Mie University Crisis Management Manual for International Activities

Transcription

1 [A1] Mie University Crisis Management Manual for International Activities International Strategy Headquarters E s t a b l i s h e d :

2 Contents Summary...2[A2]- 1 0 Response I. Need for crisis management for international activities and cases in which crisis management/response is required...(12) II. Crisis management before departure of faculty members/students: Manual 1...(13) III. Crisis management after departure of faculty members/students and in the event of a crisis: Manual 2...(15) IV. Guidelines for making decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travel and study abroad programs: Manual 3...(18) V. Crisis management to be implemented by faculty members and students: Manual 4 (22) VI. Crisis management when/before accepting international students: Manual 5... (24) VII. Crisis management while international students are in Japan: Manual 6...(28) Form and Appendices,etc Form 1...(30) 2. Appendices (31) 3. Crisis management procedure for international activities involving Mie University...(36) 1

3 2

4 Crisis Management 1. Need for crisis management 2. Crisis management for international activities and response to emergencies 3. Essential insurance for crisis management Crisis management procedures for international activities involving Mie University Article 1 (Purpose) Article 2 (Definitions) Article 3 (Scope) Article 4 (Responsibilities of the President,etc.) Article 5 (Measures to enhance the crisis management system) Article 6 (Collection of information on a crisis) Article 7 (Organization of a task force) Article 8 (Exceptional operations) Article 9 (Provisions for temporary absence of the President) Article 10 (Miscellaneous) Mie University Crisis Management Manual for International Activities Outline - I. Need for crisis management for international activities and cases in which crisis management is required II. Crisis management (before departure of faculty members/students) Manual 1 III. Crisis management (after departure of faculty members/students and in the event of a crisis) Manual 2 IV. Guidelines for making decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travel and study abroad programs Manual 3 V. Crisis management to be implemented by faculty members and students Manual 4 VI. Crisis management (when/before accepting international students) Manual 5 3 VII. Crisis management (while international students are in Japan) Manual 6

5 [A3] 1. Need for crisis management See page 12 for details Mie University plans to further pursue its internationalization. The pursuit of internationalization is expected to encourage more students and faculty members to travel abroad and more international students to come from abroad to study at Mie University. This manual provides information on what response the university should take in the event of a crisis relating to travels of our students, faculty members and international students to areas abroad or from areas abroad to Japan. 2. Cases in which crisis management is required (preparation of manuals, etc.) See page 12 for details Manual 1 Crisis management before departure of faculty members/students See page 13 for details. Manual 2 Crisis management after departure of faculty members/students and in the event of a crisis See page 15 for details Manual 3 Guidelines for making decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travel and study abroad programs See page 18 for details. Manual 4 Crisis management to be implemented by faculty members and students See page 22 for details. Manual 5 Crisis management when/before accepting international students See page 24 for details. Manual 6 Crisis management while international students are in Japan See page 28 for details. 4

6 1. Pre-departure orientation See page 13 for details. Information on the destination to be collected and briefings to be provided by the department 2. Costs for crisis management to be assumed by the university before departure See page 14 for details The university shall join the "J-Basic emergency/accident support system" of JCSOS which, in the event a student of the university dies, is hospitalized or goes missing while staying abroad for a study-abroad/overseas study program or the like, will cover the cost of responses to the situation, emergency reunion, repatriation of the body etc. The university will use the system in such an event and respond as an organization. 3. Other See page 14 for details Points to note for students applying for a leave of absence for the reason for "studying abroad" Points to note when entering into an agreement Requirement of a medical checkup before departure (if staying abroad for 6 months or more) Cooperation for pre-departure orientation provided by departments, etc. 5

7 1. Crisis cases and basic response policy (1) Crisis cases and basic response policy (2) Crisis response procedures See page 15 for more details. (1) Conceivable cases of crisis I. Survival is unknown after a natural disaster, terrorist attack, accident, etc. II. Involvement in an accident or other incident as a victim or perpetrator (2) Basic response policy (1) Response with a task force (2) Response without organizing a task force 1. Response to crisis on a case-by-case basis (1) Response with a task force (2) Response without organizing a task force See page 16 for details (1) Organizing a task force (2) Collecting information and communicating with the relevant authorities (3) Making judgments and decisions on response and implementation 6

8 Guidelines for making decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travel and study abroad programs (1) Decision due to social circumstances in the host country/region (2) Decision due to circumstances surrounding the host institution (3)Decision due to personal circumstances See page 15 for details (1) Levels of Travel Advice and Warning and guidelines for safety measures Levels of Travel Advice and Warning on Infectious Diseases and risks Recommended links for overseas travel safety check (overseas health information) *Based on Travel Advice and Warning from MOFA. See Overseas Safety HP. (2) i) Impossibility of continuing study at the host institution ii) When the student has been expelled from the host institution iii) Deterioration of the natural environment in the host country or region (3) i) Illnesses and injuries -Medical checkup and control of chronic conditions -When hospitalization is necessary -When continuation of the study-abroad program becomes difficult ii) Crimes -When the person becomes a perpetrator or victim of a crime under criminal law -When the person becomes dependent on (illegal) drugs, etc. -When the person becomes a perpetrator or victim under the civil law 7

