Safety and Security | The University of Tennessee at Martin

Those participating in travel study or study abroad should familiarize themselves with the resources made available by the university in order to ensure a safe trip.

24/7 Travel Assistance with Crisis24 Horizon

UT Martin partners with Crisis24 Horizon to provide 24/7 medical, security, and emotional assistance to our travelers. Crisis24 can support travelers in many ways, including:

Providing pre-travel, location-specific information, alters, and advice via the Crisis24 website and/or app.
Locating and scheduling appointments with medical providers abroad.
Replacing medication while abroad.
Providing medical and/or security advice or emergency assistance.

For more benefits, consult Why Should I Call Crisis24

International Health Insurance

All who travel on a UT Martin international study program are covered by an international travel insurance policy underwritten by Chubb insurance. To qualify, you must be participating in a CGEE-approved travel study or have registered your international travel in DASH prior to departure. You can download the full plan benefit brochure here

Be sure to read the definitions, description of benefits, and limitations in the brochure above. While this plan does provide some coverage for trip delays and interruptions, its primary purpose is health insurance, not trip insurance. Travelers desiring more robust trip insurance should purchase a policy independently.

Reimbursement Claims

Generally, most medical costs abroad will be paid directly by the traveler. These out-of-pocket costs can then be submitted to Chubb as a claim for reimbursement. Travelers who would like to file a claim should:

Fill out the claim form, which you can download here.
Send the completed claim form and any necessary supporting documents (e.g., copies of itemized doctors' bills, proof of payment, etc.) to Gallagher@hsri.com

Emergency Procedures for Travel Study

Please select the appropriate link below for emergency procedures during a travel study:

Emergency Response Protocols - International

In case of an emergency, it's critical to act swiftly based on accurate information. Emergencies can include medical or psychological crises, missing persons, arrests or detentions, natural disasters, accidents, extreme misconduct, political unrest, terrorism, lost documents, and more. Each situation will require specific actions, but there are common steps that a group leader can follow to assess the situation and determine an appropriate course of action.

Key Contact Information

Crisis 24 Horizon:

UT dedicated hotline: +1-678-809-0804
You can also use Crisis 24 Horizon App; use your [Net ID]@tennessee.edu to log on to the app.

Joseph Ostenson – Interim Director, CGEE

+1-731-881-3582 (during U.S. business hours)
+1-731-636-9042 (after hours; also on WhatsApp)

Public Safety
Location: 159 Crisp Hall
Phone: 731-881-7777

Public Safety may be contacted should you receive no response from the above. Public Safety staff will not handle international emergencies directly but will forward your details to the appropriate UTM staff.
Please inform Public Safety of your location, how long you will be there, and, if possible, provide a secondary contact number.

General Emergency Procedures

Stay Calm & Reassure Others
Keep yourself and others calm to avoid panic.
Develop a Mental Action Plan
If no pre-established plan exists, quickly create a mental outline of the steps you need to take.
Document Everything
Keep detailed records of the event and your actions. Use the following guidelines:

Record who you contacted, when, and the conversation details.
Provide where you can be reached and offer an alternate contact number.
Set a time for follow-up communication and clarify who will contact whom.

Notify Crisis 24 as soon as possible
Contact Crisis 24 as soon as possible. They will guide you through next steps and contact appropriate parties at the university.
Contact CGEE
Notify CGEE at your earliest convenience with the details regarding the situation and information received from Crisis 24.

Emergency Communication Considerations:

Be aware of backup methods for communication, such as WiFi or satellite phone capabilities (newer iPhones) if cell phones or landlines are unavailable.
Ensure everyone has emergency contact details for the group leader.

Specific Emergency Situations

Medical Emergencies (Including Mental Health Crises)

Take Immediate Action:
Call the local 911-equivalent for immediate assistance or get the person to a hospital/clinic. Communicate the nature of the emergency to medical staff and assist with paperwork.
Notify Crisis 24 as Soon as Possible:
Crisis 24 will help you manage any logistics, find new and/or better facilities if necessary, and help with the next steps. Crisis 24 will also contact UTM officials regarding the situation. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Notify CGEE & Stay in Contact:
Call CGEE with updates when it is convenient and AFTER contacting Crisis 24. After US business hours, you can call or text Joseph Ostenson directly or over WhatsApp.
Emergency Contact:
If the student wishes for immediate family to be contacted, you may arrange to have the student do so or reach out to the CGEE if the student is unable. If you reach out to the parent, please them in contact with the CGEE as well.
Essential Information to Collect:

Student’s name, date of the accident/illness.
Details of injuries, treatment, attending physician, etc.
Drugs administered, X-rays and test results.

