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Emergency Protocols

TEA Plan (Travel Emergency Action Plan)
2019-20

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

Each Otis College Travel Study course, Field Study, and Field Trip 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.

Below is more information about the Emergency Plan and Emergency contacts.

Emergency Contacts for Student

In the event of an emergency during travel study, field study, or field trip, the student's first points of contact (FPC) are:

  • The Otis College On-site Faculty Leader
  • The Program Service Provider On-site Manager
  • The Travel and External Study Coordinator at Otis College of Art and Design
  • The International Office at the Host Institution
  • The Closest US Consulate or Embassy in the Host Country

Prior to their departures, all travel study participants are required to:

A) Review their Travel Preparation Manual;

B) Attend at least two faculty led pre-departure meetings;

C) And attend an orientation hosted by Travel and External Study during which this chain of communication is explained, consular information is provided, and health, safety and security issues are addressed.

Depending on the travel study course, contact details for the Lead Faculty, Program Provider or Travel and External Study are provided by Otis College, host university or program service provider. In an emergency situation, the faculty leader, host university or program provider will contact the Travel and External Study Coordinator as soon as it is possible to do so.

Anonymous Reporting

Otis College provides an online incident reporting form which you can opt to be anonymous on page 2. This form may be accessed and used while abroad.

The link to the form may be found at www.otis.edu/forms/students/student-incident-report/

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

Field Trips (non-travel study programs)

In the event of an emergency during a field trip, the student's first points of contact (FPC) are:

  • The Otis College On-site Faculty Leader
  • The Program Service Provider On-site Manager
  • Otis College Department of Safety & Security
  • The Safety Office at the Host Institution

Working Rule:

Travel Study - Always refer to your Travel Preparation Manual.

Field Trips – Review field trip policies with lead faculty, and online at www.otis.edu/local-regional-field-trip-policy

Emergency Contacts for Faculty Leaders on Travel Study

While on program in the event of an emergency, and once you have contacted your program provider your first call is to:

  • Primary: Matthew Penkala 
    Office: 310-665-6815
    Cell: 323-359-0044
    Email: mpenkala@otis.edu
  • Secondary: Terry Goddard - Chief Safety & Security Officer
    Office: 424 207-3727 
    Cell: 213-280-2077
    Email: tgoddard@otis.edu
  • Back up: Dr. Laura Kiralla (Vice President of Campus Life)
    Office: 310-665-6961
    Email: lkiralla@otis.edu
Emergency Contacts for Faculty Leading Field Trips 
  • Secondary: Terry Goddard - Chief Safety & Security Officer
    Office: 424 207-3727
    Cell: 213-280-2077
    Email: tgoddard@otis.edu
  • Secondary: Dr. Laura Kiralla (Vice President of Campus Life)
    Office: 310-665-6961
    Cell: 310-309-7109
    Email: lkiralla@otis.edu

Incident Reporting

Submit an online incident report with-in 24 hours Otis College provides an online incident reporting form.

The link to the form may be found at www.otis.edu/forms/students/student-incident-report/

Working Rule:

Faculty, while on travel study or leading a field trip, is considered campus security authorities (CSA) per the Clery Act.

Emergency Contacts for Parents

The Otis College Department of Safety & Security is the primary US-based contact for all emergencies involving Otis College students, faculty and staff participating in or working in support of travel study programs or field trips.

If an emergency situation occurs abroad, Terry Goddard (Chief Safety & Security Officer) should be contacted as soon as possible at 424-207-3727, tgoddard@otis.edu. In response, Otis College Department of Safety & Security will contact appropriate Crisis Management Team Members to assist you.

The Otis College Department of Safety & Security receives calls 24-hours per day, seven days per week.

Crisis Management Team

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

  • Travel and External Study Coordinator:310-665-6994
  • Vice President of Campus Life: Dr. Laura Kiralla, 310-665-6961
  • Campus Safety & Security: Terry Goddard - Chief Safety & Security Officer, 424-207-3727
  • Office of the Provost:310-665-6963
  • Other Otis College and outside resources, as needed

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

  • On-site program staff
  • Program Provider
  • US Embassy officials in-country
  • University officials at partner university
  • 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
  • Otis faculty with expertise in the area in question

Local Contingency Plans

Each Otis College Travel Study program and Field Trip 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.

