Trip sponsor/leader responsibilities
Trip leaders and sponsors should be ready for various situations or emergencies, including family emergencies, natural disasters, strikes, political turmoil, health problems, injuries, crime, and terrorism. Leaders should be familiar with relevant University policies.
The following is provided to assist leaders and sponsors. Not all items apply to sponsors.
Pre-trip
- Attend Orientation for Leaders or Sponsors of Activities Abroad
- Make sure all travelers have registered their travel
- Create a trip emergency plan for this trip with information that might be needed in an emergency. A template may be used to assist in this process.
- Understand the risk specific to the destination. Resources include:
- Ensure that all immigration requirements are met.
- Hold orientation for participants using University pre-trip of topics to be addressed (Trip Sponsors should ensure participants attend the orientation for participants traveling without a group).
- Understand and communicate all of the applicable University Policies regarding conduct and travel.
- Distribute student waivers and obtain signed originals from all Yale College students traveling with the program.
- Ensure your cell phone will operate in the destination countries.
- Collect Emergency Contact info
- Issue MEDEX cards
- Register group on MEDEX
Upon arrival and while abroad (not applicable for trip sponsors)
- Conduct arrival orientation using upon arrival.
- Establish contact with local Yale staff or alumni.
- Register with Local U. S. Embassy or consular service.
- Stay in regular contact with participants
- Address any emergencies or hazardous conditions or activities
- Report and address any conduct or behavior issues immediately
Post-trip
- Conduct post trip meeting
- Collect evaluations of trip
