Department of Risk Management & Safety
Study Abroad Guidelines
All program faculty/trip leaders should implement the following in their planning of UVM sponsored trips abroad:
Travel AdvisoriesFollow State Department travel advisories both when planning courses that include travel abroad and prior to traveling abroad. Travel should never take place to countries on the State Department’s warning list.
Health Care issues
Mandate that all students carry health
which would apply to payment of claims worldwide and includes
medical evacuation coverage. The UVM sponsored student health plan does
this in combination with the emergency services program through
SOS which is already in place for all students and employees. Full-time
registered for nine or more credits can enroll in UVM’s student health
August or January of any given year by calling UVM’s student insurance
broker, Consolidated Health
Plans (CHP) at www.chpstudent.com.
Students should carry an insurance card with them at all times. For additional questions, contact the Center for Health & Wellbeing Insurance Coordinator at 656-0602.
Request verification of required immunizations prior to departure. Contact UVM's Student Health Center Travel Clinic (656-3350) regarding recommended immunizations.
UVM contracts with International SOS Assistance which responds in emergency situations to coordinate health care and emergency travel services. All UVM employees and students automatically have this service. SOS Emergency cards can be obtained through the Department of Risk Management (656-3242) or Office of International Education. (656-4296)
· Develop an emergency notification plan, with contact information and details on how to access emergency funds, as well as an emergency evacuation plan.
· All participants shall supply the name and telephone number of an emergency contact person. A master list shall be left at UVM for reference
· Outline procedures for host families in case a student is injured in their home.
· At least one person, instructor, staff or student, should be instructed in basic first aid. A first aid kit should be readily available.
· Institute an incident reporting system to immediately notify UVM Risk Management (656-3242) of any event resulting in significant injury or crime against participants. This keeps Risk Management abreast of any potential liability situations. Click here for a sample incident report form.
Conduct a student orientation prior to departureEmergencies
Faculty/Trip leaders shall be responsible for obtaining information about and advising students on how to seek help in emergency situations, including medical care and law enforcement assistance.
Remind students of the aid available from the US Embassy and how to contact them. The diplomatic corps can be especially helpful since tending to the needs of US nationals is one of their responsibilities.
Discourage students from renting or driving vehicles while in foreign countries because of complications in settling matters if an accident were to occur. Should students elect to rent or drive a vehicle for their personal use, they must clearly understand that the University will not be responsible for any damage or bodily injury.All drivers must attend UVM Risk Management driver training and have their motor vehicle record checked. If vehicles are chartered with a hired driver, make sure Risk Management reviews the charter agreement. Vans greater than a 12-passenger are prohibited. Charter companies must provide proof of insurance. They must never drive the vehicle that is rented for course work for personal business.
Early Termination of Trip
Outline trip cancellation and refund policies including who makes the decision
Outline process and criteria for an individual participant’s termination from the program. Be clear that related travel costs are the individual’s responsibility in this case.
Conduct a Faculty/Staff Orientation Prior to Departure
ContractsHave UVM Risk Management review all agreements affecting the program, including touring companies, housing agreements, and charter transportation. Risk Management will require proof of insurance.
Location and inspection of host country
Last modified August 06 2015 01:15 PM