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Planning: Multi-Day Off-Campus International Trip

Step 7: Emergency Protocols and Responses

Participants in off-campus activities are at higher risk in an emergency or disaster situation, especially for international field experiences. Emergency situations range from natural disasters—such as earthquakes, floods and wildfires—to physical harm—such as a medical emergency or mental health crisis—to localized emergencies—such as gas leaks, chemical spills and transit accidents.

In an emergency or disaster response, RRU employee trip leaders are required to:

  • First call 911 or, in the country equivalent, follow instructions provided by local police and emergency response authorities.
  • Second, contact International SOS for emergency or disaster response support and services.
  • Third, call or email the CARE Team.
  • Fourth, contact appropriate RRU employees (Dean, Director, Program Head, etc.) *if able, otherwise CARE will act as the communication hub.

International SOS (ISOS) Emergency and Disaster Response Services

RRU holds a contract with International SOS (ISOS), an international support service that assists with travel-related risk management and emergency response. ISOS will facilitate emergency medical support, emergency financial resources, communicate relevant travel warnings and provide emergency assistance in the case of evacuations.

  • All staff and students should have access to the ISOS card either physically or digitally. This should be communicated in the orientation, is copied in the Student Travel Site, and messaging sent with the card access information through multiple channels.
  • There is only one membership number for all RRU students and staff.
  • RRU employees and students are required to enroll in ISOS and log each trip in the travel tracker to ensure prompt, effective and up-to-date travel information.
  • ISOS membership number and access number are found when you receive your Student Travel Information Moodle site.
  • Please see the sub chapter for ISOS Frequently Asked Questions.

ISOS is not an insurance provider. The services do not replace medical or travel insurance.

*ISOS services for RRU employees: Business travel assistance | Royal Roads University - Our People


Incident Reporting

In the event of an emergency, and after emergency response authorities have been called, incidents should be reported directly to ISOS for immediate response. An incident report (PDF) must be completed if there is an emergency.

Incident reports will also be sent to the CARE Team. Upon receipt of an incident report, members of the CARE Team will respond to the individual who submitted it and immediately alert RRU’s leadership team.

Incidents that require reporting could include but are not limited to:

  • Natural disaster
  • Medical emergency of any kind or physical harm
  • Breach of policy
  • Localized emergency

As outlined in the Medical Insurance unit, participants’ medical insurance is individual to the participant. Reporting and filing claims for medical incidents or injuries to extended medical providers is the individual participant's responsibility.