FUTUREDOCS ABROAD STAFF PORTAL

PROGRAM FUNDAMENTALS

The first session of FutureDocs Abroad Vietnam program takes place in Hue, Vietnam from July 1st, 2023 – July 16th, 2023.

The city of Hue is located in the central region of Vietnam along the banks of the Perfume River, a few miles inland from the East Sea. Hue’s historical roots run deep, with the oldest ruins dating back to the 4th century AD (about 2,400 years ago). Over 100 pagoda’s, palaces, temples, and tombs reside within Hue, making it a sacred place for many Vietnamese people and a culturally rich environment for foreign nationals to visit. You are sure to find many things to love about this vibrant and fast-paced city during your time there!

Students will be on clinical rotations at Hue University of Medicine and Pharmacy (Hue UMP), which was founded in 1957 during the wake of the Vietnam War. Hue UMP has played a critical role in advancing the public welfare within Hue and it’s surrounding area ever since. Nearly 30,000 medical professionals (doctors, pharmacists, nurses, etc.) that work in Vietnam have graduated from the university in it’s 65 year lifespan. In addition, the university has elevated standard care practices by being the first and only university in Vietnam to meet the quality standards of international higher education institutions.

The group will be staying at the Park View Hotel for the duration of the program. The hotel is approximately a 3-5 minute walk to the university, 10-15 minute walk to downtown Hue, and surrounded by great coffee shops. Additionally, there is an on-site spa, fitness center, and pool available for you to take advantage of during down time.

STAFF TEAM

Anna Rossi – International Programs Director and Program Lead

Anna Rossi has been producing legendary, purpose-driven events for more than a decade, bringing to life energetic stadium events, summits, intimate masterminds, dynamic virtual events, and educational international excursions. As Director of Events at The National Leadership Academies, Anna combines her years of experience with a drive to spark connections between attendees that lead to collaboration, innovation, and sometimes…magic.

Elijah Eller – International Programs Admissions Lead and Administrator

Eli has been intimately connected to FutureDocs Abroad since his experience on the 2018 program in Monterrey, Mexico. In his role as the International Programs Admissions Lead and Administrator, Eli combines his previous experience as a student with his passion for systems development and workflow optimization to improve both backend logistics and the frontend experience of FutureDocs Abroad. He is currently studying Mathematics and Psychology at Hamline University in his home state of Minnesota and spends his free time studying, hanging out with his cats, and building pc’s!

D Thomas – Senior Chaperone

D Thomas is our seasoned Chaperone having traveled with our students to each of the FutureDocs/FutureVets Abroad locations. As Deputy Director of Admissions for The National Leadership Academies, D brings his championing spirit and unparalleled encouragement to our students as they further explore and pursue their fields of dreams.

Amanda Winston – Chaperone Team

Amanda Winston is a project manager and an artistic collaborator specializing in the performing arts and is based out of Chicago. She has been the backstage manager for several live Congress of Future Medical Leaders events and is looking forward to a return to the arena in 2023. She had the pleasure of chaperoning the 2021 group of FutureVets in Costa Rica with the National Leadership Academies, and is excited to see what this group of future doctors and medical leaders will discover in Vietnam.

Gabrielle Wedderburn – Chaperone Team

Gabrielle Wedderburn has worked in sales and marketing for over a decade.
She broke into the live event space by happenstance back in 2018 and has maintained a passion for live events since. Gabrielle currently works as a social media talent development coach for an international live streaming app! Gabrielle prides herself on her ability to combine her dynamic background by streamlining process, developing mentees, and expanding brand awareness through authentic engagement. Through such means, Gabrielle hopes to help elevate the human experience while fostering the universal need for human connection!

Rebecca Rosenberg – Chaperone Team

Rebecca Rosenberg is an entrepreneur and biomedical engineer from New Jersey. She spent 2 years working in global health during her masters degree at the Johns Hopkins Center for Bioengineering Innovation and Design where she led the development of a machine learning tool for malaria elimination in partnership with organizations in Ghana, Zambia and Uganda. Now, Rebecca runs a health tech startup developing assistive technology for the visually impaired. She is excited to bring her international medical technology experience to Vietnam with the FutureDocs students!

Eliza Caprio – Chaperone Team

Eliza has 7+ years of professional project management experience and currently utilizes her skills on the production team with The National Leadership Academies. She graduated from Connecticut College with degrees in Neuroscience and Economics and a minor in International Government. In her free time, Eliza enjoys yoga and spending time with her dog Georgie.

Vincent Chen – Travel Coordinator

Vincent is a patient and organized individual who has experienced the Future Docs Abroad program as a student and chaperone. He has held many leadership positions that have given him the experience to ensure programs run smoothly. Additionally, his years of working with others have made him well versed in handling conflicts and performing well under stress.

FLIGHT INFORMATION

OUTBOUND FLIGHT
Airline: Korean Airline
Departure Airport: John F. Kennedy International Airport (JFK)
Departure Time: Sunday, July 2 @ 12:50 AM (EST)
Arrival Time: Monday, July 3 @ 1:50 PM (ICT)
Flight Numbers: KE86, KE457
Route: New York (JFK) → Seoul (ICN) → Da Nang (DAD)

INBOUND FLIGHT
Departure Airport: Da Nang International Airport (DAD)
Departure Time: Saturday, July 15 @ 3:40 PM (ICT)
Arrival Time: Sunday, July 16 @ 11:20 AM (EST)
Flight Numbers: KE458, KE81
Route: Da Nang (DAD) → Seoul (ICN) → New York (JFK)

AIRLINE BAGGAGE POLICY
Please visit the Korean Airlines Website for baggage policies. All staff and students must comply with the baggage policies; any fees associated with additional or overweight items are your responsibility.

PASSPORT CONTROL & IMMIGRATION
The information below is to prepare you for the arrival process into Da Nang, Vietnam. Be sure to read through this very carefully.

In preparation to go through Passport Control, make sure you have:

• Your passport in hand
• Your visa
• The full name and address of the Park View Hotel in Hue – 09 Ngô Quyền, Vĩnh Ninh, Tp. Huế, Thừa Thiên Huế, Vietnam
• Arrival and departure flight information and dates (airline and flight number will be located on your boarding pass)

Make sure you start to queue in the correct passport control line. There are two different types of entry. One is strictly for Local Passport Holders and the second is for All Passport Holders. Please make sure you queue in a line for All Passport Holders.

Once you reach the front of the Passport Control line, you will speak to an agent. The agent will ask questions about the purpose of your visit. Below are some possible questions and suggestions for how to answer them.

Q. How long are you here for? A. Two weeks.

Q. What are you doing? A. A summer program at Hue University of Medical Sciences.

Q. Where are you staying? A. Park View Hotel in Hue.

The immigration officer will stamp your passport and hand it back to you along with your Vietnamese visa.

VERY IMPORTANT: Keep your Vietnamese visa inside your passport and place it in your travel wallet for safekeeping.

