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Risk Management Protocol 2015-‐2016 Policy Peacework is a program of the Peacework Development Fund, Inc., a 501(c)3 organization that builds and manages partnerships in international development involving institutions of higher education and corporations. It is our policy that Peacework will provide whatever support services are required to ensure that students, faculty, and others involved in global programs have the safest and most secure international project possible and that a crisis or emergency, in so much as is possible, will be quickly, appropriately, and judiciously responded to, managed, and documented. One of the priority issues regarding international programs is risk management. Risks that one would assume to be normal in the course of society are complicated by the growing complexities of political, ethnic, cultural settings, the seemingly random nature of acts of violence, and conflicts around the world. Although it is impossible to completely eliminate vulnerabilities, the likelihood of any physical, emotional, and medical harm is greatly minimized by thorough planning, preparation, precautions, and oversight. Therefore, Peacework will provide a full range of range of services to avoid risks, evaluate contingencies, and manage emergencies. All risk and emergency management tasks are carried out in full collaboration with the sponsoring organization. The same avoidance and management tasks are coordinated with our partners abroad. The hosts as first responders are prepared to handle contingencies and emergencies in their respective countries. The basic protocol for handling a crisis or emergency is provided below. For clarification, we have adopted the following definitions. A risk is the possibility of exposure to a harmful situation that may seriously affect a participant’s health, safety, and security. The avoidance of risk requires thorough preparation, precaution, and planning for contingencies. An emergency is an occasion in which physical injury, psychotic episode, incapacitating illness, or death is imminent or has occurred and there is the possibility of intervention. An emergency may be sustained in the normal course of daily activities, self-‐inflicted, or caused by civil unrest, social confrontation, or natural disaster that threatens one’s safety. An emergency requires immediate action. A threat is an anticipated situation or condition that requires urgent and appropriate avoidance. A threat requires decisive action to avoid an emergency. Principles Every aspect of our program planning is designed to protect the participant from harm and to avoid potential risks. Those involved with planning and hosting participants have as a paramount goal the security of every individual. Therefore Peacework and our partners will have information about available resources such as nearby hospitals and emergency evacuation information. Peacework will also establish lines of communication for all placements so that everyone who is involved with the program knows precisely what to do in different situations. It is the responsibility of (A) the participant and (B) the designated leader of the delegation to know this information and to have it handy in the event of an emergency. Planning and Preparation Every participant in a program managed or sponsored by Peacework receives orientation materials that include the latest health and medical information from the Center for Disease Control, a candid
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assessment of the political situation and risks in the host country (if any) from sources such as the Overseas Security Advisory Council (OSAC), and a list of recommendations to ensure one’s safety and security while traveling abroad. Peacework also recommends that sponsoring organizations and group leaders avail themselves of the most current country information provided by the State Department (www.travel.state.gov). This information is available to the public and may be shared by a group leader or organizational contact with all of their participants at their discretion. All of this information shall also be shared between leaders and the staff and volunteers of Peacework in order to implement any emergency response that is required. Peacework automatically receives travel warnings, public announcements, and consular information issued by the State Department regarding instances or locations where extra caution is recommended for citizens of the United States and this information will be made available on a routine basis to sponsoring organizations. While Peacework will do everything possible to prepare and adequately respond to an emergency or threat to a participant, the sponsor or participant also assumes responsibility for using one’s best judgment to avoid risks, initiate adequate communication with Peacework and other parties in the event of an emergency, and manage contingencies related to the program. To facilitate our preparation, we ask that each sponsoring organization provide emergency details on all of their participants. This information is on the registration form submitted to Peacework. It is only used for emergency response or arrangements to support the health and well-‐being of all of the participants in a group. It contains emergency contacts and medical conditions that would affect a response. Finally, if a participant is a citizen of a country other than the United States, we will duplicate the planning and contingency process with their country’s closest embassy or consulate. Embassy Report The Embassy of the United States in each country registers all visiting citizens. Where there is an embassy or consulate of other nationalities, Peacework will also register those individuals when we have the complete information on their documents. This registration process simply expedites any support response from the diplomatic community should it be required. Peacework will forward this information to the appropriate office unless a group or individual declines this registration. Security Resources Peacework automatically receives travel warnings, public announcements, and consular information issued by the State Department regarding instances or locations where extra caution is recommended for citizens of the United States. Participants should review up-‐to-‐date details at www.travel.state.gov. In addition, Peacework staff review one or more of the following resources on a regular basis to be familiar with risks and subjects that need to be addressed with host organizations. The State Department Consular Information Sheets and Country Descriptions offer routine advice regarding normal travel, contacts, and contingencies in a particular country. The State Department “issues Public Announcements to disseminate information about . . . short-‐term conditions that pose significant risks or disruptions to Americans.” Announcements have a beginning and end date, after which the announcement is either revised or cancelled. The State Department issues Travel Warnings “when the State Department recommends that Americans avoid a certain country.” Travel 2
