Risk Management and Emergencies

MUDEC follows the Study Abroad Guidelines and benefits from the emergency services made available by Miami University.

Accommodation of the Faculty and Staff members

The Faculty and Staff members are accommodated in the same place as students for obvious risk management concerns. They are in charge of having students respect premises and the calm of the place. There is no exception to this rule.

Smart Travelers, risk management & respect of privacy

Every group is registered on the Smart Travelers website from the US Embassy prior to departure by the STOT.

As a principle, private information regarding students (such as names, addresses, passport numbers) should not be released without the explicit authorization of the Office of the Dean.

Cell phones

The list of students’ cell phones is prepared by IT for the STOT and is included in the Road book in two copies. The Faculty member should also ask students to complete this list by

  • having students check the list and indicate if they can receive calls abroad.
  • indicating if students have additional contact numbers (for instance with their own US. Phones).

The faculty member should remind students to take their cell phones prior to departure and make sure that every student has her or his cellphone on the tour. As a reminder, every MUDEC student has a cell phone with the capability to receive text messages abroad at no charge.

Faculty members may request a MUDEC cell phone from the Assistant Dean if they do not already have one. This phone must only be used for emergencies. All personal calls will be charged.

General recommendations

At all times, students must be reminded to stay attentive to their surroundings and to make appropriate, responsible decisions during their free time. Students must have been sufficiently briefed by the faculty member leading the tour during the preparation of the Tour about basic safety rules.

Risk management starts with providing a written document of the tour to the students: students must be given a detailed agenda of the tour. Free time and start and end times of ALL activities must be precisely indicated on the program itinerary. Slots for free and independent activities for students must also be clearly indicated with a precise time (beginning and ending).

Basic precautions should be applied at all times. For instance, when moving as a group there should be always one member of the leading team (usually the Faculty member) at the head of the group, and one (usually the Accompanying Staff Member) at the rear of the group making sure no one is left behind.

Missing students must be reported immediately.

Late termination of a program

When the daily program ends at night, students are offered to be accompanied back to the hotel immediately after termination of the program. If students want to be accompanied back, the Staff member is in charge of accompanying them. It is understood that students can be accompanied only immediately after the program. Staff member should not wait for students deciding to go back to the hotel at a different time.


In case of an unexpected emergency such as an accident, the situation needs to be discussed with the Faculty member leading the Tour. If the situation requires immediate student care, the Faculty member continues with the Tour whereas the Accompanying Staff Member helps the student.

  • The Dean or the Assistant Dean (in this order) must be immediately notified personally and if the situation requires immediate attention by phone of any situation. Phone numbers are provided in the safety procedure document. The Faculty and Staff members receive the document describing emergency procedures with a cascading order of contacts.
  • If necessary, the Faculty member receives the Road Book as well as the money needed for the rest of the day or the rest of the trip should the student not be able to continue the trip.
  • In case of hospitalization, the Accompanying Staff Member accompanies the student and stays at the hospital until everything is cleared.
  • In case of a medical problem the Accompanying Staff Member makes sure that everything is in order with HTH (supplemental overseas accident and sickness health insurance).
  • The Accompanying Staff Member informs the Dean who will inform the University.
  • Even if the incident happens at a moment when students are on their own (evening, at night), the Accompanying Staff Member takes over as soon as s/he is informed of the incident. If deemed necessary, other students can stay with the injured student, but this should not prevent them from participating in the tour.

In some situations, a student may need to be hospitalized longer, and return immediately to Luxembourg or even to the U.S. The Accompanying Staff Member analyzes the situation, reports to the Dean and receives orders on how to proceed. Possible steps may include:

  • stay a day longer with the student and join the group a day later by taxi, train or bus;
  • stay a longer period as the student cannot be carried;
  • coordinate with HTH an emergency trip back to Luxembourg (or the States).