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College-Sponsored Student Domestic Travel Employee Handbook

Table of Contents

Critical Campus Contacts ........................................................................................................................................ 1

Trip Planning: Accommodation, Transportation, and Activities ............................................................................... 2

Early Departures .................................................................................................................................................... 8

Health and Safety Preparations .............................................................................................................................. 9

Mental Health Issues.............................................................................................................................................. 9

Sexual Harassment/Assault ...................................................................................................................................12

Interactions with Minors .......................................................................................................................................13

Emergency Protocols ............................................................................................................................................14

Critical Campus Contacts

• For Emergencies call Campus Security: 407-646-2999

• Counseling and Psychological Services: 407-628-6340: o Connie Briscoe: 865-356-1640, Renee Treviranus: 414-559-9236

• Director of Community Standards: Maeghan Rempala, 407-691-1337

• Title IX Coordinator: Sarah Laake o W: 407-691-1773, C: 803-413-9120

• Director of Accessibility Services: Whitney Horton, 407-975-6463

• Bill Seyfried, Associate Dean of Crummer:

o W: 407-691-1374, C: 407-488-2312, wseyfried@rollins.edu

• AVP and Dean of Students: Leon Hayner

o W: 407-646-2435, C: 407-921-9209

• Associate Vice-President for Risk Management: Matt Hawks o W: 407-646-2104, C: 407-310-4536

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Roles and Responsibilities: Trip Leader(s)

• Pre-Departure o Make arrangements as needed for logistics: housing, on-site travel, activities, etc. o Book flights directly or provide students with any directions regarding arrival time/place etc. for

booking flights. o Read and review this Travel Leader Handbook and Emergency Protocols. o Submit confirmed travel itinerary and Risk Management form before departure to the on-campus

contact for your trip. o Be available to students for questions about the trip. o If you are using a vendor such as a tour company or transportation provider, you will need to obtain a

contract for services (see below for more information). o Make arrangements with Finance for a travel advance should you need one.

• During Travel o Be housed with or near the students and organize and participate in any activities or excursions. o Be available to students for reasonable needs relating to academic, health, emotional, travel and

logistical issues. o Be the primary emergency contact on site and report and document any emergencies or incidents

(even minor ones) that arise. o Follow provided policies and Emergency protocols as needed—you must carry the Emergency

Protocols with you during travel. o Administer the student conduct policies and if student conduct issues arise, work with the Office of

Community Standards and Responsibility to address the behavioral issue with the student(s) as appropriate.

o Track finances and retain receipts for all expenses. After travel, you, or someone else from the sponsoring department will need to submit receipts and other documentation in ChromeRiver for reimbursement.

Trip Planning: Accommodation, Transportation, and Activities Selecting and Vetting Accommodation, Transportation and Providers

• Accommodation: o Where is it located? In a safe neighborhood? Close to public transportation? How can students

travel safely to and from the housing? o Does it provide adequate security? Do the doors and windows lock securely? Are the entrances

monitored or staffed in any way? Are safes or lockboxes provided? Are hallways, stairwells and entranceways adequately lit?

o Is the building safe and adequately clean? Is the structure sound—including railings on balconies and stairwells?

• Transportation: o Does the company have adequate motor vehicle insurance? Liability insurance? o Are the drivers appropriately licensed? o How long has the company been operating these services? o When using public transportation remember to advise students appropriately regarding safe use

of public transportation (issues of theft, crowding, use during off-hours, etc.)

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o See further details about the Rollins Motor Vehicle Policy below

• Third-Party Providers (tour agencies, guides etc.): o Does the company have adequate insurance? o How is staff hired, trained, and evaluated? o How long has the company been operating these services? o Does the company have an emergency response plan? o If the provider is handling arrangements for accommodation and transportation—how do they

evaluate vendors and have they considered the above-listed items?

• Non-Profit and Non-Governmental Organizations (for use in service-learning projects) o How long has the organization been in the area? o How do they train and handle volunteers? o What relationship does the organization have with local communities? o Does the organization have an emergency response plan?

• Whenever possible, these aspects of the program should be evaluated on-site. First-person experience is the most effective way to vet services and accommodations used during a program.

Guidelines for Contracts with Vendors: you will need a contractual agreement if you are using a vendor for travel arrangements or transportation. In order to process payments by bank transfer, a completed contract and US tax form is required. All contracts of sufficient importance, regardless of value, and all contracts where there is potential for significant or uncertain liability to the College will be reviewed by the Vice-President for Finance and the Assistant Vice-President for Risk Management. Do NOT sign a contract yourself. Full information on the contract review process can be found here: https://www.rollins.edu/finance/documents/contract-review-signature-authority-policy.pdf. To begin the contract approval process, go to Foxlink under “Employee”, then “Finance/Contracts”, and “Contract Templates and Reviews”.

Sponsored Activities

• Rollins College would recommend against including any of the following activities as part of the organized program due to the risks involved:

o Sky diving/parachuting o Mountain climbing o Bungee jumping o Hang gliding o Pot-holing o Zip-lining o Motorcycle riding o Scuba diving o Snorkeling o Skiing

• If you do choose to include any of the above activities in your travel itinerary, best practice would be to have a clear rationale for doing so and be able to connect the activity to the goals of your trip. In addition, you may want to discuss it with Risk Management prior to departure since vendor contracts and other documentation may be required and students should be made aware of the risks associated with such activities.

