GUIDELINES on Responding to Specific Events and Risks during Travel Abroad

Transcription

1 GUIDELINES on Responding to Specific Events and Risks during Travel Abroad Reviewed by Senior Management May 2011; Adopted by NSAC International June 2, 2011 Guiding Principle and Disclaimer: NSAC staff and students should not travel to a country or an area of a country has a Do Not Travel DFAIT warning. In the event that a staff member is travelling, or decides to travel, under Avoid non essential Travel or Do Not Travel DFAIT warning, they must be aware that they have assumed extra risk and that if an adverse event occurs it may not be possible to offer the same level of assistance as normal or desired. Legend: T Traveller I NSAC International Admin NSAC VP Administration or President DC P Developing Partner Country CW Carlson Wagonlit (or travel agent used) Event Recommended action(s) Other Trip interruption (cancellation of flights; required re routing) Theft or accidental loss of personal documents and belongings 1. Consult the airline to get another flight (T) 2. If this does not work, contact Heather Van vonderen or the 24 hour service of Carlson Wagolnit (T) 2. Communicate change in travel plans to International and to DC P (T) or International will pass on info to DC P 3. Keep receipts for all expenses associated (meals, accommodation, telephone calls, taxis) as per diems are not allowed 4. Obtain letter or documentation from the airline detailing the reason for the change in travel (T); if this is not possible, inform International and the travel agent will try to assist from NS (CW) 5. International will inform the travellers family of the change in plans if requested by the traveller (I; T) 1. Leave a photocopy of the identification page of your passport and other travel documents with International and with next of kin 2. Carry a second copy with you in a location other than where the original is 3. If your documentation is lost or stolen, seek assistance from the DC P; inform International (T) 4. International will work with you and the travel agency to replace or arrange second copies of trip documents. (T/I) 5. If your passport is stolen or lost: passport can be replaced if it is lost, stolen, damaged, destroyed or inaccessible on your trip. Contact: International (Due to increased scrutiny of international travellers by airlines and immigration authorities around the world, Canadian citizens attempting to return to Canada without a valid Canadian passport will be subject to additional verifications that may delay or prevent their return.) 6. If credit cards are stolen or lost while on international travel, International will assist the traveller in notifying appropriate authorities. Most government issued documents, such as a driver's licence, birth certificate, health card, or social insurance card, can only be replaced in Canada Put contact info for Heather here and for the 24 hour service Place contact info for Intl here daytime regular Daytime emergency After hours emergency 1

2 Illness of traveller Serious illness (resulting in the need to have major medical intervention or medievacuate) Accident (traffic or otherwise) Major natural disaster Hijacking, kidnapping, hostage taking event 1. Communicate this to fellow NSAC traveller (if applicable) and to International (T) 2. Seek assistance of DC P (T) in arranging medical attention in a timely manner. Do not procrastinate as medical conditions can deteriorate very quickly. 3. International will communicate to the next of kin (I) 4. Regularly update next of kin and International (T/I) 1. If this is a serious health issue, requiring extended attention or substantial intervention (surgery, medical testing), call International s emergency contact number or . (T or DC P) 2. Communicate regular updates to next of kin (I); inform Admin (I) 3. Follow advice of in country medical team; seek a second opinion of a western trained medical team (T; DC P) 4. Contact Provider of Health Insurance before any costly intervention is started. (T or Intl on T s behalf) 5. Provide timely updates to International (T or DC P) 6. DC P to assist with arrangement of personal effects if medi evac is required (DC P) 1. Traveller seeks assistance from the DC P 2. DC P helps traveller get medical assistance 3. Traveller or DC P communicate to International 4. Communication to the next of kin unless the traveller specifically requests no communication until the issue is life threatening (I) 5. International informs Admin 6. Regular, ongoing updates with traveller, DC P, next of kin (I) 7. In the event of a serious, life threatening situation or one needing extensive medical intervention that is not available in the DC refer to Serious Illness (above) In the event of a real or impending natural disaster: 1. Listen to the local news; consult with the local partner; generally follow the advice of local authorities (T) 2. Without delay alert NSAC International (T) 3. Communicate regularly with next of kin of the traveller (T; I) 4. Seek advice from DFAIT travel reports, Canadian Embassy, CIDA or other (T; I) 5. If the situation deteriorates you should leave as soon as you safely can. Call Carlson Wagon s 24 hour service line for assistance; communicate your intent to depart to NSAC Intl (T) 6. If public and private transportation is not available, the Canadian Embassy or designate may arrange to evacuate Canadians. Individuals abroad who receive evacuation assistance from the Government of Canada are required to pay for any travel beyond a safe haven. They must also repay the cost of evacuation as soon as possible upon their return to Canada. (T) 1. If the situation is threatening, listen to the local news and advice of in country experts (DC P; Canadian embassy). Develop an exit strategy or back up plan if possible. Ensure you have essential documents and a survival 2

