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UW Student Emergency Communication

Study Abroad

Communications before departure:

The study abroad advisor (Ruth Shepherd, studyabd@uwyo.edu) will receive from all travelers (including faculty leading UW students abroad) prior to departure:

  • Itinerary information, including international and in-country travel details; housing, hotels, and hostels; and program details
  • Emergency contact information in the US for the student/faculty member in the US (parent, sibling, spouse, etc.) for contact in case anything happens to the traveler and UW personnel need to notify them of the traveler's status
  • Emergency contact information for while they are traveling for the student/faculty member (their email, cell phone, or the number of their host) for UW personnel to call in case of man-made or natural disasters in the country or region of travel.
  • Passport number for all UW travelers
  • All insurance coverage information
  • Waiver of liability form
  • Medical release form

In addition, all travelers should register with the U.S. Embassy in the country.

Communications while abroad:

If an adverse event occurs in the country or region of travel, as soon as possible all travelers  must contact designated UW personnel (see below), and look for inquiries from UW personnel through email or phone contact, or other methods as arranged prior to departure (via social network sites, for example).  In the case of a class, it is sufficient for the lead instructor to make the contact, provided that person has accurate information about everyone traveling in association with the class.

Whom to contact:

  • In all cases, contact the host organization and/or program provider you are working with, if applicable.
  • In case of dire situation, or if the lead contact person or students need more guidance, contact the nearest U.S. Embassy or Consulate.

At UW:

  • First point of contact: Ruth Shepherd, International Exchange and Study Abroad Coordinator or emergency designee (From abroad: 001-307-766-6681 from 8:00 a.m. - 5 p.m. MST or MDT; after hours or for most holidays, from abroad: 001-307-742-4330)
  • Alternate first point of contact: Mary Katherine Scott, Acting Director for IPO (from abroad: 001-307-766-3678 or 001-307-766-3677)
  • Secondary points of contact - Dean of Students (001-307-766-3296 from 8:00 a.m. - 5 p.m. MST or MDT, 001-307-760-4454 outside of business hours ); or Vice President for Student Affairs (001-307-766-5123 from 8:00 a.m. - 5 p.m. MST or MDT, or 001-307-760-2370 outside of business hours)
  • Urgent point of contact - UW Police Dispatch (from abroad: 001-307-766-5179)

U.S. Government/Department of State assistance and communication:

  • Prior to departure, all travelers should register with the U.S. Embassy or Consulate online.
  • If you are in a country with a Travel Warning, contact the U.S. Embassy or nearest U.S. consulate for advice and assistance. Remember, when a Travel Warning is issued for a country, the Embassy or Consular staff is likely drawn down to "essential personnel" only. Their ability to assist will be reduced.
  • If you are in a country with a Travel Alert, stay in contact with the U.S. Embassy or Consulate about your whereabouts and safety.

 

UW internal communications:

Upon ascertaining the status of travelers, in all cases (including an "all clear"), IPO staff contacted will notify all the following parties of the group's status via email:

In the event of a dire situation, all of the above must be notified immediately by the Study Abroad/Exchange Coordinator, or whomever is the first contact, by email and phone.  In addition to the above, the following will also be notified:

  • Dean of affected faculty member and/or students
  • Department head of effected faculty member and/or students

If IPO is not the first point of contact, UWPD dispatch will alert the individuals listed above by emergency telephone contact list (below).

External communications:

In the event of a dire situation, information acquired by IPO staff is relayed to  UW Public Relations.  All external inquiries from the media will be directed to UWPR.

 

Contact List - UWPD to Notify in Case of Emergency:

 

Name Email Emergency Phone
Ruth Shepherd, Study Abroad/ Exchange Coordinator studyabd@uwyo.edu   

001-307-766-6681 (business hours)

001-307-742-4330 (after hours)

Mary Katherine Scott, Acting IPO Director

mkscott@uwyo.edu 001-307-766-3678
001-307-766-3677
Dean of Students dos@uwyo.edu; 001-307-766-3296 (business hours)
001-307-760-4454 (after hours)

Chad Baldwin, UW Institutional

Communications

cbaldwin@uwyo.edu 001-307-766-2353 (business hours)
Sean Blackburn, VP Student Affairs sean.blackburn@uwyo.edu 001-307-766-5123 (business hours)
cirion@uwyo.edu 001-307-760-2370 (after hours)
Kate Miller, Provost
kate.miller@uwyo.edu 001-307-766-4286 (business hours)
WVarga@uwyo.edu
Chris Boswell, VP Government  and cboswel1@uwyo.edu 001-307-766-4123 (business hours)
Community Affairs 
Laura Betzold, University Risk lpeter18@uwyo.edu 001-307-766-6787 (business hours)
Manager
UW Police Dispatch 001-307-766-5179 (24/7)

Annex:  From the U.S. Department of State website:
Crises Abroad Involving American Citizens

When a crisis occurs abroad, such as a natural disaster, transportation accident, civil or political unrest or a terrorist incident, the Department of State and the U.S. Embassy abroad utilize a variety of means to communicate with the American public.

If You Are in a Foreign Country Involved in a Crisis:


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Study Abroad

Cheney International Center

Dept. 3707, 1000 E. University Ave.

Laramie, WY 82071

Phone: (307)766-3677

Email: studyabd@uwyo.edu

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