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Emergency Contact Information Contact Discovery Student Adventures immediately after local emergency services have been notified.

Contact Discovery Student Adventures In case of an emergency during travel, call: Domestic: 866-794-8368 International: 001-866-794-8368

Please submit all incident reports through one of the following means: Fax: +1.509-590-1199

Electronically: Incident@DiscoveryStudentAdventures.com

Local Emergency Number(s)

________________________

United States: 911 Australia: 000 or 112 China: 110, 120 or 119 Costa Rica: 911 or 112 Ecuador: 911 England: 999 or 112 France: 112 Italy: 112 Greece: 112 New Zealand: 111 South Africa: 10111, 10177, 10111 or for mobile - 112 Spain: 112

(911 in the United States)


TABLE OF CONTENTS 1 Your Role Guidelines Policies Daily Responsibilities Group Safety Alcohol Use Policy Tobacco Use Policy Illegal Drugs and Unauthorized Use of Prescription Drugs Bullying Harassment Sexual Activity Personal Time Self-Medication Managing Parent Concerns Dress and Appearance Guidelines

2 Teacher Expectations Packing Details

Medical Equipment Travel Money Flight Rules Items for Your Carry-On Frequent Flyer Miles Meeting at the Airport Checking In and Checking Luggage Luggage Baggage Claim Tickets Security Screening Managing Flight Delays Boarding Your Flight Passport Control Baggage Claim Customs Inspection Point Meeting your Travel Manager Returning to the U.S. Travel Deviations Unaccompanied Minors and Independent Travelers


TABLE OF CONTENTS continued

3 The Travel Team Teamwork Among Teachers

Coming Together as a Travel Group Student Success Contract Etiquette with Travel Managers, Guides and Coach Drivers The Role of the Travel Manager Handling Issues with Travel Staff Observation Travelers Checklist for Success Teacher and Travel Manager Checklist First Group Meeting with Students Checklist

4 Daily Routines Counting Off

Walking With a Group Lanyard Standards Meal Times Nightly Meetings Room Checks Wake-Up Calls Breakfast Routine Healthy Eating Tipping Exchanging Money Free Time DISCOVERY STUDENT ADVENTURES

Friends and Relatives

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Teachers’ Friends and Relatives Sending and Receiving Email Making Phone Calls Changing the Schedule Daily Phone Practice Homesickness


TABLE OF CONTENTS continued

5 Accommodations Rooming Assignments Hotel Check-In Hotel Check-Out Hotel Behavior Hotel Safety Precautions Curfew Supervision at Hotels Pool Safety Overnight Trains and Ferries Handling Property Damage

6 Incidents For All Incidents

Handling Incidents in a Blended Group Behavioral Incidents Travel Incidents Important Incident Reminders Tips for Success Reporting Abuse

7 Emergency Incidents Taking Action in an Emergency Stay Prepared Steps for Responding to an Emergency Calling for Help Airway, Breathing, Circulation (ABCs) CPR Reminders Care for Other Situations Importance of Health Forms TRAVEL GUIDE

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TABLE OF CONTENTS continued

8 Medical Care Medical Incidents

Urgency of Illness/Injury Important Reminders Incident Reports Students with Diabetes Medical Funds

9 Non-Medical Emergencies Emergency Incidents

Preparing for an Emergency Incident Lost Students Missing Students Lost Passports Lost U.S. Permanent Residence Cards Visas Overseas Consulates and Embassies Emergency Contact Information

10 Teacher Cell Phone Why you Have a Cell Phone

When to Use the Provided Cell Phone

11 Reference Library Incident Report

Lost Luggage Incident Report Lost Property Incident Report Medical Incident Report


How to Use This Book Before you travel, please read this book from start to finish. It is crucial that you

understand how to handle any situations that may arise during your trip. Please note that the Pre-travel Handbook is also available to help you achieve success in the days leading up to your trip.

Each section includes guidelines and action items to complete. It is extremely important for you to

follow the policies and procedures set in place by the Discovery Student Adventures office. During

travel, carry this book with you at all times, utilize it

TAKE NOTE Whenever you see a box like this, it indicates a point of

special emphasis. Please pay

careful attention to these notes.

as a resource, and contact our office for additional assistance and incident response.

Definitions and Details Travel Manager: The person on your trip from our in-country partner that assists with managing the daily activities and itinerary for your trip.

On-Call Officer: The person at the Discovery Student Adventures office who will help you address emergency situations when you call in.

Emergency: An urgent situation that requires immediate actions or procedures, possibly involving outside assistance.

Guide: A person responsible for guided excursions through a particular city or site and escorting travel groups to official functions.

Incident: A situation that requires contacting the Discovery Student Adventures

office and documentation. May include injury, behavior issues, or illness to one or more students or teachers.

Incident Report: The document describing behavioral issues, injuries, illnesses, or other situations that occur during travel. This report will be completed by the Discovery Student Adventures office when you call to notify us of a situation.

Itinerary: The pre-scheduled activities and locations planned for a travel group. Medical Report Form: The document describing a situation requiring medical

attention for a student or teacher, which must be filled out on site when a medical

situation occurs. Information will be provided to the Discovery Student Adventures office during your incident call.

On Call International: Our emergency medical assistance and services

organization that provides medical case management, consultation, and monitoring and coordinates medical evacuations and emergency medical services so students receive quality care in major medical circumstances.


Independent traveler: A student who is not considered a minor by the airline’s definition and is traveling at least one leg of their flight path without a group or designated chaperone.

Unaccompanied minor: In airline policy an unaccompanied minor is an airline

passenger between 5 and 14 years old (airline regulations vary) who travels without

an accompanying adult. A parent or guardian must fill out a release form, identifying another guardian who will pick up the minor at the destination airport. A fee may

be charged for this service, which is the responsibility of the parents. Students are

only considered unaccompanied minors if they do not meet up with a travel group at their original departure airport, and are required to travel at least one leg of their trip without a group or designated chaperone.

Notes


Your Role

Notes


Chapter 1 Your Role

Guidelines • In the event trips are combined to travel together, teachers should have met or talked prior to travel to discuss expectations. • Once the travel group is together, take the time to introduce everyone and advise the students how you wish to be addressed during travel. • At the first opportunity, whether it is during an airport layover or when you are settled at your first hotel, be prepared to hold a group meeting. • Have some name games and other icebreaker activities ready so all teachers and students get to know each other. (Make sure to include the travel manager). • Remind students that you are a united group during your journey. You are a team, and this is an amazing opportunity in which everyone will make new friends during this life-changing adventure. • Encourage students to rotate in and out of different activity groups during the trip to make new friends. • Work together with your fellow teachers to create nightly room lists. • Interact and engage with all of the students, not just the ones from your area. • Look for ways to create positive interaction opportunities between all of the students throughout the program. (Do not attempt to force friendships; instead, simply provide a variety of ways for students to get to know each other better during the trip).

Policies • Except as provided herein, teachers should supervise their student groups at all times during the trip. • If there is an evening when there are no scheduled activities, a teacher may take a brief break from his/her supervisory duties, but must notify the other leaders where he/she will be going and when he/she will return. • Only one teacher is permitted to leave the group at any time. Whenever a teacher is absent from the student group, the following must be implemented: • The teacher must carry a cell phone in case he/she needs to be contacted by other teachers should an emergency occur. • The teacher must be able to get back to the student group promptly.

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• Teacher’s bed checks should be covered.

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• The teacher shall not spend his/her free time in establishments that are inappropriate, including bars or pubs. • The teacher shall not use or provide substances to others, including but not limited to alcohol, controlled substances, or illegal drugs. (A teacher may use prescription drugs during the program as recommended by his/her medical physician). • The teacher will be back to his/her room no later than 12 a.m. • The teacher will not discuss his/her free time activities with, or in the presence of, students. Set an appropriate schedule: • Work with your leadership team and travel manager. Time off must be approved and known to everyone on the leadership team, including the travel manager. • There is no “scheduled” time off for teachers during the program. Your travel manager will let you know.

Daily Responsibilities A positive, adventurous outlook will make the trip a great and memorable experience for you, your co-teachers, and your students. Please remember the following: • Flexibility is key. No travel experience ever comes off perfectly. Expect the unexpected and try to deal calmly with new situations as they arise. • Your attitude is contagious. Be aware that your attitude can easily become your students’ attitude. If you model an open and enthusiastic demeanor, your students are likely to act in a similar manner. Conversely, if you appear impatient and grouchy, your students will begin reacting the same way and morale will plunge.

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• Prepare for differences. Try to view and portray the living standards of the different countries as part of the adventure. Be prepared to quickly adjust to the new standards.

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• Be an advocate for Discovery Student Adventures at all times. If you experience problems, seek a solution. • Embrace cultural differences. Discovery Student Adventures are designed to expand your global horizons. • Always remember to count off your students regularly, never skip room checks, and attend to details to help you ensure a safe and enjoyable adventure for everyone in your travel group.


Group Safety Practical Safety Precautions Students are old enough to use common sense in most situations and should be

encouraged to do so. Advising them of the following rules and explaining why they are important will help students make wise decisions.

• Students are not permitted to go exploring alone, nor are they allowed to go alone with a foreign friend. • Money, passports, traveler’s checks, and other important documents should be kept in a safe place at all times. Seasoned travelers recommend a string bag, worn around the neck and tucked inside a shirt, as the safest way to carry money. Belt packs or money belts also are recommended and should be worn under T-shirts when in very crowded areas. Boys should be reminded not to carry their money in a wallet in a pants pocket, as this can entice pickpockets. • Also, students should consider keeping money in more than one location. If they do become victims of theft, they won’t lose everything. • Be forewarned that relationships between men and women differ from country to country. Have a discussion with your travel group about flirting and relationships with foreigners. Foreign men often have different expectations, and what would be considered friendliness in the U.S. could be mistaken for an invitation.

TAKE NOTE Anything of value should be carried with you—on

your person—at all times.

Passports should always be in a teacher’s possession.

• Encourage students to be honest, and explain that this is crucial for safety reasons and that “covering up” for a friend may turn into a serious incident.

Following Your Instincts As a teacher, you are entrusted with the care and safety of your students. In addition to the specific guidelines laid out in this book and in other training materials, you may encounter a situation that you feel poses a risk to you or your students. Be

aware and listen to your instincts. You are empowered to act in the safety interests

of your students at any time. Unless you reasonably believe that an activity poses an imminent risk of harm to the teachers or students, itinerary activities should not be

cancelled to achieve this. Ways to enhance student safety include keeping students with teachers at all times or avoiding breaking into small groups, limiting free-time

out of poorly lit or unsupervised areas. If you feel there is a risk of imminent harm in any activity, call the Discovery Student Adventures office immediately.

TRAVEL GUIDE

activities to locations or to activities you believe are safe, or guiding students to stay

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If you are managing safety concerns you believe the Discovery Student Adventures

office and on site staff should be aware of (e.g., a hotel safety concern or an activity you modified for student safety), you should call or email the Discovery Student

Adventures office or fax in an incident report form. Receipt of a form will trigger an

investigation of the circumstances and whether the concerns are recurring and may impact future travel groups. These forms can lead to program improvements.

Beach Safety If your travel group will be spending time at a beach, review the following beach safety guidelines.

• Advise all students that if they want to swim, they must stay within the given parameters. For any students who can’t swim, or chooses not to swim, make sure you have arranged alternate activities on the shore to keep them busy. • Remind students to apply and reapply sunscreen throughout the day. Encourage students to stay in shaded areas and/or to use cover-ups, hats and sunglasses for added protection. • Encourage the use of water shoes to help prevent foot injuries in the water. • If a swimming area is not marked, point out the limits of where your students are allowed to go. • If there is a flagged or signed warning system, ensure that all students abide by all warnings. • Be aware of any strong currents or tides. • Whether or not a lifeguard is present, take extra care in monitoring students in the water. • Ensure that no one swims near or dives from rocks, piers, breakwaters, etc. • Ensure that no one swims in areas zoned off for water sports. • Never allow students to swim without teachers present.

DISCOVERY STUDENT ADVENTURES

• Never allow students to swim at night.

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• Be aware of the guidelines in this book for how to respond in the event of an emergency. • Remember to stay hydrated! • Never leave your belongings unattended on the beach.