Travel study or Field Trip programs that exist outside of Otis College's immediate control maintain their own emergency protocols. Interested parties should contact these institutions or program providers directly for details in addition to consulting with Otis Collge officials.

Working Rules:

A) Travel Programs: For faculty-led programs always consult your Leader/Safety Guide.

B) Field Trips: Faculty should refer to the Local & Regional Field Trip Policy page online, http://www.otis.edu/local-regional-field-trip-policy

C) Incident Report: Submit an online incident report with-in 24 hours Otis College provides an online incident reporting form. The link to the form may be found at www.otis.edu/forms/students/student-incident-report/

In the Event of a Local Emergency – Red Call

  • The Lead Faculty (in cooperation with the Program Provider Manger) contacts participants to ascertain participants' well-being and to provide information, instructions, and advice.
  • The Lead Faculty reports the situation to Otis college as soon as contact can be made.
  • The Lead Faculty (in cooperation with the Program Provider Manger) contacts the local U.S. embassy, consulate and confers with other U.S. enterprises in the area.
  • Depending on the situation, the Faculty Leader 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, Otis College may also report to participants' emergency contacts.
  • If the students are in the program city, the lead faculty will gather the students at a pre-determined secure location as soon as is practical.
  • If the students are on an organized excursion outside of the program city and there is a civil emergency, the lead faculty/on-site program manager in charge of the excursion shall take the students to a secure location and contact and Otis College 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 lead faculty notifies Otis College that the group is safe and accounted for, the program provider will arrange for air transportation of program participants to the US, if possible, or to another safe destination. Otis College 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: – Red Call

  • 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 – Red Call

  • On-site personnel (faculty leader, 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 the Travel and External Study Office or Department of Campus Safety & Security (field trip) to report the situation.
  • The Travel and External Study Office will contact the appropriate persons from the Crisis Management Team, who will call the on-site personnel.
  • Otis may contact other personnel for assistance, such as the program provider, etc.
  • Otis 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 – Red Call

  • 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 the Travel and External Study Office or Department of Campus Safety & Security (field trip) to inform of the event.
  • TheTravel and External Study Office or Department of Campus Safety & Security will contact members of the Crisis Management Team, who will ensure that Otis’ protocol is followed.

Emotional or Psychological Problems – Red Call

  • 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 Travel and External Study Office or Department of Campus Safety & Security (field trip).
  • Otis will contact on-campus counseling personnel. Counselors will be in touch with student and on-site personnel to assess the situation and make recommendations.
  • Otis will contact the emergency contact of the student or staff, if appropriate.

Victim of a Crime/ Sexual Assault – Red Call

  • On-site personnel contact the local authorities (police, U.S. Embassy, medical personnel) to begin the local action needed.
  • On-site personnel contact the Department of Campus Safety & Security to inform of the event.
  • Department of Campus Safety & Security will contact the appropriate members of the Crisis Management Team.
  • Student-to-Student Incident: Associate Dean of Student Services
  • Staff-Student Incident: V.P. of Student Success and Enrollment Services
  • Staff/Student & Outside Party: Refer to the legal requirements of the host country and the wishes of the victim.
  • Working Rule: Otis should contact legal counsel as appropriate.

Accused of a Crime – Red Call

  • On-site personnel contact the local authorities (police, U.S. Embassy, medical personnel) to begin the local action needed.
  • On-site personnel contact the Department of Campus Safety & Security to inform of the event.
  • Department of Campus Safety & Security 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.
  • Otis College will contact legal counsel for appropriate advice on the situation.
  • Otis College will contact the emergency contacts of the student or staff, if desired by the accused.

Missing Person – Red Call

  • On-site personnel (faculty leader, 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 the Travel and External Study Office or Department of Campus Safety & Security (field trip) to report the situation.
  • The Travel and External Study Office of Campus Safety & Security will contact members of the Crisis Management Team, who will ensure that Otis College's protocol is followed.

Financial Emergencies

Emergency Stipends will be dispersed by the Business Office to the lead faculty once a Travel Authorization form has been submitted. Stipends will be in the amount of $1,000 - $2,000 depending on the duration of travel.

In most instances program providers will be able to front funding for large scale emergencies such as air travel rebooking, temporary lodging, etc.