BAGGAGE CLAIM
Da Nang International baggage claim is a small hall consisting of 5 carousels. It is your responsibility to guide students from customs to the baggage claim area.

It is strongly advised that you place an easily identifiable ribbon or luggage strap/tag on your luggage so you recognize your suitcase as it arrives on the carousel. Most importantly the luggage tag should have your name and address clearly written on it. Another slick trick for travelers is to place a label on top of all your belongings inside your bag should the luggage tag fall off in transit.

Once everyone has collected their luggage, we will walk to the Customs area together.

CUSTOMS
Each person will go through Customs individually with their own luggage. When you pass through Customs, individuals will be chosen at random to place their luggage onto the scanner belt to be screened.

A customs officer may ask to inspect your luggage and ask if you have firearms, drugs, certain electronics, and other items that are not allowed or cannot be imported duty-free.

If you are selected for the inspection, don’t worry. The additional screening is a simple procedure and designed to keep everyone safe. Just be ready to answer a few questions and run through a brief inspection.

A few notes on Vietnamese Customs and Immigration to prepare you before travel:

• Check the International medical insurance website about importing any medications prior to arriving in Vietnam.
• All medications should be clearly labeled and stored in a clear plastic bag.
• Remember, liquids must be under 100mls or 3.4 oz per container if packed in your carry-on bag.

EARLY PREPARATION

Here’s what you can do right away to get ready for our journey

EARLY PREPARATION CHECKLIST

• Download Google maps on your phone. Next, download the country of Vietnam as an offline map, so you can access it when you’re not on the internet
• Download Google translate and the local language
• Download WhatsApp, our communication method
  • If necessary, I will provide you with a sim card and a burner phone that you will use as a hotspot while in VT. 
• Exchange USD to Dong for petty cash and shopping.
• Make a note of all important dates and ensure you have availability in your calendar
• Check the portal regularly for updates and announcements

PACKING LIST

Below is a list of items that we recommend you bring in addition to two weeks worth of general items such as socks, toiletries, etc..

CLOTHING

Vietnam is extremely hot and humid in the summer months. The weather will be in the mid to high 80’s, and very humid. Please take this into account while packing your items.

• 4-6 casual outfits of whatever light, breathable, and comfortable means to you
• 2 comfortable travel outfits
  • Wear layers that can be removed easily with fluctuating plane temperatures
  • Bring a neck pillow if you find that comfortable
  • Wear compression socks to reduce swelling on long haul flights
• 2-3 business casual outfits
  • There are two formal ceremonies during the program where you will need to dress in business casual attire. Please help us maintain a good relationship with our university partners by dressing appropriately!
• 1-2 pairs of comfortable and dependable walking shoes
• 1 extra travel outfit in your carry-on

Laundry service is provided by a partner of the hotel. They will pick up your laundry and deliver it back to you folded in 12-24 hours for about 30k dong per pound (80 cents or so).

MEDICATIONS

Ensure that you pack all medications and supplements in your carry-on luggage. We recommend that you bring a personal supply of over-the-counter medications to help mitigate the effects of traveler’s sickness, such as:

• Anti-diarrheic (Imodium, Pepto-Bismol)
• Motion sickness medication (Dramamine, Scopolamine)
• Antihistamine (Benadryl, Zyrtec, Claritin)
• Pain and fever medicine (Acetaminophen, Aspirin, Ibuprofen)
• Mild sedative or sleep aid (Nyquil, Melatonin)
• Immune boosting supplements (Vitamin C, Zinc, Oil of Oregano)

MISCELLANEOUS

• Adaptor/voltage converter for powering electronics
  • Outlets in Vietnam use plug types A, C, and F and operate on a 220V supply at 50Hz. Find examples here.
• 1-2 external battery packs to charge your phone. Find examples here.

TRAVEL DAYS

Our program begins and ends with an extensive amount of travel. Our journey will begin at JFK, where we will meet in person, meet our students for the first time, and guide them as we fly to the other side of the world.

Travel days have many moving parts, but they don’t need to be chaotic. The best way to prepare for travel is to get a good night of sleep beforehand, drink plenty of water, and move frequently so that you can be fully energized and engaged from the beginning. 

Outlined below are some items to expect, travel-specific chaperone responsibilities, and protocol for navigating airports.

ITEMS TO EXPECT

You will receive the following items upon checking-in with our travel coordinator, Vincent:

• Name badge, lanyard, and pen
• Staff shirt for easy recognition by students
• Chaperone folder with program documents and a full schedule.
• Your international health insurance card
• Your Visa
• A copy of your complete flight itinerary

TRAVEL DAY RESPONSIBILITIES

Review the program materials prior to the start of the program.

Chaperones are responsible for having a clear understanding of the week’s schedule, knowing the names of important locations (hotel, university, hospital, etc.), knowing the names of the students in their group,  and knowing which students in their group have allergies or medical requirements.

Make connections early on with your students.

Engage in eye contact, shake their hand, and ask them how they are feeling. The first few hours are critical to establishing a great relationship based on trust, honesty, and accountability to withstand the whole journey. 

Upon meeting your students, remind them of the following:

• Any medications need to be labeled with their names, and be in their carry-on bag
• Any students with known medical requirements – be sure they have everything they need (medication, epipen)
• To remain in the immediate vicinity until the group is ready to check in at the Airline’s check in counter
• Stay with your group leader at all times unless told you have free time.
• Food can be purchased if needed throughout the day – check in with you before grabbing food so you know where they are. 
• Remind them to keep the copy of the luggage receipt when they check in safe, just in case their luggage is lost. 
• Make sure they do not have any valuables stowed in their checked luggage. Computers/laptops should be in their carry-on luggage. 
• Make sure they are in touch with their parents/family to let them know they have met us.
• What to do if there is an emergency
• Always be on time

Number your students, and perform a count-off once the group is complete. This will make taking attendance easier.

Before checking in for their flight, ensure that the students in your group have:

• Their passport (!!)
• Their Visa
• 1 personal item, 1 carry-on, and 1 checked bag
• Access to the program Whatsapp
• A physical or digital copy of their COVID-19 vaccine card – if applicable

AIRLINE CHECK-IN & SECURITY

Once check in is open, the program lead will alert all chaperones. The program lead will be the first person to check in, leading the way for the chaperones. Chaperones will then count off their students, and once confirmation that everyone is complete, will move into the check-in line (students by number, chaperone in the rear).

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.

If a student in your group is delayed, you’ll take the rest of your group through security as planned.

The Travel Coordinator will ensure that the delayed student is checked in successfully and will let you know when they are on their way through security so that you can retrieve them at the gate. We have a flight organized as a backup if we need to reschedule any students who miss their flight – and our travel partners will make those arrangements as soon as we confirm that they are not going to make their international flight.

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.

PROTOCOL FOR NAVIGATING CONNECTING AIRPORTS

Chaperones need to count their students prior to boarding, and deplaning. It is critical that everyone stays together when moving from one location to another. 

Following the program lead, make your way straight to the next flight gate. Do not stop to shop or use the restroom. Students can roam once they are based at the gate until boarding.  Once at the gate, they must notify you before they leave the group.