• If students engage in any of the above-listed activities on their own during free time, you should brief students about potential danger and should NOT:

o Recommend any vendors of such activities o Provide any logistical support: transportation, collection of money, purchasing of tickets, etc. o Refer to such activities in promotional materials or during orientations o Refer to such activities as part of the program

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Motor Vehicle Policy and On-Site Transportation As an accompanying employee, you should research modes of travel on-site prior to departure. Rollins College encourages the use of public transportation, Rollins vehicles, and/or the use of an appropriately vetted transportation company. The College policy for vehicle use for College business can be found here: https://www.rollins.edu/human-resources/documents/additional/driving-policy.pdf.

o If College transportation is provided, when possible only Rollins employees should be allowed to drive Rollins vehicles. Regardless of who drives a College vehicle please obtain a copy of the driver’s license and send to the Risk Management Department to check their Motor Vehicle Report.

o If privately owned vehicles are to be used, it should be made clear that those vehicles must be insured and the drivers are using their vehicles on a voluntary basis. They need to understand that the College is not able to insure personal vehicles. Further, all participants who choose to ride in a private automobile should understand and acknowledge that they do so of their own free will.

o Use of Seat Belts: No vehicle rented by or for College purposes may be operated unless all passengers are in passenger seats intended for that purpose and are wearing seat belts. Children must be in safety restraints appropriate to their age, height, and weight. Even when riding in a vehicle operated by a transportation company or hired driver, or in a taxi/Uber/Lyft IP strongly encourages the use of seatbelts at all times for all passengers.

o Use of Cell Phones: Many locations have passed ordinances that prohibit the use of cell phones while the vehicle is moving. You are obligated to comply with local laws at all times. Rollins College strongly discourages any use of a cell phone while operating a motor vehicle.

o Rental Car Information: o When renting a vehicle for College business, if at all possible, rent the vehicle in the College’s name

rather than in your name; if you cannot, add (Rollins College) beside your name in the rental contract. Contact the Human Resources/Risk Management Department and we will provide you with a Certificate of Insurance for you to present to the Rental Agency.

o If a vehicle is rented with College funds, then only College employees should be allowed to drive. All terms and conditions of the rental contract should be followed explicitly. All drivers should be "approved" drivers by the rental company.

o Drivers of a rental car involved in an accident must immediately notify the rental company where you rented the auto.

o Do not purchase the property or liability insurance policy if you are renting a vehicle in the USA. o If you take personal side trips in a rental vehicle and an accident occurs it is likely that the College’s

insurance will not provide coverage under these circumstances. o Drivers of a rental car involved in an accident must follow these steps:

➢ First, do not make any statement other than providing your name and driver’s license information, and information regarding your insurance, and the College’s insurance, prior to contacting the Campus Security Department.

➢ Immediately notify the rental company where you rented the automobile. ➢ Do not leave the scene. Wait for a police officer to arrive. Remain at the scene until released

to do so by the police or other authorities at the scene. ➢ Get names and addresses of all witnesses and passengers. ➢ If someone is injured, get names and addresses and be able to briefly describe the nature of

any injuries. ➢ Get names and addresses of the owners or the cars involved, and the drivers’ license numbers

of the drivers involved, along with their insurance information. ➢ Do not write down any details of the accident, including description of injuries or damages to

other cars, if any, except on the form discussed below. ➢ Contact the Campus Security Department before filing any type of accident reports.

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➢ Complete an “Accident Claim Form”, which is either located inside the vehicle or the Campus Security Department. Campus Security will notify the Human Resources/Risk Management Department in order to coordinate insurance activities.

• Motor Vehicle Policy for Students: If privately owned vehicles are to be used, it should be made clear that those vehicles must be insured and the drivers are using their vehicles on a voluntary basis. If they drive or provide their sown motor vehicle for transportation to, during or from the program site, students are responsible for their own acts and for the safety and the security those in their vehicle, including themselves. Furthermore, they also need to understand that the College is not able to insure personal vehicles. Finally, all participants who choose to ride in a private automobile should understand and acknowledge that they do so of their own free will.

Insurance Please read and review the full College policy on Insurance Coverage while Travelling on College Business here: https://www.rollins.edu/human-resources/documents/additional/insurance-coverage-of-faculty-staff-student-traveling-on-college-business.pdf.

Employees and students would need to use their own health insurance policies to cover any emergency medical expenses that arise during travel (with the exception of workers compensation – please see the full policy for more information).

Student Support, Conflict Management and Reflection As an accompanying employee you must be available to students for reasonable needs relating to academic, health, emotional, travel and logistical issues. This means that you may need to handle a range of situations and mitigate varied concerns and anxieties.

Conflict Management You may encounter conflict within your group of participants. Conflict can be triggered internally (personality conflicts within the group, negative behavior from one person, etc.), or externally (exhaustion, logistical problems, etc.). Either way, it is important that you are comfortable responding to and managing conflicts that arise. You should also be aware of how you tend to respond to conflict, and you may want to have your participants and/or co-leaders reflect on this as well.

Steps in Solving a Conflict: 1. Speak directly to the person, using his/her name: Creates an environment of respect, honesty. Body

language is key component. 2. State the problem: Identify the conflict. This is not an accusation but rather a clarification/specification of

the situation(s), circumstance(s), or action(s) that led to the problem. 3. Tell the person how you feel: Do not blame, but be sure to identify your feelings. Stress that your feelings

are the result of the situation and not a reflection of your feelings toward the person with whom you are in conflict. "I" statements work quite well in this step.