9 1 Preparation before departure See page 22 for details (1) Basic idea on crisis management for study-abroad or official overseas travel, etc. and preparation (2) Procedures and steps required at Mie University before departure (3) Insurance and other points to check (4) Need to collect information on international situations and safety at the destination 2 Things to be done after arriving in the host country/region See page 23 for details (1) Submitting a residence report to the local diplomatic establishment of Japan and keeping informed of travel advice and warnings (2) Learning about the crisis management system at the host institution and communicating with Mie University (3) Crisis management by a faculty member/student during travel and stay 1 3 Response to an emergency encountered See page 23 for details (1) Contact the emergency contact at the host institution and follow his or her instructions. (2) Inform and consult with Mie University (i.e. the relevant department) based on the Crisis Management System for Study Abroad Students (Appendix 2). (3) Contact the relevant Japanese diplomatic establishment, etc. (4) Contact the family. (5) Contact the insurance company. 8

10 1 Matters to be explained at newcomer orientations (outline) See page 24 for details. Instructions and essential preparations to be given by departments at an orientation (1) Submitting an International Student Personal Data Sheet to the university (2) Awareness of visa expirations and notification of participation in academic conferences, etc. (3) Recommendation for periodical medical checkups and arranging for insurance (National Health Insurance, Personal Accident Insurance for Students Pursuing Education and Research, etc.) (4) Ensuring that international students know whom to contact in the event of a crisis (5) Crisis management for students when temporarily returning home 2 Safety control in normal times See page 24 for details. Safety measures to be taken by departments in normal times (1) Managing updates to International Student Personal Data Sheets (2) Keeping track of visa extensions, controlling notifications of academic conference participation, etc. (3) Ensuring that international students undergo periodical medical checkups (4) Keeping track of students' insurance status (National Health Insurance, Personal Accident Insurance for Students Pursuing Education and Research, etc.) 3 Matters to be explained at newcomer orientations (specific matters) See page 25 for details. (1) Natural disasters (earthquakes, typhoons, floods, etc.) (2) Crimes (involvement as a victim or perpetrator) (3) Accidents such as traffic accidents, fire, drowning, etc. (4) Health and hygiene (including intractable diseases, SARS and mental illnesses) (5) Cultural adaptation (6) Other 9

11 4 Insurance the University encourages students to purchase[a4] See page 27 for details. Students are encouraged to purchase an international student insurance plan,including emergency reunion coverage. 1 Crisis cases See page 28 for details [A5] I. Natural disasters (earthquakes, typhoons, floods, etc.) Ⅱ. Crimes (involvement as a victim or perpetrator) III. Accidents such as vehicle accidents, fire, drowning, etc.) IV. Health and hygiene (including intractable diseases, SARS, and mental illnesses) V. Cultural Adaptation VI. Other 2. Basic response policy See page 28 for details -Responses to be based on the university's regulations, crisis management manuals, etc. -Cases in which a task force is established 3 Response to the student's home institution See page 28 for details -Contact and coordinate with the student's home institution, as well as the diplomatic establishment of Japan in the student s home country or region as required. 4 Decision on program cancellation, rescheduling, continuation 10 or discontinuation for returning home See page 28 for details

12 -Make a decision considering the crisis situation, the student's situation and other circumstances. 11

13 1. Need for crisis management Mie University aspires to internationalize its research and education through developing human resources who can contribute to solving international challenges, while endeavoring to further broaden and vitalize its international exchanges and cooperation. The number of faculty members and students traveling abroad is expected to grow further, while the number of international students from overseas is also expected to grow from the current population of 312 (as of May 1, 2015). With the university becoming more international, it is necessary to have pre-established guidelines on how the university should respond to emergencies from the viewpoint of crisis management. 2. Crisis management (preparation of manuals, etc.) Manual 1 Conceivable cases of crises impacting faculty members and students of Mie University that may be encountered while traveling or staying abroad for work or study and crisis management procedures Manual 2 Responses to be taken by the university in the event of a crisis occurring after a student or staff member has been dispatched abroad or while they are abroad Manual 3 Guidelines for making decisions on proceeding with, implementing, canceling, rescheduling or continuing a study-abroad, overseas study or other training program or returning to Japan concerning students to be dispatched abroad and students already abroad for study-abroad programs, overseas study, etc. Manual 4 Crisis prevention measures and response in the event of a crisis for international students studying at Mie University Manual 5 Prevention of crises, safety measures and crisis management to be taken by students etc. in the event of a crisis *Manuals listed above other than "Manual 5" and "Manual 6"[A6] apply also to faculty members of Mie University traveling abroad for official purposes whenever appropriate. 12

14 1. Orientations, study-abroad program briefings, pre-departure orientations, etc. Information on the destination to be collected and briefings to be provided by the department (1) Watch changes in international situations and trends (terrorist attacks, natural disasters, epidemics, etc.) in the host country or region, collect information on risks and crisis and then give guidance and advice to students based on such information. Use such means as MOFA's Overseas Safety Information HP and the websites of overseas diplomatic establishments of Japan. (2) Understand the characteristics of manners and customs, ceremonies and rituals in the host country or region and cultural differences (including sexual ethics) and give guidance and advice to students. (3) Investigate the emotions toward Japan, perceptions of the Japanese and people's tendencies in the host country or region and give guidance and advice to students. (4) Hold crisis management seminars and briefings to raise awareness on crisis management before travelling abroad, inviting crisis management experts to attend. (5) Require students travelling abroad for a study-abroad or overseas study program to submit a Notification of Study-abroad/Overseas Study Program Enrollment (Form 1) that states the schedule and period of the program, address, contact information,supervising faculty member at the host institution or other relevant information. Also, ensure in advance that students will promptly inform the university (i.e. the relevant department) of any change occurring after departure. (6) Distribute the following documents concerning crisis management for travelling abroad at orientations and briefing sessions to call students' attention before travel: -Kaigai Anzen Toranomaki ("Essential Safety Tips for Overseas Travel") (MOFA); -Kaigaide komattara ("When you are in trouble abroad") (MOFA); -Miedaisei no tameno kaigairyugaku handbook ("Study-abroad guidebook for Mie University students"). (7) Give handouts on overseas travel insurance and study-abroad insurance plans with instructions for purchase. Also inform students that in reality, accidents may not be covered by complimentary insurance plans coming with credit cards, or may be covered only to an insufficient extent. Explain further that some such risks not covered by overseas travel insurance or study-abroad insurance may be covered by Gakusei sogo kyosai ("student mutual aid") of the university Co-operatives Mutual Aid Federation or the optional study-abroad insurance for 13