ARRIVAL AT DA NANG AIRPORT 

The first stop will be immigration. Ensure you, and your students, put away cell phones. Queue in the correct line and wait to be seen. Students should have their passport and visa ready to show immigration. 

Advise your students on what to say to the immigrations officer when asked:

What is the purpose of your trip?

I am a student attending a two week educational  program at Hue University of Medicine

How long will you be in the country?

Two weeks.

There will be long queues to get through immigration. Be patient, ensure your students go through first and there should be one chaperone at the very end. 

Then proceed to baggage claim, get luggage, exchange money or use the ATM. Ensure students do not exit the luggage hall until the program lead gives approval.

Once everyone has their bags, students may use the money exchange booth to exchange USD Cash to Dong. This will likely be their only opportunity in the country to do this.  

In the case of lost luggage, notify the program lead, who will submit a file for missing baggage before leaving baggage claim and will be responsible for tracking and receiving it.

CUSTOMS

Once everyone is ready and all students have their bags, the program lead will announce to move through customs as one large group. The program lead will lead the way. Customs is the last check and everyone will need to put their bags through the Scanner.  Once through customs, the program lead will meet you in the main area and lead you to transportation. 

DAILY SCHEDULE

Specific details regarding the program schedule will be accessible here closer to program liftoff!

OVERNIGHT ACCOMMODATIONS

The group will be staying at the Park View Hotel in Hue. The hotel is about a five minute walk to the main campus of Hue UMP where students will be doing their rotations.

The address is 09 Ngó Quyén, Vĩnh Ninh, Tp. Hue, Thúa Thiên Hué, Vietnam.

MEALS AND WATER

Meals
Breakfast, lunch, and dinner will be provided in the hotel. A large selection of food will be available including authentic Vietnamese fare, and a variety of American classics.

Meals will also be provided on off-campus activity days and will include lunches in local restaurants depending on the location of activities.

If you would like to purchase additional snacks in the departure or connecting airport, it is advisable to carry a widely accepted bank card (Visa or Mastercard) to make purchases in the airports easily.

Be sure you have indicated any special dietary requirements on the medical history form so we can be sure to not only prep the chef ahead of your arrival, but also pre-request any special requirements for meals that may be provided on your long-haul flight to Vietnam. If you have any concerns, please reach out to the Admissions Team.

It is important to remember that we will be situated on the other side of the world for this incredible two-week adventure. Most of our meals will be provided in the Park View Hotel, however, it is a huge part of cultural immersion to understand that the culinary delights will be very different from home. It is important to come with an open mind and embrace the culinary diversity of our host country.  

WATER
Vietnamese tap water is not safe to drink. One bottle of water is provided within the hotel room daily per person. Bottled water is easily accessible in local convenience stores either within the hotel or right across the road. Chaperones will be organizing trips to the local convenience store as needed.

Secondly, it is strongly advisable not to digest the ice while in Vietnam. Ice is generally produced from tap water. Small fridges are located in all hotel rooms to refrigerate drinks.

CURRENCY AND PAYMENT

In advance of your trip to Vietnam, we recommend you decide on how you will pay for personal expenses while abroad. You may choose to carry a credit card, withdraw Vietnamese dong using an ATM card, bring U.S. dollars to exchange in Vietnam or some combination of these options.

NOTE: It is advisable to carry both a widely accepted credit card, and some Vietnamese dong in small denominations. While bank cards are widely accepted at airports and large stores, many smaller convenience stores and tourist attractions only accept cash.

Visa and Mastercard are widely accepted in Vietnam; Discover and American Express are rarely accepted. If you plan to use a credit card while in Vietnam, be sure to ask your credit card company about their international transaction fees and alert them of your international travel plans beforehand to avoid security holds. Check the expiration date on your credit/debit cards and make a separate note in a safe place of their numbers and the service number on the back of the card.

Vietnam’s currency is the dong. Currently, 1000 Vietnamese dong equals about 0.04 USD. U.S. bank ATM cards can also be used in Vietnam to obtain dong. It’s recommended that if you bring U.S. dollars, only bring crisp, clean bills, as bills with marks, tears, or creases are likely to be rejected when you go to exchange them in Vietnam.

POWERING ELECTRONICS

The voltage supplied in electrical outlets, as well as the outlet type, varies in countries throughout the world, so in order to charge your devices when you visit another country, it’s important to check the voltage and outlet requirements of your host country.

• You will need an adaptor for all electrical devices as the sockets in Vietnam are different
• The standard voltage is 110 / 220 V. This is the same as U.S. power outlets
• The power outlet frequency differs in Vietnam at 50 Hz compared to the U.S. at 60 Hz

Be warned! Be especially careful with moving, rotating and time related appliances like clocks, shavers, hairdryers, and hair straightening devices to list a few. You will not be able to use these electrical appliances in Vietnam without an adaptor and converter.

Other appliances only require a Vietnamese plug adaptor and do not need a frequency converter. Check the label on all of your appliances that you plan to bring. If the label states ‘INPUT: 100-240V, 50/60 Hz’ the appliance can be used in Vietnam with the correct plug adaptor. This is common for chargers of tablets/laptops, cameras, cell phones, toothbrushes, etc.

In either case, check your devices and determine if you will need to bring along a converter and/or an adaptor.

Find voltage converters at AMAZON.COM

Find combo plug adapters/converters at AMAZON.COM

INTERNATIONAL CELL PHONE USE

In all likelihood, your cell phone plan does not accommodate international texting, calling or data use. If you use these functions while traveling abroad, you will likely rack up a huge roaming bill – possibly in the thousands of dollars.

To ensure this doesn’t happen, be sure to turn off your cellular data and put your phone in airplane mode before we depart on our international flight. You will still be able to connect to WiFi where available while on airplane mode.

It’s safest to leave your phone in airplane mode for the duration of the trip, and only use WiFi for internet access, in order to avoid a surprise phone bill when you get back.

Local sim cards are available to purchase from the airport or local convenience stores with unlimited data and free local texts and calling for a 30-day period. Cost depends on the provider, but most local sims range between $5-$15. If you plan to utilize this option, you may want to check your phone is unlocked and available to be used by alternative carriers before you depart from the U.S.

Alternatively, you can explore options with your cell service provider for international travel plans. Most cell service providers offer a daily or monthly plan ranging from $5-$20 per day for international travel. Be sure to explore all the limitations before traveling.

REIMBURSEMENTS

In the period of time between leaving your home and arriving at your program’s destination, you may incur reimbursable expenses. A reimbursable expense means that The National Leadership Academies will pay you back for accruing it.

The National Leadership Academies will reimburse you expenses incurred for the following  charges: transportation via taxi, UberX, or public transportation to/from your home to the airport, and airline baggage fees. On travel days, you may expense up to $30 USD in meals incurred while at the airport. Any other type of expense is subject to approval by your program lead before being deemed a reimbursable expense.