4. Tell the person what you need: Identify your needs, as well as the root of the problem. Ask for a specific result/solution/change in action that will enable you to move past the conflict.

5. Work together to negotiate a solution: The person(s) can respond with what he/she can/cannot try to do in order to resolve conflict and/or avoid creating a similar conflict in the future. Share expectations, take turns, and encourage communication. This step enables the other person(s) to avoid feelings of guilt by being given the opportunity to change the next situation.

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This model is intended to help individuals communicate to others in a way that enables conflict resolution. However, this model can be adapted so that a third-party mediator walks the conflicting parties through the necessary steps toward conflict resolution.” (Conflict Resolution handout, Break Away: The Alternative Break Connection, Inc.)

Reflection Your program may include activities that are challenging in some way or invoke powerful emotional responses. Facilitating reflection, particularly after such experiences can help you create positive group dynamics, reduce stresses among your group, and mitigate or diffuse potential conflicts. Whenever possible, create opportunities for interaction with the location via people and/or environment. Provide content and context for the experiences—like information about value orientations, communication styles, conflict styles, etc. Create opportunities for formal and informal reflection, and provide feedback to students in real time.

Guidelines for Facilitating Reflection: https://www.uvm.edu/~dewey/reflection_manual/facilitating.html • Set ground rules: Ground rules establish a foundation upon which the group's communication will occur.

They help to create a safe environment in which participants can communicate openly, without fear of being criticized by others. Ground rules that have been arrive at by all members are the most useful and can be repeated if tension rises during reflection. Sample ground rules follow.

o Be honest o Listen, even if you disagree o Avoid prejudicial comments o Criticize the idea, not the person o Pass if you're not comfortable o Use "I" statements o Don't interrupt o Be brief o Everything is confidential o Agree to disagree

• Use "vibes watchers": In order to monitor ground rules, the facilitator may choose to identify one or more "vibes watchers". The vibes watcher observes the reflection and takes not of group dynamics that are potentially problematic (for example, one person dominating the discussion, a participant's ideas being attacked, etc.). S/he can interrupt the discussion if the situation is particularly problematic, and explain, in a non-accusatory tone, what s/he observed. The facilitator can decide if all participants should be encouraged to voice such concerns during the session. At the conclusion of the session the facilitator should ask for a report from the vibes watcher, so that future session may be improved. Participants should not be forced to vibes watchers but should volunteer. Ideally, all members of the group will become sensitive to group dynamics, and, in a sense, monitor themselves.

• Promote "active listening": Staying quiet and considering others remarks can be challenging when controversial topics are discussed but is crucial to respectful communication. Facilitators should discourage participants from professing their opinions without considering and responding to others' comments. Instead, facilitators should model communication in the form of a dialogue, in which participants listen and respond to each other. The type of communication used (whether "polite conversation" is favored over informal or slang conversation) can very, and should be determined according to such factors as the group's cultural background, familiarity with each other, goals for reflection, etc.

• Encourage participation by all: Facilitators should clearly communicate that reflection is an egalitarian process in which everyone has a right to speak, or to choose not to speak. Group members who have not spoken should be encouraged to do so, if they wish. This can be accomplished by creating a space for more introverted group members to speak. This can be accomplished by stating something like, "Let's give an opportunity to hear from some people who haven't spoken yet..."

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• Use "stacking": In order to promote full participation, the facilitator should guide the allocation of speaking time by "stacking" (or "queuing"). This involves the facilitator identifying and placing in some order those individuals who wish to speak. One example of this technique is to list the names of the four people who have raised their hands, invite them to speak in order, and then indicate that you will recognize others who wish to speak after the four people have finished. Another technique is to simply give a nod to a person who wants to speak, acknowledging that they have been noticed and will be called upon soon. Additional strategies for inclusion can be found in the "Activities" section of this manual.

Student Conduct—Policies and Disciplinary Action In general, students participating on Rollins College Sponsored Student Domestic Travel must adhere to all of the home campus policies regarding student conduct. Follow this link for the full Rollins Code of Community Standards: https://www.rollins.edu/community-standards-responsibility/documents/rollins-college-code-of-community-standards.pdf. You have access in Foxlink to the “Conditions of Participation” that every student must complete prior to travel. Appropriate Behavior: Students are expected to conduct themselves in a responsible and mature manner at all times. This includes being sensitive to dress, norms and behavior in the sites visited. You should inform students of the appropriate dress, norms and behavior in each site, and it is the responsibility of each student to adhere to these requirements. Travel Coordination: Schedules for trips, movement at airports, and other areas concerning travel arrangements will often necessitate a degree of regimentation. Students are obliged to cooperate in this regard, realizing that it is imperative to follow the directions of the Trip Leader at such times. Attendance: It is essential for students to attend all classes and other scheduled activities while on an off-campus program. The future of our programs depends upon the goodwill of our coordinators, professors, partners, and staff off campus. Rollins must protect that goodwill by requiring students be present at every scheduled class and activity. Use of Illegal Drugs: All U.S. legal restrictions on use of drugs apply to all Rollins trips. Any student who uses, buys, or sells illegal drugs will be expelled from the trip and immediately returned home at his/her own expense. One violation will be cause for removal from the program. The cost of legal advice, fines and return travel must be borne by the violator. Rollins prohibits the unlawful possession, distribution, or use of illicit drugs and/or controlled substances on any property owned by the college or in any program or activity sponsored by the college in any location. Alcohol Policy: Rollins College Sponsored Student Domestic Travel generally has a responsible use policy for the consumption of alcohol which allows students over the legal drinking age in the location to drink alcohol outside of organized activities and group meals. Rollins College maintains a zero-tolerance policy for any behavior, whether associated with the use of alcohol or not, that endangers the student, or any other individual associated with the program, increases health and safety risks, or creates significant disruptions or delays to the trip. Any student who is abusing alcohol or engaging in the afore-mentioned behaviors risks immediate dismissal.

o Alcohol should not be served to students during official events or activities including group meals, tours, visits etc. and should not be paid for from College funds.

o The sponsoring employee or department can also set a zero-tolerance policy for the consumption of alcohol. This should be clearly communicated to participating students.

