Risk & Responsibility Workshop

1. Risk & Responsibility Workshop Crisis Management Team Jon Huisken, Dean of Academic Services and Registrar Richard Frost, Dean of Students Alfredo Gonzales, Dean of International and Multicultural Education Kristen Gray, Assistant Dean for Health and Counseling Kevin Kraay, Business Manager, Business Services Office Barbara Osburn, Director of Outreach, Chaplain’s Office Amy Otis, Director, International Education Cindy Sabo, Health Center Manager Chad Wolters, Patrol Sergeant, Campus Safety

2. Statement of Compliance You need to sign it! It’s the only way the College will know you attended the workshop.

3. Forms • Eligibility to Participate • Assumption of Risk and Release • green for domestic programs • blue for international programs • Medical and Mental Health History • Student Off-Campus Program Responsibilities • Off-Campus Programs Contact Card • Leader card • Student card • Social Conduct & Behavior Contract • Risk and Responsibility Order Form

4. Eligibility to Participate Form • This form will be used to determine the student’s eligibility to apply to an off-campus program before acceptance. • The program leader is also responsible for noting his/her own name and program name on the list of results from the Eligibility to Participate Form so the Dean of Students will know to whom to return the results. • Copy this form as needed and submit a list of student responses to the Dean of Students.

5. Assumption of Risk and Release Form • All students participating in an off-campus program are required to sign this form. A parent must sign as well if the student is under 18 years of age. • Completed forms need to be returned to Liz Steenwyk in the Registrar’s Office by the program leader with a complete itinerary and contact phone numbers. The program leader’s name and off-campus program must be noted. • Athletics programs: Send completed forms to Eva Folkert, DeVos Fieldhouse. • Order forms from Liz Steenwyk, Registrar’s Office.

6. Medical and Mental Health History Form • All students participating in an off-campus program are required to accurately complete this form. A parent must sign as well if the student is under 18 years of age. • A photocopy of the front and back of all major medical cards is also required. • The program leader should take the original forms along on the program. Copies of the forms should be left with the department secretary in a sealed envelope. • Copy this form as needed.

7. Student Off-Campus Program Responsibilities • All students participating in an off-campus program are required to sign this form. • The program leader should keep completed forms and take them along on the program. Send copies to the Dean of Students. • Copy this form as needed.

8. Off-Campus Programs Contact Card • All students participating in an off-campus program should have the student card with the program leader’s contact information noted. • All program leaders should have the leader card that includes the Crisis Management Team’s contact information as well as emergency procedures. • Order contact cards from Liz Steenwyk, Registrar’s Office.

9. Social Conduct & Behavior Contract • This form is to be filled out at the discretion of the program leader and the Dean of Students. It encourages students to take responsibility for their actions. The program leader must also sign the form. • The program leader should keep completed forms and take them along on the program. Copies should be left with the Dean of Students. • Copy this form as needed.

10. Risk and Responsibility Order Form • Used to order required and optional forms for off-campus programs. • Also used to order informational brochures to distribute to students. • All forms and brochures come from Liz Steenwyk, Registrar’s Office.

11. Forms It is the program leader’s responsibility to see that the required forms are completed in advance of the program’s departure and are given to the appropriate people.

12. Responsibilities • Faculty/Staff Leader • Student

13. Faculty/Staff Leader Responsibilities • Required: A faculty/staff leader will accompany all off-campus programs that include students. Consequence of non-compliance: CANCELLATION OF PROGRAM

14. Faculty/Staff Leader Responsibilities • Required: Participate in an annual Risk and Responsibility Workshop. Consequence of non-compliance: CANCELLATION OF PROGRAM

15. Faculty/Staff Leader Responsibilities • Required: Collect an Eligibility to Participate Form from each applicant and clear students with the Dean of Students before accepting students into the program. Get to know students during the application process. Consequence of non-compliance: CANCELLATION OF PROGRAM