3 kit. Communicate with International the possible risk. (T) 2.International informs Admin 2. Stay inside; avoid public places and controversial people or situations. (T) 3. In the event that hijacking does occur, use common sense. Do not confront the hijackers or kidnappers. (T) 4. If an event does happen, contact the nearest Canadian government office abroad and/or our Emergency Operations Centre in Ottawa ( or call collect to ). 5. If a Canadian abroad is involved in a hijacking, hostage taking, or kidnapping, Canadian consular officials can: * work closely with local authorities to facilitate an early and safe release; and * maintain contact with family members to keep them fully informed of all developments. 6. Try to provide regular communication to International (T; DC P) 7. International informs and regularly updates next of kin and can contact Canadian authorities on the traveller s behalf. (I) 8. Inform International when resolution is reached (T; DC P) Reduction in physical security (political unrest or violence in the DC) In the event of a real or impending natural disaster: 1. Listen to the local news; consult with the local partner; generally follow the advice of local authorities (T) 2. Without delay alert NSAC International (T) 3. Communicate regularly with next of kin of the traveller (T; I) 4. Seek advice from DFAIT travel reports, Canadian Embassy, CIDA or other (T; I) 5. If the situation deteriorates you should leave as soon as you safely can. Call Carlson Wagon s 24 hour service line for assistance; communicate your intent to depart to NSAC Intl (T) 6. If public and private transportation is not available, the Canadian Embassy or designate may arrange to evacuate Canadians. Individuals abroad who receive evacuation assistance from the Government of Canada are required to pay for any travel beyond a safe haven. They must also repay the cost of evacuation as soon as possible upon their return to Canada. (T) 3

4 Sudden serious illness or death of family member Illness or accident to NSAC fellow traveller Arrested or detained by local authorities 1. If the family contacts International, staff at International will use every means possible to communicate the circumstances to the Traveller (using in country contact info for the traveller; DC P; CIDA and Canadian Embassy network as necessary). (I) 2. Traveller will determine if they need to prematurely terminate the travel and return home. (T) 3. International or the Traveller will work with Carlson Wagonlit to expedite the new travel arrangements for the return trip. 4. Traveller keeps all receipts for costs incurred (for insurance claim see Interruption in Travel event above) (T) 5. Traveller provides medical documentation to insurance provider upon their return to support travel insurance claim (T) 6. While not required to, a fellow traveller is encouraged to support their colleague by working with the DC P in coordinating some of the communication logistics. You should clearly inform the arresting authorities that you wish to have the nearest Canadian government office notified immediately of your arrest. Inform International when you are able to. In the event that the Traveller cannot reach NSAC International or other sources of primary assistance, the Canadian Foreign Affairs contact information is: EMERGENCY and CRISIS: For calls originating in Canada and the United States, call or Canadian citizens outside Canada can call collect to (where available) sos@international.gc.ca Fax: TTY: calling (in Canada and the United States) or T Traveller I NSAC International DC P Developing Partner Country Admin NSAC VP Administration or President CW Carlson Wagonlit 4

5 Summaries from Canadian federal government sites relating to international travel: Foreign Affairs Contact EMERGENCY and CRISIS: For calls originating in Canada and the United States, call or Canadian citizens outside Canada can call collect to (where available). You can communicate with us via TTY by calling (in Canada and the United States) or Some countries also have toll-free numbers to contact the Emergency Operations Centre in Ottawa. You can reach us by at Or contact us by fax at natural disaster or civil emergency occurs while I am abroad? You should listen to local news broadcasts for updates on the situation. Follow the advice of local authorities, keep a low profile, and maintain close contact with your family to inform them of your situation. Prepare a basic emergency kit so that you will be prepared to be self-sufficient for at least 72 hours. Emergency evacuation listen to local reports; stay What is the individual s responsibility in case of an emergency evacuation while abroad? The decision to travel is the sole responsibility of the traveller. The Government of Canada takes very seriously the safety and security of Canadians abroad and provides credible and timely advice in its Travel Reports to help Canadians make informed travel choices. You are responsible for your own personal safety. You should carefully evaluate the implications for your security and safety before travelling to and/or remaining in a country currently affected by a dangerous situation. Individuals abroad who receive evacuation assistance from the Government of Canada are required to pay for any travel beyond a safe haven. They must also repay the cost of evacuation as soon as possible upon their return to Canada. If you find yourself in a deteriorating situation, you should consider leaving if you can do so safely. The Government of Canada may assist Canadians in leaving a country as a last resort, when all means of commercial or personal transportation have been exhausted. This service is provided on a cost-recovery basis. Individuals who receive evacuation assistance from the Government of Canada are required to pay for any travel beyond a safe haven. They must also repay the cost of evacuation as soon as possible upon their return to Canada. What precautions should I take in case of a hijacking, hostage taking, or kidnapping abroad? contact the nearest Canadian government office abroad and/or our Emergency Operations Centre in Ottawa, If a Canadian abroad is involved in a hijacking, hostage taking, or kidnapping, Canadian consular officials can: work closely with local authorities to facilitate an early and safe release; and maintain contact with family members to keep them fully informed of all developments. Lost/stolen belongings Before you leave Canada, photocopy the identification page of your passport and other travel documents. Write down the numbers of your credit and debit cards. Carry this information separately from the originals Cancel all cards as soon as possible Most government-issued documents, such as a driver's licence, birth certificate, health card, or social insurance card, can only be replaced in Canada Contact the issuing airline, railway company, or bus line immediately to see if a replacement is possible. Notify your insurance agent concerning any insured travel fare. If your passport is lost/stolen Unlike a birth certificate or driver's licence, a passport can be replaced if it is lost, stolen, damaged, destroyed or inaccessible on your trip. Do I need a Canadian passport to return to Canada from abroad? Due to increased scrutiny of international travellers by airlines and immigration authorities around the world, Canadian citizens attempting to return to Canada without a valid Canadian passport will be subject to additional verifications that may delay or prevent their return. 5