15 policyholders of personal accident insurance for students pursuing education and research. It is also desirable to investigate the mutual aid and insurance systems available at the host institution and give briefings on them. (8) Brief students in advance on the communication network to be used in the Crisis Management System for Study Abroad Students (overseas communication network: Appendix 2) and have them see it before departure. (9) For students staying overseas for a month or longer, recommend a health check before departure. Require all students with preexisting conditions to undergo a medical checkup before departure. (10) Keep informed of infectious diseases prevalent in the host country/region. Collect information using the website of the Quarantine Information Office, Ministry of Health, Labor and Welfare, or other resources. (11) Instruct students to get vaccinated against infectious diseases prevalent in the host country/region before departure. (12) Ensure that students are healthy enough to endure their study-abroad programs and provide full explanations of the problems that may arise if they venture to push ahead with the study-abroad program. (13) Encourage students not to hesitate to consult with the relevant contact person whenever they feel psychologically strained from studying abroad. 2. Costs for crisis management/response to be assumed by the university before departure The university shall join the "J-Basic emergency/accident support system" of JCSOS which, in the event a student of the university dies, is hospitalized or goes missing while staying abroad for a study-abroad/overseas study program or the like, will cover the cost of responses to the situation, emergency reunion, repatriation of the body, etc. The university will use the system in such an event and respond as an organization. 3. Other 1. Points to note for students applying for a leave of absence for the reason of "studying abroad" Whenever a student submits a leave of absence for the reason of "study abroad," the department shall require the student to submit a form equivalent to "Notification of Study-abroad/Overseas Study Program Enrollment (Form 1)" which states the name of the host institution, method of contact, period of the program, etc. 2.Points to note when entering into an agreement Whenever entering into an academic exchange/student exchange agreement with an overseas institution, include measures to secure cooperation in the event of an emergency associated with the exchange activities. 3. Faculty staff members who will stay abroad for official duties for 6 months or longer are required by the Industrial Safety and Health Act to undergo a medical checkup. 4. The relevant department shall organize pre-departure orientations with the cooperation of the International Relations Office[A7], International Student Office, etc. 14

16 1. Crisis cases and basic response policy Conceivable cases of crises that may occur while a faculty staff member or student of Mie University is travelling or staying abroad for official duties, study-abroad program, etc. include the following. Serious cases of a natural disaster, terrorist attack, plane or train accident, etc. occurring overseas that involve one or more faculty staff members, students, etc. of the university (involvement in a natural disaster, crime or accident) Serious conditions or death from injury or illness Involvement in a crime case or an accident as a perpetrator or a suspect Depending on the situations of the faculty member(s) or student(s) encountered in the crisis, respond to each case as described below. If a faculty member or a student of Mie University becomes a victim, perpetrator or a suspect and the said person is missing, the university shall establish a task force and respond based on the Mie University Crisis Management Regulations. While the said person's safety status is known, when the case has been in a stalemate, such as in the case of a hijack, etc., or when the situation remains unresolved for whatever reasons: [Response 1] When a task force is organized When a faculty member or student of Mie University is involved in a crime or accident as a victim, perpetrator or a suspect, or when the said person is injured or ill, and the survival or death of the person has been reported, the President should decide on whether or not to organize a task force based on the Mie University Crisis Management Regulations. When a task force is organized, the task force shall take necessary action. [Response 1] When a task force is organized When no task force is organized, the department concerned shall take necessary action. [Response 2] When no task force is organized In case a faculty member or student of Mie University is involved in a crime or accident as a perpetrator or suspect, the university shall cooperate with the relevant authorities in order to solve the case, while endeavoring to respond sincerely to the victim(s), asking for the cooperation of the relevant authorities. Furthermore, in readiness for cases such as those mentioned above, check with the host institution in advance regarding communication and response in the event of a crisis, and make requests for cooperation. 15

17 2. Crisis response procedures [Response 1] When a task force is organized Organize a task force basically using the following steps. The task force shall collect information, communicate with the relevant authorities and parties and implement necessary emergency responses. 1. Organizing a task force i) The President shall decide promptly on organizing a task force. ii) For the organization and responsibilities of the task force, refer to Appendix 1. iii) Basically, the task force shall be headquartered at the conference room on the second floor of the Administration Bureau Building. Task force members shall gather at the task force office as soon as possible after appointment. 2. Collecting information and communicating with the relevant authorities and parties i) Arrange promptly for facilities and equipment necessary for the operation of the task force, collecting information and communicating with the relevant authorities and parties (e.g. preparing telephone and facsimile sets and lines usable for international calls and other necessary equipment and supplies). ii) Basically, for collecting and communicating information in the event of an crisis, use the overseas communication network (Appendix 2) with the cooperation of the Ministry of Education, Culture, Science and Technology, the Ministry of Foreign Affairs, and Japanese diplomatic establishments in the host country/region and the host institution. iii) Any information concerning a case of a crisis shall be communicated to the head of the task force, and the same then shall be communicated promptly to other task force members whenever necessary to share the information. 3. Making judgements and decisions on response and implementation i) The head of the task force shall decide on whether the university needs to send personnel to take charge of response at the site and any other response after due deliberation based on information on the status of damage to the faculty member(s) and/or student(s) involved in the emergency. ii) If on-site response personnel are to be sent to a country/region in which an emergency has taken place, the head of the task force shall promptly appoint the on-site response personnel, and the arrangement and negotiations staff (International Relations Office) within the task force shall make necessary arrangements, including for passports, air tickets and hotel reservations. For the administrative procedures required within the university, including official travel orders and budget management, the arrangement and negotiations staff within the task force and the department to which the staff member(s) or student(s) concerned belongs (hereinafter referred to as "the department concerned") shall cooperate in providing communication and coordination. iii) If any family member of the staff member(s) or student(s) concerned accompanies the on-site response personnel, the arrangement and negotiations staff from the task force shall help in making arrangements for air tickets, hotel reservations and activities at the destination. iv) The on-site personnel shall communicate and consult with the person in charge at the host institution, the local diplomatic establishment of Japan and the relevant authorities and parties including police and hospitals, 16

