Managing Risks: Student travel & Working with Vulnerable Populations

There are a number of considerations when thinking through situations involving local travel, international travel, and also when working with vulnerable populations (i.e. working with kids, elderly, other vulnerable demographics, etc).  Below those risks are divided and addressed; please review these items as they pertain to your work and/or travel for service.

• Domestic Travelers Checklist (Important guidelines for basic travel procedures)
• International Travelers Checklist (Section includes our International Travelers Checklist)
• Working with Vulnerable Populations (Section includes waiver(s) for working with minors)

for domestic travelers

Before you travel….

• Select a site(s), recruit participants, and reflect on the group’ expectations.
• If you are going abroad leave copies of your passport with OACS staff, with your parents, and keep one on you email as well. Do the same with your driver’s license.
• Have copies of any credit cards you are taking with you in case they are lost or stolen so you can cancel it ASAP.
• Have the contact information of your site leader, service organization, and OACS advisor.
• If you are going abroad, GET TRAVEL INSURANCE. HTH Worldwide has special rates for Vanderbilt’ students. For more information go to the OACS website and click on the “advise” section.
• Leave a copy of your flight itinerary with OACS and one at home.
• Let us know the best email address and phone number (if possible) to use to contact you while you are away.
• Go to the doctor! Find out what immunizations you need. Get extra medicines before you go – know where the nearest doctor is in the area you are traveling to- and tell your traveling companions and site leaders if you have special allergies/medical needs.

While traveling…

• Always have a base budget. Set guidelines as to who is paying for what. KEEP track of receipts!
• Locate the office of the nearest hospital. Have all members’ health information.
• Know the laws (and the consequences of breaking them) in the country you are in. Be mindful and respectful of your host city/country.
• Be safe when you are traveling—don’t bring large amounts of cash; use travelers checks (if they are taken in that country) or use your debit/credit card.
• Don’t stay some place unsafe, don’t walk alone at night (groups of three), and don’t carry expensive items with you unless you have to.
• Have a plan. Do you know who to contact in case of: a site falling through, robbery, car accident, and injury of a participant? Plan in advance!
• Check in with your group leader and your parents when you arrive at your site.

When back stateside/ in Nashville

• If you traveled out of the USA schedule an appointment with your doctor to check for anything else you may have been exposed to.
• Check in with OACS/ your advisor to let them know you are back in town.

for international travelers

Checklist for International Travelers

StudentTravelForm. TravelAdvanceProcedure

Please use this as a guideline for your international trips. E-mail your advisor if you have any questions.

1. Check out the passport and/or required visas.
2. Register your trip with the U.S. Department of State.
3. Check for any Travel Warnings and other travel alerts. IF the country where you want to travel is under a travel alert or travel warning, contact your OACS advisor immediately as this might need to be referred to a Risk Assessment Committee for further review.
4. Find out if it is required or recommended to get any vaccinations, immunizations, shots, or medicines. Contact the Vanderbilt Student Health Center for a travel consult.
5. Complete a Personal Traveler Locator with International SOS. The services provided by SOS range from telephone advice and referrals to full-scale evacuation by private air ambulance. Click on International Travel Registration.
   Prior to embarking on an international trip, all VU travelers should complete the Personal Traveler Locator on the portal.  This ensures coverage and provides the contact information needed by SOS and Vanderbilt to locate the traveler in the event of a crisis or emergency.
   You must use Internet Explorer.
   Screen Shot Guide to registering your travel.
6. Get HTH International Travel Insurance and/or check with your insurance company if you have international coverage.
7. Complete the Global Education Office Travel Registration Form.
8. Complete the OACS travel form. These are individual sitemasons. Click here for the Manna Spring Break Trips
9. Complete a Student Travel Form – (with your OACS advisor).
10. Be aware of any evacuation procedures, and who to contact in case of:  a site falling through, robbery, car accident, and injury of a participant? Plan in advance! Meet with your OACS advisor to discuss.
11. Familiarize yourself with the current TSA luggage guidelines for air travel and find out how much luggage your airline will allow.
12. If you are taking a debit/credit card: contact your bank and let them know about your trip. Know the credit limits and ask how to contact them from abroad.
13. Consider taking CPR and First Aid Classes. Contact the American Red Cross at Vanderbilt.
14. Prepare a wallet size card with emergency phone numbers: U. S. embassy phone numbers.Check in with your parents when you arrive at your site!

When back stateside/ in Nashville:

• If you traveled out of the USA schedule an appointment with your doctor to check for anything else you may have been exposed to.
• Check in with OACS/ your advisor to let them know you are back in town.

working with vulnerable populations

There are a variety of issues that may arise when working with vulnerable populations (most notably with our service organizations, this involves the work you do with children.  Please review the following PowerPoint, as it contains valuable instructions and points of consideration.

Risky Business. Andy Finch, Ph.D.

OACS is also planning to hold a second “Working with Vulnerable Populations” workshop as a follow-up to the first seminar that was held in the fall of 2011.  Please email your advisor or oacs@vanderbilt.edu for more information on that opportunity.

Waiver for Transporting Minors: Must be signed by legal guardian

Waiver for volunteering with minors: Must be signed by legal guardian

In the event an issue does arise in which you feel some sort of ethical or legal problem has come up, please get in touch with your advisor IMMEDIATELY.  The staff will help direct you to the appropriate office or university contact that can assist with the issue.