Recommended Procedures for Monitoring and Mitigating Risks During Travel for International Development Work. NSAC International:

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1 Recommended Procedures for Monitoring and Mitigating Risks During Travel for International Development Work NSAC International Reviewed by Senior Management May 2011; Adopted by NSAC International, June 2, 2011 Guiding Principles: 1. The safety of staff and students travelling on international projects, Student Mobility (study abroad, Students for Development) and Research for Development is a shared responsibility. All faculty, staff and students travelling internationally are encouraged to follow these guidelines wherever possible. 2. All should recognize that there are risks associated with both in Canada and international travel; risks cannot be reduced to zero but the following are steps and procedures are used to mitigate risks and to deal with emergencies 3. Risk management in this context is generally divided into: i) proactive preventative ii) reactive mitigation 4. At all times staff should feel that they have the right to feel safe under the circumstances. Staff have the right and responsibility to return to Canada ahead of their scheduled return if they feel that their life is being threatened above the norm for travel in developing countries. Staff are asked to contact ( , phone, text) NSAC International if they feel they need to return prematurely as documentation will need to be procured along the way to satisfy the requirements of the travel or health insurance provider. Roles and responsibilities of NSAC Office of the Vice President Administration: Ensure that the insurance policies carried by NSAC for its personnel are suitable To oversee the monitoring and decision making of NSAC International in the event of an increased risk during travel To assist NSAC International when situations approach the capacity of the Project Officer, Manager or Dean to mitigate NSAC International: Preventative and Proactive: Continually monitors DFAIT warnings for travel. Sends out by any updated risk levels to staff that are on the project team for a specific project/country Requires that each traveller attend one or more information sessions prior to departure and sign off on the Traveller s Checklist (attached). These information sessions include: o Discussion of aspects of safe international travel (including a list of items to consider taking to facilitate safe travel such as flashlight, photocopy of passport, emergency contacts, etc) o Cultural norms and taboos in the region of travel o Orientation to the project specifics (overall goal; specific tasks) o List of contacts, phone numbers and s o Considerations around handling and changing money NB: It is amazing how many minor problems have arisen when travellers have failed to be attentive or to consider the advice given in these Orientation sessions 1

2 Arranges in country travel with assistance and recommendations from partners in the developing country (DC) and provides information on the relative risks associated with ground vs in country air travel Where possible and feasible, arranges for the traveller to have a country cell phone to provide a more continuous mode of contact to DC partners and NSAC International. Provides the traveller with a list of in country contacts ( , phone) for the partners, Embassy, etc as well as a wallet sized card of emergency contact numbers including the DC emergency number (e.g., 911) if one exists. These phone numbers should be in terms of how the call would be made from the DC (that is, including the country code for Canada). In times when risk to travellers may be elevated (due to political unrest in the country, etc), follows DFAIT guidelines. When risk is extremely high all non essential travel (including new project missions) will be suspended. In situations where the DFAIT categorization of the risk is high, NSAC International seeks advice from the in country Canadian Embassy (or equivalent) as well as DC partners who are more familiar with the local circumstances within the DC. Compiles copies of contacts (both in the DC and in Canada) and personal documents (photocopies of passports; travel insurance policies) so that International project staff can assist in the case of emergencies or lost/stolen personal travel documents. Phone numbers for the DC contacts should be listed as they would be called from within Canada. Reactive Mitigation: a) In the event that there is an increase in the risk identified by DFAIT while a staff member is in transit to, or already in the DC, International will immediately contact the staff (phone, texting, or ) and local partners to better assess the local situation. In cases like this International will consult with various groups, including: the team member, the Canadian Embassy, the partner university/college, AUCC/ACCC, CIDA and other contacts to weigh the relative risk of immediate removal versus avoiding risky in country travel by remaining at the partner college until the unrest has diminished. In these consultations, alternatives will be discussed and the risks of each alternative action (stay, return, move in country to a safer location) will be assessed in consultation with the staff person in the field. b) NSAC International immediately informs and consults with VP Administration when there is an accident, health issue, safety or security issue for a NSAC staff or student travelling internationally on project or course work. Although the VP Administration (and possibly other members of Senior Management) are kept informed, all communication will normally flow to, and from, NSAC International with others cc d as appropriate. c) If an event or risk is potentially life threatening, International will automatically alert the familial contact identified previously by the travellers and will provide regular updates. For non life threatening situations, and at the request of the traveller, International will communicate to listed family contacts. International will maintain this role of communication conduit as long as the travelling staff members requests it. d) International will be available 24/7 for communication with the traveller until the situation is resolved. e) International will contact the travel agent to assist with arrangements for early departure if this is deemed expedient. f) International will document incidents in a data base (issue, response, complicating factors) and use these as lessons learned to inform the future. No names of individual travellers will be entered into the database in order to ensure privacy of the individual. g) International will develop an Incident Report and keep a file of these at International. These will be used to refine and enhance mitigation and response strategies. 2