After the program has been completed, you will receive an email that includes a copy of the reimbursement form. You must document each expense as an individual line item on the form, as shown below: 

In order to receive reimbursement, it is imperative that you save copies of receipts for transactions you wish to expense. Items listed on the expense form that do not have their corresponding receipt will not be eligible for reimbursement. Take a photo of each receipt, ensuring that the vendor,  date/time of the transaction, and total amount  is clearly visible. See below:

Completed expense reports and receipts should be emailed to Eli (elieller@allaccessmed.com) within 7 days of returning home from the program. Your submitted expense report will take between 3-5 days to be approved.  After reimbursable expenses have been properly submitted, checks will be sent via US postal service within 10 days of approval. 

Payment and reimbursement checks will be mailed to the address listed on your W-9 unless you notify us in writing of a change of address within 5 business days of completing the trip. Failure to do so will result in a $35 check cancellation fee.

EMERGENCY PROCEDURES

GENERAL EMERGENCY PROCEDURES

There are two types of general emergencies outlined below: 

Emergency Level 1: For the highest priority emergencies, such as missing students, or major illness or injury:

1. Alert the program lead immediately via WhatsApp
2. Check with others to establish when the student was last seen/ what happened
3. Approach the hotel staff to retrieve footage if necessary
4. Program lead will immediately establish the next steps with international rep 
5. International rep will establish next steps to involve local police if necessary 
6. At the appropriate time, the program lead will call the student’s emergency contact

Emergency Level 2: For secondary emergencies, such as an upset student, roommate disagreements, minor illnesses or injury:

1. Gather information and get a clear picture of what’s going on
2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
3. Program lead will approve or revise the plan of action accordingly, and provide action items to the chaperone

In any situation where a student seeks your assistance on a private matter, have a second staff member present during discussions, or host your discussion in a public space (for example: in the common kitchen or lobby of the dorm). Do not ever speak to a student alone in a dorm room. 

EMERGENCY PROCEDURES DURING ROTATIONS

There are two types of emergency procedures during rotations:

Emergency 1 – For the highest priority emergencies, such as a serious medical emergency:

1. Chaperone must alert the program lead immediately via WhatsApp
2. Alert the physician in charge of the rotation. Follow the direction of the physician, they will direct you on where to take the student for medical treatment
3. The Program Lead will triage and provide cover for the rest of the rotation
4. Program Lead to contact International Rep to advise on next steps & translate if needed
5. Program lead will call the student’s emergency contact and inform them of the situation

Emergency 2 – For secondary emergencies, such as a parent calling and saying they had a local incident to alert the student about, or minor illnesses or injuries, such as lightheadedness:

1. Alert physician of rotation if necessary
2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
3. If the student simply needs a minute to calm down, take them away from the ward or into fresh air for a moment and provide compassionate communication
4. If a student needs to be transported back to the dorms, the program lead will advise on how and when and arrange cover at your location.

EMERGENCY PROTOCOL

The safety and well-being of program participants and team members  is our highest priority. Emergencies may involve single, multiple, or all program participants, and may include the following types of events and incidents. 

Below is a case by case breakdown of what to do following such an event or incident.

Missing Person

Determine:

• When & where was the missing person last seen or heard from 
• If anyone knows or has an idea about where or why the person went
• If the person left and was expected to return at a specific time, note the date and time of the expected return.

Record:

• The person’s passport number 
• A description of the student (height, weight, eye color, hair color, hair length, gender, race and other distinguishing factors)

Program Lead:

• Notifies local missing persons officials and local police
• Notifies university partners
• Notifies the person’s emergency contact(s)
• Contacts the US embassy

Political Emergency or Natural/ Man-made Disaster

Determine:

• If the U. S. Embassy has advised its citizens to take any action
  • If yes: participants and their families/ emergency contacts will be made aware of these precautions in writing.
  • Plan of action will be established to ensure all participants and team members are  following necessary precautions
• If any particular group or organization been threatened
  • Who or what is the target of the unrest

• If military or other security or public safety personnel are present
• If  travel in or out of the country restricted in any way
• If the group is in danger
• How the military is behaving with respect to the civilian population
• If local authorities have imposed a curfew

Program Lead:

• Contacts the U.S. Embassy to learn if airlifts are planned
• Finds out what  forms of transportation are available 
• What the cost will be

Serious Illness

Determine:

• Location of the person
• Who is present with the person
• What should be done in the period of time spent responding
• The nearest treatment facility and how to get the person there 

Gather:

• The person’s FDA medical history form
• The person’s international insurance card

Record:

• What the diagnosis is
• What the prognosis is
• What medical treatment the person has received
• Any prescribed medication or recommended treatment
• Name of the attending physician
• How the person’s emergency contact and/ or the person’s US physician can contact the physician or hospital

Program Lead:

• Contacts the person’s emergency contact
• Oversees the wellbeing of the student while undergoing medical treatment or observation

Serious Injury

Same as above, but additionally determine and record: 

• Details of the accident
• Were there witnesses to the accident 
  • If so, obtain a signed statement from each witness 

Death of a Student or Staff Member

Determine:

• Details of the cause of death
• What the on-site response has been
• If other participants are at risk (physical or psychological).
•  In the case of the death of a team member, what arrangements will have to be be made for the students who are still in the host country 

Program Lead:

• Contacts “emergency contact person” or parent/guardian of person
• Contacts the U.S. Embassy or Consulate
• Contacts  insurance company to arrange for repatriation of remains
• Finds out if the “emergency contact person” or parent/guardian has expressed concerns for performance of an autopsy due to religious reasons or otherwise
• Ensures these requests been made known to the medical facility or morgue in Vietnam 
• Makes arrangements to obtain a death certificate

Psychological or Psychiatric Health Concerns

Same as SERIOUS ILLNESS above, but in addition, determine: 

• In what way(s) the person is upset and/or behaving inappropriately
• If the person is prescribed medication(s) for emotional difficulties and/or any other medication(s)
• What has already been done on site
• If the person has been taking their prescribed medication(s) 
• If the person is a danger to self and/or others
• If there was an apparent precipitant for their distress/behavior
• If  there is a history of previous counseling/therapy

Program Lead:

• Notifies person’s emergency contact

Sexual Harassment

Determine

• If the person feels physically threatened
• What action is necessary to remedy the situation
• If the situation be remedied on site

Assault or Rape

Same as SERIOUS ILLNESS above, but additionally, determine: 

• The major details of the incident
• If counseling is available to the person from their home practitioner, or in the country in English
• If there were witnesses. If so, obtain a signed statement from each witness
• If the student wishes to return home to the US

Program Lead:

• Notifies local law enforcement
• Notifies the person’s emergency contact

Arrests

Determine:

• If the student been detained
  • If yes, where?
  • What the facts are

• What charges have been filed
  • What are the charges? 
• What agency made the arrest
• What rights have been granted to the person
• If the person is entitled to a phone call
• The names, addresses and phone numbers of the arresting authorities 
• The case number
• If an attorney represents the person
  • Name, address, and phone number of attorney

Program Lead:

• Notifies the U.S. Embassy 
• Protocols the Embassy’s response and advice

PROGRAM FUNDAMENTALS

The second session of FutureDocs Abroad Vietnam program takes place in Hue, Vietnam from July 15th, 2023 – July 30th, 2023.

