Emergency Protocol for Students on Study Exchanges, Work Placements and Internships

This is the protocol for students and staff to follow in the case of an emergency involving Loughborough University students whilst they are undertaking study exchanges, work placements or internships in the United Kingdom and abroad. For the purposes of this policy, an internship is a work activity which does not form part of the student’s programme of study but is organised with the support of the University (typically the Careers Network).

Please note that as the University does not have the resources to provide 24-hour support, these procedures have been put in place in order to provide guidance to students in the event of an emergency situation.

For the purpose of this protocol, an emergency is defined as:

  • civil unrest;
  • global pandemic;
  • natural disasters;
  • political instability;
  • terrorism;
  • victim of serious crime.

The objectives of the protocol are as follows:

  • to ensure that the students are safe and well;
  • to ascertain whether any assistance is required;
  • to explore whether the students need to be withdrawn from the affected location/country;
  • to check whether any action needs to be taken in respect of any other students in the affected location/country.
  1. Prior to starting your study exchange, work placement or University-supported internship, you must complete a risk assessment.
  2. If you will be studying or working outside the UK, you must register on the Crisis 24 Horizon website linked below. This will allow you to check the travel advice and security information for, and identify the risk level in, your chosen locations/countries.
  3. In addition to the above, you are advised to download the Crisis 24 Horizon app for up-to-date travel and emergency advice whilst you are away. 
    • Students working in the UK may also register on the Crisis24 Horizon website and download the app.
  4. During your study exchange, work placement or internship, you must check your University email address on a regular basis. We also recommend that you keep in contact with your respective School/Departmental Placements Officer and make them aware of any problems or difficulties as soon as they arise.

If you are involved in, or affected by, an emergency in your host institution/organisation, location or country, please take the following actions:

For emergencies during ‘office hours’: At the earliest opportunity, contact the Placements, Exchanges & Governance Team or the Work and Opportunities Manager.

Contact for students on an exchange or work placement:
Placements, Exchanges and Governance Team
Tel: +44 (0)1509 226700
Email: Exchanges@mailbox.lboro.ac.uk

Contact for students on a a University-supported internship:
Chris Cole
Work and Opportunities Manager
Tel: +44 (0)1509 222316
Email: theplace@lboro.ac.uk

For emergencies occurring ‘out of hours’:  At the earliest opportunity, contact the University’s Security Office.

Security Control Room
Tel: +44 (0)1509 222141 or 0800 526966
Email: security@lboro.ac.uk

Students: register with Crisis 24 Horizon

In the event of the University becoming aware of an emergency involving one or more students, where the student has not already been in touch, the University will email students via their University and personal email addresses, or attempt to make contact by telephone to check that they are safe and well.  If the student does not reply within a short period, the University will contact their host institution or organisation and/or nominated Trusted Contacts.  The University will provide advice and guidance on an individual basis but does not have the resources to provide 24-hour support.  

An emergency protocol document for staff only is linked below.

Staff - Emergency Protocol document

Dial 999 if you need assistance from Police, Ambulance Service, Fire Brigade or Coastguard (24 hour service).

In the event of a medical emergency (i.e. major ailments, serious injuries or hospitalisation), contact Global Response, quoting 'Loughborough University' and reference UMAL/T092.  This is a service operated by multi-lingual co-ordinators 24 hours a day, 365 days a year.   

Tel:  +44 (0)2920 662425

Email:  UMAL@global-response.co.uk

You must contact Global Response before incurring any substantial medical expenses or being admitted as an in-patient at any hospital, clinic or nursing home. 

Further details about medical assistance are provided in the University’s Travel Cover Summary, a copy of which is made available to all students prior to departure.

 

In the event of a non-medical emergency, contact Global Response for security advice and support, quoting 'Loughborough University' and reference UMAL/T092.  This is a service operated by multi-lingual co-ordinators 24 hours a day, 365 days a year.   

Tel:  +44 (0)2920 662425

Email:  UMAL@global-response.co.uk

Further details about non-medical assistance are provided in the University’s Travel Cover Summary, a copy of which is made available to all students prior to departure.

 

In accordance with section 1 above, you should inform the University at the earliest opportunity if you are involved in, or affected by, an emergency. In addition, you are advised to contact your next of kin as soon as possible and to seek advice and information from your host institution/organisation.

The Placements, Exchanges & Governance Team or the Work and Opportunities Manager will follow up with students in remaining in any affected locations/countries in order to monitor their mental and physical wellbeing and re-assess the risks at regular intervals. Travel advice and any other relevant information will be circulated to those affected. However, as indicated in section 1, we recommend that you register with and download the Crisis 24 Horizon app to receive up-to-date security alerts for your destination.  

Depending on the severity and duration of the emergency, the Assistant Registrar (Placements, Exchanges & Governance) or the Work and Opportunities Manager might need to consider what guidance and advice should be given to any students who are planning to study in the affected location/country in the following semester or academic year.

If your require consular assistance, we recommend that you contact the Foreign, Commonwealth and Development Office (FCDO) as shown below:

King Charles Street
London
SW1A 2AH
Tel: +44 (0)20 7008 1500

Contact details for all British embassies, high commissions and consulates: www.gov.uk/world/embassies.

For students who are non-UK nationals, contact details for embassies in all countries: www.embassyworld.org.