18 plan what responses shall follow and proceed with such responses, reporting to, communicating and consulting with the head of the task force and others as necessary. v) The arrangement and negotiations staff in the task force shall promptly inform the insurance companies concerned about the emergency and prepare for whatever procedures are necessary. vi) On top of the aforementioned matters, the head of the task force shall make judgements and decisions on necessary actions, including communication and coordination with the relevant authorities and parties, and public relations as necessity arises and direct other task force members. [Response 2] When no task force is organized Basically using the following procedures, the department concerned shall take charge of collecting information, communication with the relevant authorities and parties and whatever emergency responses are necessary. 1. Collecting information and communicating with the relevant authorities and parties i) The department concerned shall collect accurate information on the situation of the emergency and the specific status of damage to the student(s), soliciting cooperation from the International Relations Office and Student Affairs Team or other institutions, in accordance with the overseas communication network (appendix 2) and the internal communication network (appendix 3). ii) The department concerned shall communicate to the President whatever information is deemed necessary. 2. Judgment and decisions on response and implementation. i) The head of the department to which the faculty member(s) and/or student(s) involved in the emergency belongs shall decide on whether the university needs to send personnel to take charge of response at the site, as well as any other response, after due deliberation based on information on the status of damage to the faculty member(s) and/or student(s) concerned. ii) When dispatching on-site response personnel, the department concerned shall promptly appoint such personnel and make necessary, arrangements including for an official travel order, passport, air tickets and hotel reservations. iii) If any family member of the staff member(s) or student(s) concerned accompanies the on-site response personnel, the department concerned shall help in making arrangements for air tickets, hotel reservations and activities at the destination. vi) The on-site perssonnel shall communicate and consult with the person in charge at the host institution, the local diplomatic establishments of Japan and the relevant authorities and parties, including police and hospitals, plan what responses shall follow, then proceed with the response, reporting to, communicating and consulting with the head of the department concerned as necessary. v) The department concerned shall promptly inform the insurance companies concerned about the emergency and prepare for whatever procedures are necessary. vi) On top of the aforementioned matters, the head of the department concerned shall make judgements and decisions on necessary actions, including communication and coordination with the relevant authorities and parties, and public relations as necessity arises, and implement them. vii) The department concerned shall report to the president about the aforementioned responses as necessary. 17

19 viii) The department concerned shall solicit cooperation from other sections such as the International Relations Office or the International Student Office whenever necessary. 1. Guidelines for making decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travel and study abroad programs (1) Decision due to social circumstances of the host country/region (Reference) Ministry of Foreign Affairs/ Overseas Safety HP The department to which the affected faculty member or student belongs or the task force shall make decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travels and study abroad programs considering (1) social circumstances in the host country/region, (2) circumstances surrounding the host institution and (3) personal circumstances. When making a decision regarding social circumstances in the host country or region, decide based on the information concerning the security and safety within the specific country or region provided by the Ministry of Foreign Affairs regarding measures to protect the safety of Japanese nationals overseas. In particular, when an emergency such as a rapid deterioration of security, natural disaster or a state of disturbance has occurred or the likeliness of such a situation is deemed to have increased, consider which one of the four below-listed levels of Travel Advice and Warning (according to MOFA's Overseas Safety HP)[A8] the country or region would hypothetically fall under based on its security status, and implement responses based on the level. Level 1:Exercise caution Level 2: Avoid non-essential travel Level 3: Avoid all travel Level 4: Evacuate and avoid all travel Although Travel Advice and Warning has no legal binding force to prohibit travel or order evacuation, consider this information fully whenever making decisions on the implementation, cancellation, rescheduling, continuation or discontinuation of official overseas travels and study abroad programs. Consider also MOFA's Travel Advice and Warning on Infectious Diseases. (1) Levels of Travel Advice and Warning and guidelines for safety measures Exercise caution This means that Japanese nationals traveling to and residing in the country or area are advised to stay alert to the security situation. The program will be implemented or continued but caution should be exercised. 18