The city of Hue is located in the central region of Vietnam along the banks of the Perfume River, a few miles inland from the East Sea. Hue’s historical roots run deep, with the oldest ruins dating back to the 4th century AD (about 2,400 years ago). Over 100 pagoda’s, palaces, temples, and tombs reside within Hue, making it a sacred place for many Vietnamese people and a culturally rich environment for foreign nationals to visit. You are sure to find many things to love about this vibrant and fast-paced city during your time there!

Students will be on clinical rotations at Hue University of Medicine and Pharmacy (Hue UMP), which was founded in 1957 during the wake of the Vietnam War. Hue UMP has played a critical role in advancing the public welfare within Hue and it’s surrounding area ever since. Nearly 30,000 medical professionals (doctors, pharmacists, nurses, etc.) that work in Vietnam have graduated from the university in it’s 65 year lifespan. In addition, the university has elevated standard care practices by being the first and only university in Vietnam to meet the quality standards of international higher education institutions.

The group will be staying at the Park View Hotel for the duration of the program. The hotel is approximately a 3-5 minute walk to the university, 10-15 minute walk to downtown Hue, and surrounded by great coffee shops. Additionally, there is an on-site spa, fitness center, and pool available for you to take advantage of during down time.

STAFF TEAM

Anna Rossi – International Programs Director and Program Lead

Anna Rossi has been producing legendary, purpose-driven events for more than a decade, bringing to life energetic stadium events, summits, intimate masterminds, dynamic virtual events, and educational international excursions. As Director of Events at The National Leadership Academies, Anna combines her years of experience with a drive to spark connections between attendees that lead to collaboration, innovation, and sometimes…magic.

Elijah Eller – International Programs Admissions Lead and Administrator

Eli has been intimately connected to FutureDocs Abroad since his experience on the 2018 program in Monterrey, Mexico. In his role as the International Programs Admissions Lead and Administrator, Eli combines his previous experience as a student with his passion for systems development and workflow optimization to improve both backend logistics and the frontend experience of FutureDocs Abroad. He is currently studying Mathematics and Psychology at Hamline University in his home state of Minnesota and spends his free time studying, hanging out with his cats, and building pc’s!

D Thomas – Senior Chaperone

D Thomas is our seasoned Chaperone having traveled with our students to each of the FutureDocs/FutureVets Abroad locations. As Deputy Director of Admissions for The National Leadership Academies, D brings his championing spirit and unparalleled encouragement to our students as they further explore and pursue their fields of dreams.

Chloe Shuff – Chaperone Team

Chloe Shuff is a labor and delivery nurse from Harrisonburg, VA. She has 4 years of experience working in various healthcare settings, including the operating room, clinical care units and home health. She is a passionate and caring mentor, and her job includes guiding young nursing students through their first clinical immersion. Chloe, her husband, and their dog, Nest, are working to visit all the US National Parks. They’ve explored 21 thus far and are still counting!

Kirsten Martin – Chaperone Team

Kirsten Martin has been active in fire and EMS since 1999.  In 2001, she became an advanced life support provider. She currently works for Goochland County Fire Rescue and Bon Secours Shortpump Emergency Center in Virginia.  She has a BA in Human Resource Management with a minor in Leadership from the University of Richmond.

Outside of work she spends most of her time with her niece Gracie and nephew Conley, cheering them on at all sorts of sporting events and helping them navigate life.

Tyler Hiralez – Chaperone Team

Tyler Hiralez is an Arizona State University graduate who, soon, plans on applying for medical school to pursue a career in orthopedics and sports medicine. This will be his fourth trip traveling internationally with FutureDocs Abroad. Previously, he had been on one trip as a student in 2021 and two others as a chaperone/lead in 2022. Through the progression of previous trips, both as a student and staff member, he has realized that he has a passion for guiding and mentoring people. The personal aspects and the interpersonal bonds formed with the students is what motivates him to try his best and to aid them in any way, shape, or form that he can. He is extremely excited to return yet again for the Summer of 2023.

Vincent Chen – Travel Coordinator

Vincent is a patient and organized individual who has experienced the Future Docs Abroad program as a student and chaperone. He has held many leadership positions that have given him the experience to ensure programs run smoothly. Additionally, his years of working with others have made him well versed in handling conflicts and performing well under stress.

FLIGHT INFORMATION

OUTBOUND FLIGHT
Airline: EVA Air
Flight Number(s): BR31, BR383
Route: New York (JFK) → Taiwan (TPE) → Da Nang (DAD)
Time of Departure (EST): Sunday, July 16 @ 1:25 AM
Time of Arrival (ICT): Monday, July 17 @ 11:35 AM

INBOUND FLIGHT
Airline: EVA Air
Flight Number(s): BR384, BR32
Route: Da Nang (DAD) → Taiwan (TPE) → New York (JFK)
Time of Departure (ICT): Saturday, July 29 @ 2:10 PM
Time of Arrival (EST): Saturday, July 29 @ 10:05 PM

AIRLINE BAGGAGE POLICY
Please visit the EVA Air Website for baggage policies. All staff and students must comply with the baggage policies; any fees associated with additional or overweight items are your responsibility.

PASSPORT CONTROL & IMMIGRATION
The information below is to prepare you for the arrival process into Da Nang, Vietnam. Be sure to read through this very carefully.

In preparation to go through Passport Control, make sure you have:

• Your passport in hand
• Your visa
• The full name and address of the Park View Hotel in Hue – 09 Ngô Quyền, Vĩnh Ninh, Tp. Huế, Thừa Thiên Huế, Vietnam
• Arrival and departure flight information and dates (airline and flight number will be located on your boarding pass)

Make sure you start to queue in the correct passport control line. There are two different types of entry. One is strictly for Local Passport Holders and the second is for All Passport Holders. Please make sure you queue in a line for All Passport Holders.

Once you reach the front of the Passport Control line, you will speak to an agent. The agent will ask questions about the purpose of your visit. Below are some possible questions and suggestions for how to answer them.

Q. How long are you here for? A. Two weeks.

Q. What are you doing? A. A summer program at Hue University of Medical Sciences.

Q. Where are you staying? A. Park View Hotel in Hue.

The immigration officer will stamp your passport and hand it back to you along with your Vietnamese visa.

VERY IMPORTANT: Keep your Vietnamese visa inside your passport and place it in your travel wallet for safekeeping.

BAGGAGE CLAIM
Da Nang International baggage claim is a small hall consisting of 5 carousels. It is your responsibility to guide students from customs to the baggage claim area.

It is strongly advised that you place an easily identifiable ribbon or luggage strap/tag on your luggage so you recognize your suitcase as it arrives on the carousel. Most importantly the luggage tag should have your name and address clearly written on it. Another slick trick for travelers is to place a label on top of all your belongings inside your bag should the luggage tag fall off in transit.