Motor Coach Safety and Behavior The motor coach driver is an integral member of the leadership team. It is important that your travel group is respectful. Please follow these safety instructions:

• When you meet your driver, introduce yourself and announce his/her name to the students; find out what his/her rules are for the coach. Remember that drivers are not there to manage behavioral problems. • Encourage students to say hello, good-bye, and thank you to the driver each day. • Remind students that they must remain seated while the motor coach is moving. • Remind students to wear seat belts if supplied. • Do not use “risk seats” or seats without another seat in front of them if they do not have seat belts. • Baggage must not block the aisles or stairwells; do not place heavy baggage in the overhead racks. • Do not leave valuables—including passports—on the motor coach, even if you are assured the motor coach will be locked and the driver will remain with the vehicle. • When your travel group gets off the motor coach, teachers must do a sweep to ensure no student is left behind. • Make sure all trash is picked up from the coach every day. It is not the driver’s job to do this. • The teacher who is sitting at the back of the bus at the end of the day should be the last off and check each seat for litter or personal items. • Check for any damage to the motor coach each day. If you find damage, follow the steps outlined in the student behavior chapter. • Some motor coaches may have a toilet; however, it should only be used for true emergencies or medical reasons. • The travel manager will need to sit at the front of the coach on most occasions to provide commentary. • If you have room, it is wise to leave an open seat near the front for students who are feeling nauseous so they have the ability to look out the front window. • All electronic devices must be turned off and put away while the local guide or travel manager is speaking to the group. TRAVEL GUIDE

• When you arrive/depart from a hotel, ask for three or four new student volunteers to help the teacher unload/load the baggage. The driver is not responsible for this.

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Ferry/Boat Safety If your travel group is riding a ferry at any time, you need to take safety precautions. Once you board the ferry, work with the travel manager and ferry staff to locate all

emergency exits and life jackets. Students should not be allowed to disperse until you or the ferry staff has reviewed this information with them.

Alcohol Use Policy For the safety and well-being of all travelers, the use or purchase of alcohol is not permitted during the trip. Consumption of alcohol may impair your judgment and

response rate, and is grounds for removal from the trip at the personal expense of

the offending party. It may also jeopardize your participation in future travel groups. Teachers and operational staff shall not: • Consume alcohol at any time during the trip (including while on flights or any other form of air or ground transportation). • Purchase or provide alcohol to any other person including, but not limited to, students, teachers, or travel managers. • Carry liquor through customs for any other person including, but not limited to, students, teachers, or travel managers.

Tobacco Use The use of tobacco is not allowed in the presence of students while on the trip. If

you smoke or chew tobacco, you may only do so in designated areas as permitted by local law, away from any students.

Illegal Drugs and Unauthorized Use of Prescription Drugs The use or purchase of illegal drugs, controlled substances, or the unauthorized use or distribution of prescription drugs will not be tolerated. Evidence of these types of

activities is grounds for immediate removal from the program at the personal expense DISCOVERY STUDENT ADVENTURES

of the offending party and will jeopardize your participation in future trips.

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Bullying It is unacceptable for teachers to target co-teachers, students, program staff, or any other person. Bullying comes in the form of words and actions that are intended to

intimidate individuals who become targets. It is an emotional assault which involves disrespectful and harmful behavior, along with aggression. Bullying includes: • Manipulating the victim’s reputation by rumor, gossip, and ridicule. • Preventing the victim from speaking by making loud criticisms and/or obscenities.


• Social exclusion or isolation. • Purposely changing a task for the victim that would impede them from completing the task. (example: overloading work, withholding information to do the task properly, setting meaningless tasks, etc) • Physical abuse or threat of abuse.

Harassment Discovery Student Adventures will not tolerate any form of harassment toward a student, co-teacher, travel manager, program staff, or any other person.

Psychological harassment

(toward an individual or group)

• Humiliating, intimidating, or abusive behavior—often difficult to detect. • Verbal comments, intimidation, aggressive actions, or repeated gestures.

Racial or religious harassment • Targeting an individual based on their race, color, religion, ancestry, ethnicity, or national origin. • Words and actions that are specifically designed to make the target feel degraded due to their race or ethnicity.

Sexual orientation or identity harassment • Targeting an individual based on known or presumed sexual orientation or gender expression/identity. • Name-calling, stereotyping, assault, verbal abuse, actual or threatened unwanted disclosure of sexuality, derogatory comments, exclusion, or intrusive questioning.

Disability harassment • Targeting an individual based on known or presumed disability, impairment, or additional need. • Comments that are patronizing or objectionable to the recipient, inappropriate reference to the disability, unwelcome discussion regarding the disability, and exclusion.

Cyber-stalking • The use of electronic tools such as email or instant messaging to harass or abuse a person. TRAVEL GUIDE

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Sexual harassment • Involves unwanted and unwelcome words, deeds, actions, gestures, symbols, or behaviors of a sexual nature that make the target feel uncomfortable, including:

- Sexual advances or teasing

- Telling sexually oriented jokes or stories

- Texting/“sexting” messages of inappropriate photos or text

- Requesting a student to join the teacher in a private setting

- Requests for sexual activity or dates

- Display or distribution of suggestive jokes, pictures, or other materials

Sexual Activity A teacher is prohibited from becoming sexually involved, or displaying inappropriate

behavior or conduct with students, teachers, travel managers, staff, or acquaintances during the trip. Evidence of this type of conduct may result in immediate removal from

the program at the teacher’s expense and will jeopardize participation for future trips.

Personal Time Except as provided herein, teachers shall supervise their travel group at all times during the trip. Please refer to the “Policies” area of this section for additional detail.

Self-Medication Students are responsible for being self-reliant with regard to taking medication and monitoring any

medical conditions. If you see a change in mood or behavior, refer to the student’s health form

to determine if he or she has possibly missed a

recommended dosage of a prescription medication. If you discover that a student has missed a dose,

immediately address the situation with the student and strongly encourage him or her to take action. If you

DISCOVERY STUDENT ADVENTURES

do not get a response from the student, immediately

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contact the parents/legal guardians and ask for

assistance in persuading the student to manage his

TAKE NOTE NEVER dispense any overthe-counter medications without the consent of a

parent or guardian. When possible, obtain parental permission in writing,

or ask the parent to call the Discovery Student

Adventures’ office and

leave a voicemail stating their verbal request.

or her medical condition. If the situation has escalated

and the student is not responding, is disoriented, lethargic, or exhibiting extreme behavior, please seek immediate medical assistance and contact the Discovery Student Adventures office immediately.

Students are asked to bring additional basic medications necessary to care for

common maladies such as colds, coughs, the flu, blisters, and intestinal problems. Teachers must not distribute any medication to a student without express permission—preferably written—from a parent.


Managing Parent Concerns If a parent/guardian approaches you and wants to

TAKE NOTE

not engage in a discussion or confrontation at the

Teachers should never

discuss an issue that occurred during travel, do airport. Instead, do the following:

• Be professional and do not raise your voice. • Let the parent know that you would be happy to discuss the issue further, but in a private place or during a private phone call at a later date.

confront parents at the

airport—or in front of students. If there are issues that need to be discussed, arrange a

phone call in a timely manner.

• Set a follow-up time and location that works for both of you. • Always follow up with the family within the designated time frame. • For serious issues, call the Discovery Student Adventures office.

Dress and Appearance Guidelines • Teachers decide on the appropriate dress code. Swimsuits are only appropriate when at the beach, in a swimming pool, or during other water activities. They are not acceptable daily attire. • Meetings with officials and special dinners or concerts require formal attire (i.e., dress shirts, slacks, and ties for boys, and dresses, skirts, or nice slacks for girls). These will be indicated on your schedule of activities. • Most daily activities require that students dress casually while being wellgroomed. Clothing should be comfortable for a variety of physical activities. • For flights, students and teachers must wear their Discovery Student Adventures shirt and lanyard.

Female Swimsuit Guidelines • A shirt, top, or swimsuit (bikini) exposing a bare midriff is not appropriate for wear in the hotel, on the street, or in public areas. Appropriate two-piece swimsuits may be worn while on the beach or in a pool area. Swimsuits must be covered on the way to/from the beach or pool, or for any other activities. • Inappropriate swimsuits: “String” bikinis, transparent or translucent suits, or those which do not adequately cover the breasts or buttocks. • Teachers may request that students wear a shirt and/or shorts over any swimsuit that they deem inappropriate, even while swimming. TRAVEL GUIDE

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Inappropriate Attire • Clothing that is ripped, excessively baggy, or allows underclothes to be exposed (this includes boxer shorts). • Shirts with rude expressions and/or containing logos or advertisements that promote illegal or inappropriate behaviors.

TAKE NOTE A good rule of thumb is to avoid

the “4 Bs”—no bellies, buttocks, breasts, or backs.

• Revealing clothing—tube tops, midriff-baring shirts. Please note: Students may be required to cover their shoulders, wear head coverings, and/or wear pants or skirts that cover the knees when visiting certain sites around the world. • Excessively short shorts or skirts. • Undergarments that are visible. We suggest that you check with your travel manager or on site staff regarding local

customs. In public and for special meetings, clothing should always be in good taste. You, as the teacher, must set the example.

If a student doesn’t have the appropriate attire: • Try not to make a big deal out of this issue, as students may try to test boundaries. • Talk to the student privately and remind him/her of the dress code rules. • Ask the student to change the inappropriate clothing article. If the student states that he/she didn’t bring a particular clothing article or that it is

dirty, ask if he/she can borrow something from another student; make sure the student washes the borrowed clothes in the hotel that evening.

DISCOVERY STUDENT ADVENTURES

Notes

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Notes

Teacher expectations


Chapter 2

Teacher Expectations Packing Details Below are the items to discuss with your students and their parents PRIOR to departing. To ensure that you are prepared for the latest airline regulations and the possibility

of luggage delays, please follow these instructions. (If you’re training pre-travel, make sure your students do too!):

• Tell your students about any restrictions on baggage by the airlines, and keep track of any changes to these restrictions so that students are aware and can plan accordingly. • Ensure that families are familiar with any baggage fees that may charged by the airline. Visit www.DiscoveryStudentAdventures.com/baggage for more information. • Please check with the Federal Aviation Administration (FAA) to verify current regulations at faa.gov. • Please pack ALL important or valuable items in your carry-on. • Pack enough items in your carry-on baggage to last you for 48 hours. • Place an itinerary and accommodations list on top of the inside of each checked bag with your name, address, phone number, and bag tag number. This will help the airline contact you should your luggage be lost. • Place a colored ribbon or duct tape somewhere on your luggage to easily identify your bags. • Take a photo of each traveler next to their luggage at the airport. If their luggage is lost, this will provide a quick visual reference for describing the bag to the airline.

TAKE NOTE Prior to travel, prepare an envelope for each student where you can keep their boarding passes, baggage claim tickets, and passports. Throughout the trip, you might add receipts that may be needed for reimbursement.

Medical Equipment accepted in your carry-on luggage, as long as you have the proper documentation. You should review the following prior to departure (with your students, if you’re facilitating pre-travel preparation):

TRAVEL GUIDE

Hypodermic needles, EpiPens, and similar medically required equipment are

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• Check with the Transportation Security Administration (TSA) before departure concerning current regulations and upcoming changes. Visit www.tsa.gov for more detailed information. • It is recommended that you bring a doctor’s note (signed by the doctor and on the doctor’s letterhead) identifying the patient, explaining the medical necessity, and describing the item or kit that must be carried onboard. This note should also contain the patient’s address, phone number, and passport number, if possible. • The item being carried onboard should be clearly marked with the patient’s name and identifying information about the medication. • If you have any questions, please feel free to contact our medical team in the Discovery Student Adventures office.

Travel Money • It is strongly recommended that students carry more than one form of currency during the trip (if overseas). • Money can be converted once students arrive at their destination. • Students should bring as much money as they think they will need for the duration of the trip. One suggestion is to bring approximately $20 USD for every gift the student would like to bring back. Set a budget and adhere to it. • Students should not expect to be able to receive a wire transfer, except in emergency situations.

Flight Rules The appearance and behavior of the travel team and travel group directly reflect

on Discovery Student Adventures. Review the following rules before departure and monitor student behavior during the flight.

Attire (Teachers and Students) • Discovery Student Adventures shirts are required.