16. Faculty/Staff Leader Responsibilities • Required: Collect an Assumption of Risk and Release Form from each participating student. Return completed forms along with a complete itinerary and contact information to Liz Steenwyk in the Registrar’s Office. • Athletics programs: Send completed forms to Eva Folkert, DeVos Fieldhouse. Consequence of non-compliance: CANCELLATION OF PROGRAM

17. Faculty/Staff Leader Responsibilities • Required: Collect a completed Medical and Mental Health History Form and a photocopy of the front and back of all major medical cards from each participating student. Review the forms with individual students prior to leaving for the trip. Take original forms with you. Consequence of non-compliance: CANCELLATION OF PROGRAM

18. Faculty/Staff Leader Responsibilities • Required: Collect a Student Off-Campus Programs Responsibilities form from each participating student. Consequence of non-compliance: CANCELLATION OF PROGRAM

19. Faculty/Staff Leader Responsibilities • Required: In advance of departure, conduct an appropriate orientation program for all participants. Consequence of non-compliance: CANCELLATION OF PROGRAM

20. Faculty/Staff Leader Responsibilities • Required: Follow and use the Recommended Procedures for Emergency Notification. Consequence of non-compliance: As the leader, you may be held legally liable and/or negligent for non-usage.

21. Faculty/Staff Leader Responsibilities • Required: Report back to the College in the event of an itinerary change and/or an emergency within the group or location of program. Consequence of non-compliance: You put yourself and your students at risk.

22. Faculty/Staff Leader Responsibilities • Strongly Advised: Consult with the Health Center or Counseling Center on all medical and/or psychological conditions that impact students traveling with you. Consequence of non-compliance: You put yourself and the student at risk.

23. Faculty/Staff Leader Responsibilities • Strongly Advised: Discuss with flagged students what you should know about their medical conditions and have a written plan of action as needed. Consequence of non-compliance: You may not know what to do if the condition surfaces during the program.

24. Faculty/Staff Leader Responsibilities • Strongly Advised: Give each student an Off- Campus Programs Contact Card with your contact information. Carry the Off-Campus Programs Contact Card for leaders that includes the Crisis Management Team’s contact information as well as emergency procedures.

25. Faculty/Staff Leader Responsibilities • Advised: For students who have been on disciplinary probation in the past, consult the Dean of Students about possibly having the student sign the Off-Campus Study Social Conduct & Behavior Contract.

26. Faculty/Staff Leader Responsibilities • Advised: Carry copies of major medical cards, proof of immunizations and other important documents away from the originals. International programs: carry copies of the front page of all passports and any necessary visas.

27. Faculty/Staff Leader Responsibilities • Advised: Contact the Health Center for a Travel Clinic tailored for your program’s location.

28. Student Responsibilities • Required: A participating student must complete an Eligibility to Participate Formbefore acceptance into the program. Consequence of non-compliance: Student is not allowed to apply for the program.

29. Student Responsibilities • Required: A participating student (and parent, if under 18 years of age) must sign and submit an Assumption of Risk and Release Form. Consequence of non-compliance: Student’s participation in the program is cancelled and all non-refundable deposits and incurred costs are forfeited and/or billed.

30. Student Responsibilities • Required: A participating student must complete a Medical and Mental Health History Form and provide evidence of appropriate medical insurance. Consequence of non-compliance: Student’s participation in the program is cancelled and all non-refundable deposits and incurred costs are forfeited and/or billed.

31. Student Responsibilities • Required: A participating student must complete a Student Off-Campus Program Responsibilities form. Consequence of non-compliance: Student’s participation in the program is cancelled and all non-refundable deposits and incurred costs are forfeited and/or billed.

32. Student Responsibilities • Required: In a timely fashion, a participating student must obtain all required and recommended immunizations for travel, as determined by the Health Center. Consequence of non-compliance: Student’s participation in the program is cancelled and all non-refundable deposits and incurred costs are forfeited and/or billed.