warnings are typically more specific to a certain threat or location, but are not restrictions for travel. Travel warnings are usually for a short period of time and related to a specific cause or incident. Participants using the State Department information are encouraged to use this information with discretion and utilize other resources that may be objective or may describe safety conditions in specific destinations. The State Department information is relevant to emergency assistance one may expect to receive from United States officials in a particular country. Please note also that one’s global medical insurance may have exceptions based on State Department travel warnings. Other travel security sources include iJET Travel Risk Management which has its own "global watch operation" of more than 150 countries updated weekly for a fee of USD 25; Air Security International provides information mainly for the corporate market and tracks threats 24/7 in specific countries; Columbus Guides compiles “information from multiple countries for concise travel warnings;” One World Nations Online which is a non-‐profit site that compiles travel warnings and precautions from in-‐country sources as well as international sources. Participants of other nationalities will find other nations’ resources helpful, particularly Canada whose information may not be as politically oblique. Participants are also encouraged to search current news and articles on political, social, and cultural events in the host country which may be as up-‐to-‐date as any governmental or private sources and offer an objective view of events and trends in the destination country.
Recommendations for Group Safety and Security Peacework makes the following recommendations for each delegation. These are critical requests to the sponsoring institution and fundamental to crisis planning. The institutional partner of Peacework must authorize one leader in the group to act on behalf of the institution in the event of an emergency or crisis situation. Most often, this is the lead faculty member of a university delegation or the security director of a corporation. 1. That individual would have authority to act on behalf of the institution and he or she would also know who to contact at the sponsoring institution in the event of an emergency or crisis and how to contact that person at any time whether it’s 3 pm or 3 am. The contact is typically the Dean of Student Affairs or a person in the sponsoring department or program but it may be the university’s legal affairs office or their own emergency services. 2. This sanctioned leader of the group would also have access to the same medical and emergency information on each participant. 3. This sanction by the sponsoring institution is also very critical in the event that a participant is incapacitated and unable to consciously make decisions of personal welfare on their own. 4. This authorized individual must be sanctioned by the institution to serve as administrator, constable, and adjudicator of any irresponsible, unethical, or illegal activities by members of the delegation. 5. Should any member of a delegation act in an irresponsible, unethical, or illegal manner while in the host country and under the purview of Peacework and the host community, it is expected that the authorized lead member of the group will act quickly and judiciously 3
to resolve the situation or immediately return the individual to their home country without refund or adjustment of any expenses related to their program. Should a leader of a group fail to act decisively in such a situation, Peacework reserves the right to act independently in the same manner to preserve the safety and well-‐being of the delegation and our international partnerships, including ejection of a participant for irresponsible, unethical, or illegal actions. Should this happen, Peacework will make every reasonable effort to act in concert with administrative authorities of the sponsoring organization. The institutional partner must prepare the group for travel abroad. Even the most seasoned travelers sometimes need re-‐orientation to travel, live, work, and interact in the host country. The quality of a program abroad is directly related to the quality and extent of pre-‐departure preparation that takes place. The orientation will not only help participants assimilate in the host culture, but it will also remind them of the risks and how to avoid them. The institutional partner must be ready to work closely with Peacework administration and on-‐the-‐ ground staff to address any crisis situation. If desired, Peacework representatives will organize one or more sessions specifically on the crisis plan and security arrangements with a sponsoring organization. Peacework highly recommends purchasing the international medical insurance plan that we offer with Atlas International. It is very inexpensive, yet comprehensive. We typically arrange for a benefit limit of $1 million with no deductible. Regardless of the institution’s medical plans, this is an excellent back-‐up often for less than $2/day. If an institution prefers their own alternative, Peacework requires that the plan include enough benefit limits for an emergency medical return to the individual’s home country and that could easily exceed $250,000 depending on the location. The greatest benefit of the Atlas plan is the 24/7 global assistance provided by the network of On Call International. Peacework highly recommends purchasing a foreign volunteer liability insurance plan. The plan that Peacework provides is $2 million in benefits and covers the risk exposure of the participant to unwarranted legal issues and prosecution for real or perceived instances of liability. It also covers such remote risks as ransom, extortion, and liability for hired transportation. Both of these plans are automatically included with a program unless declined by the sponsoring institution.