DISCOVERY STUDENT ADVENTURES

• Maintain a casual, yet well-groomed appearance.

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• Wear comfortable walking shoes (no flip flops). • Lanyards and name badges are to be worn at all times during the trip by all travelers.

Airport Behavior • Avoid congregating in areas heavily traveled by passengers. • Avoid shouting and yelling; speak in a low voice. • Avoid running, pushing, or cutting in front of other passengers.


Flight Behavior • Be mindful of other passengers on the plane. • Avoid loud conversations or moving around the cabin excessively. • Make sure teachers take aisle seats behind students to manage any issues. • Remind flight attendants that the group is underage and must not be served alcohol.

TAKE NOTE Teachers traveling with students are not allowed to upgrade their seats to first class. Teachers should remain with the travel group at all times.

If the airline informs you that your reservation does not include all members of your group, ask them to check other records for the remaining members.

For travel groups traveling to Australia: The Discovery Student Adventures office issues the

necessary electronic visa for U.S. citizens. If a visa is not showing as approved at check-in, contact the Discovery Student Adventures office to have it re-issued. Please do NOT purchase this visa at the airport unless instructed to do so by the Discovery Student Adventures office.

Items for Your Carry-On

(In Case of Lost Luggage)

• Toothbrush and toothpaste (3 oz. or less) • Deodorant • Change of clothing, including underwear • Cell phone and charger • Credit cards • Important papers and travel documents • Medications and prescriptions • Camera and electronics—including chargers, plug adapters, and voltage converters • Jewelry and any other valuable items • Keys

Frequent Flyer Miles Travelers who are interested in earning frequent flyer miles for their trip will need to may not qualify for frequent flyer miles. It is the traveler’s responsibility, as we are unable to process these requests.

TRAVEL GUIDE

speak with the airline representative when they check in at the counter. Many flights

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Meeting at the Airport On your departure day it is recommended that you arrive at the airport a minimum of three hours prior to departure for both international and domestic flights. Follow these steps:

• Identify a general meeting point that is located out of passageways and will not disrupt other travelers. You should meet all students and check in as a group.

Checking In and Checking Luggage A teacher should facilitate the check-in process at the ticket counter. If the airline

offers group check-in, please use this option. Always be mindful of other passengers, especially if using self-service kiosks. When checking in, please remember to:

• Advise the airline representative that you are traveling with a Discovery Student Adventures travel group. • Provide the number of travelers, including teachers. • Provide ticket information and passports (if applicable). • Indicate the number of bags you will be checking in for each student. • Ask airline representatives how they would like to proceed. • Follow their instructions for the most efficient process. • In the case of lost or stolen airline tickets, contact the Discovery Student Adventures office immediately.

Luggage All baggage should be checked to the final destination.

Students traveling independently or meeting the travel group in another city should do the same.

Baggage Claim Tickets With larger groups it may be more difficult for the DISCOVERY STUDENT ADVENTURES

airlines to staple baggage claim tickets to each

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student’s boarding pass folder; they may prefer to

TAKE NOTE Some airlines will not

connect bags to the final

destination. In the event that happens, bags will have to be retrieved at

the connection point and rechecked to the final

destination by the student.

staple the baggage claim tickets all together. Ask

that baggage claim tickets are stapled to the student’s boarding pass. If luggage is

delayed, it is much easier to identify claim numbers if each student has their proper claim ticket.


Security Screening After all teachers and students have completed the check-in process, proceed to security screening.

• One teacher should go through security first to gather all students in one area. If you are the only teacher with your group, select a responsible student to exit first and gather the group. Collect passports from the students once you have exited security. A teacher should be the last person to go through security.

Managing Flight Delays During travel, unexpected circumstances can occasionally create travel delays. It is highly recommended to plan ahead for these instances, and be prepared with activities to fill the time with your travel group. Experienced traveling teachers recommend having ice breaker games ready for these situations. Engaging group activities will help pass the time in a productive way, facilitate group cohesion, and keep the momentum and excitement for the trip high. It will also help to minimize any behavioral incidents that may expose themselves with unstructured downtime. Some example icebreakers include: • What are you looking forward to most on your adventure? • What’s the most exciting thing you’ve ever done? • What is your favorite (book, food, place to visit, etc.)? • Where have you traveled to, or is this your first adventure? It is important to ensure your travel group stays together, as flight status can change quickly and you want to ensure your entire group is prepared to board in a timely manner.

Please see the Chapter 6 for policies regarding reporting flight delays.

Boarding Your Flight Once you have exited security, proceed as a group to your gate. Once there, please:

• Select and announce a meeting point and time if there will be free time before boarding your flight. • Review behavior expectations.

• Advise a gate agent that you are traveling in a large group and ask if you can board together. You may be asked to wait to board until the rest of the passengers have boarded.

TRAVEL GUIDE

• Inform them of the Customs Declaration Form they will fill out during international flights.

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• The main teacher should be the last to board the plane. This will insure that no student is left behind. • SPECIAL NOTE: Special on-board meal requests need to be made in advance, and are based on information provided on the traveler’s health form. Please be sure to indicate any special requests or needs, such as vegan, vegetarian, or allergy-specific needs regarding diet, on health forms prior to travel.

TAKE NOTE Once on board the plane, you may ask a flight attendant if the captain will acknowledge the group

over the loudspeaker during his or her welcoming remarks. Students will enjoy hearing their travel group being announced.

Passport Control For international travel, upon your arrival in each new country (unless you are

passing through in an airline transfer), you will proceed through passport control. Please remember: • Hand passports to students. • You must go through passport control individually and not as a group. • A teacher or, if you are the only teacher, an appointed student should proceed through passport control first to gather students in an appropriate area as they exit. A teacher should go through passport control last. Collect the passports as soon as you meet up with the travel group and verify all passports are present before moving to the next area. • If passport control, baggage claim, and customs inspection are located in the same area, you may not need to collect and hand back passports between each step.

DISCOVERY STUDENT ADVENTURES

• Lost passports are considered a reportable incident, and should be reported. Please refer to chapter 9 for additional details.

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Baggage Claim Once all teachers and students are through passport control, proceed to the baggage claim.

• Locate the proper baggage carousel for your flight. • Have each student identify their luggage before pulling it from the carousel. • Match claim checks to each bag as they are pulled off the carousel. • Be sure all students have all of their luggage before leaving baggage claim.


• If any luggage has not arrived, refer to the Lost or Delayed Luggage section in chapter 6. Do NOT leave the baggage claim area before filing lost luggage claim(s).

Customs Inspection Point After claiming all luggage, proceed to the customs inspection point. Ensure that all

students have followed instructions on the declaration forms. Some countries require you to declare all valuable items you intend to bring into the country. You may also need to discard any unopened food items.

Students should have the following with them when going through customs: • Passport • Customs declaration form

TAKE NOTE If you are the only teacher, make sure students stay

together in a designated place (not a high-traffic area) near the customer service desk where you can see them.

• Any other needed travel document specific to that individual that is not affixed inside their passport pages, such as permanent residency cards and parental consent forms. All travel documents should be originals, and not paper copies.

Other Customs Procedures • Students and teachers will need to carry their own luggage. • Do not joke with customs inspectors, and fully cooperate with any requests. • If you cannot proceed as a group, a teacher (if you are traveling with more than one teacher) or appointed student should go through first and gather students in an appropriate area as they exit. Collect passports as soon as you meet up with your travel group.

Meeting Your Travel Manager After clearing customs and the baggage claim area, the travel group will be met by

a travel manager or staff. Due to security restrictions, travel managers cannot meet you at your gate. The travel manager will be holding a sign stating he or she is with

Discovery Student Adventures. If you are not met by a Discovery Student Adventures representative:

• Wait 10-15 minutes and listen for an airport page for your travel group.

• Remain in one area so the travel manager can locate your group quickly. • Keep a positive outlook and encourage your students to do the same.

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• If a representative has not arrived within 15 minutes, contact the Discovery Student Adventures office, providing details of your location. Refer to the list of emergency phone numbers located on the front inside cover of this handbook.

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Returning to the U.S. Airports vary, but the airport procedures will remain the same for your return home. Upon your return to the United States, you will need to: • Remind students that they are entitled to bring back up to $800 worth of overseas purchases and gifts without paying a duty tax. They should keep all receipts and a running list of major purchases with prices converted to U.S. dollars. Major purchases include any items over $20. Customs inspectors may ask to see any items listed on the declaration forms and their accompanying receipts.

TAKE NOTE Teachers must stay at the

airport until all students have been picked up.

• Upon arrival home, ensure all students are met by parents or guardians at the airport and have transportation home. • Each parent/guardian must sign the student airport release form.

Travel Deviations If you have an student who is deviating from the group’s flight itinerary, you should

have received a signed Air Deviation Form prior to travel from parents/legal guardians. • Make a plan with the parents and the student regarding airport meeting logistics. • If possible, never leave students with travel deviations alone in the airport. If you are not able to accompany the student to their gate, escort them as far as possible. Before leaving the student, make sure he/she understands where he/she needs to go. If possible, ask airline staff to assist in getting the student to his/her gate. Ask the student to contact you by phone, once he/she is there. • Call the Discovery Student Adventures office for any questions.

Unaccompanied Minors and Independent Travelers DISCOVERY STUDENT ADVENTURES

Occasionally, an unaccompanied minor or independent traveler may join your

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core travel group. A teacher will always be notified if any students traveling in their group fit these definitions in advance of their trip. These students may or may not

have the same departure airport as the core travel group. It is imperative that you

closely follow communications from the Discovery Student Adventures office prior to travel regarding flights for these students, and have a plan for meeting with the students at your connecting airport. Part of this plan should include exchanging

cell phone information in advance of travel, in the event of unforeseen flight delays,

gate changes, and so forth. If the student has the same originating departure airport as the group, please include them in your preparation and plans for meeting at the airport with your core group.


This section will provide guidance on how to work with student travelers who are joining your travel group at an airport en route.

Unaccompanied minors can be escorted from their original flight to their new departure gate by airline personnel. If you have more than one teacher traveling with your core student group, it is recommended that one teacher meet the student at their

arrival gate if possible and return with them to the group’s departure gate. It is critical that you are specified as the individual who care is to be transferred to at the airport

by the parents in the documentation they submit prior to travel. The Discovery Student Adventures office will help you and the family of the student ensure this is complete.

Independent travelers do not need an airline chaperone once they deplane from their original flight. Be sure to designate a meeting plan and location prior to your travel

day. If you are traveling alone with a group of students, the best practice is to have

the student meet your group at your departure gate. Again, if you have more than one teacher traveling with your core student group, it is recommended that one teacher meet the student at their arrival gate if possible and return with them to the group’s departure gate.

Once the student(s) have safely arrived and joined your group, be sure to introduce them to your travelers and make them feel welcome. It will help get your adventure

off on the right foot! Going forward, be certain to include them in all activities just as

you would students from your own area. It is also advised to quickly call the student’s parent or guardian, as a courtesy to let them know their child has joined the group. As they are joining your group mid-travel, be sure to collect baggage claim tickets and passports – just as you already have for your other students.

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DISCOVERY STUDENT ADVENTURES

Notes

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Notes

the travel team


Chapter 3

The Travel Team It takes the combined efforts of many individuals and groups to ensure that your

Discovery Student Adventures trip runs smoothly. Our goal is to provide a positive and safe experience for all participants.

As a member of the leadership team working closely with the students before and

during travel, you form the core of the travel group from the beginning. Once the trip begins, your travel manager will join you and become a part of this team as well.

Teamwork Among Teachers A strong, unified travel team is essential to making each trip a success. Good leaders are: • Flexible • Good communicators • Active listeners • Professional • Approachable • Open to feedback • Positive • Non-judgmental and respectful • Forgiving and willing to move on • Team players

Coming Together as a Travel Group An important element of a team travel experience is building a relationship with the other teachers and students both prior to and during travel. It is a great idea for everyone involved to make friends before your trip starts.

Before departing, teachers must discuss the following with each group: • Dress code for students and teachers • Curfew • Student behavioral expectations • Disciplinary measures • Social media • Rules of the road

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• Use of electronic devices—when and where appropriate

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Student Success Contract After all travel groups have arrived, meet to review the Student Success Contract

and expectations. This meeting should be held as soon as possible in order to begin

the trip with clear expectations for all students. Helping students understand the rules and policies from the start ensures a pleasant adventure for everyone.