33. Student Responsibilities • Required: A participating student must attend all required on-campus orientation session(s). Consequence of non-compliance: Student’s participation in the program is cancelled and all non-refundable deposits and incurred costs are forfeited and/or billed.

34. Student Responsibilities • Strongly Advised: Carry the Off-Campus Programs Contact Card with program and leader contact information.

35. Student Responsibilities The program leader has the authority to determine if a student’s behavior warrants termination from the program at the student’s expense.

36. Program Orientation • Preparation • Logistics • Emergencies

37. Program Orientation • Cultural Preparation and Competence • Academic Preparation • Group Dynamics • Program Schedule, Locations, Transportation, Housing • detailed itinerary • Forms • set deadline for turning in completed forms

38. Program Orientation • Student Responsibilities • consequence of non-compliance at any time – removal from program • behavioral expectations • Health/Safety (Cindy Sabo) • necessary immunizations • medical insurance – especially when traveling overseas • review medical files • alcohol awareness training (involve the Counseling Center)

39. Program Orientation • Emergencies • have an emergency plan • primary meeting place • secondary meeting place • how and when to check in • discuss potential crises • assign a designated student to know the emergency procedures in case the leader is unavailable • create a communication tree for students – including student cell phone numbers • get parent contact information • share own contact information

40. Emergencies • Preparation • Response • Contacts

41. Preparing for Emergencies • Read the Recommended Procedures for Emergency Notification in the Risk & Responsibility Handbook. • Share program leader contact phone numbers with students. • Convey the local emergency number. • Obtain student cell phone numbers. • Create a communication tree for students.

42. Preparing for Emergencies • Implement the “Buddy System.” • Advise students to never leave their residence without ID and money. • Designate a primary meeting place. • Designate a secondary meeting place. • Create an emergency plan.

43. Emergency Procedures • Contact Campus Safety in the event of: • Serious illness, injury or death • Emotional or psychological stress that appears to require removal from the situation or professional attention, including, but not limited to, attempted suicide • Being the victim of a crime: theft, assault, rape, harassment, etc. or being accused of committing a crime • A situation that causes serious concern, i.e. political uprising or natural disaster

44. Emergency Procedures • The program leader (or designated student, in case of incapacity of the program leader) contacts the appropriate local authorities (i.e. police, U.S. Embassy, medical personnel) to begin the local action necessary to handle the situation. • The program leader (or student) contacts Campus Safety to report the incident. Campus Safety then contacts the appropriate College official.

45. General Emergencies • Secure a safe location. • Contact or respond to directions of local authorities. • Notify Campus Safety (24 hours): (616) 395-7770 with your location and status. • Campus Safety will notify the appropriate College officials. • Wait for further instructions from the College. • Communicate instructions to students. • Maintain consistent communication with the College.

46. Medical Emergencies • Seek appropriate medical care. • Notify Campus Safety with location and status. • Campus Safety notifies appropriate College officials. • Maintain consistent communication with the College. • Protect the student’s right to medical privacy.

47. Emergencies • Record • Written record of the incident • Date, time and place of the incident • Details of the incident • Witnesses to the incident • Response to the incident • Report • If necessary, report immediately to the college. • Keep accurate, complete records on file.

48. Insurance • International programs: consider recommending that students purchase extra insurance coverage – many US insurance companies don’t cover students while overseas. • International Student ID Card: $22 • iNext Card: $25-$45 • BETA: Basic Emergency Travel Assistance: $18-$30

49. Emergency Contact List • Use the Off-Campus Programs Contact Card • Campus Safety is the first contact - (616) 395-7770 • Campus Safety will notify appropriate College official to respond. • International programs: know US Embassy contact information

50. Information Orientation Confirmation Collaboration Organization Communication Investigation Documentation Escalation Alteration/Evacuation Cancellation Act-TIONs Plan for Safety