Recommendations for Individual Safety and Security These following are precautions for daily activities that help make the global experience as safe and secure as possible. All delegations are encouraged to share this information with each participant. This information is not intended to discourage anyone from participating or studying a country and culture, but simply to encourage participants to observe reasonable precautions that will make for a safe and sound journey! 1. First and foremost, participants must use common sense and good judgment in every situation where working, living, and traveling. No one the exact circumstances of one’s immediate work or travel as well as the participant. A participant would need to respond to adversarial situations on the spot. Intuition is a strong factor in ensuring one’s safety. For example, if a participant is traveling on a local bus and feels that the driver or someone on the bus is intoxicated or other passengers are armed, it is best to remove oneself from that 4
situation as quickly as possible. There will be other buses and other transport. Likewise, if taking a local taxi to a destination in your town and the driver is obviously taking you to a different destination, make the driver stop immediately and get another means of transportation rather than finding yourself in an unsafe or threatening location. 2. Those in individual placements overseas should always defer to hosts about areas or activities that are potentially unsafe. The host abroad is the best source of information on safety and security. They will know the latest information on a community or city and what areas are considered safe for foreigners and which are not. They can also inform you about which taxi companies are reliable, which restaurants provide food that is safe and clean, and other valuable advice throughout your placement abroad. They also know the customs, problems, and circumstances of the community and society in the country you are visiting. 3. Do not openly display or show off your passport, cash, or valuable belongings in overt ways that may attract attention in public. Never wear conspicuous jewelry or pretentious clothing. Do not carry large sums of cash with you and never exchange money on the streets. Never exchange large sums of money anywhere, even in banks. Never exchange money with private individuals, except with your host or an individual you completely trust. Always conduct monetary transactions in a secure and discrete location. 4. Do not talk publicly with individuals you do not know well and definitely do not provide potentially compromising information to unknown individuals about yourself or where you live. Do not discuss any information about your schedule, your sponsorship, or personal details unless you have a history with that individual or other reason to trust that person. Follow the in-‐country host’s lead on making new community contacts, they will likely already have a circle of trustworthy friends and neighbors. 5. Never participate in any interaction or the appearance of an exchange regarding illegal substances. One casual exchange about drugs can put not only an individual but an entire group at risk of harassment, theft, or worse. 6. Understand and follow the rules of behavior recommended by the sponsoring institution. Individuals in a group who violate the parameters of behavior established by the group or its leaders are subject to immediate removal from the program and return to their home at their own expense without any refund of program costs and may also be subject to in-‐ country or home legal procedures. 7. Alert your group leader or host to any unusual situation, such as an individual who seems to be watching the group or housing that may not be following the best security procedures. 8. Do not wear clothing that is conspicuously from the United States or is of a particular political viewpoint. We recommend that participants should not flaunt their nationality or patriotism. US citizens should not display American flags or political slogans. Never wear clothing that has the appearance of military paraphernalia. 9. Never give away money. Not only does it attract undue and unwanted attention, but it is also blatantly condescending and serves only to emphasize the marked disparities in wealth 5
and power between the rich and the poor in this world. While you may feel good about a monetary gift to another individual and while they may need those funds, giving away cash perpetuates conditions of dependency between those who have and those who do not. It is far better to have monetary gifts distributed through your hosts in a manner that would benefit a number of people in the host country. 10. Avoid public confrontations or unruly events. It’s not uncommon in many locations to spot small demonstrations or even special events that get a little rowdy. The noise and distractions are perfect setting for petty theft and pick-‐pockets. 11. Do not carry loose pocket books or purses. Those are the most likely targets for anyone, including someone who may not have even thought about stealing until they saw a vulnerable wallet. 12. Always lock the doors to your accommodations during the night and when rooms are unoccupied. If your room cannot be locked, please inform your host so a secure lock can be provided. 13. If you become ill or injured at any time during the program, please inform your group leader immediately. Your hosts have contingency plans and contacts with reliable medical services to help in the event of an emergency. Each person who participates in these programs should have personal health insurance that covers them abroad or, if not, supplemental coverage that will provide assistance in the event of an illness, injury, or even an emergency return to the United States. Peacework and your hosts will do everything possible to assist you and your group leader in the event of a medical emergency. In addition, you should fully inform your group leader and Peacework of any medical contingencies, such as allergies to medications, prescription medications that you may already be taking, blood type, and special health needs. Complete information should be provided for the leader and for Peacework on the personal information sheet so that a response can be timely and appropriate. An emergency protocol is attached. 14. Participants should contact Peacework regarding all questions about a project, finances, and arrangements rather than confronting the host or trying to manage a public or private confrontation. It is Peacework’s responsibility to manage a project and Peacework has already determined many of the local arrangements. Dealing with Peacework avoids a confrontation or issue with the host organization and we can often take care of questions before they become a concern. 15. In summary, the recommendations above are standard for any country and any date of travel. Participants must use common sense when traveling; watch for unattended baggage, boxes, or any other item in public places of transportation; make sure your accommodations are secure and lockable; make sure all money is handled discretely; always rely on hosts for the best and most reliable information possible; and make sure that Peacework has complete information about each individual’s health insurance and medical conditions in advance of travel.
