faculty members will be contacted by a staff member from the Office of Study Abroad regarding scheduling a time to meet with Stephanie Rowland, Title IX Coordinator. All faculty members leading a UTC faculty-led trip abroad must meet with Stephanie Rowland prior to their departure.

Please see below to determine what information you should expect from the Office of Study Abroad prior to departure:

If the faculty leader has designed and organized their entire faculty led trip, with no assistance from a study abroad provider, then the faculty leader(s) will be provided with the following information for each participant:

  • Copy of the participant's passport identification page
  • Emergency contact information (name and phone number)
  • Medical Information (if provided by the participant)
  • Health Insurance information (copies of health insurance cards)

If the faculty member has worked with the Office of Study Abroad to have a provider design and organize their faculty led trip, then the faculty leader(s) will be provided all relevant information by the provider. Faculty members should expect the following information, at a minimum, for each participant:

  • Copy of the participant's passport identification page
  • Emergency contact information 
  • Medical Information (if provided by the participant)
  • Health Insurance information

Faculty leaders should provide the Office of Study Abroad with the following information prior to their departure:

  • Contact information while abroad
  • Emergency contact information
Faculty leaders should report any Critical Incident to the Office of Study Abroad immediately. If in doubt, faculty leaders should still reach out to the Office of Study Abroad for guidance. 

Critical incidents would include any of the following:

  • Student Illness or Injury
  • Drug/Alcohol Abuse
  • Student Arrest
  • Missing Student
  • Student is the victim of a crime
  • Student is hospitalized or is in need of medical evacuation
  • Student death
  • Sexual assault
  • Attempted suicide
  • Natural Disaster
  • Civil Unrest/Act of Terrorism

Faculty leaders should contact the Office of Study Abroad as soon as possible after any Critical Incident occurs. Faculty leaders should take into consideration the situation and the needs of their student(s) in the timeline for contacting the Office of Study Abroad.

Depending on the situation, there may be other indidviduals on campus who should be notified (i.e. Dean of Students, Title IX Coordinator, etc).

Additionally, faculty leaders should use their own judgement when contacting student emergency contacts.


Responding to Critical Incidents

Students participating in a UTC affiliated faculty led trip will always have international health insurance coverage while abroad. Should a student suffer an injury or illness while abroad, the following steps should be followed:

  • Immediatley seek appropriate medical care. This could be through a doctor visit for minor illness or seeking emergency services at a hospital for major illnesses or injuries. 
  • Faculty leaders should be willing and able to accompany students to the appropriate facilities should an illness or injury occur.
  • Depending on the nature of the illness or injury, the Office of Study Abroad should be notified when feasible (i.e. once a student has been safely handed over to the care of a medical professional)
  • Minor illnesses or injuries do not, necessarily, have to be reported to the Office of Study Abroad. Minor colds or injuries may not warrant medical attention and would not, in many instances, need to be reported to the Office of Study Abroad.

More Information Coming Soon 

If a student is arrested while participating in a faculty-led trip, the Office of Study Abroad and Dean of Students should immediately be notified. 

Students should be given the contact information for the nearest US embassy/consulate.

  • The US embassy/consulate cannot, and will not, provide legal counsel to the student, but they can ensure that the student has access to services/resources that they are legall entitled to.

More Information Coming Soon 

If a student is thought to be missing, every attempt should be made to reach the student via cell phone (if applicable). If the student cannot be reached, then attempts should be made to contact any friends s/he may have on the trip. It's possible that the student notified a friend of their intent to go somewhere.

If no one has heard or seen the student then the student should be reported missing to the appropriate authorities in country.

The Office of Study Abroad should immediately be notified of the missing student.

More Information Coming Soon 

All UTC staff, faculty, and students who go abroad should register in the Department of State's STEP (Smart Traveller Enrollment Program) prior to their departure.

Faculty members should establish communication with all participants as soon as possible. Communication should also be made with the Office of Study Abroad.

If communication cannot be made, faculty member's should ensure that students all know of a centralized meeting point (a back up meeting point should also be established, in case the primary meeting point is inaccessible). 


Emergency Contact Numbers

Executive Director, CGE

Takeo Suzuki

423-425-4759

Takeo-Suzuki@utc.edu 

Director of Study Abroad Programs

Laura Livermore

(423) 425-4741

Laura-Livermore@utc.edu


Main CGE Number

(423) 425-4735

James Hicks, Dean of Students

(423) 425-4761

Jim-Hicks@utc.edu

Stephanie Rowland, Title IX Coordinator

(423) 425-4255

Stephani-Rowland@utc.edu


Survivor Advocacy Services

(423) 425-5648

If after hours, or unable to reach somone within the Center for Global Education, please contact UTC Police:
(423) 425-4357.