Assaults (Including Sexual Assault)

Medical Care First:
Follow the medical emergency protocol outlined above.
Contact Local Authorities:
Report the incident to the local law enforcement agency.
Notify Crisis 24 as Soon as Possible:
Crisis 24 will help you manage any logistics, find new and/or better facilities if necessary, and help with the next steps. Crisis 24 will also contact UTM officials regarding the situation. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Notify CGEE:
Call CGEE with updates when it is convenient and AFTER contacting Crisis 24. After US business hours, you can call or text Joseph Ostenson directly or over WhatsApp.
Documentation:
Obtain a police report and document the names and contact details of witnesses. Follow all instructions given by Crisis 24 and CGEE.

Missing Person Protocol - Immediately

Search Locally:
Inquire with trip members about the participant's last known whereabouts. Set to work immediately trying to track the person down.
Notify Crisis 24 as Soon as Possible:
In the meantime, Crisis 24 can help you determine what further action should be taken, especially with regards to notifying appropriate authorities in the country. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Update CGEE:
Contact CGEE as soon as is convenient with developments.
Ongoing Communication:
Check in with authorities and continue providing updates to CGEE. Follow all instructions given by Crisis 24 and CGEE.

Arrest or Detention of a Student

Notify Crisis 24 ASAP:
Crisis 24 will help you determine what further action needs to be taken. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Update CGEE:
Contact CGEE as soon as convenient with developments.
Visit the Detained Student:
If allowed, visit and assess whether the student understands the legal process, offering support without discussing the facts of the case.
The University of Tennessee is unable to recommend or provide legal representation. However, if a participant requires legal assistance, they may request help from the U.S. State Department.

Robbery (Including Theft of Passport)

Provide Aid:
Ensure the injured student receives medical attention first.
Report the Incident:
Contact local law enforcement.
Notify Crisis 24:
Crisis 24 will help you determine what further action needs to be taken. Pay very close attention to and follow all instructions given by Crisis 24 staff. Missing passports should be resolved as soon as possible with the nearest US consulate or embassy; Crisis 24 can guide you through this process.
Update CGEE:
Contact CGEE as soon as convenient with developments.
Support the Student:
Assist the student in contacting their emergency contacts and acquiring necessary funds or documents.
Document Everything:
Obtain a copy of the police report if possible.

Death of a Student or Faculty Member

In the unfortunate event that a student or faculty member passes away during the program, it is crucial to document all available facts accurately. Understand that this will be an emotionally charged time, and managing the program while addressing these details can be challenging. However, it is essential that the following steps are conducted promptly and effectively:

Notify Crisis 24:
Crisis 24 will walk you through the appropriate steps and help manage logistics with respect to notifying family and helping arrange for the repatriation of remains. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Other Reporting:
Contact CGEE. After hours, notify Joseph Ostenson (731) 636-9042 or Public Safety. Do not notify the family unless instructed.
Gather Essential Details:

Name of the deceased, cause, and details surrounding the death.
Contact information of attending physician and hospital.

Maintain a Record:
Keep a chronological record of events. Offer emotional support to the remaining group members. Put them in contact with Crisis 24 if necessary.
Collect and inventory the participant's belongings. Deliver the items and the inventory list to the CGEE, which will forward the belongings to the participant's family. Retain a copy of the inventory for your own records.

Natural Disaster or Accident Involving the Group

Immediate Safety:
Ensure the safety of all group members first and foremost.
Communicate with Crisis 24:
Crisis 24 will walk you through the appropriate steps to get to safety where possible and will work with you on logistics. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Communicate with CGEE:
Notify CGEE with the group’s status and location. After business hours, reach out to Joseph Ostenson at (731) 636-9042 or Public Safety at (731) 881-7777.
Regular Updates:
Continue to provide CGEE with updates, even if the situation stabilizes.

Political Emergency (Coup, Riot, Terrorism, etc.)

Stay Informed:
Be aware of potentially dangerous political events and avoid them.
Communicate with Crisis 24:
In the event of a coup, assassination, riot, revolution, terrorist attack, or similar situation, Crisis 24 will walk you through the appropriate steps and help manage logistics to get the group to safety as soon as possible. Pay very close attention to and follow all instructions given by Crisis 24 staff.
Contact CGEE as Soon as Convenient: Contact CGEE as soon as convenient. The CGEE, with the assistance of Crisis 24, will monitor the situation and keep in contact with you, as well as communicate with the public (including family members of travelers) as necessary.
Student Contact Procedure:
Ensure students know how to reach you 24/7 and maintain a reliable phone tree for emergency communication.

These protocols ensure that in any situation, the group leader is prepared to take quick, measured actions while maintaining communication with the relevant authorities and support personnel. If you need further assistance or have specific questions on implementing these protocols, feel free to ask!

Emergency Response Protocols – Domestic