Supporting Your Students (Health & Safety Handbook) (2024)

• Meet with your students at least 3 times before departure and hold a pre-departure orientation (Global Travel Health and Safety can provide materials or present health and safety information at your orientations!)
• Suggest reading material (such as T.I.P.S or Beyond Guilt Trips) and encourage student’s reflection, particularly about their identity, emotions, and culture.
• Make sure everyone has the right documents and emergency contact information. Passports should be valid for 6 months longer than the return date. Depending on the country, visas can take awhile to process – make sure students send for their documents early!
• Establish clear boundaries and have communication early-on, especially surrounding alcohol and roommates.
• Set student’s expectations! Traveling comes with a host of unknowns (i.e. their room may get too warm at night, the bus to the program site might take over an hour, someone might have a stomach virus). Make sure students know how to manage their expectations and hopes for the trip with the reality.
• Review safety information specific to your location with students, such as not petting street animals or brushing teeth with bottled water. Repeating this information is always better!
• Be prepared to pivot. In the same way that you want to set student’s expectations, be prepared to adjust your plans and program due to unforeseen circ*mstances. The top priority is the safety and well-being of the students; the second is the education and learning objectives of the program. If you arrive at your accommodation and there are bed bugs, transit workers go on strike, or several students become ill and can’t travel to a field trip location – it’s time to adjust your plans. Do not stick with the original plan if it’s risking the integrity of the program or student well-being. Your Study Abroad program manager, the finance team, and Global Travel Health and Safety are here to help you pivot.
• Keep up-to-date with local news and defer to in-country partners with safety and security questions. Inform Global Travel Health and Safety (travelemergency@uw.edu) with any updates or concerns.
• Don’t be afraid to be proactive! Sending Global Travel Health and Safety an email with a potential issue or concern, even if it’s not immediately urgent or may not require attention, is appreciated and helps in the event that the situation does escalate.

UW Global Travel Health and Safety:

• +1.206.632.0153 (24/7, answered initially by UW Police Department – for emergencies only)
• travelemergency@uw.edu (monitored daily – for all emergencies and general questions)

International SOS: +1.215.942.8226

Husky Helpline: +1.416.380.6578 (24/7 crisis line)

UW Hall Health: The Mental Health unit can provide more long-term counseling for a fee.

Crisis Clinic: 24-hour crisis line and community resource directory, +1.866.4CRISIS (+1.206.427.4747)

(HCSATS)

Public Health Seattle andKing County Planned Parenthood

Office of the Title IX Coordinator,Reporting

Sex or Gender Based Violence or Harassment,Know Your Rights and Resources

If you need to get in touch with the U.S. Embassy, usethis resourceto find contact information for the nearest location.

See a full list of UW resources here.

When you consult with UW resources, you will be asked about the student’s behavior. To make consultation most effective, consider the following questions in advance of your call:

What did the student do?
What did the student say?
Who observed these behaviors or witnessed these statements?
What effect does the student’s behavior appear to be having on other students, faculty, or staff?
Have you tried to talk directly with the student and, if so, what outcomes emerged from that conversation?

• Stick to the facts—describe the situation in observable terms and or behaviors.
• Remember: any email that mentions or alludes to a student can be seen by a student as part of their educational record. Be selective about using a student’s name. Remember any document that mentions a student by name is a part of that student’s record and could be requested by the student.
• Reach out to your program manager and suggest times that you would be available by phone for the program manager to call you. Email Global Travel Health and Safety (travelemergency@uw.edu) if you would like to talk through a particular conduct situation.
• Reach out sooner, rather than later! If a situation has escalated to the point that you’re ready to send a student home – and it’s only the first that UWSA is hearing about it – time is needed to follow established procedures. Please raise any yellow flags that you are identifying. Informing us about something that resolves itself > waiting to inform us until something has already escalated.

Concerning behaviors: missing class, skipping assignments/asking for extensions, withdrawing from others, concerns shared by roommates/friends, acting more reserved/animated than usual, suicidal ideation or references to feelings of hopelessness.

Is this student’s behavior distressingly out of the ordinary?

Is this beyond my skill and comfort levels?

Is the behavior getting worse?

Does the behavior place anyone at (immediate) risk?

Am I feeling like I want to talk with someone about my observations and concerns?

• Ask to talk with the student in a private setting (but not your living quarters). Avoid the phrase “we need to talk.” Use phrases like “I’ve noticed…,” “I wanted to bring up…” or “It seems like…and I wanted to hear your thoughts” instead. Do not put the student immediately on the defensive.
• Allow the student to speak freely, without interruption. Listen to what they’re saying and what they may not be saying.
• Tell the student what changes you’d like to see: “How about if we try…” or “my proposed solution would be…”
• Ask for a response from the student: “What do you think?”
• Take down notes and send an email to UW Global Travel Health and Safety and your program manager, letting the team know that you’re monitoring a particular student/situation. If you would like UWSA or Global Travel Health and Safety to join follow up conversations with the student, please make that request.
• Letting us know about a situation that may turn out to be nothing is ALWAYS better than letting us know about a situation only when it’s reached crisis point.

You may hear about an assault from the student directly or from others on the program who have come to know about an incident. The student is in charge of what happens after an alleged Title-IX incident.

• Ask the student about any physical or immediate needs. Depending on the incident, medical needs could include open wounds, head trauma, or STD, HIV, or pregnancy prevention.
• Keep the student’s confidentiality within the program; do not discuss the assault with other students.
• As soon as you are made aware of an incident, report the assault to UW Global Travel Health and Safety, including the names of all parties involved and a summary of the situation. Follow the crisis procedure for sexual assault/title IX violations.
• Be non-judgmental and thank the student for telling you; acknowledge the effort, bravery and trust it took to take that step.
• Listen to the student; make sure they feel heard and supported. Your priority is their well-being.
• Inform the student of their options: ask if they want access to resources or if they want to file a police report. You or the student should fill out a Title-IX Report, which can be done anonymously. The person who files the Title IX report will receive follow up support resources. Please make sure these reach the student.
• Note that it may take a bit for the shock to wear off. The student may not request help initially or report the incident much later on. They may express anger, be noticeably reserved, or demonstrate other emotional affects.
• If the allegation involves other students, employees, program participants or staff, remove and separate the parties immediately.

Note that Title-IX incidentscan include sexual assault (including unwanted touching), intimate partner violence, stalking, sexual harassment and sex- or gender-based discrimination.

• Be non-judgmental and thank the student for sharing their feelings; acknowledge the effort, bravery and trust it took to take that step.
• Remind students of available resources including:
  • International SOS: +1.215.942.8226
  • Husky Helpline: +1.416.380.6578 (24/7 crisis line)
  • UW Study Abroad: Navigating Identity
• Contact your program manager or Global Travel Health and Safety with a summary of the situation and indicate if you need assistance locating local support resources for the student.
• Keep the student’s confidentiality within the program; do not discuss the situation with other students.