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Security and Your Host Everyone who is traveling abroad will be aware of safety and security for themselves. What most people fail to acknowledge are the factors that affect the safety and well-‐being of their hosts. This concern is particularly problematic in regions of the world where political tensions or ethnic conflict is present. Always remember that you can leave the country where you are working, but your host will not. If your hosts live and work in a conflictive setting, any unwarranted words or actions by visitors can put them at risk for being unable to continue their work or even physical injury. Groups must be aware of these dynamics in their setting.
Emergency Protocol The protocol for responding to an emergency abroad must be sensitive, efficient, and effective. It is impossible to foresee all potential emergency situations and eventualities, yet Peacework will implement the following protocol subject to influencing factors that may be beyond our control. The most likely emergencies a group will encounter are simple theft, injuries requiring first-‐aid, or illnesses that require basic medical evaluation but there are far more serious incidences such as physical assault, drug-‐related use of weapons, and accidents or illnesses requiring hospitalization and sexual assault and rape. Aside from relatively minor injuries or illnesses, almost every risk can be avoided or minimized with a few simple rules outlined on pages 5-‐7. However, it is impossible to avoid all risk and the group and Peacework would follow this protocol. If a sponsoring organization has another protocol for crisis response, it should be discussed in advance of the project with Peacework. An emergency may include two basic scenarios. 1. The first scenario is an event that completely changes the location or conduct of the placement such as an injury, incapacitating illness, being the party to an automobile accident, causing an accident, witnessing of an accident, witnessing of a crime, victim of petty theft, victim of an assault, victim of a robbery, seizure, delirium or other serious side effects from medications, accusations of criminal activity, accusations of abuse or improprieties, accusations of illegal political activity, and an array of other scenarios that dramatically affect the location and conduct of this placement. 2. The second scenario is the death of an individual while serving in a placement abroad or while being transported to and from the placement. This scenario not only involves immediate notification and thorough consultation with the family of the deceased, but also an assessment of the event with local authorities, extensive documentation of the event, response, and aftermath. The resulting assessment, transport, cost, and, if necessary, legal proceedings may be extensive and would need to be thoroughly coordinated by Peacework, the sponsoring institution, and family members. In the case of an event that affects the location and conduct of a placement, the following procedure should take place. 1. First, if medical attention is required then it would be applied immediately. First aid supplies will be available to the Peacework staff. If additional medical or psychological attention is required, Peacework would contact local medical authorities for urgent response. While 7
Peacework will respect any privacy guidelines that are involved, the first response will be directed to the most urgent need of the individual or group. 2. Second, the Peacework field director or someone directed by the field staff should simultaneously contact whatever other response is required, whether it is transportation, police, or other services. An appropriate and thorough medical, legal, psychological, or other response will be implemented immediately and in full consultation with the sponsoring institutions and hosts who are most familiar with local resources. The initial goal is to stabilize and appropriately treat a medical or psychological situation, remove a threat, or neutralize a conflict. 3. Third, once the initial response is conducted, local Peacework staff will update the Executive Director of Peacework, including steps being taken to address the emergency and any information that should be passed along to the sponsoring organization and/or emergency contacts. Peacework and a representative from the sponsoring institution or organization typically determine the best course of action and who will serve as the contact for all communications unless there are extenuating circumstances where a home doctor or family member becomes involved. 4. The contact for communications will be responsible for ensuring that all parties are apprised of the emergency situation and each step toward resolving the crisis. This person should know who is involved in the emergency, who is responding, and who is managing travel or other logistics that may be required. Normally, this is the Peacework staff member or the leader of the sponsoring delegation. 5. If an emergency is not completely resolved and requires additional follow-‐up, Peacework will work closely with the group leader and the institutions administration to proceed. 6. Emergencies affecting participants shall also include the response team of the sponsoring organization who is authorized to act and shall involve parties of the university, corporation, or other sponsoring office, health and psychological services, and international programs. The responsible administrator must be designated prior to the program. 7. If the participant is capable, he or she should write a full accounting of the incident with a witness either directly of the incident or of the report. The report shall include witnesses or contacts appropriate for the situation. The report should indicate the broader context of the incident, the actual incident itself and those involved, and any steps initially taken to resolve the emergency. The report is confidential and if the incident potentially involves legal matters, the report should only be made available to Peacework staff or the sponsor and their legal advisors. 8. Peacework and representatives of the sponsor will jointly make decisions about the appropriate response, representation, and services. Should there be a disagreement in the course of a response, the sanctioned leader of the group shall have final authority. 9. Depending on the circumstances, Peacework and the sponsor will collaborate on any arrangements required for family members to attend to the situation, the involvement of 8
