Develop an Emergency Plan
Now that you know your support network and have identified risks and conditions on-site, you can develop emergency plans for individual activities, or for your department or college. It is useful to think of the emergency management plan as a primary training tool, and to write it with that in mind. We can work with you directly to develop your plan, which will include three basic elements:
Emergency Management Plan Workbook
As a guide and tool for assembling and then sharing the emergency management plan for your activity, department, or college, use the Emergency Management Plan Workbook.
This section will comprise the information you collected on local resources, detailed itinerary and contact information for participants, a detailed communication protocol, program-specific emergency response procedures, and fire safety protocols. Use the step-by-step guide below to complete the Global Programs Emergency Management Plan Workbook.
- Assemble and continue to update before and throughout the duration of the program or activity.
- Provide all participants with a card listing the activity’s emergency contact information.
- Include two 24-hour contact numbers for students and staff.
- Have all participants put this information on their mobile phones.
Itineraries and Travel Arrangements
- File detailed itineraries of all travelers with unit administrators or Global Programs.
- Establish an Emergency Management Team.
- Record the names, title, and telephone numbers of each member.
- Include a provision for backup when one or more members is away.
- Establish a clear understanding of the respective responsibilities of BU, the project leads, facilities managers, vendors, and other partners.
Emergency Communication Protocol
- Establish protocol for whom to contact in case of emergency and when.
- Consider multiple means; e.g., texting, tweeting, phone calls, Facebook, etc.
- Establish readily available and backup means of communication.
- Provide a fire safety plan for program and housing facilities; include inspections, drills, and provision of fire extinguishers and smoke detectors.
Providers and Vendors
- Compile emergency plans provided by University partners, housing providers, and other vendors.
In rare instances, evacuation may become necessary due to environmental, political, industrial, and/or health concerns. Therefore, it is important that you develop simple, easy-to-follow protocols and ensure that all participants are aware of the procedure for responding to such an event. This information should include:
- Describe the circumstances under which a facility, locale, or program site would need to be evacuated.
- Designate a primary and secondary assembly point; include directions to/from the assembly point on foot or by public transportation.
- Specify how communications and logistics (e.g., sustaining food and water) would be handled if students were “locked-down” in a residence hall, homestay, or other facility.
- Develop plans for what to do if it were necessary to evacuate your location—city or country; include what transportation you would use if necessary.
Knowing and understanding the essential actions for responding to and stabilizing an emergency situation are important aspects of your emergency management plan. Familiarize yourself with the emergency response actions on the Responding to Events and Emergencies page and be sure to customize these actions to your specific activity and location in the space provided in the workbook.
Now that you’ve completed your emergency management plan, the Prepare for Travel section will provide the critical steps you and your participants need to take before traveling.