In all circumstances, teachers must act as equals and be treated as such. When the travel leadership team presents a united front, it is much easier for students

to accept their collective authority and for different groups to bond together. If you need to address concerns with another leader, handle any disputes in private and

NEVER in front of students. Do not complain about your co-teachers to the students. Remember, while your fellow students and teachers may represent different hometowns, you are a single travel group.

Etiquette with Travel Managers, Guides, and Coach Drivers • Always treat the travel managers, guides, and drivers with friendship and respect. A good relationship with them will make your trip more enjoyable. • Treat the property of the travel managers, guides, and drivers with respect. This includes keeping the motor coach clean. • Do not expect the travel managers, guides, or drivers to discipline or grant special privileges to the students. • Make note of any damage to your motor coach and discuss it with your travel manager before continuing. • Teachers and students are responsible for loading and unloading their own luggage and carrying it to and from the coach.

The Role of the Travel Manager You and your team of teachers are responsible for managing the students in each DISCOVERY STUDENT ADVENTURES

group. Your travel manager will help administer the trip. While you are the expert on

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your students, the travel manager is the expert on the itinerary. You will find that he

or she is a tremendous asset to the trip. The chart on the following page details the different roles and responsibilities of teachers and travel managers.

Travel groups may also benefit from the expertise of local guides whose job is to give guided excursions of specific facilities and escort groups to official functions. Similar

to the travel managers, local guides are not expected to discipline students. It is your responsibility to manage your students’ behavior while the guide is speaking. While

each role differs in its primary responsibilities, working together as a team is key to the success of the trip.


Teachers

Travel managers

Ensure safety of the students

Help to ensure safety of students

Facilitate learning and reinforce concepts from trip activities

Provide insight on regional sites, cultures, art, history, etc.

Supervise students at all times

Alert teachers to behavioral issues

Handle student behavioral issues

Review a daily outline of itinerary events with teachers

Manage periods of free time according to trip standards

Provide travel groups ideas for free-time activities

Assist the travel manager with hotel check-ins and check-outs

Make hotel and restaurant arrangements, manage check-in process, ensure quality, confirm reservations

Perform nightly room checks

Provide hotel accommodation information to teachers, and assist with rooming lists

Respond appropriately to medical emergencies

Assist in finding a local hospital for injured/sick students and secure transportation for student(s) and a teacher

Respond appropriately to incidents

Provide support to teachers during incidents

Keep students on time for all deadlines set by the travel manager

Keep the travel group on schedule

Model appropriate behavior

Model appropriate behavior

Communicate with parents

Handle airline/coach/train/ferry transfers

Cooperate with the travel manager on all aspects of the trip

Cooperate with teachers on all aspects of the trip

Handling Issues With Travel Managers, Guides, and Coach Drivers Avoiding disagreements with any of the adult staff in front of students is of paramount importance. Always be diplomatic. If you have problems:

• Set up a private meeting with the travel team and those affected • Be professional and polite • Remain calm (avoid being emotional) • Never discuss the issue with the students or in front of them without delay!

Note: For serious behavioral issues or allegations regarding travel managers, site staff,

or motor coach drivers, contact The Discovery Student Adventures office immediately.

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If the issue cannot be resolved, contact the Discovery Student Adventures office

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Observation Travelers What is Their Role? Prior to or during travel, you may be notified that an “observation traveler” is joining your travel group. Observation travelers are members of the Discovery Student Adventures office team from a variety of departments who travel with a travel group (or multiple travel groups). We believe that to support our trips, we have to truly experience them, and the only way to do that is to be a part of the travel group. The observation traveler should not in any way interfere with your management of the travel group. Your role, and that of the travel manager, does not change. In the event that you encounter an extraordinary situation (i.e., crisis, medical emergency, etc.), your observation traveler would be able to step in as an additional resource. You will notice the observation traveler taking notes during the trip. They will be reporting on every activity and meal to evaluate the program.

ROLES AND RESPONSIBILITIES Checklist for Success The ability of teachers and travel managers to work together will determine the success of the travel experience. Daily meetings between travel managers, operational staff (where applicable), and teachers are required to maintain good communication throughout the trip. These meetings should ideally take place in the evening after you send students to their rooms and before you conduct room checks. In the event that an evening meeting is missed, meet the next morning to cover the important information and daily agenda. The first meeting between all teachers, travel managers, and staff (where applicable) must occur within the first 24 hours of your arrival.

Teacher and Travel Manager Checklist q Dissemination of Itinerary Information

DISCOVERY STUDENT ADVENTURES

It is not always possible for travel managers to provide teachers with an itinerary broken down by specific times. However, they can provide teachers with a general sense of the progression of morning and afternoon activities. Please discuss how and who will release this itinerary information to the travel group.

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Go over a brief summary of what students should expect the next day

Review first-day attire/needs

q Discipline - Decide on Basic Group Rules It is the responsibility of the teachers, not the travel manager, to handle student behavioral issues during the trip. It is just as important for the travel manager to model appropriate behavior as it is for the teachers. It is imperative that the teacher group have an agreed upon basic disciplinary rules prior to leaving for the adventure, to ensure incidents are handled uniformly across the travel group.


q Hotel Check-In/Check-Out Travel managers should advise the travel team of rooming assignment deadlines. If the changes are not communicated by the deadline set by the travel manager, the hotel cannot be expected to honor specific requests. Teachers will be provided with a rooming assignment list. See the “Accommodations” section of chapter 5 for additional hotel details.

q Changing the Itinerary Travel managers balance a tight schedule of activities for your travel group while traveling. Please keep in mind that they are responsible for dealing with a wide host of factors. As every activity is timed with the next, you may not request changes to the itinerary or re-direct the motor coach.

q Medical Emergency Funds Students and their families are primarily responsible for their own medical and associated expenses. Local emergency numbers (i.e., 911) are on the inside cover of this handbook.

q Emergency Cell Phone • After the travel manager provides the group with its emergency phone, make sure all phones are charged and working. • Determine which teacher will carry the cell phone. (The phone must be with the group at all times.) • Verify all teachers know how to operate the cell phone and how to retrieve voicemail. • Exchange phone numbers so that everyone has the travel manager’s phone number as well. If you are traveling with other teachers who brought personal cell phones to use while on trip, please exchange that information for emergency use only.

q Health Forms • In a private setting away from the students, review the health forms of the entire travel group as a leadership team, so all teachers are familiar with any requirements in the event of an emergency. Be sure to include yourself in this review and to keep the information confidential.

q Roles and Responsibilities • It is a good idea to recap the roles and responsibilities that were agreed upon prior to travel, to ensure a smooth trip.

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• Agree upon a location for the forms, in the event an emergency occurs and the forms are needed by someone other than the student’s immediate teacher.

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• Confirm if you will have daily or nightly leadership meetings to review questions, concerns, medical issues/incidents, and itinerary updates and overviews. Be sure to hold any meetings with sensitive content in a private setting.

First Group Meeting with Students Checklist q

Introduce all teachers and travel managers

q

Go around the group to share names, and something unique about themself

q

Go over group counting and assign numbers for counting off

q

Go over group rules, explain the “Buddy” system

q

Go over a brief summary of what students should expect the next day

q

Go over next day attire/needs

DISCOVERY STUDENT ADVENTURES

Notes

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Notes

daily routines


Chapter 4

Your Daily Routine You will find that certain procedures become daily routine on the trip. Establishing

these habits from day one, and being consistent with them throughout the trip, will

provide peace of mind for you, your fellow teachers, your students, and their families.

Counting Off From the time you depart until you return home, you will find yourself continually

counting your travel group to make sure everyone is present. One quick and easy

way to account for your travel group anywhere, anytime, is by counting off. Practice counting off until the entire travel group, including the teachers, can recite their

numbers in a few seconds. For variety, have your travel group count off backwards occasionally (or in a foreign language).

Every travel group should also have a silent, backup “count off� method that can be used in noisy areas or where having students call out numbers might not be appropriate. At a given signal (such as a raised hand) the students form a prearranged circle.

Each student should know who is on his right and left. If anyone is missing or out of order, the students next to the missing person should raise their hands.

Walking With a Group Teachers should station themselves at the front and back of the travel group

whenever the travel group is walking in crowded conditions (city streets, subways, train stations, etc.). You don’t want to gather at the front of the line to talk and not notice that a straggler is missing. In addition, when gathering in a place or when walking on a sidewalk, keep students to one side so as not to block the path for others. Walking single file is very important in crowded areas.

Lanyard Standards Lanyards and name badges serve as an important safety tool for teachers and students. They can even serve as admission passes to some events. All teachers and

students are required to wear their name badges and lanyards every day, at all

times. When students return to their rooms at night, the lanyards should be hung on the inside door handle to make them accessible if students need to exit the room in an emergency.

We recognize that there are a few circumstances in which lanyards and name TRAVEL GUIDE

badges do not enhance the safety of our students.

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When Lanyards May Pose a Safety Risk • While swimming • While actively participating in sailing, kayaking, rafting, canoeing, surfing, or boogie boarding • During organized sporting activities and events • When directed by a guide to remove them for safety reasons • When lanyards can identify students as targets for theft • While waiting to enter the Vatican in Rome • When your travel manager warns you of high levels of pickpocket activity or scams

Meal Times Whether dining in a restaurant, on the motor coach, or on a ferry, teachers should always sit among the students at mealtimes. Unless necessary, the travel team’s

meeting should be held at another time. In addition to giving you the opportunity to get to know the students better, it will also help you to: • Stay engaged with the students • Assess the morale of the travel group • Find out which activities students enjoyed most and why • Provide follow-up information to the students to help place the day’s activities into perspective • Earn the respect of your students • Identify potential problems and prevent them early on • Encourage interaction and new friendships • Dissuade rowdy behavior

DISCOVERY STUDENT ADVENTURES

• Model proper table manners and encourage appropriate topics for conversation

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If you have a student with specific dietary needs that are not being met, please

communicate this to your travel manager or on-site staff so a solution can be found.

If this is not handled by the next meal, please contact the Discovery Student

Adventures office. Lack of dietary options is considered an incident and requires documentation.

Nightly Meetings Brief, nightly meetings with students provide an overview of the next day’s activities, attire for travelers, and any special needs (such as swim suit or poncho). Topics for

the first few nights might also include healthy eating and how to budget money. Use


this time to provide feedback on students’ behavior and put out reminders as needed. Since you also have an evening meeting with the travel manager, you can share with students any important information from that meeting as well.

TAKE NOTE Under no circumstance should you collect lanyards and name badges during room checks, as

a method for taking roll the next morning or otherwise. Lanyards must stay with the student at all

times, as they serve as identification and contain emergency numbers. Ask them to hang their name badges on the hotel door knob inside their room at night, so if there is an emergency they can grab them as they exit the room, and so they don’t forget them in the morning.

Room Checks Make room checks a positive experience. Use this time to check in with your

students, see what they have enjoyed the most during the day, and have them ask questions as well.

• Rotate room check duties among the teacher team. • Do not go into the room and close the door behind you. Instead, stand in the doorway with the door open. Note: If you must enter a student’s room, make sure there are two teachers present and that the door remains open. • Announce room check times each evening, so students know to be in their rooms. • Room checks must be conducted each evening—in person, not by phone. • When possible, have male teachers check male student rooms and female teachers check female rooms. • Always knock on the students’ door and announce yourself. • Call out the students’ names in the rooms and make sure you see each student before proceeding to the next room. If a student is in need of extra assistance (homesick, ill, crying, or upset), get an additional teacher to assist you with the situation.

Wake-up Calls While some hotels offer wake-calls, not all do. When checking in, ask about the

wake-up policy. Students should come prepared with a device to get up on their own

(cell phone, alarm clock, etc.). It is always the students’ responsibility to wake up and be on time for breakfast. If there are multiple students in a room, suggest that some establish a designated meeting location and strict time for breakfast. This can be reiterated during bed check at night.

TRAVEL GUIDE

take a shower in the evening to expedite getting ready in the morning. Each evening,

29


Breakfast Routine Take roll call prior to breakfast and check on any absent students. Emphasize the

importance of being on time. When breakfast is delayed due to students who are late, it can impact the entire day.

