Trip leaders for travel programs assume responsibility for the well-being of the group. The trip leader is assisted by a field assistant and/or on-the-ground support from a partnering organization. Eliza Erxleben and the student services program coordinator provide support and advice, in consultation with other staff, administrative faculty and IU’s Office of Overseas Study.
If the trip leader becomes incapacitated, The Media School should be contacted immediately. In most cases, the field assistant or support organization will assume management of the program. If the trip leader must leave the program, The Media School may send an additional staff or faculty member to help lead the group through the rest of its program or to assist in curtailing the program and bringing the group home.
Trip leaders are expected to follow the planned program as closely as possible. If changes are necessary, trip leaders are in the best position to make quick judgments about implementing those. Possible circumstances for changes include inclement weather, local disruptions (e.g., strikes, political protests, incidents at excursion locations, etc.) or unexpected closures of excursion sites. The trip leader will communicate minor changes to the itinerary to The Media School at the earliest opportunity.
If a major change in the travel itinerary is necessary, the trip leader will consult with The Media School in advance, who will work with the travel agent and/or support organization to make changes.
In cases of emergency, the first priority is to ensure the immediate problem is addressed by first responders. Contact the proper authorities (e.g., call 911, or equivalent for the country you are visiting) and ensure that all students are accounted for and safe. The trip leader should contact the Media School staff listed in their emergency contacts after the immediate danger/issue has been properly addressed by first responders. These Media School contacts can be found in your trip binder. Please contact the first person on the list and move down the sequence as necessary.
The types of incidents affecting a participant in the program that would activate this contact sequence include injury, serious illness or being the victim or perpetrator of a crime.
Trip leaders will need to document the details of the incident, including date, time, location, the responses of local officials and any actions taken.
Serious incidents in the host city/state that may affect the entire group could also activate this contact sequence, such as a natural disaster; a significant political, criminal or terrorist incident; or a transportation accident. In situations such as these, The Media School will contact the Office of the General Counsel, Counseling and Psychological Services, the Dean of Students, and/or IU Media Relations, if necessary.
Trip leaders must report incidents that occur on international trips by completing the Overseas Study Incident Report Form provided by The Media School in the trip binder to document the details of the incident, including date, time, location, the responses of local officials and the actions taken.
Trip-related information (hotel, airlines, etc.) will be provided to the trip leader, field assistant, support organization, the Office of Overseas Study (for international trips only) and Media School staff.
Student participants are provided with a detailed itinerary. On international trips, the information provided also includes contact information for the nearest U.S. embassy or consulate in-country (and, if feasible, for the relevant embassy of any travelers who are citizens of another country).
The trip leader, the field assistant and/or the support organization are responsible for identifying and locating the police stations, hospitals and medical clinics that are the most readily accessible to the students’ lodging and main sites of activity.
The Media School maintains contact information for program personnel and provides medical information for students.
All student participants will provide their cell phone numbers to the trip leader for use during the trip.
The faculty leader (and field assistant, if applicable) will have a functional cell phone in country so that he or she can reach the staff in Bloomington in case of an emergency and vice-versa.
All student participants will share their cell phone numbers with the faculty leader for use during transit in the United States. Students are not required to activate their cell phones in-country. Many students’ phones will be able to access Wi-Fi while abroad, and faculty leaders may use communication apps such as WhatsApp or GroupMe to connect with students while on program.
Student participants will have contact information for the trip leader and field assistant.
The faculty leader must meet daily and in person with the students. If a student is separated from the group, he or she should be instructed to return to the designated group meeting place, typically the hotel or place of lodging. The trip leader must identify and inform students of this meeting place at the start of the trip.
Should a student depart the group trip intentionally with no plan to return, please notify the appropriate Media School contact.