20 Avoid non-essential travel This means that Japanese nationals are advised to consider seriously whether the travel is essential or not, and to take appropriate safety measures should they decide to travel. Basically, reschedule or cancel the program. Avoid all travel This means that all Japanese nationals are urged to avoid all travel, regardless of purpose. Japanese residents might be advised to consider the possibility of evacuation or to prepare for evacuation in certain cases. Cancel the program or interrupt the stay and return to Japan. Evacuate and avoid all travel This means that all Japanese nationals are urged to evacuate immediately from the country or the area to a safe country or region (including returning to Japan). In such a situation, they are naturally urged to avoid all travel regardless of purpose. Cancel the program or immediately return to Japan. (Responses to those who ignore evacuation advice shall be determined on a case-by-case basis through discussion with the relevant authorities and parties.) (2) Levels of Travel Advice and Warning on Infectious Diseases,etc. The Ministry of Foreign Affairs releases Travel Advice and Warnings on Infectious Diseases in view of advice from the World Health Organization, the situations in the country in which the infection broke out (status of infection, medical system, etc.) and the moves of major countries, in response to changing situations. Regarding countries and regions affected by infection, in accordance with to the declarations of the WHO, Travel Advice and Warnings on Infectious Diseases are issued in the patterns listed below: Before Phase 4 is declared (when outbreaks of infections such as pandemic influenza infections are suspected) Travelers: Consider avoiding non-essential travel, including possibilities of rescheduling. Residents: Consider possibilities of future actions, including evacuation. After Phase 4 is declared (when outbreaks of infections such as pandemic influenza infections are confirmed) Travelers: Avoid travel and reschedule. Residents: Exiting from the country or local provision of sufficient medical care may become impossible after some time. Consider evacuation, taking account these possibilities. Note that returnees may be held in quarantine. Exceptional cases (e.g. when the authorities of the affected country stop departures from the country) Residents: Stay in a safe place and take full measures to prevent infection. Note) WHO pandemic phase descriptions 19

21 Phase 1: No animal influenza virus circulating among animals have been reported to cause infection in humans. Phase 2: An animal influenza virus circulating in domesticated or wild animals is known to have caused infection in humans and is therefore considered a specific potential pandemic threat. Phase 3: An animal or human-animal influenza reassortant virus has caused sporadic cases or small clusters of disease in people, but has not resulted in human-to-human transmission sufficient to sustain community-level outbreaks. Phase 4: Human-to-human transmission of an animal or human-animal influenza reassortant virus able to sustain communitylevel outbreaks has been verified. Phase 5: The same identified virus has caused sustained community level outbreaks in two or more countries in one WHO region. Phase 6: In addition to the criteria defined in Phase 5, the same virus has caused sustained community level outbreaks in at least one other country in another WHO region. (3) Recommended links for overseas travel safety checks Ministry of Foreign Affairs ( MOFA travel information (medical services in countries across the world) ( MOFA Overseas Safety HP ( Ministry of Health, Labour and Welfare ( Quarantine Information Office, MHLW - FORTH (For Travelers' Health) website ( Quarantine Information Office, MHLW - ProMED-mail database link from the FORTH website ( National Institute of Infectious Diseases (NIID) ( Infectious Disease Surveillance Center (IDSC) ( World Health Organization (WHO) website ( US Center for Disease Control and Prevention (CDC) ( Japan Overseas Medical Fund (JOMF) (overseas medical information) website ( (2) Decision due to circumstances surrounding the host institution In the following cases, study-abroad/overseas study programs, as well as any other overseas programs, shall be cancelled, rescheduled or discontinued and participants shall return to Japan: i) Impossibility of continuing study at the host institution (inadequate academic performance, natural disaster, bankruptcy of the host institution, etc.); ii) When the student has been expelled from the host institution; iii) Deterioration of the natural environment in the host country or region (causing difficulty in continuing life). 20

22 (3) Decision due to personal reasons - i) Illnesses and injuries (i) Ensure that each student planning to travel abroad for a study-abroad program or another long term study program (for a month or more) undergoes a medical checkup and get prepared to control any chronic conditions. Those who are receiving regular outpatient treatment should ask for a doctor's opinion on the ability to endure the study-abroad program. Instruct them to arrange for continued treatment, for example, by investigating local medical services available in the host country/region. (ii) When a student needs to be hospitalized for a month or more for an illness or injury (except for in emergency cases), the student is basically encouraged to return to Japan. Also, in case dialysis or home treatment such as rehabilitation becomes necessary for a disease, it is desirable to return the student, giving priority to health control. (iii) For students having a psychiatric condition that would make it difficult to continue with the program, it is desirable to return to Japan respecting also the opinions of doctors and counselors. (iv) Also in view of differences in medical systems and health insurance systems between the host country or region and Japan, consider temporarily returning the student to Japan for treatment from the viewpoint of the cost of hospitalization or operation. (vi) Instruct students to always check the positions of fire extinguishers, evacuation routes and emergency exits of their lodgings upon moving in to be prepared for fire.[a9] (2) Crimes (i) When the person becomes a perpetrator of a crime under the criminal law, or a perpetrator or suspect of an act of terrorism The person will be punished under the law of the host country. Mie University shall decide on an appropriate response based thereon. (ii) When the person becomes dependent on (illegal) drugs, etc. Decide on a response based on the legal decision of the host country. (3) When the person becomes a perpetrator or suspect of a crime under the civil law[a10] Mie University shall decide on an appropriate response based on the decision based on the applicable law and regulations of the host institution or country. 21