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Visitors: Visits to student participants by family members or friends may not be possible depending on the nature of your travel. If you decide to allow visitors, you should approve them ahead of time and make expectations for visitors clear to participating students. All visitors must make their own arrangements for travel, housing, and food, and cannot participate in organized activities and excursions with the Rollins group. Discrimination and Harassment: Issues of discrimination and harassment can be particularly sensitive and damaging during study away programs and may escalate quickly. Any incident of internal discrimination or harassment, even if only suspected, should be relayed to Title IX or Community Standards. For more information on Rollins’ policy regarding discrimination and harassment, please visit: please visit: https://www.rollins.edu/community-standards-responsibility/documents/rollins-college-code-of-community-standards.pdf and https://www.rollins.edu/sexual-misconduct/. If the discrimination or harassment is external—i.e. perpetrated by individuals not affiliated with Rollins in any way—address the issue with students who have been affected and help students understand the resources available to them (legal/counseling/etc.) in the host country. Disciplinary Action

Should you encounter a situation in which a student is engaged in misconduct, you must take disciplinary action and must notify the Office of Community Standards and other parties on campus as needed. Severe offenses include use of alcohol and/or illegal drugs, damage to property, verbal or physical violence, sexual assault, and harassment.

In the case of a severe offense:

• Gather information pertaining to the incident and maintain a written record.

• Ensure the safety of all students involved.

• Maintain student privacy as much as possible.

• Contact Community Standards and follow directives from the home campus—these offenses may result in the student(s) dismissal from the program.

Minor offenses include disrespectful behavior, behavior that disrupts the program (for example, being constantly late), and conflicts between students that have not escalated to verbal or physical violence.

In the case of a minor offense:

• Gather information pertaining to the incident and maintain a written record.

• Speak with the student(s) involved one-on-one

• In the case of a conflict between students, you may need to mediate a discussion to help the students reach a solution or compromise.

• Maintain student privacy as much as possible.

• Issue a written warning indicating that if the behavior continues, the student may be dismissed from the program

• Should the offenses continue and/or escalate, contact Community Standards and follow directives from the home campus.

Early Departures If a student wishes to leave early:

• Attempt to discuss the reason for early departure with the student. • If the student booked his/her own flight, he or she is responsible for making alternate arrangements.

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• It is the Trip Leader’s responsibility to ensure that the student has access to safe and reliable transportation to the point of departure (i.e., airport) though it is not necessary to escort a withdrawn student to the point of departure.

• The Trip Leader should let the on-campus contact know when he/she has parted ways with the student in question.

• A student who has withdrawn or departed early from the program may not participate in any program activities after the departure date has been confirmed (i.e., a student confirms that he will depart on June 3, so he cannot participate in any activities after June 3).

Health and Safety Preparations Employees leading domestic trips are considered to be Campus Security Authorities (CSA) under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. As such, the CSA’s are responsible for reporting in a timely manner any crimes or an incident that may be a crime that was told to you. Contact the Campus Safety Department at security@listserv.rollins.edu or call 407-646-2999. Get the basics of what took place – who, where and when. Tell the person that you must report the information to Campus Safety. Below is a list of Clery reportable crimes: Criminal Homicide, to include; murder, non-negligent manslaughter and negligent manslaughter ; Sex Offenses, to include; forcible and non-forcible sex offenses; Robbery; Aggravated Assault; Burglary; Motor Vehicle Theft; Arson, Liquor, drug, or weapons law violations; Hate Crime, to include; larceny, simple assault, intimidation, destruction/damage/ vandalism; Stalking, Domestic Violence, or Intimate Partner Violence. You should be familiar with the health and safety resources for the site(s) of your program: hospitals, clinics, emergency services (health, fire and police), and mental health resources/facilities.

Students should know how to contact you at all times during the program—they should not only have your phone number but should know where you are staying in case of emergencies overnight. If there is another organization or institution providing student support, students should also know those contacts in case of an emergency.

▪ All faculty, staff, and students travelling domestically with Rollins College will need to use their own health insurance in the case of an incident. Therefore, before you depart, it is important that you check with your insurance to understand how your plan works when you are out of network.

▪ Property Insurance: you may wish to purchase insurance to cover, at least partially, theft of personal belongings while traveling. Many homeowners’ insurance policies contain a clause that extends this coverage worldwide, however, you should verify this with insurance agent before you depart. The insurance company usually requires a copy of the police report filed at the time of the theft.

Mental Health Issues The following section is excerpted from “Mental Health and Crisis Management: Assisting University of Notre Dame Study Abroad Students (2nd Edition).” It is excerpted from a chapter entitled: “Tips for Identifying, Assisting, and Referring Students in Distress,” by Indira G. Hogan, Ph.D., Staff Counselor, 1996 – 2003, University of Notre Dame Counseling Center.