Healthy Eating If a student is not eating very much with the travel group, double-check that he/she doesn���t have a food allergy that he/she didn’t disclose and monitor the situation.

Don’t ask the student about it in front of the other students or announce that “we have a picky eater.” Make sure the student is not feeling ill.

Keep a watchful eye on the situation to make sure it doesn’t escalate into a serious

condition. If you believe the issue is medically related, contact the Discovery Student Adventures office immediately.

Tipping Normal tipping, in connection with any service included in the trip cost, has been prepaid. Students and teachers will not be asked to provide tips.

Tips are paid to travel managers, guides, and drivers by Discovery Student

Adventures. A non-monetary gift may be appropriate to give as a thank you, but cash should never be collected from students for the purpose of tipping.

Exchanging Money Opportunities for exchanging money will vary with each destination. Make sure

you speak with the travel manager and communicate to students in advance when

opportunities will be available. Typically overseas banks have the best exchange rates and lowest fees making them ideal places to exchange money. Hotels are usually the least desirable, due to their higher fees (except in China). Money can also be

exchanged in airports and train stations. To avoid numerous trips to the bank, advise students to change enough to last a week. DISCOVERY STUDENT ADVENTURES

Major credit cards (Visa, MasterCard) are widely

30

accepted overseas and are convenient.

TAKE NOTE

Free Time

Teachers often find themselves

Free afternoons or evenings are scheduled

periodically, and teachers should rotate duties

to give each other some personal time. Reserve

some free evenings for travel group meetings so

students can share their experiences, review what they have learned, handle group dynamics, etc.

with free evenings to fill and

energetic students on their hands. Arrange to walk together to a

park to play games. Scavenger hunts, charades, talent shows, journaling, and hikes are also good ways to fill time.


Friends and Relatives Students occasionally have friends or relatives they would like to stop and visit while on the trip. No matter the relationship, for a meeting to take place, a parent must

have filled out a land waiver of responsibility form, sent one copy to the Discovery Student Adventures office, and given one copy to the teachers prior to travel.

Please check the photo identification of the adult upon his or her arrival. Write down

the person’s name, address, and phone number, and at what time the friend or relative will be returning the student to the travel group. In all cases, teachers should have

prior knowledge that a student plans to meet up with a friend or relative during the trip.

Teachers’ Friends and Relatives Teachers traveling on Discovery Student Adventures may not have any of their friends or relatives travel with or participate in trip activities, including meals, with a Discovery Student Adventures travel group.

Sending and Receiving Mail and Email Parents/legal guardians should be discouraged from sending mail to their students, as mail does not typically reach the student at the locations prior to departure. Letters sent to the United States from overseas usually arrive within 7-14 days. The Discovery Student Adventures office will provide the group with details regarding TAKE NOTE internet connectivity during your adventure. Internet connections are not always readily Make sure to provide information, available at your destinations, therefore email follow-up, and updates to families with students who have medical communication is not always an option and issues or behavioral issues. Use the should not be expected. Details on how to keep teacher cell phone to make the call. in contact via social networks, such as the blogs or FaceBook, will be provided to you prior to leaving for your adventure and, like email, can be an option when an internet connection is available. Parents are always welcome to contact the Discovery Student Adventures office with questions or concerns regarding communicating with their child.

Making Phone Calls Teachers and students are strongly urged to bring their own cell phone if they want ensure their cell phone carrier and selected plan support international calling prior to departure.

Remind students not to make phone calls from phones in the hotel rooms because of the service fee that the student will have to pay upon checking out of the hotel.

TRAVEL GUIDE

to make calls to their family while traveling. It is the responsibility of the traveler to

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Changing the Schedule Teachers may not change or divert trip activities. If there is a concern about the

safety, health, or emotional well-being of the students, please contact the Discovery Student Adventures office or on-site staff to work out alternative activities.

Daily Phone Practice When traveling, we learn to expect the unexpected, and you may need to place or receive a call at any time.

To maintain a connection, you will need to diligently practice the following everyday: • Keep your phone turned on and with you 24 hours a day, seven days a week. • Charge your phone nightly. This is essential, even if you appear to have a full battery at the end of the day. • Set the ring volume high enough to hear it. Some situations, like visits to a museum or with officials, may require you to be more discreet. Use the vibrate option instead of silent mode when a situation demands quiet. Remember to switch from vibrate to a high-volume ring upon finishing the quiet activity.

Homesickness When the novelty of travel wears off, students can experience culture shock. They will miss familiar surroundings where they know what to expect.

It is fairly common for a few students (especially the younger ones) to become homesick during the course of the trip. When possible, advise families before

departure that phone calls to or from home will often make homesickness worse.

Homesickness usually shows up in the evenings after dinner or at bed checks. This is normally when students call home or have a chance to stop and reflect. They are

usually very tired, and their emotions are near the surface. Students who call home daily are often more susceptible to homesickness.

Teachers can help students cope with homesickness in a number of ways:

DISCOVERY STUDENT ADVENTURES

• Keep them busy and focused on the trip. They should talk about the fun things they’ve already done and what they’re looking forward to doing.

32

• Have them talk to other students who have been away from home before, and about how their feelings of homesickness are normal. • Have them write letters or postcards. • Observe the student to see if you can tell what is triggering their homesickness. Sometimes just the sound of a parent’s voice can trigger tears in an otherwise happy, non-homesick student. Homesickness usually passes quickly, showing up in the evening but not impacting the student’s behavior during trip activities. If homesickness persists, a student may ask to leave the trip early. Discourage discussion of leaving early. Instead, encourage them to talk about their feelings.


• Casually reiterate the positive aspects of the trip by asking what they have enjoyed so far and what they look forward to seeing. Setting a time to follow up a few days later can also help the student feel more secure. Although homesickness can be a real problem, talking and a little extra nurturing

will usually comfort the student enough to alleviate the problem. In our experience, a phone call to or from home can be the worst solution for extreme homesickness.

Call the Discovery Student Adventures office or talk with your site staff for advice if a homesick student insists on leaving early.

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DISCOVERY STUDENT ADVENTURES

Notes

34


Accommodations

Notes


Chapter 5

Accommodations Whether in a hotel, a university dormitory, or a tent, the trip accommodations will provide an important space for your students to exercise their independence and good judgment. For this reason, teachers should set the standard for student behavior in the accommodations early on.

Rooming Assignments Rotate roommates at each location to help students make new friends and

prevent cliques from forming. Unless otherwise notified, a hotel will make rooming assignments based on alphabetical order. After the first night, work with the travel manager to ensure teachers are able to adjust the rooming lists if necessary. • Have teachers rotate responsibility for rooming lists and hotel check-ins. • Assign girls and boys separately. • Under no circumstances should students be switched from room to room without notifying the hotel staff. • Always room teachers on floors with students when possible. • Teachers cannot demand single rooms for themselves when making rooming assignments.

TAKE NOTE In some cases, you will need to prepare rooming lists upon arrival. Teachers are usually accommodated in double rooms. Teachers of the same gender are expected to room together. Married couples may not always be accommodated as a couple. If your travel

group is combined with another, your roommate could be a teacher from another state. In a train or ferry, all teachers, regardless of gender, will be in the same compartment when possible. Also, on rare occasions, teachers may have to share a compartment with non-travel group travelers.

Hotel Check-In • The travel manager can expedite the registration process if he or she is provided rooming lists upon arrival.

• Distribute keys to students in an orderly manner, according to rooming lists agreed upon by your travel team and the hotel.

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• One teacher should accompany the travel manager to the hotel registration counter. Identify yourselves and the travel group. Have students stay on the coach with the other teachers until check-in procedures are completed and your travel manager indicates it is time to disembark.

35


• Make sure your students know the room numbers of their teachers. • Teachers must ensure that all students know their room assignments and have collected their belongings before proceeding to their own rooms. Teachers should check all hotel rooms carefully upon arrival and report any existing damage immediately to avoid difficulties at check-out time.

If damages are found, please work with the hotel staff to either note the damage in writing or move students to a different room.

If any assigned rooms are found to be less than clean upon check-in at the hotel,

the proper procedure is to work with the travel manager and hotel staff to remedy the situation.

Some hotels issue each guest a card with the hotel’s name and address at check-in. Tell students to keep this card handy. If a student gets lost, he or she can show the card to a cab driver and get back to the hotel. If the hotel in which you are staying has mini-bars in its rooms, check to see if there are any with alcohol in the rooms

assigned to students. Even though hotels try have the mini-bars locked or emptied, certain circumstances can make it unavoidable.

Your travel manager should brief students on emergency exit practices for the hotel

in case of fire or other emergencies. Make sure students are clear on the evacuation procedure and meeting point outside of the hotel.

Hotel Check-Out One hour prior to check-out, ask at the front desk if any personal charges made to

any of the students’ rooms remain unpaid. If any exist, the participant responsible for the charges must settle the account immediately to avoid delaying departure for the

whole travel group. Any reports of damage should be investigated prior to departure and arrangements made for reimbursement.

Please make your students aware that they will be responsible for paying any fees associated with lost keys/key cards upon check-out.

DISCOVERY STUDENT ADVENTURES

During check-out, teachers must assist the travel manager to ensure all hotel

36

charges have been paid.

TAKE NOTE During check-out, teachers should check each student’s room for damage and forgotten items. Property damages at accommodations are the student’s(s’) responsibility. If no one accepts

responsibility for the damages, all students assigned to that room or are considered responsible. Teachers cannot change their hotel for any reason without prior permission from the Discovery

Student Adventures office. Any expense incurred as a result of such an action, including hotel costs and meals, are the responsibility of the individual teacher.


FYI • When at the hotel, money, passports, and valuables should be kept in hotel safes when available, worn in a personal money belt or string bag, or locked inside suitcases. Do not leave valuables in plain sight around hotel rooms. • Hotel room numbers should never be divulged to local citizens. • Students may not invite local citizens to their rooms. • Luggage should be guarded at all times, particularly in hotel lobbies. • Advise students to never lean against, sit, or climb on balcony railings or walls. • Advise students to never climb or stand on balcony furniture. • Ensure that all balcony furniture is kept away from the wall/railings.

Hotel Behavior Common courtesy and good behavior must be maintained in hotels. Remind

students that they are not the only people in the hotel. Students are not allowed to: • Run in the halls. • Congregate and talk loudly in the hall.

TAKE NOTE

• Have room parties or play loud music.

Students should never open

• Destroy or misuse hotel property.

finding out who’s knocking.

• Go barefoot or wear swimsuits or other inappropriate attire in hotel lobbies.

their hotel room doors before Test them on this a few times to get them into the habit.

• Keep their doors open. • Throw anything out of the windows or shout from the windows.

Hotel Safety Precautions For the safety of all participants, the following rules must be strictly enforced in every travel group:

• Students must know the teachers’ room numbers. • Your travel manager will explain the fire escape route and plan at each hotel. • Confirm that all students know two possible exits. • Identify a location to meet outside the hotel in case of an emergency evacuation.

• Advise students to never to open their doors without confirming the identity of the person knocking. Instruct them to ask, “Who’s there?” and only answer if they have confirmed the person is a Discovery Student Adventures participant.

TRAVEL GUIDE

• Hotel room doors and windows should be locked at all times, even when students are inside, especially at night.

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Curfew Breaking Curfew or Sneaking Out of the Hotel • Discuss with the student(s) the danger of leaving the premises. • Teachers may implement additional room checks and hallway monitoring throughout the night as necessary. • If staffing is required during the night, teachers must all share this responsibility, so everyone gets enough sleep. • Please do not put tape on the outside of the students’ hotel doors, as this may alert hotel guests that there are minors staying in certain hotel rooms.

Curfew Guidelines • 10:00 p.m. – Students should be in their assigned rooms • 10:30 p.m. – Lights out NOTE: Itinerary fluctuations may alter these guidelines.

Supervision at Hotels Unsupervised students can indulge in behavior that results in damage to hotel

property and disturbance to other hotel guests. As you can imagine, these situations seriously jeopardize our future relationships with hotels.

Your Responsibility at Hotels All teachers are required to help monitor the group as a whole. • Monitor the hallways, lobby, elevator, pool, game rooms, etc., regularly to ensure all students are conducting themselves in an appropriate manner.

