Emergency Procedures

Study Abroad Participants Outside the U.S.

Assist students, parents, faculty and staff in managing emergencies outside the U.S.

International Students in the U.S.

Assist international students, their families and Evergreen staff in managing emergencies in the U.S.

Evergreen Health & Safety Procedures

Assist all students, faculty, staff and visitors with procedures during campus emergencies.

Study Abroad / Participants Outside the U.S.

Purpose

The Evergreen State College (Evergreen) operates or cooperates with over 200 study programs and exchanges around the world.

Evergreen supports over 150 students annually who undertake Independent Learning and Internship Contracts overseas. Health, safety and security issues are a top priority for our students studying abroad. To aid anyone needing assistance, Evergreen is making these general Emergency Management Procedures available here.

Emergency Information Topics

Websites for Additional Information

For Students

Emergency Contacts for Student

In the event of an emergency, the student's first points of contact abroad are:

  • The Evergreen On-site Faculty Director

  • The Program Service Provider On-site Director

  • The International Office at the Host Institution

  • The Closest US Consulate or Embassy in the Host Country

Prior to their departures, all study abroad participants are required to attend an orientation during which this chain of communication is explained, consular information is provided, and health, safety and security issues are addressed. Depending on the study program, contact details for the Program Director or International Office are provided by Evergreen, host university or program service provider. In an emergency situation, the Program Director, host university or program service provider will contact International Programs and Exchanges Office (IPE) as soon as it is possible to do so.

If the student cannot make contact with in-country support or if additional assistance is required, s/he should contact Evergreen directly using the protocol described in the section: "Emergency Contacts for Parents and Program Directors."

Emergency Contacts for Parents and Program Directors

The Evergreen Police Services Office is the first point US-based contact for all emergencies involving Evergreen students, faculty and staff participating in or working in support of programs and exchanges abroad. If an emergency situation occurs abroad, Police Services should be contacted as soon as possible at 360-867-6140. In response, Evergreen Police Services will contact appropriate Crisis Management Team Members to assist you.

The Evergreen Police Services Office receives calls 24-hours per day, seven days per week.

Crisis Management Team

Evergreen maintains a Crisis Management Team to address critical issues involving Evergreen students, faculty and staff abroad. In the event of an emergency, some or all of these units will be mobilized to assess and respond to the emergency.

  • Office of International Programs

  • Dean of International Studies

  • Dean of Student Academic & Support Services

  • Office of the Provost

  • Risk Management

  • Evergreen Wellness Center

  • Evergreen Police Services

  • Other Evergreen and outside resources, as needed

Decisions regarding student health, safety, security and response are made in consultation with:

  • On-site program staff

  • US Embassy officials in-country

  • University officials at partner university

  • US State Department Country Desk Officers

  • US State Department's Overseas Security Advisory Council (OSAC)

  • Center for Disease Control and World Health Organization

  • Other officials from US agencies and/or NGOs

  • Evergreen faculty with expertise in the area in question

Local Contingency Plans

Each Evergreen faculty-led and operated program has a contingency plan which will be activated in case there is a known local condition that requires (a) extra caution, (b) removal of the program to a different site in the same city, same country or a nearby country, or (c) suspension of a program and evacuation of participants. Institutional exchanges and study abroad programs that exist outside the operational control of Evergreen maintain their own emergency protocols. Interested parties should contact these institutions or program providers directly for details. Evergreen's Program Service Provider Partnerships

In the Event of a Local Emergency

  • The Program Director contacts participants to ascertain participants' well-being and to provide information, instructions, and advice.

  • The Program Director reports the situation to Evergreen as soon as contact can be made.

  • The Program Director contacts the local U.S. embassy, consulate or Interest Section and confers with other study abroad providers and/or U.S. enterprises in the area.

  • Depending on the situation, the Program Director may or may not gather the participants together in a group.

  • Participants are advised to contact their parents, guardians, or emergency contacts as soon as possible.

  • Depending on the severity of the situation, Evergreen may also report to participants' emergency contacts.

  • If the students are on an organized excursion outside of the program city and there is a civil emergency, the program staff member in charge of the excursion shall take the students to a secure location and contact the on-site director and Evergreen for instructions.