Signs of Distress Checklist

• Behavioral Changes: o Decline in the quality of work o Frequent absences from class o Inability to sit through classes

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o Disruptive behavior in classes o Assignments not completed o Repeated requests for special accommodations such as extensions or postponed examinations o Turning in coursework that has suicidal and homicidal themes o Impaired speech or thought patterns

• Physical Changes: o Marked change in physical appearance and personal hygiene o Dramatic weight gain or loss o Chronic tiredness, headaches, gastrointestinal problems without a medical explanation o Difficulties sleeping or sleeping too much o Increase or decrease in appetite

• Personality Changes: o Extreme sadness and tearfulness o Severe depression o Irritability o Hostility o Marked anxiety o Outbursts of anger o Withdrawn o Hyperactive o Excessive dependency on others o Mood swings

• Safety Risk Changes: o Expressions of hopelessness, powerlessness, or worthlessness o Verbal statements or notes that have a suicidal or homicidal tone to them o Expressions of concerns about death or life after death o Giving away important possessions o Self-injurious or self-destructive behaviors o Violent threats against others o Out of control behavior

• Other Risk Factors, including Stressful or Traumatic events: o Culture shock o Lack of close, supportive friends, and family ties o Increased isolation o Death of a family member o Sexual assault o Break-up of a relationship o Poor academic performance o Intense academic pressures o Serious illness o Substance abuse issues o Poor problem solving and coping skills

• Note: Any one symptom by itself may not indicate that the student is in distress. In your assessment, look at the combination of symptoms and the overall picture of the student's functioning. You may also attempt to establish the student's typical behavior before the crisis. For example, you may find out very useful information from someone who has known the student and has seen his/her behavior change. An example of this would be a friend, classmate, or teacher that says "I've never seen him/her act like this."

Some Basic Questions to Ask a Student in Distress:

• What do you see as the problem?

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• What are your feelings and thoughts about your problem?

• What would you like to change?

• What are you willing to do to accomplish those changes?

Some Suggestions for Assisting Students in Distress: Given that you might be someone that a troubled student seeks out for assistance, it's important that you feel prepared to help the student. Here are some suggestions for assisting students who are experiencing distress.

• Establish a Climate of Trust and Safety o Get to know your students and be available to them. o Maintain a professional relationship. o Establish clear and consistent boundaries. o Ask to see the student in private. o Acknowledge with care that you are concerned about the student's welfare. o Express reasons for your concern in a calm and direct manner. o When acknowledging your observations, use non-judgmental descriptions. o Show interest and support.

• Gather Information o Listen respectfully to the student's thoughts, feelings, and concerns. o Try to refrain from making quick judgements. o Take the student's concerns seriously and try not to minimize his/her pain o Be patient and allow time for the student to tell his/her story. o Express that you understand that the student is going through a difficult time. o Demonstrate that you understand what the student is disclosing by paraphrasing what the

student has told you. o Ask follow-up questions for better clarification and understanding.

• Explore Possible Solutions o Assist the student in identifying several options and a plan for action. o Review past coping strategies. o Explore the possible consequences of the student's action and non-action. o Develop a backup plan. o Keep the lines of communication open. o Arrange time to follow-up with the student.

• Some Examples of Statements You Can Say to Students Include: o "I've noticed that you appear to be having some difficulties in your life." o "Tell me more about the changes in your life." o "It sounds as though you feel overwhelmed." o "This appears to be hard for you to talk about. I appreciate your courage in sharing your feelings." o "I think that we all have had feelings like that at times." o "Let's explore some possible options for you."

• There may be times when you will need to make referrals. Some examples of these times include: o when the student's problem is outside of your range of knowledge, o when the student is reluctant to talk to you, and o when your attempts to help the student have been ineffective. o Here are some suggestions for making referrals.

• Suggestions on How to Make Referrals: o State clearly why you believe a referral would be helpful. o Be open to listening to any concerns or fears that the student might have about seeking help. o Try to normalize seeking help by conveying that everyone has problems at times that require

assistance.

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o Communicate that you view seeking help as a sign of courage instead of a sign of weakness. o Demonstrate that you are hopeful that change is possible. o Have a list readily available that includes the names, phone numbers, and locations of referral

sources. [Home campus in conjunction with the Counseling Center can assist you in a preparing this list of resources.]

o Encourage the student to take responsibility for whether he/she will seek assistance.

• Students who are in crisis can call Well Connect toll free at 833-848-1761 to speak with a licensed mental health counselor. Students also have access to Well Track, an online mental health maintenance program. To access Well Track, students use their Rollins logins at www.welltrack.com.

• You will not be able to identify every student in distress nor will every student in distress be receptive to your assistance. However, taking the time to directly share your concerns with and listen to a distressed student may be one of the most significant and powerful contributions that you can make. Your assistance can help the student experience positive changes, growth, and resolution.

Sexual Harassment/Assault Emergency protocols for cases of sexual harassment and assault are included in this handbook. However, it is also important to know that all College employees (Resident Assistants, Peer Mentors, faculty members, staff member, etc.), excluding licensed professionals from Counseling and Psychological Services (CAPS) and nursing staff in the Health Center in the course of care or treatment, are obligated to report cases of sexual misconduct to the Title IX coordinator. Students who wish to discuss a situation involving sexual misconduct in complete confidence should seek only counseling or psychological services. Students may also be able to speak to members of the clergy in complete confidence. Therefore, if you think that a student may have experienced sexual assault or harassment, you should make sure the student understands this policy.

