An emergency is any circumstance that poses a genuine risk to, or that has already disturbed, the safety and well-being of CSUN travelers. These include, but are not limited to, medical emergencies and evacuation, family crises, accidents and injuries, physical and sexual assaults, natural and man-made disasters, environmental hazards, incarceration, disappearances or kidnapping, civil unrest, and political uprisings, terrorist threat or attack, or country evacuations. These emergencies can affect single individuals or the entire group.
A “perceived emergency” results from events that are not immediately threatening to the health or safety of program students or staff but which may be viewed as such by the traveler, family, and friends at home, or by the media. In many instances, a perceived emergency must be treated as a real emergency.
Steps to Take Prior to Departure
Register yourself and your students with the U.S. Embassy or Consulate in the destination countries via the Smart Traveler Enrollment Program or STEP (https://step.state.gov).
Review the country-specific information on the US Department of State website https://travel.state.gov/content/travel/en/international-travel.html.
Familiarize yourself with the local laws, customs, and travel requirements of the countries to which you are traveling. Remember, while in a foreign country, you are subject to their laws.
If there is a Travel Alert listed for the country you will be visiting, be sure to review the details of the alert. Travel to countries listed with a Travel Warning is strongly discouraged.
If your program or department offers orientation sessions related to travel or study abroad, attend those sessions. If not, contact Risk Management for important safety and security concerns specific to your destination country.
Travel Requirements: Students and all travelers must complete all required documents well in advance of the departure date. The following are required as part of the travel application process:
- A signed Hold Harmless Waiver Form including a statement that the student has received and understood the orientation materials.
- Foreign Travel Insurance Request Form which includes the following:
- Emergency contact information (email and phone numbers), of at least two individuals.
- Copies of passports (and visas, if appropriate) or passport numbers.
- Up-to-date student rosters and detailed written travel itinerary (including side trips) with contact information for each leg of the trip.
- For travel to high hazard countries, travelers must contact Risk Management for additional travel requirements.
7. Keep a copy of the “Travel Assistance Program” card with you at all times along with the 24/7 assistance phone number that was provided to you by Risk Management.
8. Create a card to carry that includes contact information for your health insurance carrier, your program coordinator or Study Abroad office (if applicable), CSUN emergency contact numbers (provided in Section 3 of this guideline), and your personal contacts (friends and/or relatives).
9. Leave a copy of your contact card with your program coordinator or Study Abroad office (if applicable) and with your personal contacts. Develop a communication plan (telephone or email) with your family/co-workers so that in case of emergency, you will be able to communicate with them directly about your safety and well-being.
Steps to Take Upon Arrival
Register with the nearest US Consulate/Embassy as soon as you can. If you are not a U.S. citizen, register with the consulate/embassy of your home country.
Update your contact card to include contact information for the nearest hospital, police, fire, 911 emergency equivalent, local government/visa office, translator, US Embassy/Consulate and the Sponsor University Program Coordinator.
Establish an evacuation route from your place of residence and destination places (e.g., host institution, conference site, etc.). Your evacuation route should include a safe alternate destination point determined by you, your program coordinators, or fellow university travelers. When planning your route, remember that elevators and electric doors may not operate at a time of crisis.
Create an emergency kit that includes items such as emergency cash, credit cards, traveler’s checks and first aid items.
Familiarize yourself with all possible methods of transportation (i.e., airport, train, bus, subway, rental car, boat/ferry).
Keep copies of your passport and visa, your emergency contact card information, your driver’s license, your medical insurance coverage card, any special medical needs treatment information, and your foreign travel insurance card.