Once everyone has collected their luggage, we will walk to the Customs area together.

CUSTOMS
Each person will go through Customs individually with their own luggage. When you pass through Customs, individuals will be chosen at random to place their luggage onto the scanner belt to be screened.

A customs officer may ask to inspect your luggage and ask if you have firearms, drugs, certain electronics, and other items that are not allowed or cannot be imported duty-free.

If you are selected for the inspection, don’t worry. The additional screening is a simple procedure and designed to keep everyone safe. Just be ready to answer a few questions and run through a brief inspection.

A few notes on Vietnamese Customs and Immigration to prepare you before travel:

• Check the International medical insurance website about importing any medications prior to arriving in Vietnam.
• All medications should be clearly labeled and stored in a clear plastic bag.
• Remember, liquids must be under 100mls or 3.4 oz per container if packed in your carry-on bag.

EARLY PREPARATION

Here’s what you can do right away to get ready for our journey

EARLY PREPARATION CHECKLIST

• Download Google maps on your phone. Next, download the country of Vietnam as an offline map, so you can access it when you’re not on the internet
• Download Google translate and the local language
• Download WhatsApp, our communication method
  • If necessary, I will provide you with a sim card and a burner phone that you will use as a hotspot while in VT. 
• Exchange USD to Dong for petty cash and shopping.
• Make a note of all important dates and ensure you have availability in your calendar
• Check the portal regularly for updates and announcements

PACKING LIST

Below is a list of items that we recommend you bring in addition to two weeks worth of general items such as socks, toiletries, etc..

CLOTHING

Vietnam is extremely hot and humid in the summer months. The weather will be in the mid to high 80’s, and very humid. Please take this into account while packing your items.

• 4-6 casual outfits of whatever light, breathable, and comfortable means to you
• 2 comfortable travel outfits
  • Wear layers that can be removed easily with fluctuating plane temperatures
  • Bring a neck pillow if you find that comfortable
  • Wear compression socks to reduce swelling on long haul flights
• 2-3 business casual outfits
  • There are two formal ceremonies during the program where you will need to dress in business casual attire. Please help us maintain a good relationship with our university partners by dressing appropriately!
• 1-2 pairs of comfortable and dependable walking shoes
• 1 extra travel outfit in your carry-on
• Light rain jacket (just in case)

Laundry service is provided by a partner of the hotel. They will pick up your laundry and deliver it back to you folded in 12-24 hours for about 30k dong per pound (80 cents or so).

MEDICATIONS

Ensure that you pack all medications and supplements in your carry-on luggage. We recommend that you bring a personal supply of over-the-counter medications to help mitigate the effects of traveler’s sickness, such as:

• Anti-diarrheic (Imodium, Pepto-Bismol)
• Motion sickness medication (Dramamine, Scopolamine)
• Antihistamine (Benadryl, Zyrtec, Claritin)
• Pain and fever medicine (Acetaminophen, Aspirin, Ibuprofen)
• Mild sedative or sleep aid (Nyquil, Melatonin)
• Immune boosting supplements (Vitamin C, Zinc, Oil of Oregano)

MISCELLANEOUS

• Adaptor/voltage converter for powering electronics
  • Outlets in Vietnam use plug types A, C, and F and operate on a 220V supply at 50Hz. Find examples here.
• 1-2 external battery packs to charge your phone. Find examples here.

TRAVEL DAYS

Our program begins and ends with an extensive amount of travel. Our journey will begin at JFK, where we will meet in person, meet our students for the first time, and guide them as we fly to the other side of the world.

Travel days have many moving parts, but they don’t need to be chaotic. The best way to prepare for travel is to get a good night of sleep beforehand, drink plenty of water, and move frequently so that you can be fully energized and engaged from the beginning. 

Outlined below are some items to expect, travel-specific chaperone responsibilities, and protocol for navigating airports.

ITEMS TO EXPECT

You will receive the following items upon checking-in with our travel coordinator, Vincent:

• Name badge, lanyard, and pen
• Staff shirt for easy recognition by students
• Chaperone folder with program documents and a full schedule.
• Your international health insurance card
• Your Visa
• A copy of your complete flight itinerary

TRAVEL DAY RESPONSIBILITIES

Review the program materials prior to the start of the program.

Chaperones are responsible for having a clear understanding of the week’s schedule, knowing the names of important locations (hotel, university, hospital, etc.), knowing the names of the students in their group,  and knowing which students in their group have allergies or medical requirements.

Make connections early on with your students.

Engage in eye contact, shake their hand, and ask them how they are feeling. The first few hours are critical to establishing a great relationship based on trust, honesty, and accountability to withstand the whole journey. 

Upon meeting your students, remind them of the following:

• Any medications need to be labeled with their names, and be in their carry-on bag
• Any students with known medical requirements – be sure they have everything they need (medication, epipen)
• To remain in the immediate vicinity until the group is ready to check in at the Airline’s check in counter
• Stay with your group leader at all times unless told you have free time.
• Food can be purchased if needed throughout the day – check in with you before grabbing food so you know where they are. 
• Remind them to keep the copy of the luggage receipt when they check in safe, just in case their luggage is lost. 
• Make sure they do not have any valuables stowed in their checked luggage. Computers/laptops should be in their carry-on luggage. 
• Make sure they are in touch with their parents/family to let them know they have met us.
• What to do if there is an emergency
• Always be on time

Number your students, and perform a count-off once the group is complete. This will make taking attendance easier.

Before checking in for their flight, ensure that the students in your group have:

• Their passport (!!)
• Their Visa
• 1 personal item, 1 carry-on, and 1 checked bag
• Access to the program Whatsapp
• A physical or digital copy of their COVID-19 vaccine card – if applicable

AIRLINE CHECK-IN & SECURITY

Once check in is open, the program lead will alert all chaperones. The program lead will be the first person to check in, leading the way for the chaperones. Chaperones will then count off their students, and once confirmation that everyone is complete, will move into the check-in line (students by number, chaperone in the rear).

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.

If a student in your group is delayed, you’ll take the rest of your group through security as planned.

The Travel Coordinator will ensure that the delayed student is checked in successfully and will let you know when they are on their way through security so that you can retrieve them at the gate. We have a flight organized as a backup if we need to reschedule any students who miss their flight – and our travel partners will make those arrangements as soon as we confirm that they are not going to make their international flight.

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.

PROTOCOL FOR NAVIGATING CONNECTING AIRPORTS

Chaperones need to count their students prior to boarding, and deplaning. It is critical that everyone stays together when moving from one location to another. 

Following the program lead, make your way straight to the next flight gate. Do not stop to shop or use the restroom. Students can roam once they are based at the gate until boarding.  Once at the gate, they must notify you before they leave the group.

ARRIVAL AT DA NANG AIRPORT 

The first stop will be immigration. Ensure you, and your students, put away cell phones. Queue in the correct line and wait to be seen. Students should have their passport and visa ready to show immigration. 

Advise your students on what to say to the immigrations officer when asked:

What is the purpose of your trip?

