Devvi Health & Safety Policy

Your health and safety is our number one priority. In doing so, we also strive to respect the cultural differences surrounding health and safety in the countries we work. Depending on the emergencies and procedures of the organisations we work with abroad, we have outlined the following policies and guidelines to enhance the confidence that our members have in each other and in Devvi staff, when responding to emergency or crisis situations,

DEVVI PROGRAM COORDINATORS

Devvi is committed to making the health and safety of our participants a top priority. As such, each Devvi Program Coordinator, and staff member, is trained to ensure that the organisation holds itself accountable in striving to meet best practices and good standards as defined by the education abroad industry.

Each Devvi employee will be responsible for overseeing the following:

  • Maintaining organisational policies related to participant emergencies

  • Ensuring Devvi staff are properly trained in participant emergency and crisis management

  • Maintaining an awareness of legal issues, privacy laws and regulations that affect how Devvi approach health and safety issues

  • Maintaining internal procedures to enhance participant health and safety preparedness and staff preparedness for crisis situations

  • Communicating Devvi’s health and safety policies to the membership and work with staff to ensure member adherence to Devvi’s health and safety standards

  • Reviewing participant emergency protocols and policies on a regular basis

  • Discussing specific participant emergency situations as they arise and determine courses of action

  • Holding debriefings on participant emergencies in order to make improvements and identify lessons learned

STATEMENTS OF RESPONSIBILITY

Devvi

  1. Will maintain an emergency action plan and protocols for various emergency scenarios. This action plan will be reviewed and updated regularly.

  2. Will maintain a code of conduct for all programs and communicate the consequences of non-compliance to participants.

  3. Will provide a general health and safety orientation for all Devvi participants at the start of their program.

  4. Will require that all participants complete a contact form to ensure Devvi are aware of any health issues.

  5. Will require all participants purchase health insurance.

  6. Will include questions regarding health and safety in the application for Devvi membership and will evaluate membership in part based on health and safety preparedness and the medical and professional services offered. Some of our considerations will include:

    • ​Location and likelihood of emergency situations due to location.

    • Protocols in place to handle emergencies

    • Past health and safety concerns/most common health and safety concerns for international participants

    • Medical and mental health service availability

    • Please note, Devvi will consider the norms of the host country and will strive to make reasonable requests regarding health and safety based on the particular environment and resources available.

  7. Will maintain good communication with all necessary parties in cases of emergency.

  8. Will initiate safety check-ins with Devvi participants in cases of level 1 emergencies for participants who are currently within the start and end dates of their Devvi program. The decision to check-in with participants will be determined based on the location, size and scope of an event. Devvi is not responsible for checking in with participants post-program who may be traveling or for checking in with participants who are traveling to a country where Devvi has suspended or canceled programs for health and safety reasons.

  9. Will maintain an emergency contact number available

  10. Will remain knowledgeable about health and safety issues pertinent to international education and will provide Devvi staff adequate training to properly address these issues.

Participants

​Adapted from the “Responsible Study Abroad: Good Practices for Health and Safety,” 2002

In education abroad, as in other settings, participants can have a major impact on their own health and safety through the decisions they make before and during their program and by their day-to-day choices and behaviours.

Participants should:

  1. Assume responsibility for all the elements necessary for their personal preparation for the program and participate fully in orientations.

  2. Read and carefully consider all materials issued by Devvi that relate to safety, health, legal, environmental, political, cultural, and religious conditions in the host country(ies).

  3. Conduct their own research on the country(ies) they plan to visit with particular emphasis on health and safety concerns, as well as the social, cultural, and political situations.

  4. Consider their physical and mental health, and other personal circumstances when applying for or accepting a place in a program, and make available to Devvi, the home institution and host institution accurate and complete physical and mental health information and any other personal data that is necessary in planning for a safe and healthy study abroad experience.

  5. Obtain and maintain appropriate insurance coverage and abide by any conditions imposed by the carriers

  6. Inform parents/guardians/families and any others who may need to know about their participation in the education abroad program, provide them with emergency contact information, and keep them informed of their whereabouts and activities

  7. Understand and comply with the terms of participation, codes of conduct, and emergency procedures of the program.

  8. Be aware of local conditions and customs that may present health or safety risks when making daily choices and decisions. Promptly express any health or safety concerns to Devvi staff before and/or during the program.

  9. Sign up to receive embassy and travel alerts for his/her host country and countries to which (s)he may travel.

  10. Accept responsibility for their own decisions and actions.

  11. Behave in a manner that is respectful of the rights and well-being of others, and encourage others to behave in a similar manner.

  12. Avoid illegal drugs and excessive or irresponsible consumption of alcohol.

  13. Obey host-country laws and comply with on-site authorities in the event of an emergency or crisis.

  14. Become familiar with the procedures for obtaining emergency health and legal system services in the host county

Devvi Members will:

  1. Provide Devvi Program Coordinator contact or relevant emergency contact information in order to be able to reach someone in the event of an emergency.