3 Traveller: Pre trip preparation: Register at the Embassy before leaving Canada and update with any changes as necessary during travel ( eng.asp) Prepare yourself for new cross cultural experiences by taking advantage of the free Centre for Intercultural Learning (CIL) sessions offered to staff and students working on CIDA funded projects Ensure that you seek and use the advice of the International Travel Clinic ( ; 7 Mellor Ave, Unit 5, Dartmouth) or alternate medical advice on international health issues Ensure that you consider the advice offered by International under the category of travelling safe (This includes advice that you travel with a security system for your travel documents as well as a second copy located elsewhere in your possessions, a small flashlight, etc). You should also consider and put in place arrangements to minimize theft of valuable items (laptops, cameras, etc) Leave a list of contacts with International for use in the event of an emergency Familiarize yourself with the travel information available on the Canadian government websites listed below under Resources. Have Standard First Aid up to date Participate in pre departure Orientation Sessions offered by International (see attached checklists) During Travel: Be alert at all times. It is advisable to carry the contact information for the host university partner with you at all times. Carry with you at all times: o your insurance card o your passport o o the emergency contact information It is also recommended that you carry or are familiar with the Guidelines for Responding to an Emergency. Make contact with International (Project Officer, Manager, Dean) by whatever means possible ( , text, phone) when you arrive in country, when you undergo substantial travel in country (e.g., more than a one day road trip), and when you return to Canada (In times of concern, we and the travel agent monitor flights so it is part of the shared responsibility to let us know when you have arrived on either leg of the journey) Inform International when your international or in country travel plans change substantially. (We should know where you are when you are on task assignment.) Conduct yourself in a manner that exemplifies cultural respect for the DC. Remember that you are a representative of NSAC and working on a Canadian government funded international activity. Report near misses to International for use in the Incident Database to enhance future response plans 3

4 Anticipating and Dealing with Crisis or Emergencies while travelling: i. Heed the advisory warnings of the international partner; do not take undue risks with your safety and security in the name of adventure. ii. If there is an impending or existing crisis or emergency, contact International immediately using the emergency contact information (by phone or by ). This allows International staff to start to do risk management and mitigation from the Canadian end. iii. In the case of an emergency or crisis, your best defence is your common sense. Remain as calm as possible. Develop a contingency plan. Seek advice from host partners and from NSAC International on contingency plans. iv. Consult the guidelines below for the normal process recommended in the case of various types of risks/emergencies when travelling abroad. Resources: Travellers are encouraged to read the valuable and complementary information on the following Canadian government websites: Passport Canada: Planning a Trip and Travelling Abroad Lost or stolen passport Foreign Affairs: General Assistance when travelling abroad Natural Disasters Lost and Stolen Belongings Hijacking, Hostage Taking, and Kidnappings Foreign Affairs Emergency Contact and 24/7 Assistance The traveler should also consider the following as valuable resources to inform their travel: Advice of the International Health Clinic ( ; 7 Mellor Ave, Unit 5, Dartmouth) Copies of RBC Travel Insurance List of Items to consider taking SOPs and Check list for the preparation of the traveller 4

5 Appendix from the NSAC International SOP for Travel Pre-Departure Orientation for Overseas Travellers Task: Orientation checklist for faculty, staff, consultants and students travelling overseas in association with NSAC for project work, teaching/training, study programs, internships/attachments, etc. Names: Country: ITEM Travel Preparation: Travel insurance Baggage allowances Packing tips Accommodations Health: Common health risks Mosquitoes Vaccinations Medications Medical emergencies and procedures, access Drinking water Heat impacts Weather/climate Food safety (cooked vs. raw) Food (general) Sanitary supplies Personal hygiene Appropriate clothing Sexual Health Safety: Contact information Transportation Road transport differences Identification to carry Laptop (security) Money (safety) Harassment Communication: Greetings Internet and other communications Frequency of contact with home Taking photos and video Blogging and public communications WHEN NEEDED PERSON RESPONSIBLE COMPLETED DETAILS 5

6 Positive representation of CA and partner Things to keep in perspective: Ambassador for NSAC Have you suddenly become more attractive? Culture shock Teams Workload Pace of life and sense of time Standard of living Conspicuous wealth Cultural norms Religion Gender differences Sense of space and privacy Bathroom facilities Use of the left hand Conversation norms Electricity reliability Time differences and adjustment General: Shopping (allowed imports, bartering) Tipping and taxes Money (access) Money (currency) Work hours Trip reporting Electrical conversion and plugs 6