If someone discloses misconduct to you, some helpful things to do and say are:

• Listen without interrupting.

• Remain calm and concerned. Maintain eye contact.

• Do not worry about having to say just the right thing – just being there can help!

• Respect the language the student uses to identify what’s happened.

• Remember that this is a time to allow the student to vent whatever emotions, thoughts or beliefs they have connected to their experience

• Allow for tears and expression of feelings.

• Allow silence as silence means that the student is thinking and/or processing. This may also be an opportunity for you to think about how you can help and be there for the student.

• Believe and support the student. (Reflect what you are hearing: “That must have been tough/frightening/scary for you.”)

• Help the student identify one to two trusted support people. (“Even if you don’t know what you want to do right now, it can be helpful to talk to someone about your options.”)

• Ask what you can do to be supportive. (“Would you like for me to go with you to talk with someone?”)

• Ask if they want to get medical attention – no matter how long ago the assault occurred.

• Have an appropriate behavioral response (Hugging or touching may be inappropriate. You can always ask “may I give you a hug?”). If this feels awkward to do, then it will be awkward.

• Ask yourself, “Am I doing everything in my power to create an intentionally safe environment for this student with my verbal and non-verbal language?”

Some things that are not helpful to do or say are:

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• Asking “why” questions or questions that may imply blame and put the student on the defensive (“What were you doing there?).

• Asking questions to satisfy your own curiosity never assist the process

• Blaming or judging the student’s actions (“You shouldn’t have had so much to drink”).

• Dismissing the student’s feelings or minimizing his/her experience (“It could have been worse”).

• Trying to “fix” the problem (Telling the student what to do, such as “you need to talk to a counselor”).

• Saying, “It will be OK.” This is only allowed if you are indeed a certified psychic and can predict the future 100% of the time. You don’t know it will be “OK”, but you can be there with them in the present moment where it is safe.

In addition, this talking points guide was created for faculty and staff members to provide guidance around responding to disclosures: https://www.rollins.edu/sexual-misconduct/documents/rollins-college-tips-for-responding-to-a-disclosure.pdf. The student handbook IP provides to students also covers the Title IX policy and information about staying safe and responding to an incident. The Rollins complete sexual misconduct and harassment policy is available here: http://www.rollins.edu/sexualmisconduct/policies.html

Interactions with Minors If the program includes any activities or events where Rollins students and/or employees will be working with minors—children under the age of 18, you must comply with the Rollins College policy summarized below. For the full policy please see: http://www.rollins.edu/hr/policies/docs/general-policies/child-protection-policy.pdf Florida Law mandates the reporting of any suspected child abuse or neglect. Any employee or student who has reason to believe that a child has been subjected to neglect or abuse at any off‐campus sites at which students, faculty, or staff participate in college‐sponsored activities must immediately notify the Program Leader and home campus, who will then notify the AVP of Risk Management as soon as possible. Rollins Code of Conduct for Working with Minors You have a duty to the children with whom you work, to the college and to yourself to prevent any abuse or improper behavior. You also have a duty to prevent unfounded accusations of abuse, by adhering to a proper code of conduct when working with minors.

• Never use any form of physical or emotional punishment to discipline children participating in the program

• Never engage in rough or sexually provocative games, including horseplay

• Do not allow children to sit on your lap

• Do not allow any inappropriate touching, including between children

• Be aware of the impact of your words and language on young children

• Do not swear, or use or respond to sexual innuendo, never make a sexually suggestive comment, even in fun

• Do not allow children to use inappropriate language unchallenged

• Be aware of situations in which actions can be misconstrued or manipulated by others (for example, being alone with the last child to leave a class); conduct all dealings with children in a public environment as much as possible, in order that all behavior can be readily observed

• Do not spend time alone with a child away from others; try to avoid being alone with a child, particularly in a restroom, changing area, or shower area (follow the “rule of three” and always make sure there is another person with you).

• Should you need to be alone with a minor in a changing or shower area, by no means should you be unclothed with a minor and showering or bathing with minors. Even when you are not alone with one child, this is never acceptable.

• There are some programs such as music classes for children where there is one on one lessons. If possible leave the door open to the practice room

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• Children should use a buddy system or otherwise be encouraged to stay together when going to the bathroom, on field trips or when leaving he classroom area

• Do not give any child a ride in a car or van unless you have express permission from the parents

• Do not appear to favor one child more than another, do not give gifts to any one child in a program, do not accept expensive gifts from any child in the program

• Be professional and maintain the highest standards of personal behavior at all times; do not drink alcohol or smoke when working with minors

• Do not tell children “this is just between us” or use similar language that encourages children to keep secrets from their parent/guardian

Emergency Protocols Basic Procedures for all Emergencies:

• Call Campus Security. Initial communication should include an overview of the situation, and general comments on student safety and current location, particularly if students are not at a common site.

• Maintain close contact with, and communicate specific instructions to, students on-site.

• Prioritize student safety (for all the students) throughout your response.

• Maintain student privacy whenever the well-being of students is not at risk.

• Communicate regularly with the home campus to provide updates and status reports.

• Coordinate the response on-site according to directives from the home campus—the plan of action will be drafted in collaboration with on-site contacts.

• Whenever possible, College staff on-campus will notify student’s emergency contacts. You also have access to the students’ emergency contacts in Foxlink. Should you need to make contact, be mindful of FERPA requirements.