governmental or legal authorities, contacts with embassy officials, emergency arrangements to return a participant to the United States or other desirable medical or service facility abroad (such as a hospital in Europe), visas and documents required for attending staff or family members, and all other arrangements deemed appropriate in response to the situation. 10. Should the incident involve injury to another individual, either actual or perceived, or involve any other covered liability of the participant, then Peacework will work with our emergency response network and its representatives to arrange legal counsel and assistance as required in the host country. 11. Peacework will ensure that the process related to liability, personal risk, and medical insurance and compensation are followed and implemented – medical coverage and medical evacuation coverage subject to the stipulations of the individual’s insurance plan. 12. In the case of injury, severe illness, or death of a participant, the response coordinator will verify all details with the host organization as quickly as possible, keep all records in writing with dates and times and individual contacts, and apprise the sponsoring organization about the course of events and the cause and the risk of further injury or illness for those who must visit the same area to follow through on medical and legal matters. The assessment will confirm the location of the participant and the name of the local contact person. In the event of the death of a participant in the program In the case of death, Peacework and representatives of the sponsor shall confer on the following items involving the family of the deceased when appropriate. The point person in this emergency shall follow these procedures. • Thoroughly evaluate the circumstances of the death and make sure that the context does not endanger any other members of the group. •
Provide immediate counsel and support to other members of the group and discuss group and individual prerogatives following a tragic event such as this.
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Ensure that all information is ABSOLUTELY correct and verified before the family is contacted.
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Determine who will contact and support the family.
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Determine the wishes of the family regarding repatriation of the participant.
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Make decisions regarding the need to release funds to bring the event to a satisfactory conclusion.
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Make decisions regarding public response to the event.
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Ensure that a final report is accurate.
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Make sure that all proceedings are private to the family.
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Follow-‐up on lingering medical, legal, insurance, or governmental questions about the event.
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Make sure that adequate emotional support services are available to the family and colleagues of the deceased throughout the entire process.
Privacy Peacework and its partners abroad will follow commonly accepted standards of privacy regarding all emergency assistance and medical care, releasing only the information needed for emergency services unless there is specific further instruction from the individual involved. Hurricane, Typhoon, or Other Weather Emergency Preparedness In the event of a weather emergency such as a hurricane or tropical storm, there are three phases of awareness that are important to note and understand: Alert, Watch, and Warning. The U.S. Embassy strongly urges residents and visitors to evacuate coastal and high risk areas during the Alert phase, when a hurricane has first been spotted. Peacework abides by the U.S. Embassy policy for Hurricane Emergencies, as well as a national emergency management organization and will promptly evacuate all participants before a hurricane reaches land. In consultation with the group leader, Peacework will organize the most appropriate means of quickly and safely transporting all participants together, by commercial aircraft several days in advance of a hurricane or by charter in the event that commercial flights are not available. During Peacework orientation, all procedures and protocol for a hurricane emergency will be outlined and discussed in detail. In the event of an abrupt natural disaster emergency, Peacework, in coordination with the host organization, has developed specific protocol in four stages (Prepare for an Evacuation; Threat Assessment; Peacework Activities Cancelled; Post-‐Emergency) to relocate all participants to a certified hurricane or typhoon shelter. In the most remote instance when the hurricane evacuation plan would be required, all of the procedures would be coordinated by Peacework and sponsoring group staff with communications among the small groups and leadership on a constant basis using evacuation routes, destinations, and transportation coordinated through Peacework partners. The local National Emergency Management Organization or equivalent of the host country will have hurricane, typhoon, or other weather-‐related recommendations. For more information on hurricane preparedness and the three phases of hurricane alerts, please read the “Be Aware of Hurricane Phases” in the “Hurricane Preparedness” section of applicable embassies. Other Preparations Should other natural phenomena present a threat to the project or the group, Peacework field directors and the authorized representative of the group should review contingencies and plan accordingly. Such threats may include climate, flooding, power outages, and remote transport to medical facilities. It is difficult to cover every single contingency and more important for the tandem leadership to develop contingency plans based on the local situation.
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