I am a student attending a two week educational  program at Hue University of Medicine

How long will you be in the country?

Two weeks.

There will be long queues to get through immigration. Be patient, ensure your students go through first and there should be one chaperone at the very end. 

Then proceed to baggage claim, get luggage, exchange money or use the ATM. Ensure students do not exit the luggage hall until the program lead gives approval.

Once everyone has their bags, students may use the money exchange booth to exchange USD Cash to Dong. This will likely be their only opportunity in the country to do this.  

In the case of lost luggage, notify the program lead, who will submit a file for missing baggage before leaving baggage claim and will be responsible for tracking and receiving it.

CUSTOMS

Once everyone is ready and all students have their bags, the program lead will announce to move through customs as one large group. The program lead will lead the way. Customs is the last check and everyone will need to put their bags through the Scanner.  Once through customs, the program lead will meet you in the main area and lead you to transportation. 

DAILY SCHEDULE

Specific details regarding the program schedule will be accessible here closer to program liftoff!

OVERNIGHT ACCOMMODATIONS

The group will be staying at the Park View Hotel in Hue. The hotel is about a five minute walk to the main campus of Hue UMP where students will be doing their rotations.

The address is 09 Ngó Quyén, Vĩnh Ninh, Tp. Hue, Thúa Thiên Hué, Vietnam.

MEALS AND WATER

Meals
Breakfast, lunch, and dinner will be provided in the hotel. A large selection of food will be available including authentic Vietnamese fare, and a variety of American classics.

Meals will also be provided on off-campus activity days and will include lunches in local restaurants depending on the location of activities.

If you would like to purchase additional snacks in the departure or connecting airport, it is advisable to carry a widely accepted bank card (Visa or Mastercard) to make purchases in the airports easily.

Be sure you have indicated any special dietary requirements on the medical history form so we can be sure to not only prep the chef ahead of your arrival, but also pre-request any special requirements for meals that may be provided on your long-haul flight to Vietnam. If you have any concerns, please reach out to the Admissions Team.

It is important to remember that we will be situated on the other side of the world for this incredible two-week adventure. Most of our meals will be provided in the Park View Hotel, however, it is a huge part of cultural immersion to understand that the culinary delights will be very different from home. It is important to come with an open mind and embrace the culinary diversity of our host country.  

WATER
Vietnamese tap water is not safe to drink. One bottle of water is provided within the hotel room daily per person. Bottled water is easily accessible in local convenience stores either within the hotel or right across the road. Chaperones will be organizing trips to the local convenience store as needed.

Secondly, it is strongly advisable not to digest the ice while in Vietnam. Ice is generally produced from tap water. Small fridges are located in all hotel rooms to refrigerate drinks.

CURRENCY AND PAYMENT

In advance of your trip to Vietnam, we recommend you decide on how you will pay for personal expenses while abroad. You may choose to carry a credit card, withdraw Vietnamese dong using an ATM card, bring U.S. dollars to exchange in Vietnam or some combination of these options.

NOTE: It is advisable to carry both a widely accepted credit card, and some Vietnamese dong in small denominations. While bank cards are widely accepted at airports and large stores, many smaller convenience stores and tourist attractions only accept cash.

Visa and Mastercard are widely accepted in Vietnam; Discover and American Express are rarely accepted. If you plan to use a credit card while in Vietnam, be sure to ask your credit card company about their international transaction fees and alert them of your international travel plans beforehand to avoid security holds. Check the expiration date on your credit/debit cards and make a separate note in a safe place of their numbers and the service number on the back of the card.

Vietnam’s currency is the dong. Currently, 1000 Vietnamese dong equals about 0.04 USD. U.S. bank ATM cards can also be used in Vietnam to obtain dong. It’s recommended that if you bring U.S. dollars, only bring crisp, clean bills, as bills with marks, tears, or creases are likely to be rejected when you go to exchange them in Vietnam.

POWERING ELECTRONICS

The voltage supplied in electrical outlets, as well as the outlet type, varies in countries throughout the world, so in order to charge your devices when you visit another country, it’s important to check the voltage and outlet requirements of your host country.

• You will need an adaptor for all electrical devices as the sockets in Vietnam are different
• The standard voltage is 110 / 220 V. This is the same as U.S. power outlets
• The power outlet frequency differs in Vietnam at 50 Hz compared to the U.S. at 60 Hz

Be warned! Be especially careful with moving, rotating and time related appliances like clocks, shavers, hairdryers, and hair straightening devices to list a few. You will not be able to use these electrical appliances in Vietnam without an adaptor and converter.

Other appliances only require a Vietnamese plug adaptor and do not need a frequency converter. Check the label on all of your appliances that you plan to bring. If the label states ‘INPUT: 100-240V, 50/60 Hz’ the appliance can be used in Vietnam with the correct plug adaptor. This is common for chargers of tablets/laptops, cameras, cell phones, toothbrushes, etc.

In either case, check your devices and determine if you will need to bring along a converter and/or an adaptor.

Find voltage converters at AMAZON.COM

Find combo plug adapters/converters at AMAZON.COM

INTERNATIONAL CELL PHONE USE

In all likelihood, your cell phone plan does not accommodate international texting, calling or data use. If you use these functions while traveling abroad, you will likely rack up a huge roaming bill – possibly in the thousands of dollars.

To ensure this doesn’t happen, be sure to turn off your cellular data and put your phone in airplane mode before we depart on our international flight. You will still be able to connect to WiFi where available while on airplane mode.

It’s safest to leave your phone in airplane mode for the duration of the trip, and only use WiFi for internet access, in order to avoid a surprise phone bill when you get back.

Local sim cards are available to purchase from the airport or local convenience stores with unlimited data and free local texts and calling for a 30-day period. Cost depends on the provider, but most local sims range between $5-$15. If you plan to utilize this option, you may want to check your phone is unlocked and available to be used by alternative carriers before you depart from the U.S.

Alternatively, you can explore options with your cell service provider for international travel plans. Most cell service providers offer a daily or monthly plan ranging from $5-$20 per day for international travel. Be sure to explore all the limitations before traveling.

REIMBURSEMENTS

In the period of time between leaving your home and arriving at your program’s destination, you may incur reimbursable expenses. A reimbursable expense means that The National Leadership Academies will pay you back for accruing it.

The National Leadership Academies will reimburse you expenses incurred for the following  charges: transportation via taxi, UberX, or public transportation to/from your home to the airport, and airline baggage fees. On travel days, you may expense up to $30 USD in meals incurred while at the airport. Any other type of expense is subject to approval by your program lead before being deemed a reimbursable expense.

After the program has been completed, you will receive an email that includes a copy of the reimbursement form. You must document each expense as an individual line item on the form, as shown below: 

In order to receive reimbursement, it is imperative that you save copies of receipts for transactions you wish to expense. Items listed on the expense form that do not have their corresponding receipt will not be eligible for reimbursement. Take a photo of each receipt, ensuring that the vendor,  date/time of the transaction, and total amount  is clearly visible. See below:

Completed expense reports and receipts should be emailed to Eli (elieller@allaccessmed.com) within 7 days of returning home from the program. Your submitted expense report will take between 3-5 days to be approved.  After reimbursable expenses have been properly submitted, checks will be sent via US postal service within 10 days of approval. 