DISCOVERY STUDENT ADVENTURES

• Set up a time schedule with your co-teachers to make sure several of you are checking all areas of the hotel at all times (until lights out or room check). Walk the halls, sit in the lobby and read a book, mingle with the students, etc.

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• Do not ignore students from other Discovery Student Adventures travel groups if you observe them behaving inappropriately. Take action and report it to their teachers. • Boys may not be in girls’ rooms, and vice versa. Hotel or dormitory lobbies and other common areas can be used for socializing. • Students must always know where the teachers are and how to contact them.

“Last Night” Hotel Behavior The “last night” on a trip is full of excitement and energy, sometimes marked by

a higher occurrence of incidents, including noise disruptions, property damage,

sneaking out, and generally unsafe behavior. This can threaten the travel group’s


timely departure for home, as teachers and responsible students must stay behind to resolve any issues and complete reports. In such a case, all additional costs

incurred are the responsibility of the parents of the disciplined students. Please

stress the importance of safety and respect for the other hotel guests and staff. This will help ensure that your trip ends on schedule and on a positive note.

Pool Safety You may have the opportunity to use a swimming pool while staying at a hotel or

other locations during the trip. If your travel group will be swimming in a pool, follow these safety guidelines:

• Make note of depth markings and any hazards, as well as pool rules and information signs. • Be aware that most pools overseas do not have lifeguards. Take extra precautions with your students. • Students must have their buddy with them even in the pool area. Advise students to never run in the pool area. • Ensure that “No Diving” rules are observed at all times. • Be aware of the guidelines in this book regarding how to respond in the event of an emergency. • A teacher must always be present if students are swimming.

Overnight Trains and Ferries As two of the more exciting ways to travel, overnight trains or ferries can have their own accommodation challenges, but many of the same policies apply. • Male and female students will always have separate compartments. • Students will not be assigned to compartments with non-students. If there is an extra seat in a student compartment, local passengers are not allowed to use it. Place luggage on the extra seat or lock the door to prevent this. • All teachers, regardless of gender, might be in the same compartment. • Teachers will not share accommodations with students. • Travel managers may room with teachers or with non-travel group travelers. • On rare occasions, teachers may have to share a compartment with non-travel group travelers.

If a hotel, motor coach, museum, etc., is damaged by one or more students, the student(s) are responsible for the cost. Fill out an incident report and contact the parents/legal guardians with detailed information regarding the damage and cost

TRAVEL GUIDE

Handling Property Damage

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prior to requesting the student(s) pay. The damages must be paid for prior to leaving the location (unless you are notified of the damage after you have already left). If you cannot determine which student(s) caused the damage, contact the Discovery Student Adventures office for assistance. Make sure you: • Get pictures of the damage • Get a written estimate of the cost of the damages • Get a receipt when paid The Discovery Student Adventures office will contact the parents if necessary to collect the payment.

DISCOVERY STUDENT ADVENTURES

Notes

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Notes

incidents

Emergency Contact Information Contact Discovery Student Adventures immediately after local emergency services have been notified.

Contact Discovery Student Adventures • In case of an emergency during travel, call 866.794.8368 • Staff is available 24 hours a day during our student travel season Please note that this number is only for traveling students, teachers, and their families during travel and is only active at the time of travel.


Chapter 6 Incidents

Discovery Student Adventures holds our students to the highest standard of personal integrity and behavior. This chapter will direct you as to how to manage a full range of behavioral incidents that may occur during travel. Once your travel team has determined the severity of the incident, you must follow all of the steps under that category. Note: Call the Discovery Student Adventures office if you need assistance determining the severity of an incident.

For All Incidents • Fill out an incident report form immediately. Carry these forms with you at all times. • Handle with confidentiality. • Always discuss incidents in a private setting. • Never publicly humiliate a student or fellow teacher. • Call the Discovery Student Adventures office to report each incident. You will complete the form and have the student sign the behavior incident form. This will hold them accountable. • Submit incident reports, incident statements, and supporting documentation within 24 hours.

Handling Incidents in a Blended Group A blended group means that you are traveling together with students and teachers from other schools. Your students will naturally blend together as they bond and make new friends. This is highly encouraged, and the teachers should help facilitate this action. As a blended group, it is essential that the teachers work together as a team. You should meet every night to discuss the students and your roles. When discussing your roles be sure to talk about potential issues that may come up and how you plan to handle those situations (for example, if a student is disrespectful or is not acting in an appropriate manner). If it is not your student, but you have observed these behaviors, how will you respond? Working through potential situations allows the leadership team to be on the same page so there is no confusion on how it was handled. Tips on handling an incident with a blended group:

• Notify the student’s teacher of the incident and your actions taken as soon as possible if the student is from another school.

TRAVEL GUIDE

• Take appropriate action to resolve the situation immediately based on the actions you have agreed upon during your leadership talks.

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• If the incident is larger, work as a team delegating responsibilities (for example: one teacher to handle the incident with the student, another to take notes, and another to monitor the rest of the students not involved). • If there is a disagreement on how a situation was handled by another teacher, find a moment to have a discussion, not in front of the students, and talk through your issues. Remember to be respectful, flexible in thought and action, and work together as a team. • Hold a teacher’s debriefing meeting following an incident. This meeting should ensure all teachers are familiar with the incident and any necessary follow-up.

TAKE NOTE Work with parents/guardians and ask their assistance in helping solve issues. They can be your

biggest advocate in helping resolve a problem quickly. ALWAYS notify parents immediately anytime consequences are given to a student. Make sure the consequences are appropriate and within reason. Contact the Discovery Student Adventures office if guidance is needed.

Behavioral Incidents Severity of Incident Green - Minor behavioral offenses Yellow - Recurring minor offenses or moderate behavioral problem Red - Severe offenses, major behavioral issues that put the safety of the student(s) at risk

For Yellow and Red Incidents • Call the Discovery Student Adventures office to report the incident using the emergency teacher cell phone. • Follow the above steps for all incidents.

DISCOVERY STUDENT ADVENTURES

Remember: Positive reinforcement is extremely important. Make sure to recognize

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and compliment improved behavior.

TAKE NOTE We have a no tolerance policy for bullying. Initial-stage bullying can escalate quickly if not handled properly. Teasing or unwelcome comments or physical contact is a form of bullying. Parents should be made aware that if behavior continues the student could be sent home at their parents/legal guardians expense.


Red Incidents Sample Offenses • Bullying, threatening, or harassing others • Assault or fighting • Sexual activity, harassment, or abuse • Verbal or physical abuse • Inappropriate written or electronically transmitted messages or images • Weapon purchase or possession • Purchase, possession, use, or distribution of illegal substances and/or prescription drugs (without proper prescription) • Use of alcohol • Theft or shoplifting • Sneaking out of the hotel or other accommodation • Willful destruction of property • Recurring “yellow” behavior

Steps 1. Separate all involved and keep isolated until all other actions below are completed

2. 3. 4.

TAKE NOTE An incident statement is

Have all involved complete an incident statement

simply a written account of

Complete an incident report form

involved directly or a witness.

the incident by someone

Call the Discovery Student Adventures office

immediately, providing the details of the incident.

We will determine the severity and next action steps, including: • How to discuss the issue with all involved (separately) • Setting consequence(s): loss of free time, shadowing a teacher for more than a day, writing a letter of apology, and/or counseling • Contacting parents/legal guardians with the details of the incident, consequences, and the actions steps to resolve.

5.

Request DNI (“Do Not Invite” on trip again) if you feel it is warranted

TRAVEL GUIDE

• If it is determined to send a student(s) home from the program early, all communication to families and logistical arrangements will be made by the Discovery Student Adventures office.

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6.

Complete incident report, incident statement(s), and supporting documentation and fax or send electronically to the Discovery Student Adventures office within 24 hours

Additional consequences (when applicable and approved by the Discovery Student Adventures office): • Separate the student(s) from the group for the remainder of the trip. • Send the student(s) home early.

Yellow Incidents Sample Offenses • Teasing, minor or initial-stage bullying, and/or acting out for attention • Inappropriate sexual or harassing comments • Unwelcome or inappropriate physical contact • Tobacco purchase, possession, use, or distribution • Purchase, possession, use, or distribution of lighters or weapons (BB, pellet, or toy guns; souvenir, replica, or toy knives and swords, etc.) NOTE: Some of these items may be purchased if the store will ship them directly to the student’s home. These items may NOT leave the store with the student. • Body alterations: hair cutting/coloring, piercing, tattoos, etc. • Rude or obscene gestures • Inappropriate language and cursing • Visiting students’ rooms of the opposite sex • Hotel misconduct: leaning off balconies, standing on furniture, being on roof or in off-limits areas, etc.

DISCOVERY STUDENT ADVENTURES

• Moderate property damage due to “horseplay” (to hotel, bus, museum): breaking beds, furniture, decorations, punching or damaging walls, water damage, graffiti, painting on walls, etc.

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• Taking the property of other students, teachers, travel manager, staff, and/or motor coach driver • Use of hotel phone or services and denying or not paying charges • Wandering off from the travel group • Recurring “green” behavior


Steps 1. Discuss the issue with all involved separately 2. Review signed success contract and behavior expectations 3. Have all involved complete an incident statement 4. Determine consequence(s): loss of free time, shadowing a teacher for a day or more, writing a letter of apology

5.

Fill out an incident report form and call the Discovery Student Adventures office, immediately providing the details of the incident

6.

Contact parents with the details of the incident, and the action steps to resolve it. Ask the parents/guardians to encourage proper behavior.

7.

Fax or electronically send the incident report, incident statement(s), and

supporting documentation to the Discovery Student Adventures office within 24 hours

8.

Update the Discovery Student Adventures office as necessary

Additional Consequences (when applicable) • Counseling the student(s) • Have the student(s) check in with a leader at specific times

Green Incidents Sample Offenses • Rude/disrespectful interaction with others • Minor roommate disagreements (roommate is messy, takes too long in shower, is too noisy, etc.) • Leaving room after curfew to visit another student’s room (of the same sex) • Texting or making calls on cell phone during restricted periods during trip • Hotel misconduct: running in halls, being loud, disrupting other guests • Personal displays of affection (PDAs) • Tardiness • Dress code violations • Picky eater (no medical conditions)

• Other minor behavioral problems

TRAVEL GUIDE

• Minor or accidental property damage (to hotel, bus, museum). Note: Bed wetting is a medical condition, but may cause property damage. Always handle these situations discretely.

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Steps 1. Discuss the issue with the student, reminding him/ her of behavior expectations 2. Determine consequence(s): loss of free time, shadowing a teacher for a day or less

3.

Complete an incident report form and fax or electronically send it to the office within 24 hours

4.

Notify the student’s parents of the incident and the action steps to resolve it

Additional Consequences (when applicable) • Have the student check in with a teacher at specific times • Have the student write an incident statement and/or letter of apology • Counsel the student

TAKE NOTE If a student makes a threat of self-harm, engages in behavior that is consistent with psychological

conditions (diagnosed or not), or behaves self-destructively, it must always be taken seriously. These are medical situations, not behavioral problems.

PLEASE SEE THE MEDICAL CARE SECTION FOR SPECIFIC STEPS. Call the Discovery Student Adventures office immediately.

Sending a Student Home Early for Behavioral Issues

DISCOVERY STUDENT ADVENTURES

Discovery Student Adventures takes the decision to send a student home early very seriously. The process takes a lot of coordination. Even though your travel team believes it is necessary to send a student home due to continued behavioral issues, the Discovery Student Adventures office must follow our internal procedures, including logistical circumstances.

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To facilitate this process, please document all incidents thoroughly and contact the Discovery Student Adventures office as indicated in this handbook. You must have an approval from the office for any student to be sent home early. Do not discuss the matter with the student or his/her parents unless instructed to do so by the office.

If a Student is Sent Home Early • All incident reports and supporting documentation must be completed and submitted to the Discovery Student Adventures office in a timely manner. • The Discovery Student Adventures office will handle all communication with the family, make all of the logistical arrangements, and will notify you of the next steps.


