Policies & Procedures
AA4011.5 Travel Emergency Procedure
| Procedure: | Travel Emergency Procedure | Procedure No.: | AA4011.5 |
|---|---|---|---|
| Authority: | College President | Associated Policy Reference No.: | AA4011 |
| Procedure Owner: | VP Academic Affairs | Responsible Party: | Department Deans |
| Approved: | 05/16/2023 | Revised: | 5/25/2026 |
Purpose
The purpose of this procedure is to outline the steps and responsibilities for managing emergencies that may arise during domestic or international travel, ensuring that appropriate actions are taken to protect the safety, security, and well-being of all participants.
Statement of the Procedure
Faculty and staff leading student travel programs must develop a dedicated Travel Emergency Preparedness Plan tailored to the specific circumstances of the travel program. This plan must be submitted as part of the required documentation outlined in Appendix A: Required Forms, Waivers, and Documents of the International or Domestic Travel Program Proposal Procedure. All plans must comply with the College’s official Travel Emergency Response Plan and incorporate any supplemental materials specific to the travel destination or event.
Leaders must also be able to quickly identify an Emergency, and follow the specific protocols outlined in the Emergency Response & Communication Guide (See Appendix A). An emergency is any situation that poses an immediate or potential risk to the health, safety, or security of program participants. Examples include, but are not limited to:
- Disappearance or kidnapping of a participant
- Criminal assaults, including sexual assault or rape
- Serious illness, injury, emotional distress, or death
- Hospitalization for any reason
- Arrest, incarceration, or deportation
- Terrorist threats or attacks
- Local political crises
- Natural disasters
- Sudden evacuation in response to a stateside emergency
- A U.S. State Department Travel Warning specific to a country or region
A perceived emergency occurs when events may not immediately threaten health or safety but could be seen as such by family, friends, or the media. These must be handled as real emergencies.
Non-Emergency Situations
Non-emergency situations do not require immediate intervention from Public Safety but must be reported to the appropriate academic leadership for the trip—typically the Department Chair, Dean, and the Vice President of Academic Affairs. If any of these individuals are participating in the trip, the report should be made to the next appropriate administrative authority.
Examples include:
- Violation of the Student Code of Conduct
- Unusual behavior that does not require crisis response
- Alcohol or drug violations that do not escalate into a crisis
- Illness or accident that does not constitute an emergency
Faculty and staff should always err on the side of caution. If there is any uncertainty about whether a situation constitutes an emergency, they should contact the appropriate local authorities for the location of the trip, and then notify the Public Safety Department, the Department Chair, the Dean, and the Vice President for Academic Affairs as soon as it is safe to do so.
Related Policies (by number)
AA4011 Travel Policy
To Whom It Applies (Title or Department)
- This procedure applies to all faculty and students involved in off-campus travel that is officially organized, sponsored, or overseen by a College office, department, or division.
General Guidelines
Emergency Plan Filing
All travel leaders must file their emergency response plan as part of the required documentation outlined in Appendix A: Required Forms, Waivers, and Documents of the “Propose International or Domestic Travel Program Procedure.” This plan must comply with the college’s Travel Emergency Response Plan and be reviewed and approved prior to departure. There is an official template for emergency planning that should be submitted with all proposals. The Emergency Preparedness Plan must include emergency communication protocols, chain of command, and incident response procedures appropriate to the travel experience.
Pre-Departure Safety Orientation
Prior to departure, all authorized travelers must participate in a mandatory pre-departure orientation coordinated through the Travel Office and the Campus Safety Department. This session must be scheduled with these offices as part of the travel preparation process and serves to review safety expectations, emergency procedures, and key travel logistics with program participants.
The orientation will include discussion of the following areas:
Risk Management
The session will review general risk awareness and safety practices related to travel, including:
- Recognizing potential safety risks that may arise during travel
- Strategies for reducing risk and maintaining personal safety
- Expectations for responsible conduct while representing the College
- Procedures for responding to emergencies or perceived emergencies
- How to contact trip leaders, local authorities, and Campus Safety if assistance is needed
Legal and Compliance Considerations
Participants will receive guidance on legal and compliance considerations that may arise during travel, including:
- Expectations for compliance with local laws and regulations
- Student conduct expectations during College-sponsored travel
- Safeguarding important travel documents and personal identification
- Protecting personal devices and digital information while traveling
Health and Safety Preparation
The session will review health and safety considerations for travel, including:
- General wellness and personal safety during travel
- Awareness of health conditions or risks at the destination
- Procedures for obtaining medical assistance if needed
- Emergency contact procedures for health-related incidents
Handling of Student Information
Participants will receive guidance on the appropriate handling of student information during travel, including:
- The limited use of student health and emergency contact information for safety and emergency response purposes only
- Expectations for safeguarding sensitive information while traveling (e.g., secure storage, limited access)
- Appropriate sharing of information in emergency situations with authorized personnel
- Proper handling, retention, and disposal of documents containing student information following the conclusion of the travel experience
Faculty leaders are responsible for ensuring that any student information collected for travel is handled in accordance with College guidance and applicable privacy requirements.