• Keep a written record throughout the emergency: this should include facts obtained, circumstances of the incident, outcomes, notes from any conversations pertaining to the incident.

• Do NOT communicate with the media—a College spokesperson will coordinate all press releases and interviews.

• The trip leader, in consultation with home campus, has the authority and obligation to cancel any excursion which has been deemed inappropriate or unsafe.

• Do NOT ever leave a student behind (when the group is moving to a new location, or the program is ending) unless under the care of a Rollins’ employee.

Serious Illness or Injury: i.e., auto accidents; recreational injury, serious illness; drug/alcohol overdose, assault.

o Assess the extent or severity of the accident/illness. o Notify home campus. The home campus will communicate with key contacts on campus and brief them

on the student's condition. o If needed, assist the student in finding appropriate medical care in a hospital/clinic or work with the home

campus and/or on-site contacts to do so. o Keep a record that will include notes regarding the circumstances leading up to the accident/illness, notes

from conversations with Rollins personnel and the course of the medical treatment as it progresses. o Contact key contacts on campus and brief them on the student's condition. o Continue to monitor the student's condition through on-site contacts and update key contacts as needed. o Depending on the severity of injury/illness, home campus will contact the person designated by the

student as "Emergency Contact." o If the student’s condition deteriorates, or is determined to be life-threatening, home campus may provide

assistance for a family member to travel to the site in order to be with the student.

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o If the student is determined to be out of immediate danger, appropriate discussion should occur regarding the impact of the accident/illness on program participation and academic progress.

Serious Mental Health Issue: i.e., suicide attempt, ongoing and severe depression, self-inflicted injury, severe

eating disorder, manic behavior.

• Assess the student’s mental and physical state. o Notify home campus. Home campus will communicate with key contacts on campus and brief them on

the student's condition. o If needed, assist the student in finding appropriate medical and/or mental health care: work with the

home campus, CAPS, and/or on-site contacts to do so. o Keep a record that will include notes regarding the circumstances leading up to the issue, notes from

conversations with Rollins personnel and the course of any treatment as it progresses. (1) Continue to monitor the student's condition and update home campus and other key contacts as

needed (2) Depending on the severity of the student’s condition, home campus will contact the person

designated by the student as "Emergency Contact." o Where feasible, a staff member at CAPS may be put in contact with the on-site contacts and/or

student and/or attending physicians/counselors. o If the student’s condition deteriorates, or is determined to be life-threatening, home campus may

assist a family member to travel to the site in order to be with the student. o If the student is determined to be not in immediate danger, appropriate discussion should occur

regarding the impact of the incident or mental state on program participation and academic progress.

Sexual Assault/Sexual Harassment:

o NOTE: all College employees (Resident Assistants, Peer Mentors, faculty members, staff members, etc.), excluding licensed professionals from Counseling and Psychological Services (CAPS) and nursing staff in the Wellness Center in the course of care or treatment, are obligated by Title IX to report cases of sexual misconduct to the Title IX coordinator. Students who wish to discuss a situation involving sexual misconduct in complete confidence should seek only counseling or psychological services. Students may also be able to speak to a member of the clergy in complete confidence. Therefore, if a College employee thinks that a student may have experienced sexual assault or harassment, he/she should make sure the student understands this policy. The student handbook also covers this policy and information for students. If the student does disclose an incident, then follow the below-listed procedures:

o The student may not be aware of the Title IX policies for reporting: tell the student that you must advise (less punitive term than report) home campus and the Title IX Coordinator at Rollins of the incident so that the College can respond appropriately and supportively.

o Notify home campus and home campus will alert the Title IX Coordinator and coordinate with them to guide the response.

o As a first responder, the primary goal is the safety of the student(s) involved and the gathering of evidence as needed since some evidence must be obtained in a timely fashion should the victim decide to take any legal action.

o You do not need to investigate the details of the incident unless directed to by the Title IX Coordinator: remember that it can be traumatic for the victim to be called upon to share the details of the incident multiple times.

o Assist the student in finding appropriate medical or mental health care and support: work with the insurance, home campus, CAPS, and/or on-site contacts to identify resources. Make sure the student is aware of these resources.

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o In general, it is up to the student whether or not to report the incident to local authorities and pursue legal action.

o Assess the student’s condition, and with the Title IX Coordinator coordinate any necessary next steps, which may include:

(1) Depending on the specific nature of the incident, contact the person designated by the student as "Emergency Contact." Note that home campus would only do this if it was truly necessary and would seek verbal permission from the student before making contact if at all possible.

(2) Where feasible, a staff member at CAPS may be put in contact with a counselor or physician on-site in order to better support the student or respond to the incident.

(3) Appropriate discussion should occur regarding the impact of the incident on program participation and academic progress.

o Throughout the incident: (1) Keep a record that will include notes regarding the circumstances of the incident, the outcome of

any discussions with the student and any health or mental health professionals assigned to the case, notes from conversations with Rollins personnel and the course of any treatment as it progresses.

(2) Continue to monitor the student's condition and update home campus and/or campus contacts as needed.

Crimes Committed by a Student: i.e., student is arrested for theft, assault, or drug possession

• Assess the situation by obtaining as many details as possible (i.e., determine who, what, when, where, how, and why).

• Notify home campus and home campus will activate the Incident Command Structure and continue to serve as a resource and provide recommendations as appropriate for continuing action.