23 1. Preparation before departure 1. Basic idea on crisis management for study-abroad or official overseas travel, etc. and preparation (1) Be fully aware of the possibilities of crises. (2) Conduct simulations of crisis responses. (3) Undergo health checkups. (Consult the Center for Physical and Mental Health[A11] or undergo medical checkups.) 2. Procedures and steps required at Mie University before departure (1) Be sure to submit Notification of Study-abroad/Overseas Program Enrollment (Form 1) to Mie University (i.e. the relevant department). (2) Participate in briefings and orientations concerning crisis management. 3. Insurance and other points to check (1) Purchase one or more insurance plans to prepare for emergencies during overseas travel and studyabroad programs. (e.g. overseas travelers' personal accident insurance or Gakusei sogo kyosai of the university Co-operatives Mutual Aid Federation) (2) Check the compensation to be provided by the travel agency used for buying air tickets and the airline company. (3) Inform Mie University (i.e. the relevant department) about the insurance plans purchased before departure. (4) Register on MOFA's "Tabi-Regi" website. 4. Need to collect information on international situations and safety at the destination (1) Become informed on the changes and trends in international situations. (2) Become informed on safety situations at the destination (for example, using websites of MOFA and Japanese embassies/consulates abroad) (3) Become informed on infections at the destination (for example, using the website of the FORTH page of the Quarantine Information Office, MHWL) and receive necessary vaccinations. (4) Learn about the politics, society and culture of the host country or region, relationship with Japan and local people's perception of Japan. 5. Collecting information on the crisis management system in the host institution, etc. (1) Investigate what type of orientation is provided on the crisis management system or crisis management. (2) Become informed on the types and coverage of insurance plans concerning crisis management that can be purchased in the host country/region. 2 Things to be done after arriving in the host country/region 22

24 1. Submitting a residence report to the Japanese diplomatic establishment at the destination and keeping informed of travel advice and warnings (1) The Passport Law requires Japanese nationals staying abroad for three months or longer to submit a residence report to enable the local diplomatic office of Japan to check their safety status and contact them to provide arrangements for evacuation or protection in the event of a natural disaster, terrorist attack, etc. Also, whenever traveling to a country or region where security situations are unstable, a residence report should be submitted even for stays shorter than three months. (2) Become informed of travel advice and warnings concerning the host country/region using such means as the website of the local diplomatic establishment of Japan. 2. Learning about the crisis management system at the host institution and communicating with Mie University (1) Collect information on crisis management in the host institution and never miss orientations or other information opportunities. (2) Learn about the emergency response system and communication system of the host institution and give the information to Mie University (i.e. the relevant department). (3) Give information on the insurance purchased in the host country/region and its coverage to Mie University (i.e. the relevant department). 3. Crisis management by a faculty member/student during travel and stay (1) Always carry an emergency contact list (including the telephone number and address of the host institution) whenever going out. (2) Check also how you can contact your family in the event of an emergency. (3) Check how you can contact Mie University in the event of an emergency and become prepared for the same. Prepare a route of contact by yourself or from the relevant people at the host institution to contact Mie University (i.e. the relevant department). Inform the relevant people at the host institution of the emergency contact at Mie University (i.e. the relevant department). Prepare so that communication based on the Crisis Management System for Study Abroad Students (overseas communication network: Appendix 2) is available. (4) Avoid driving while staying abroad (because it will involve many problems in terms of procedures, liability and cost in the event of a traffic offence or accident). 3. Response to an emergency encountered 1. Contact the emergency contact at the host institution and follow his or her instructions. 2. Contact Mie University (i.e. the relevant department) based on the Crisis Management System for Study Abroad Students (overseas communication network: Appendix 2) for consultation. If you are unable to do so by yourself, ask someone at the host institution or the local diplomatic establishment of Japan to contact Mie University (i.e. the relevant department). 3. Follow the information and instructions from the local diplomatic establishment of Japan. 4. Contact your family. 23

25 5. Contact your insurance company. 1. Matters to be explained at newcomer orientations (outline) Instructions concerning safety control and crisis management to be given by departments Briefings at newcomer orientations by departments shall basically include the following points. i) Ensure that international students submit an International Student Personal Data Sheet (containing address, telephone number and address) to the university. ii) Instruct them to notify the university whenever extending a visa, or leaving Japan to attend an academic conference, to temporarily return to the home country or for a private trip. iii) Strongly encourage them to undergo periodical medical checkups and purchase one or more insurance policies (National Health Insurance, Personal Accident Insurance for Students Pursuing Education and Research, etc.) iv) Make sure that they know whom to contact in the event of an emergency. Make clear particularly the contact person at the department on holidays. v) For crisis management to be pursued by students etc. while they are temporarily back in their home country (especially in the event of a terrorist attack, civil strife, SARS outbreak, etc.), follow Manual 4: Crisis management to be implemented by faculty members and students. 2. Safety control in normal times In normal times, departments shall use adequate safety control measures as listed below: i) Manage updates to International Student Personal Data Sheets (containing addresses, telephone numbers, addresses etc.). ii) Be sure to keep track of their visa extensions and control their temporary exits from Japan for congress participation, temporary returns home or private trips. iii) Make sure that they undergo regular medical checkups. iv) Keep track of their insurance status (whether they have purchased a National Health Insurance policy, Personal Accident Insurance for Students Pursuing Education and Research, etc.). 3. Matters to be explained at newcomer orientations (specific matters) 24