  2. Remain familiar with Devvis Health and Safety Policy and Emergency Action Plan.

  3. Ensure that coordinator or other designated advisor is available at appointed times and in emergencies.

  4. Make every effort to maintain consistent and thorough communications with Devvi and participants during an emergency situation including, if relevant, the provision of the local medical contact’s information in order to facilitate care for a participant.

  5. Provide an on-site orientation for incoming participants addressing health and safety issues, emergency protocols and necessary emergency contact information.

  6. Provide specific information for both medical and mental health services locally.

  7. Make every effort to provide necessary support to Devvi participant(s) throughout an emergency situation.

  8. Review all incoming participant contact forms and consider the information in conjunction with any additional medical information and forms the member may require upon arrival.

TRAVEL ADVISORY POLICY

In the event that a travel advisory level is heightened for a country after a participant applies, and the home university prohibits participants from participating on a program in a country with a travel advisory at that level, Devvi will:

  • Attempt to find the participant an alternate appropriate placement

  • Refund all fees paid to Devvi (Only if the participant does not wish to accept an alternate placement)

Should Devvi determine to cancel or suspend a program due to a travel warning, Devvi will follow the program cancellation and suspension policy.

PROGRAM CANCELLATION & SUSPENSION POLICY

Despite Devvi’s confidence in our partners and the health and safety protocols in place, Devvi may determine it necessary to suspend or cancel a program for reasons including but not limited to political unrest, social instability, contagious disease control, military operations, terrorism concerns within a host country, or other health and safety concerns.

The final decision to suspend or cancel a program will be made by Devvi on a case-by-case basis, taking into account advice from the UK Government (or that host country’s government), the Overseas Security Advisory Council, the World Health Organization, the Center for Disease Control, and any other sources that may be relevant to the specific emergency.

Devvi will notify any participants and coordinators affected by a program cancellation or suspension as soon as possible after a decision has been made. Devvi will work with organisations to try to find alternate host sites for participants affected if at all possible. Should Devvi not be able to find an appropriate site for a participant, the participant will receive a full refund of any fees paid to Devvi.

If participants have already arrived on-site when this decision is made, Devvi will follow its evacuation policy and procedures.

Should Devvi determine it necessary to suspend or cancel a program, Devvi recommends that other Devvi participants do not travel to this area. As such, DEVVI will not do active check-in communications if an emergency event were to take place in the location.

EVACUATION POLICY

The decision to evacuate a program will be made by DEVVI on a case-by-case basis, taking into account advice from the host university, the U.S. Department of State (or that host country’s government), the Overseas Security Advisory Council, the World Health Organization, the Center for Disease ControlOn Call International, and any other sources that may be relevant to the specific emergency. DEVVI is the final decision maker as to whether or not evacuate a program and reserves the right to do so in the best interest of participants. DEVVI can only require evacuation of participants who are within the program dates.

In the event of a program evacuation, DEVVI will evacuate participants to the nearest safe location either through commercial airlines or a chartered flight. The method of evacuation and location to which participants will be evacuated is determined by DEVVI Once participants arrive in the nearest safe location, participants are responsible for penalties assessed by air carriers that may result from itinerary changes. Any additional expense resulting from the itinerary change or cancellation is the responsibility of the participant.

  • Depending on the point in time during a semester when the cancellation takes place, DEVVI will work Program Coordinators to find ways for participants to finish their program if at all practicable.

  • DEVVI staff will also work with participants and coordinators individually to adjust member balances and possibly make partial refund payments depending on the circumstances.

 

Should DEVVI determine it necessary to evacuate program participants from a specific location, DEVVI also recommends that other participants do not travel to this area. As such, DEVVI will not do active check-in communications if an emergency event were to take place in the location.

PARTICIPANT PRIVACY POLICY

DEVVI strives to maintain participant privacy in emergency situations. DEVVI will not release any participant information to external parties who are not directly involved in resolving an emergency situation. However, DEVVI will do its due diligence to report incidents to necessary individuals.

DEVVI will strive to maintain participant privacy. However, if DEVVI is informed of an emergency situation of which the Program Coordinator(s) is/are unaware, DEVVI reserves the right to inform the necessary parties if it is deemed to be in the best interest of the participant by DEVVI executives or program staff.

DEVVI may choose, in consultation with the Program Coordinators, to inform emergency contacts about a potential emergency abroad without the participant’s permission, such as when the participant:

  • is unable to speak for him/herself

  • has been missing for more than 24 hours

  • is perceived to be a danger to him/herself or others, or when

  • a significant health, safety, or security incident affecting the entire program has occurred abroad

 

DEVVI will store all medical information provided in a secure online environment. The medical self-assessment form is shared with Program Coordinator(s) and DEVVI staff. In the case of a participant emergency, this information may be shared with any parties that may need to know pertinent medical information.

DEVVI participants are subject to the laws of the country or state where she or he is taking part in the program as well as the rules and regulations of the participant’s host and home institution. It is the participant’s responsibility to be informed about the laws of the country and/or state and conduct himself or herself in a manner that complies with those laws.

Any questions?

info@doadevvi.com

0141 482 7020

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© 2018 by Devvi Ltd