• A teacher or adult chaperone will accompany the student back home (the Discovery Student Adventures office will make these arrangements). • If a student is sent home early because of behavior, it will be at his parents’/legal guardians’ expense (the Discovery Student Adventures office will collect the funds from the family). • The teacher or adult chaperone is required to contact the Discovery Student Adventures office and the student’s parents/legal guardians at each travel stop to check in and confirm their time of departure and arrival.

Travel Incidents Flight Delays or Cancellations As with all travel, delays can happen. If your flight is delayed or cancelled, please be patient, flexible, and professional while working with the airline. The airline is generally responsible to rebook the flights to your destination. Please follow these steps when working with the airline to rebook a flight. If there is more than one teacher in your travel group, please work through the following lists simultaneously. • Approach the customer service desk and speak with an airline representative. Be sure to note the agent’s name. Contact the Discovery Student Adventures office while you are waiting in line or immediately after speaking with the airline representative. • Determine the reason for the delay or cancellation. • Explain that you are traveling as a group and that under NO circumstances can a student travel unaccompanied. • If you are delayed for an extended period of time or will be required to stay overnight, ask the airline representative for meal vouchers and accommodations for your entire travel group. Any charges that may occur must be pre-approved. The Discovery Student Adventures office can also work on securing hotel accommodations if they are not provided by the airline. • Provide timely updates to the Discovery Student Adventures office so they can assist when necessary. They will inform parents/guardians and provide updated information. The Discovery Student Adventures office may also be able to assist in working with the airlines or rebooking.

TRAVEL GUIDE

• Fill out the incident report form to document the flight delay(s). If you have more than one teacher traveling with your group, divide the duties. One teacher should remain with the group while the other teacher handles the airline and rebooking information.

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Flight Delays or Cancellations for Independent Travelers If you have independent travelers on your trip, and their flight is delayed or canceled, please contact Discovery Student Adventures immediately. Most of the time, we will have these travelers proceed as Unaccompanied Minors (UAM) with the airline. This requires you to sign over the students to the airlines, contact the family and pay a fee. We will assist in this. Your group should not be delayed due to an independent traveler if avoidable.

If You Must Stay Overnight If the hotel is booked, but the flights are not confirmed, the group should remain at the airport to continue the re-booking process. It is much more effective to work with the airlines in person. • Provide updates and hotel information to the Discovery Student Adventures office. We can also assist in communicating this information to the parents. • After flights are confirmed, accompany the students to the hotel. Always stay in contact with the Discovery Student Adventures office during this time. It is imperative that the office has the exact flight/hotel details for each student.

Lost or Delayed Luggage If any bags did not arrive for a student or teacher, file a lost luggage claim with the airline prior to leaving the baggage claim area. In addition, fill out the lost luggage incident report form. Contact the Discovery Student Adventures office after you have completed the airlines lost baggage procedure but before leaving the airport.

1.

You are required to complete two forms. a. Discovery Student Adventures lost luggage incident report form b. The airlines baggage claim form.

2.

Please fill out the Discovery Student Adventures lost luggage incident form

DISCOVERY STUDENT ADVENTURES

first, as this form will help you provide the baggage service representative

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with necessary information quickly. Once this form is complete, speak with a representative in the baggage claim area and complete the lost airline lost luggage claim form.

3.

DO NOT LEAVE THE BAGGAGE CLAIM AREA UNTIL ALL FORMS HAVE BEEN

4.

TAKE NOTE Your lost baggage will most

likely be delayed for 24 hours or more. Please be aware

COMPLETED

of your travel itinerary when

Provide the agent with a copy of your

your delivery details.

accommodations list.

advising the airline agent of


5.

The agent will provide you with a claim/ tracking number that can be entered on your lost luggage incident report form. Please obtain the local phone

numbers to the lost baggage office from the agent. Enter this information on the Discovery Student Adventures lost luggage incident report form. This information will assist you and the Discovery Student Adventures office in tracking the luggage.

6.

The agent will provide you with a copy of the claim. If you do not receive one, please ask for a copy.

7.

Always request a toiletry kit from the airlines with essential items for each student or teacher with lost luggage.

8.

Call Discovery Student Adventures office prior to departing the airport.

Fax the lost luggage incident report and any paperwork received from the airline

representative to the Discovery Student Adventures office upon arrival at your hotel (within 24 hours). Fax: +1-509-590-1199. If luggage is damaged in transit, please request a replacement bag from the airline.

Lost Luggage Follow-Up Immediately • Notify your travel manager or on-site staff of the issue. • Work with the travel manager to ensure the affected student or teacher has the basic supplies to get through the first 24 hours (basic toiletry items if not supplied by the airline). Students should have a change of clothing in their carry-on, which will provide them with one day of attire. • Instruct the student to wash out any items he or she will need to wear again, such as undergarments. Every Morning and Evening, Beginning 8–12 Hours After Arrival • Your assistance is required to track down lost luggage by calling the airline’s lost luggage offices. • Call the phone number provided by the airline to check on the status of the luggage. • Call every morning and evening thereafter until the luggage is delivered. After 24 Hours

TRAVEL GUIDE

• If luggage has not been located and is not in the process of being delivered, notify the Discovery Student Adventures office. It is important for a teacher to take the student shopping as quickly as possible. This may mean missing an activity. You will need to work with the travel manager to set aside the best time.

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• The optional insurance offered to teachers and students will reimburse up to $500 for necessities. Teachers, students, or their families should pay for these items and seek reimbursement from BerkelyCare once travel is complete. Advise the Discovery Student Adventures office if the student or family is unable to cover the costs. The Discovery Student Adventures office will determine if you may use the emergency teacher credit card to purchase items for the student or if another option is available. • Be sure to keep all receipts for reimbursement.

Lost Credit Cards The student or student’s parents will need to call the credit card company’s designated phone number to report a lost card as soon as the student notices it is missing. In some countries, a local number may be listed in the phone book. It is very important that the family cancel the credit card as soon as possible to avoid fraudulent charges. If you can’t get through to a student’s parents to cancel the card in the United States, call the Discovery Student Adventures office. We will contact the student’s family.

Important Incident Reminders Do • Fill out an incident report for all incidents • Contact the Discovery Student Adventures office if you need guidance on how to handle an incident • Quickly contact the Discovery Student Adventures office for all yellow and red incidents • Immediately contact the Discovery Student Adventures office if you feel physically threatened

DISCOVERY STUDENT ADVENTURES

• Follow all the steps under the appropriate incident: green, yellow, or red

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• Limit conversations about students and incidents to those on the teacher and staff team in a private setting • Have at least two teachers present when discussing an incident with a student when possible • Talk to the entire travel group if you want to address an issue that affects most or all of the students, as a way of taking care of issues such as tardiness, manners, curfew, etc. • Comment positively on improvement for both individual and group issues • Move on after an issue has been resolved


Don’t • Threaten students by telling them they will be sent home from the trip; only mention it if you have confirmed this consequence with the Discovery Student Adventures office

TAKE NOTE Please do not try to resolve

an incident by direct-dialing

• Remove a student from a scheduled activity (this is never an acceptable consequence)

your Adventure Specialist

• Lock students in their rooms

Adventures office during

• Retaliate verbally or physically if a student hits or pushes you • Have a student room with teachers for behavioral incidents • Touch or harm a student in any form (this includes grabbing a student’s head, face, arm, leg, or ear, pulling hair, pushing, or “tapping” a student’s shoulder, etc.)

or other personal contacts at the Discovery Student travel. Always use the

numbers provided in this handbook, as that is the

direct line to our 24/7 staff. This team is trained to

support and assist with all of your needs during travel.

• Use verbal humiliation • Use profanity during the trip • Hold a grudge or constantly remind a student of a mistake he/she has made • Discuss a student’s/teacher’s behavior or incident with other students • Fine students for incidents, lost items, or tardiness • Search students or their personal belongings without permission from the Discovery Student Adventures office and the parent /legal guardian; call and get permission first • Handle an issue on your own or put yourself in a position where you are alone with a student • Force students to carry teacher luggage or other students’ luggage as a disciplinary measure • Punish the entire travel group for something a few students were involved in, or as a way to attempt to figure out who did something

Tips For Success If not handled appropriately, incidents can escalate very quickly. Always contact the to support you.

• Always interview students separately when trying to get information on an issue.

TRAVEL GUIDE

Discovery Student Adventures office anytime you need assistance, as we are here

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• Always have two adults present—one should take notes regarding conversations, body language, etc. • Ask open-ended questions, allowing students to explain their actions and feelings. Be aware of tone, defensiveness or aggressiveness, emotional state, body language, etc. • You must use accepted consequences as described under each incident type. If you deem that a different consequence is warranted, get approval from the Discovery Student Adventures office prior to implementing. • Make decisions as a travel team, and be as consistent as possible with consequences. In certain situations, stronger consequences may be necessary. • Ask parents to speak with the student when you call. Enlist parents to assist in backing you up when possible (e.g., “The teachers became worried when you wandered off; for safety purposes, you can’t do that.”) • If a parent is upset about a situation, always contact the Discovery Student Adventures office. We may arrange a conference call between the Discovery Student Adventures office, the teacher, and the parent. • Make sure you always call the Discovery Student Adventures office to report Yellow and Red incidents (and any other out-of-the-ordinary situations). That way, the Discovery Student Adventures office will not surprised by a phone call from a parent regarding a situation. • Always answer the teacher cell phone or return voicemail messages ASAP. • Always provide updates to the Discovery Student Adventures office for outstanding issues. • Always call the Discovery Student Adventures office immediately for all Red incidents.

DISCOVERY STUDENT ADVENTURES

You or your students may be called upon to give a statement to police as a victim of a crime or as a witness to a crime or incident. In such an event, please insist that you have a teacher present when any student provides a statement to the police. Any incident that would require a police statement warrants a call home to the parents of the student to let them know of the situation.

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Unacceptable Student Situations Weapons, Replicas, or Toy Weapons The possession of weapons is not allowed on the trip. Students should not purchase weapons, such as guns and knives, replicas of weapons, or toy weapons. Many airlines will not allow these items on board. If students purchase one of these items, they need to ship it home from the store of purchase directly.


Piercings and Tattoos For reasons of safety, Discovery Student Adventures participants may not engage in piercing/tattooing (any part of their body). Students who already have visible piercing other than ears may be asked to remove the jewelry for certain activities. If piercings or tattoos are purchased during the trip, follow the incident report procedures and notify the Discovery Student Adventures office and parents. In addition, write down the name and contact information of the establishment where the student received the piercing or tattoo. Watch for infection and seek medical attention if necessary.

Hair Dying For reasons of safety, and specifically due to possible reactions to foreign cosmetics, Discovery Student Adventures participants may not dye their hair while on the trip. If this activity occurs during the trip, follow the incident report procedures and notify the Discovery Student Adventures office and parents. In addition, write down the name and contact information of the establishment where the student dyed his/her hair. Watch for reactions and seek medical attention if necessary.

Alleged Theft (within the travel group) You must have probable cause and authorization/approval from both the Discovery Student Adventures office and the parent prior to searching a student, his/her room, or belongings.

Shoplifting and Theft Shoplifting is a serious offense and is against the law, which could involve local police. The Discovery Student Adventures office has no control over local authorities and local laws. Do not tell the student(s) that they will be sent home. There are levels of severity for shoplifting. The Discovery Student Adventures office will determine steps for discipline.

Wandering Off • Discuss with students the danger of leaving the travel group on their own. • If the student is wandering off or falling behind the group, explain safety and make sure he/she is paired up with a buddy and/or teacher during the trip.

• If you feel the student is at risk to run away, contact the Discovery Student Adventures office immediately for further assistance.

TRAVEL GUIDE

• If a student is leaving the group deliberately, pair him/her up with a teacher and determine if the student is a threat to “run away.”

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Allegations from Other Students of Rule-Breaking • Do not assume the allegations are true. • Speak to the accused student(s) without letting them know that another student(s) reported them. • If there is no confession or proof, write up an incident report and closely monitor the situation.

Harassment If a student makes inappropriate comments, jokes, gestures, or contact with another student, contact the Discovery Student Adventures office immediately. They will help you evaluate the seriousness of the situation and assist you with the necessary steps and consequences. These types of issues can escalate quickly. Talk to all involved students individually. Watch the situation closely, and take preventative measures such as moving roommates around, changing seats on motor coaches, pairing students differently, etc.