26 Departments shall explain the following matters to students concerning crisis management and emergency response in the event of an emergency listed below and call such matters to their attention at newcomer orientations. (Cases of conceivable emergencies) I. Natural disasters (earthquakes, typhoons, floods, etc.) Ⅱ. Crimes (involvement as a victim or perpetrator) Ⅲ. Accidents such as traffic accidents, fire, drowning, etc. Ⅳ. Health and hygiene (including intractable diseases, SARS and mental illnesses) Ⅴ. Cultural adaptation VI. Other[A12] Ⅰ. Natural disasters a. Measures against earthquakes 1. Instructions concerning natural disasters (earthquakes, typhoons, floods etc.) (1) Measures against earthquakes i) Should an earthquake occur, do not panic but act (evacuate) with a cool head while protecting your head with something such as a cushion. ii) Should an earthquake occur, close the main gas valve, interrupt electric devices and evacuate. iii) Prepare a portable radio, flashlights and drinking water, check evacuation sites and use fall-prevention measures for furniture. iv) Learn about how terrible tsunamis can be. Ⅰ. Natural disasters b. Measures against typhoons and floods (2) Measures against typhoons and floods i) Never approach rivers or the sea when a typhoon has hit or under a heavy rain. Avoid going out for nonessential purposes. ii) Prepare a portable radio, flashlights, drinking water and emergency provisions in normal times. iii) Check and configure tools for gathering information (disaster information via radio, TV and cellular phones). Check evacuation sites. iv) Before and during typhoons and heavy rain, check weather information on TV, radio, etc. and pay attention. Evacuate whenever necessary. Ⅱ. Crimes 2. Make sure that they should comply with Japanese law, not be perpetrators and respond as victims in the manner described below. i) Make sure that they should call the police and/or rescue (110 or 119) and remember to call the university. (Make sure whom they should contact). ii) Make sure of what they should do as a victim when they cannot communicate with the police or hospital staff, etc. due to a language barrier and a consultant (interpreter) from the university is necessary. 25

27 Ⅲ. Accidents such as traffic accidents, fire or drowning, etc. 3. Instructions for safety regarding traffic accidents, fire, etc. i) Make sure they fully recognize the gravity of self-responsibility whenever driving a car or motorbike. ii) Make sure they always purchase voluntary insurance before driving a car or motorbike. iii) Accident reporting: Instruct students to remember to call the police and rescue (110 and 119) as well as the university. (Make sure whom to contact.) iv) Show them what to do if they have a language barrier and need to consult with someone. v) Encourage them to purchase a fire insurance policy such as "Comprehensive Renters' Insurance for Foreign Students Studying in Japan" for fire preparedness. vi) Instruct students to always check the positions of fire extinguishers, evacuation routes and emergency exits of their lodgings upon moving in to get prepared for fire. vii) Instruct students to be sure to check how to use fire extinguishers provided at their lodgings. viii) In normal times, the university shall carry out simulations of key operations in the initial response to a fatal traffic accident (identifying a body, contacting the family, receiving the family coming to Japan, dealing with economic issues, passports and visas, preserving the body and dealing with the funeral). Ⅳ. Health and hygiene 4. Instructions concerning health and hygiene i) Make sure that students undergo regular medical checkups. ii) Show whom to contact or consult with if a student will be absent for illness for a long time. iii) Explain to students what problems will arise unless they purchase a National Health Insurance policy and what may happen in case a treatment is not covered by insurance. iv) Upon the enrollment of international students, check their pre-existing conditions and keep informed of their health conditions. v) Explain to students that they may be returned home by a decision of the head of the relevant department once the continuation of their overseas trip or study-abroad program becomes difficult due to a serious illness or an intractable disease. vi) Prepare a response plan assuming the worst case scenario (desirably using insurance). For example, assuming hospitalization from an intractable disease that involves a risky operation, carry out a simulation considering the following points. a) The composition of a task team b) Simulate actions up to an operation (explaining the patients' conditions (language issue), whether to call up parents and get consent and finding a surety for hospitalization). c) Remember issues about nursing care and support after the operation or after hospital discharge (knowing the patient's wishes and working for the same). d) Consider economic issues (medical cost, availability of insurance, student status at the university and tuition fee and living cost after discharge from hospital). 26

28 Ⅴ. Cultural adaptation 5.Establish a contact for counseling on problems related to lifestyle and customs or religion and the available counseling system (mental care and support) and provide information on the same. 27

29 VI. Other 6. Provide information on the university's response system to cope with problems such as in human relations, different types of harassment (sexual harassment, academic harassment and power harassment[a13]), study, career, tuition fees and other economic issues. Plan also for responses in which the student concerned feels no language barrier. 4. Insurance the university encourages international students to purchase If an international student dies, suffers a serious disease or is injured while studying in Japan, there may arise a need to pay the cost of inviting the family, transporting the body and cremation. Hence, the university encourages international students to purchase an international student insurance plan, including emergency reunion coverage (which covers the cost of repatriation and cremation). 28

30 1. Crisis cases and basic response policy Conceivable cases of emergencies that may be encountered by international students studying at Mie University include the following: (Cases of conceivable emergencies) Ⅰ. Natural disasters (earthquakes, typhoons, etc.) Ⅱ. Crimes (involvement as a victim or perpetrator) Ⅲ. Accidents such as a traffic accident, fire or drowning, etc. Ⅳ. Health and hygiene (including intractable diseases, SARS and mental illnesses) Ⅴ. Cultural adaptation Ⅵ. Other (human relations, harassment and problems related to study or tuition fees) 2. Crisis response procedures Procedures for collecting information and communicating in the event a crisis arises for one or more international students studying at Mie University should basically conform to university regulations, crisis management manuals [A14]and procedures provided by this manual. In the even a crisis arises for one or more international students studying at Mie University, the President shall decide on whether or not to organize a task force based on the Mie University Crisis Management Regulations. When a task force is organized, the task force shall take a necessary action. Use the same procedures as prescribed in "Manual 2 [Response 1] When a task force is organized." If no task force will be organized, the department concerned shall take a necessary action. Use the same procedures as prescribed in "Manual 2 [Response 2] When no task force is organized." For the collection of information and communication, follow basically Appendices 1, 3, 4 and 5 soliciting cooperation from the relevant authorities and parties. 3. Response to the student s home institution Whenever the need for crisis management arises, communicate and coordinate with the home institution of the affected international student and the Japanese diplomatic establishment in the student's home country or region as required.[a15] 4. Decision on cancellation, rescheduling, continuation or discontinuation of the study-abroad program 29