Payment and reimbursement checks will be mailed to the address listed on your W-9 unless you notify us in writing of a change of address within 5 business days of completing the trip. Failure to do so will result in a $35 check cancellation fee.

EMERGENCY PROCEDURES

GENERAL EMERGENCY PROCEDURES

There are two types of general emergencies outlined below: 

Emergency Level 1: For the highest priority emergencies, such as missing students, or major illness or injury:

1. Alert the program lead immediately via WhatsApp
2. Check with others to establish when the student was last seen/ what happened
3. Approach the hotel staff to retrieve footage if necessary
4. Program lead will immediately establish the next steps with international rep 
5. International rep will establish next steps to involve local police if necessary 
6. At the appropriate time, the program lead will call the student’s emergency contact

Emergency Level 2: For secondary emergencies, such as an upset student, roommate disagreements, minor illnesses or injury:

1. Gather information and get a clear picture of what’s going on
2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
3. Program lead will approve or revise the plan of action accordingly, and provide action items to the chaperone

In any situation where a student seeks your assistance on a private matter, have a second staff member present during discussions, or host your discussion in a public space (for example: in the common kitchen or lobby of the dorm). Do not ever speak to a student alone in a dorm room. 

EMERGENCY PROCEDURES DURING ROTATIONS

There are two types of emergency procedures during rotations:

Emergency 1 – For the highest priority emergencies, such as a serious medical emergency:

1. Chaperone must alert the program lead immediately via WhatsApp
2. Alert the physician in charge of the rotation. Follow the direction of the physician, they will direct you on where to take the student for medical treatment
3. The Program Lead will triage and provide cover for the rest of the rotation
4. Program Lead to contact International Rep to advise on next steps & translate if needed
5. Program lead will call the student’s emergency contact and inform them of the situation

Emergency 2 – For secondary emergencies, such as a parent calling and saying they had a local incident to alert the student about, or minor illnesses or injuries, such as lightheadedness:

1. Alert physician of rotation if necessary
2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
3. If the student simply needs a minute to calm down, take them away from the ward or into fresh air for a moment and provide compassionate communication
4. If a student needs to be transported back to the dorms, the program lead will advise on how and when and arrange cover at your location.

EMERGENCY PROTOCOL

The safety and well-being of program participants and team members  is our highest priority. Emergencies may involve single, multiple, or all program participants, and may include the following types of events and incidents. 

Below is a case by case breakdown of what to do following such an event or incident.

Missing Person

Determine:

• When & where was the missing person last seen or heard from 
• If anyone knows or has an idea about where or why the person went
• If the person left and was expected to return at a specific time, note the date and time of the expected return.

Record:

• The person’s passport number 
• A description of the student (height, weight, eye color, hair color, hair length, gender, race and other distinguishing factors)

Program Lead:

• Notifies local missing persons officials and local police
• Notifies university partners
• Notifies the person’s emergency contact(s)
• Contacts the US embassy

Political Emergency or Natural/ Man-made Disaster

Determine:

• If the U. S. Embassy has advised its citizens to take any action
  • If yes: participants and their families/ emergency contacts will be made aware of these precautions in writing.
  • Plan of action will be established to ensure all participants and team members are  following necessary precautions
• If any particular group or organization been threatened
  • Who or what is the target of the unrest

• If military or other security or public safety personnel are present
• If  travel in or out of the country restricted in any way
• If the group is in danger
• How the military is behaving with respect to the civilian population
• If local authorities have imposed a curfew

Program Lead:

• Contacts the U.S. Embassy to learn if airlifts are planned
• Finds out what  forms of transportation are available 
• What the cost will be

Serious Illness

Determine:

• Location of the person
• Who is present with the person
• What should be done in the period of time spent responding
• The nearest treatment facility and how to get the person there 

Gather:

• The person’s FDA medical history form
• The person’s international insurance card

Record:

• What the diagnosis is
• What the prognosis is
• What medical treatment the person has received
• Any prescribed medication or recommended treatment
• Name of the attending physician
• How the person’s emergency contact and/ or the person’s US physician can contact the physician or hospital

Program Lead:

• Contacts the person’s emergency contact
• Oversees the wellbeing of the student while undergoing medical treatment or observation

Serious Injury

Same as above, but additionally determine and record: 

• Details of the accident
• Were there witnesses to the accident 
  • If so, obtain a signed statement from each witness 

Death of a Student or Staff Member

Determine:

• Details of the cause of death
• What the on-site response has been
• If other participants are at risk (physical or psychological).
•  In the case of the death of a team member, what arrangements will have to be be made for the students who are still in the host country 

Program Lead:

• Contacts “emergency contact person” or parent/guardian of person
• Contacts the U.S. Embassy or Consulate
• Contacts  insurance company to arrange for repatriation of remains
• Finds out if the “emergency contact person” or parent/guardian has expressed concerns for performance of an autopsy due to religious reasons or otherwise
• Ensures these requests been made known to the medical facility or morgue in Vietnam 
• Makes arrangements to obtain a death certificate

Psychological or Psychiatric Health Concerns

Same as SERIOUS ILLNESS above, but in addition, determine: 

• In what way(s) the person is upset and/or behaving inappropriately
• If the person is prescribed medication(s) for emotional difficulties and/or any other medication(s)
• What has already been done on site
• If the person has been taking their prescribed medication(s) 
• If the person is a danger to self and/or others
• If there was an apparent precipitant for their distress/behavior
• If  there is a history of previous counseling/therapy

Program Lead:

• Notifies person’s emergency contact

Sexual Harassment

Determine

• If the person feels physically threatened
• What action is necessary to remedy the situation
• If the situation be remedied on site

Assault or Rape

Same as SERIOUS ILLNESS above, but additionally, determine: 

• The major details of the incident
• If counseling is available to the person from their home practitioner, or in the country in English
• If there were witnesses. If so, obtain a signed statement from each witness
• If the student wishes to return home to the US

Program Lead:

• Notifies local law enforcement
• Notifies the person’s emergency contact

Arrests

Determine:

• If the student been detained
  • If yes, where?
  • What the facts are

• What charges have been filed
  • What are the charges? 
• What agency made the arrest
• What rights have been granted to the person
• If the person is entitled to a phone call
• The names, addresses and phone numbers of the arresting authorities 
• The case number
• If an attorney represents the person
  • Name, address, and phone number of attorney

Program Lead:

• Notifies the U.S. Embassy 
• Protocols the Embassy’s response and advice

Calendar Dates for Vietnam Session 2 2023

April 15 – Student Webinar #1 (TBD)

June 2 – Student Webinar #2 (TBD)

June 16 – Staff Training (7 PM – 8 PM EST)

July 15 – Program Liftoff!

July 30 – Program Return!