Emergency Protocol: Client Checklist

Before you embark on your ISP program, we want to make sure you and your students are fully prepared. Use this checklist to confirm you’ve checked all the boxes and are ready for a smooth, successful experience abroad.

Prior to departure:

  • All travelers must fill out the ISP online registration form in as much detail as possible to provide both ISP & university representatives (passport numbers, flight details, emergency contacts, any medical conditions, etc.) so the team on the ground can assist when needed.

    • Please note that ISP representatives will have one copy of such information on the ground and one back at the head office. All data will be deleted after the trip once it is no longer needed.

  • All travelers must have travel and medical insurance for their trip. We recommend keeping the insurance name, policy number and emergency contact information on hand while traveling in case of emergency.

  • We strongly suggest that participants download The Travel Zone App so they can access important information (trip itinerary, hotel information, etc.) offline. Additionally, they should have a copy of their passports, visa (if applicable) and insurance documents.

  • Be sure all participants have the required vaccines and are willing to follow any health regulations in their destination(s).

  • Ensure that you, as a group leader, have access to a cell phone and that the number is given to the group either prior to travel (if possible) or during the initial orientation talk. All travelers should information their cell network providers of their plans to travel and ensure that roaming is enabled on their phones so that they can call/text and be reached in case of emergency. Cell phone numbers should be shared between all travelers.

  • Prior to departure, an ISP team member will register the group with the appropriate local Embassy or Consulate. If the group includes travelers of different nationalities, ISP will advise those individuals to complete their own registrations. These registrations ensure that the relevant Embassy or Consulate is aware of the group’s presence in-country and can locate and assist them in the event of an emergency.

    ISP will also closely monitor travel warnings and alerts and will notify the group of any that directly affect the destination(s) or region(s) of travel.

    If an emergency arises in the destination(s) or region(s) within the days leading up to departure, ISP representatives will contact the group leader promptly to discuss the situation and determine next steps together.

  • We recommend having some cash on your person, just in case. We also suggest bringing any prescription medications you might need while abroad.

While on the ground:

  • Upon arrival at each destination, ISP representatives will designate an emergency meeting point. Emergency contact information, including 24/7 ISP phone numbers, will be provided upon arrival and must be carried by participants at all times. This information will also be available on the Travel Zone App.

  • In the event of an emergency, participants should proceed to the designated meeting point as quickly as possible if it is safe to do so. ISP representatives will assess the condition of all group members, administer first aid when needed, and contact English-speaking medical partners or local emergency services if the situation requires further assistance. ISP representatives will also coordinate with local and foreign authorities, including Embassies and Consulates, to assess the situation and follow recommended security guidance.

  • ISP representatives will promptly notify the University’s designated emergency contact and the ISP head office, ensuring that communication is managed through a single, coordinated channel. Group leaders and ISP representatives will work together to assign responsibilities and provide clear, timely instructions to participants as the situation develops.

    If travel or planned activities are deemed unsafe, ISP representatives will assess whether the group can safely return to the hotel or should move to another secure location. Throughout this process, ISP representatives will prioritize keeping the group calm, informed, and together whenever possible.

  • Should evacuation become necessary, ISP representatives will liaise with the relevant Embassy or Consulate and coordinate departure plans in close collaboration with group leaders. If evacuation is not required, ISP and the University will jointly determine whether to discontinue the program, depart the destination early, or continue as planned, with participant safety remaining the primary consideration in all decisions.

  • If an emergency occurs during periods of free time when the group is not together, participants should proceed to the designated meeting point if possible. If this is not feasible, participants must contact ISP representatives or group leaders immediately to share their location and condition. ISP representatives and group leaders will work to locate all participants and provide guidance on next steps once everyone has been accounted for.

Have other questions about safety?

The safety of you and your students is paramount to us and we’re happy to help answer any other questions you may have about our protocol, whether it be prior to or during the program.

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