31 To make a decision on the cancellation, rescheduling, continuation or discontinuation for returning home of a study-abroad program, take account of the student's circumstances and wishes, the opinion of the home institution, situations in the country or region concerned and international situations as well as Mie University's regulations. 30

32 1. Form 1 Notification of Study-abroad /Overseas Program Enrollment Name Student ID No. Department Supervisor Department Title Destination country Host institution Undergraduate/ graduate school Address Program period ( / / ) to ( / / ) (DD/MM/YY) Program name (Leave blank if there is no name) Is the program funded by a 3rd party? Yes (Funded by: Description: ) No Passport number Valid until / / ((DD/MM/YY) Visa type Visa Ref. number Do you have a "JEES Personal Accident Insurance for Students Pursuing Education and Research" policy? Yes / No Overseas travel insurance, etc. (*Also, for any insurance policy purchased after submission of this document, please give the following information to the office. Company name Phone number Insurance policy number Insurance type Scheduled date of departure / / (DD/MM/YY) Flight number Origin Destination Scheduled date of return / / (DD/MM/YY) Flight number Origin Destination Emergency contact in Japan 1 (*Provide a number constantly available for contact, such as a mobile phone number.) Name Relationship Address Phone number 31

33 Emergency contact in Japan 2 number.) Name (*Provide a number constantly available for contact, such as a mobile phone Relationship Address Phone number *If you take any flight other than a nonstop flight[a16],, attach a copy of the flight schedule. 32

34 International Strategy Headquarters Executive Vice Presidents,Vice Presidents 2. Appendices Appendix 1 Organization Chart of Crisis Management Task Force for International Activities of Mie University (Task force members) Chair President Vice chair Executive Vice President for research/ international affairs Vice chair Vice President for risk management Members Task force secretariat (administration) Note) The chart shows the basic composition only. Members may vary from case to case. Public relations Director, Academic Affairs & Information Dept. Handling the relevant authorities Director, 企画総務部長 Academic Affairs & Handling families Head of the relevant department Director, Student Support Center Arrangement/negotiation Director, Center for International Eduction and Research On-site response Head of the relevant department Director, Center for International Education and Research Cooperation Cooperation Manager, Public Relations Office Manager, General Affairs Office Directors, Administration Office of the relevant department concerned Director, Student Affairs Dept. Directors, Academic Affairs & Information Dept. Head, Student Affairs Office Head, International Relations Office Directors, Administration Office of the relevant department Head International Relations Office/ Head, Student Affairs Office. Public Relations Office General Affairs Team Team from the relevant departments International Student Office International Relations Office Administration Office of the relevant department International Relations Office/Internation al Student Office To serve as contact point for outsiders such as the media; to arrange for press conferences To take charge of communication and coordination with the authorities concerned, such as MEXT and MOFA To communicate the outline, details and development of the accident to parents, etc.; to serve as contact point for parents after this To collect local information to report to the Chair and communicate to the staff concerned;to arrange for dispatching on-site staff while communicating directions from the task force to the on-site staff While going to the site and communicating detailed information to the task force, to clean up after the case following directions from the task force; to take care of the family in the host country 33

35 2. Appendices Appendix 2 Crisis Management System for Study-Abroad Students "Communication network to be used in the event of an accident or crime during an overseas program" (overseas communication network) Japanese embassy/consulate (local diplomatic establishment) Abroad Japan Report (communication & consultation) Student's family Discusses with Mie University and travel to the host country depending on the Authorities concerned, such as MEXT and MOFA Communication & consultation situation Communication Student Discuss course of When injured or hospitalized due to an accident or crime while studying overseas Mie University Host institution (host university) (The host institution reports to Mie University about a missing or killed student.) 34 Discuss course of Organizes a task force if necessary; dispatches a faculty member to the host country/region depending on the situation

36 2. Appendices Appendix 3 Communication Network to be Used in the Event of an Accident or Other Incident during an Overseas Program (internal communication network) Switchboard: Direct call: xxxx During business hours, call (ext.xxxx) Manager,Gen eral Affairs Office(9004) President Emergency (Accident/Other Incident) Security office (9649) Manager of the department at which the crisis occurred Manager in charge of the relevant risk management within the Administration Bureau (1) After receiving a call, call the next person in the network. Financial Planning Team Executive in charge (2) The relevant managers shall communicate the information to the parties concerned based on the Organization Chart of the Crisis Management Task Force 35

37 2. Appendices Appendix 4: Emergency Response System (for accidents or other incidents) Organization of an emergency response team Emergency (Accident/Other Incident) (Responsibilities) To take charge of initial response as required To discuss matters with the persons concerned within the department To communicate and coordinate with external bodies, etc. To provide a contact point for communication with the police, hospitals, immigration authorities, insurance companies and other relevant parties To take charge of communication and coordination with the student s family, home university, etc. Department of Safety and Hygiene Center for International Education and Research International Relations Office Student Affairs Office Center for Physical & Mental Health Information Coordination and Cooperation Head of the each department Administration Office of each department Controls operations for emergency response (Procedures) 1 In the event of a crime, accident or other incident, basically use the internal communication network of Appendix 3. 2 Upon receiving information on the occurrence of an accident or other incident, the head of the department concerned shall organize an emergency response team and control response operations. 3 The department that has organized an emergency response team shall take charge of response in coordination and cooperation with the Center for Physical & Mental Health, Student Affairs Office, and International Relations Office as appropriate. 36