• If the student has been arrested, work with on-site contacts to obtain a copy of all relevant information (such as the police report, incident report, and/or hospital admissions information).

• Home campus will contact the person designated by the student as "Emergency Contact."

• Visit the student wherever he/she is being held, reassure the student, and assist the student in understanding the legal procedures and accessing information.

• Home campus will stay connected to the on-site contacts, the student's designated "Emergency Contact" and the Incident Commander until the situation has been resolved.

• Throughout the incident keep a record that will include notes regarding the circumstances of the incident, any discussions or communications with the student, on-site contacts, local authorities, etc., any steps taken, and the course of the incident through resolution.

Missing Student: i.e., student is reported missing by roommate, other students, host family or professor. The response will vary depending on the length of time that the student has been missing—the following steps would be followed for an absence of 12 hours or more.

• Notify home campus and work with on-site contacts to make every effort to locate the student. Home campus will notify other key contacts at Rollins as needed.

• Notify the local police and other relevant parties. Check hospital admissions. If the student is staying in a hotel, talk with the student's roommate, other students on the program, hotel staff, or host family and neighbors. Ask them to contact you immediately if the student returns. Try to determine when the student was last seen. Gather information on any unusual behavior that may have been exhibited.

• Keep a record of all facts obtained, conversations, communications and steps taken.

• If the student has not been located within 24 hours, a report should be filed with the local police. In addition, home campus will contact the student’s designated “Emergency Contact” at this stage if they have not already been contacted.

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• If the student is still missing after 48 hours, home campus will activate the Incident Command Structure.

• Once the student has been located, notify home campus and other individuals as needed.

Student Death

• Verify the identity of the student. Gather as much information about the circumstances surrounding the student's death as possible. A chronological log must be kept of all information surrounding the incident and all discussions and steps taken both on and off campus.

• Notify home campus and home campus will activate the Incident Command Structure.

• Home campus or another Rollins representative, at the direction of the Incident Commander, will contact the student’s designated “Emergency Contact”.

• Maintain regular communication with home campus, the insurance company, on-site contacts, and others on campus as needed.

• The Incident Commander will coordinate a plan for dealing with the impact of the situation on the staff, faculty, and participants. Response on site will need to be coordinated with the on-site contacts. They will construct or identify (if working with on-site contacts) a network to offer appropriate support to all involved parties, such as close friends, roommates or housemates, the host family, other Rollins program participants, the person who may have discovered the body, and Rollins faculty/staff/students on campus.

• Once the network is in place, home campus or on-site contacts will inform the student's roommates or housemates and close friends.

• Determine the feasibility of continuing the program as is and/or supporting any students impacted by the incident who may wish to return home.

Political Unrest, Terrorist Attack or Natural Disaster: i.e., mass shooting, terrorist acts, severe rioting, and civil

unrest. Earthquake, typhoons, floods, etc.

• Contact all students to make sure that they are accounted for and are safe. If a student has been injured, have his/her physical injuries attended to (see "Serious Accident or Illness").

• Caution students about speculative communication and advise them to wait until clear information is available before contacting home.

• Gather initial information about the scope of the incident, response on-site, advice regarding minimizing risk to students, and the feasibility of continuing the travel itinerary, activities, etc.

• Notify home campus and home campus will notify key contacts on campus. Depending on the severity of the incident, it may be necessary for home campus to contact students’ emergency contacts, communicate more generally with students travelling not in the immediately impacted area, and/or activate the Incident Command Structure.

• Work with on-site contacts as appropriate to gather further information about the incident including the probable impact of the event on the availability of shelter, food, water, and medical supplies, the intensity of the emergency or political unrest, the presence of emergency or military personnel, etc.

• Coordinate with home campus to make any needed adjustments to the travel itinerary. Should Rollins determine that relocation or evacuation of the full group is warranted:

• Home campus will work with on-site contacts to see what coverage and assistance is applicable for the specific situation and will arrange for emergency funds to be available if needed.

• Home campus will work with on-site and campus contacts to develop a plan for faculty/staff/students returning to campus from the program site including any necessary support or follow-up.

Pandemic Outbreak: i.e., contagious outbreak, flu, SARS, MERS, Ebola, etc.

• Contact all students to make sure that they are accounted for and are safe. If a student has been injured, have his/her physical injuries attended to (see "Serious Accident or Illness").

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• Caution students about speculative communication and advise them to wait until clear information is available before contacting home.

• Notify home campus and home campus will notify key contacts on campus. Depending on the severity of the incident, it may be necessary for home campus to contact students’ emergency contacts, communicate more generally with students not in the immediately impacted area, and or activate the Incident Command Structure.

• Work with on-site contacts to gather initial information about the scope of the pandemic, response on-site, advice regarding minimizing risk to students, and the feasibility of continuing the travel itinerary, activities, etc.

• Continue to work with on-site contacts to gather further information about the pandemic including active risks of contagion and illness, the probable impact of the event on availability of shelter, food, water, and medical supplies, the intensity of the pandemic, and the presence of emergency and medical personnel, etc.

• Coordinate with home campus to make any needed adjustments to the travel itinerary. Should Rollins determine that relocation or evacuation of the full group is warranted:

o Home campus will work with on-site contacts to see what coverage and assistance is applicable for the specific situation and will arrange for emergency funds to be available if needed.

• Home campus will work with on-site and campus contacts to develop a plan for faculty/staff/students returning to campus from the program site including any necessary support or follow-up.