Cultural and Travel Competencies
Participants will receive guidance on responsible and respectful travel practices, including:
- Destination etiquette and cultural expectations
- Respectful engagement with local communities
- Financial preparedness and basic money management considerations
Travel Logistics and Final Preparations
The session will also review logistical elements of the travel experience, including:
- The program itinerary and travel schedule
- Transportation procedures and group travel expectations
- Airport, customs, and entry procedures when applicable
- Required travel documentation, including passports and visas
- Communication expectations while traveling as a group
The purpose of this orientation is to ensure that all participants understand the safety procedures, expectations, and travel requirements associated with College-sponsored travel.
Clery Act Compliance
Faculty and staff leading student travel programs must ensure compliance with the Clery Act. Emergency procedures must be documented and submitted in accordance with Clery Act requirements to ensure compliance with the Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.
Reporting Emergencies
In the event of an emergency, program leaders must immediately contact the appropriate local emergency services, as applicable, and then notify the SUNY Broome Office of Public Safety, which serves as the College’s 24/7 emergency contact, as soon as it is safe to do so. The sponsoring office/department and Travel Office should be notified as soon as practicable, or as directed by Public Safety. If in doubt, authorities should be contacted, and established emergency protocols followed.
Faculty leaders may access and use Travel Registry information, including emergency contact details, to support communication and response during an incident, in accordance with College guidance and applicable privacy requirements.
Non-Emergency Reporting
For non-emergency incidents, program leaders must complete the Non-Emergency Incident Report Template upon the participants’ return. Non-emergency reports include violations of the Student Code of Conduct, behavioral issues, or substance use that does not pose an immediate threat. These reports should be immediately shared with the Dean as well as Campus safety. The template can be found in the Travel Emergency Response Plan.
Appendix A
The College Travel Emergency Response Plan includes a complete Emergency Response & Communication Guide. This guide provides a structured response framework for faculty, staff, and administration during emergencies affecting Faculty-Led Programs (FLP). It outlines immediate safety measures, reporting procedures, and communication protocols to ensure student safety and institutional coordination.
The plan also includes a Non-Emergency Incident Report Template, which program leaders must complete for behavioral issues, Code of Conduct concerns, or other non-urgent incidents. Completed reports must be submitted to the Department Chair, Dean, and the Vice President for Academic Affairs, as well as Campus Safety, to ensure appropriate follow-up and administrative oversight.
Definitions
- Emergency – Any situation that poses an immediate or potential risk to the health, safety, or security of program participants. This includes, but is not limited to, medical emergencies, criminal incidents, natural disasters, terrorist threats, or other crises requiring immediate intervention.
- Perceived Emergency – A situation that may not directly endanger participants but could cause significant concern among family members, friends, or media, requiring an institutional response.
- Non-Emergency Incident – A situation that does not require immediate intervention from emergency personnel but should be reported to the sponsoring office/department upon return. Examples include minor illnesses, student conduct violations, and behavioral concerns.
- Faculty/Staff Leader – A designated faculty or staff member responsible for overseeing and ensuring compliance with College policies during off-campus travel.
- College Travel Emergency Response Plan – A structured college-wide plan required for all faculty-led travel programs, outlining emergency protocols, contact procedures, and risk management strategies.
- Travel Emergency Preparedness Plan Template – Each SUNY Broome travel course must include a comprehensive Emergency Preparedness Plan tailored to the specific trip, as travel conditions and risks vary by destination. This plan must align with the College’s Travel Emergency Response Plan and is a required document for travel course approval. All emergency plans must be reviewed and updated by Campus Safety just before departure to account for any changes in conditions at the travel destination.
- Clery Act Compliance – The requirement for reporting and documenting certain crimes and emergencies that occur during College-sponsored travel, in alignment with federal law.
- Sponsoring Office/Department – The College office, department, or division responsible for organizing, funding, or overseeing off-campus travel programs.
- Student Travel Registry – A secure database where emergency contact information and participant details are stored for use in the event of an emergency during travel. These details are captured in the required Travel Course Participation & Eligibility Form/Agreement executed by all travelers.