  • If the students are traveling independently, an effort will be made to contact them according to the contact information and itineraries they have left with the program staff. The student will be advised as to the proper course of action.

  • After the on-site director notifies Evergreen that the group is safe and accounted for, s/he will arrange for air transportation of program participants to the US, if possible, or to another safe destination. Evergreen will communicate with the students' emergency contacts to inform them that this process is underway. In the event that students cannot fly out as a group, they will depart as seats become available. In the event that air transportation is interrupted or deemed unsafe, the practicality and safety of other transportation modes and exit routes will be assessed and, as appropriate, utilized.

Criteria for Suspending or Canceling a Program:

  • Recommendation of suspension or cancellation by the on-site program staff

  • Travel warning and/or specific directive by the US State Department and/or US Embassy

  • Travel warning and/or specific directive by the World Health Organization and/or Center for Disease Control

  • Outbreak of hostilities between the US and the host country

  • Significant terrorist activity and/or a declaration of martial law in the program city;

  • Civil unrest or violence that affects student safety;

  • Declaration of war by a third country against the country of the program's location;

  • Protracted or indefinite closure of the host University

  • Inability of the site director or staff to organize and carry out the academic program at the host University or alternative location;

  • Disruption of public utilities and/or services.

Serious Illness or Injury

  • On-site personnel (faculty director, student, program provider) contact the appropriate local authorities (police, embassy, medical personnel) to begin the local action necessary to handle the situation.

  • On-site personnel contact Evergreen Police Services at 360-867-6140 to report the situation.

  • Evergreen Police Services will contact the appropriate persons from the Crisis Management Team, who will call the on-site personnel.

  • Evergreen may contact other personnel for assistance, such as the American International Assistance Service in Houston, TX (for those students with the International Student ID Card) to involve them in evaluating the situation. 800-626-2427

  • Evergreen will phone the emergency contacts of the persons involved in the crisis to apprise them of the situation, if they have not already been contacted. FERPA rights should be waived for emergency contact situations.

  • Necessary action will be taken, such as provision for medical care in country, medical evacuation, etc.

Death of a Student or Program Staff

  • On-site personnel contact the appropriate local authorities ( police, U.S. Embassy, medical personnel) to begin the local action necessary to handle the situation.

  • On-site personnel contact Evergreen Police Services at 360-867-6140 to inform of the event.

  • Evergreen Police Services will contact the director of the Crisis Management Team, who will ensure that Evergreen's protocol is followed.

Emotional or Psychological Problems

  • On-site personnel contact the appropriate local authorities (police, medical personnel, US Embassy) to begin the local action necessary to handle the situation.

  • On-site personnel contact the Evergreen Police Services at 360-867-6140.

  • Evergreen will contact on-campus counseling personnel. Counselors will be in touch with student and on-site personnel to assess the situation and make recommendations.

  • Evergreen will contact the emergency contact of the student or staff, if appropriate.

Victim of a Crime

  • On-site personnel contact the local authorities (police, U.S. Embassy, medical personnel) to begin the local action needed.

  • On-site personnel contact the Evergreen Police Services at 360-867-6140 to inform of the event.

  • Evergreen Police Services will contact the appropriate members of the Crisis Management Team.

  • Student-to-Student Incident: Refer to Dean of Student Academic & Support Services.

  • Staff-Student Incident: Refer to Dean of International Studies.

  • Staff/Student & Outside Party: Refer to the legal requirements of the host country and the wishes of the victim.

Accused of a Crime

  • On-site personnel contact the local authorities (police, U.S. Embassy, medical personnel) to begin the local action needed.

  • On-site personnel contact the Evergreen Police Services at 360-867-6140 to inform of the event.

  • Evergreen Police Services will contact the appropriate members of the Crisis Management Team.

  • Staff/Student & Outside Party: Refer to the legal requirements of the host country and the wishes of the victim.

  • Evergreen will contact legal counsel for appropriate advice on the role of the organization in the situation.

  • Evergreen will contact the emergency contacts of the student or staff, if desired by the accused.

 Financial Emergencies

To report lost or stolen credit cards, contact:

Contact the nearest U.S. Embassy for additional resources and advice concerning financial emergencies.