TAKE NOTE Discovery Student Adventures strives to provide an environment where individual dignity is respected. This includes all teachers, students, travel managers, on-site staff, and drivers participating in

our adventures. Harassment because of race, sex, national origin, age, religion, gender, sexual

orientation, including gender expression or identity, mental or physical disability, health condition, or

veteran status is strictly prohibited. If harassment occurs, it must be reported to the Discovery Student Adventures office immediately.

Sexual Harassment

DISCOVERY STUDENT ADVENTURES

Sexual harassment is unwanted attention of a sexual nature that degrades, ridicules, or intimidates. Anytime a student demonstrates this type of behavior, it is considered sexual harassment and must be taken very seriously.

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Sexual harassment may be physical, ranging from unwanted touching, groping, or the invasion of personal space, to sexual assault, rape, or indecent exposure. Sexual harassment can be verbal and may include unwanted personal comments or sexual slurs, belittling, suggestive, lewd or abusive remarks, explicit jokes, and compromising invitations, including demands for sexual favors. Examples of nonverbal sexual harassment include: • Suggestive looks • Leering • Explicit gestures • Sending sexually explicit emails or the display of pornographic materials


You must: • Individually interview all those involved, including witnesses, and fill out an incident report. • Have all involved, including witnesses, fill out an incident statement. • Contact the Discovery Student Adventures office for direction on how to handle the situation. Student Adventures office for direction on how to handle the situation Note: In some cases, the Discovery Student Adventures office may deem it necessary to remove the offender(s) from the trip at the parents’/legal guardians’ expense.

Bullying If a student intentionally targets someone in a cruel, overbearing, intimidating, and/or aggressively forceful way, it is considered bullying. Bullying will not be tolerated. Direct bullying involves relatively open attacks, usually in a face-to-face confrontation. Direct verbal bullying includes derogatory comments and namecalling. Direct physical bullying includes hitting, kicking, and shoving. Indirect bullying is more subtle and can sometimes be hard to detect. Examples include socially excluding someone from a group or activity, whispering, keeping secrets, ganging up or ignoring them, cyberbullying, and spreading rumors about another person. Forms of Bullying • Verbal (slanderous statements, accusations, directing foul language) • Physical (punching, pushing, kicking, shoving) • Emotional (spreading rumors, exclusion, ganging up) • Racial • Sexual or homophobic (lesbian, gay, bisexual or transgender) • Threatening or forcing someone to do things • Stealing or damaging someone’s personal belongings • Cyber (use of e-mail, instant messaging, texting, sexting, websites, or social networking sites)

Responding to Bullying TRAVEL GUIDE

Respond immediately and seriously to all allegations of bullying and observe all students during the trip. Sometimes a student may be afraid to tell a teacher that he/ she is being bullied. Watch for students who withdraw from activities, isolate themselves, are emotional, etc. Bullying can escalate quickly, so do not ignore this behavior. If bullying occurs, follow these steps:

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• Separate the students immediately. Remember, adults could be involved as well. • Individually interview all students involved, including witnesses. • Contact the Discovery Student Adventures office for assistance. Discovery Student Adventures will determine the severity of the incident and the steps to take. Steps may include, but are not limited to the following: • Require the student(s) who bullied to write letters of apology. • Require the offender(s) to shadow a teacher. • Do not place the offender and the student being bullied in one-on-one situations such as sitting together on the motor coach, rooming, etc. • Monitor the offender(s) during free time or during their loss of free time. In some cases, the Discovery Student Adventures office may deem it necessary to remove the offender(s) from the trip at the parents’/legal guardians’ expense.

Take Care of the Bullied Student • Most important, make sure the parents have been contacted and understand how the situation was handled and what steps have been taken to protect their child. • Comply with any reasonable requests by the parents. Contact the Discovery Student Adventures office for assistance if you do not feel the request can be accommodated. We will assist in further communication with the family. • Check on the student several times to see how he/she is doing. • Continue to watch for behavior changes that may indicate the student is still traumatized by the event. • Keep a watchful eye to ensure no further bullying has occurred.

DISCOVERY STUDENT ADVENTURES

Inappropriate Texting or “Sexting”

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If a student sends sexually explicit messages or photos electronically (primarily from mobile phones to mobile phones), this is considered “sexting,” and it is not allowed. This situation must be handled delicately and privately with each student involved. You must contact the Discovery Student Adventures office for direction on how to handle the situation.

Sexual Misconduct Students are not permitted to engage in any form of sexual relations while they

are traveling. If a student(s) engages in a sexual activity during the trip, or if there

is alleged sexual activity, speak privately with all parties involved, and contact the Discovery Student Adventures office for direction on how to handle the situation.


Students must avoid the appearance of indiscretion: • Male and female students should not visit in the same hotel room together • All students should socialize in a public place (such as a hotel lobby, café, park, etc.) • Teachers should never enter students’ rooms alone or be in a room together with the door closed

Tobacco (Smoking/Chewing) and Possession of Lighters/Matches The purchase, use, or distribution of tobacco is not allowed on the trip. The purchase or possession of lighters or matches is also forbidden. You must have probable cause and authorization/approval from both the Discovery Student Adventures office and the parent/guardian prior to searching students, their rooms, or their belongings. If the permission has been received, confiscate tobacco, lighters, and matches and dispose of them. Do not tell the student(s) that they will be sent home. There are levels of severity for tobacco use. The Discovery Student Adventures office will determine the action steps. For instance, there is a big difference between a student who buys a pack of cigarettes or buys a souvenir lighter, and a student who smokes cigarettes every evening in the hotel bathroom. The Discovery Student Adventures office may deem it necessary to remove the offender(s) from the trip at the parents’/guardians’ expense.

Alcohol The purchase, use, or dissemination of alcohol is not allowed on the trip. You must have probable cause and authorization/approval from both the Discovery Student Adventures office and the parent/guardian prior to searching students, their rooms, or their belongings. Do not tell the student(s) that they will be sent home. There are levels of severity for alcohol use. The Discovery Student Adventures office will determine this. For instance, there is a big difference between a student who drinks a small glass of wine in their hotel room and a student who sneaks out to a pub and becomes intoxicated. Admitted or Proven Alcohol Consumption • Determine how many students were involved • Separate the students immediately

• Discard any leftover alcohol • Fill out an incident report

TRAVEL GUIDE

• Individually interview all students involved, including witnesses, and have them complete an incident statement

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• Contact the Discovery Student Adventures office • Contact parents/guardians The Discovery Student Adventures office may deem it necessary to remove the offender(s) from the trip at the parents’/legal guardians’ expense. Allegations of Alcohol Consumption Unless you witness the student(s) in the act, or unless the student(s) confesses, it may be difficult to prove alcohol consumption. • Always take rumors seriously. • Contact the Discovery Student Adventures office if there are allegations or suspicions of alcohol use. We will provide further direction and instructions. • Take additional steps to monitor the hallways, hotel lobbies, and other areas where students may sneak off to consume alcohol. • Implement additional random room checks, but never search luggage without the permission of the Discovery Student Adventures office and parents. • Talk to the entire travel group and remind them of their commitment to the success contract. • Do not accuse anyone of consuming alcohol, and do not pressure students to come forward. • Focus on the fact that you want to make this the best trip ever and that the travel team needs to be able to trust the students to make good choices. • Another point you can make is that the dynamics of the trip begin to change when there is no trust.

DISCOVERY STUDENT ADVENTURES

Illegal Drugs and Unauthorized Use of Prescription Drugs (purchase or use)

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The use or purchase of illegal drugs, or controlled substances, or the unauthorized use or distribution of prescription drugs, will not be tolerated under any circumstance. Evidence of these types of activities is grounds for immediate removal from the trip at the parents’/legal guardians’ expense.

TAKE NOTE

Contact the Discovery Student Adventures office immediately if you suspect or know of illegal drug activity.

does not have any control

Drug penalties in many countries are far more

severe than in the United States. The Discovery

Student Adventures office over local laws and legal authorities.


Reporting Abuse Anyone can report suspected child abuse or neglect. Reporting abuse or neglect can protect a child and get help for a family—it may even save a child’s life.

Types of child abuse include physical abuse, neglect, sexual abuse, and emotional abuse. If a student comes to you to report abuse, or if you suspect abuse, contact the Discovery Student Adventures office immediately and we will assist you in completing the next steps, including filing a report with the state.

Procedure If you suspect that a child in your group is being abused and/or neglected, there are specific steps you should take.

• As a leader, you are a mandatory reporter of suspected abuse. • Stay in a public place where you and the student can be seen at all times and have another teacher present when talking to the student. • Inform the student that the conversation is confidential, but that you may have to report the incident and this will allow him or her to get help. • Ask the student why he or she decided to come forward with that information now, and why he or she brought it to you. (Do not ask this in an accusatory way.) Write down the response. • Be careful not to ask leading questions or encourage a child to fabricate information. • Do not offer your opinion about what happened or whether it was abuse. • Do not try to determine the truth of the allegations. You must assume the student is telling the truth.

Steps:

1. If a student makes an allegation of abuse, have him or her write down what happened on an incident statement.

2. Take notes of your conversation and detail everything that the student shared with you on an incident report.

3.

Contact the Discovery Student Adventures office to report and get assistance in the next steps, including filing a report with the state.

4. Do not contact the parents or any person allegedly involved in the abuse, as this TRAVEL GUIDE

could make the situation worse.

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If you suspect abuse, but no specific allegation has been made: • Start to journal specific examples of your concerns. • Ask follow-up questions to unusual or leading comments made by the student. • Be careful not to ask leading questions or encourage a child to fabricate information. • Don’t try to prove your concerns. If you are worried about the situation, you should make a report and leave it to the Child Protective Services to investigate. • Contact the Discovery Student Adventures office for assistance.

Unsafe Activities For reasons of safety, Discovery Student Adventures participants are never permitted to engage in the following activities:

• Operate a motorized vehicle of any type during the program, including, but not limited to, cars, mopeds, motorcycles, all-terrain vehicles, jet skis, and boats, unless they are expressly a part of a Discovery Student Adventures activity and appropriate forms are complete. • Engaging in high-risk activities such as bungee jumping, sky diving, hang gliding, parasailing, etc. Contact our office if you need guidance determining if an activity is allowed and for approval.

DISCOVERY STUDENT ADVENTURES

Notes

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Notes

emergency incidents

Emergency Contact Information Contact Discovery Student Adventures immediately after local emergency services have been notified.

Contact Discovery Student Adventures • In case of an emergency during travel, call 866.794.8368 • Staff is available 24 hours a day during our student travel season Please note that this number is only for traveling students, teachers, and their families during travel and is only active at the time of travel.


Chapter 7

Emergency Incidents CPR certification is required for all teachers who travel on a Discovery Student Adventure. First aid certification is also highly recommended for all teachers in order to recognize and treat the minor bumps, cuts, and medical situations that can happen during a trip. For most of us who are certified, it is easy to forget some of the basic elements of CPR and first aid training, since we do not frequently have the opportunity to use these skills. For those of you who may need a reminder, we offer this basic quickreference in the event you come upon a scene that requires your response. The information included in this section is not intended to replace the requirements set forth by the American Red Cross for adult CPR and first aid certification. Reading this information in no way certifies you in first aid; it is intended only to serve as a quick reference guide for use during your travels.

Taking Action in an Emergency An emergency can happen to anyone, anywhere, and at any time during a trip. In

order to assist, you must be able to recognize an emergency situation. Emergencies are often signaled by something unusual, whether it is a sight, behavior, odor, noise, or something that just doesn’t feel right. When you come upon an emergency, you must decide to help and determine what you can do to assist.

TAKE NOTE Teachers should never place themselves in the position of diagnosing an illness or injury. If you need assistance on determining the severity of an issue, call the Discovery Student Adventures office.

Stay Prepared • Know where your students are at all times. • Have health forms and additional medical documentation on your person at all times for each student in your care. • Know where the motor coach first aid kit is located.

• Keep the emergency teacher cell phone with you and charged at all times.

TRAVEL GUIDE

• Keep the first aid kit provided by Discovery Student Adventures—plus two pairs of non-latex medical gloves—with you or easily available in the event of an emergency.

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Steps for Responding to an Emergency 1.

Ensure the scene is safe for you or others. Never put your personal safety or health at risk.

2.

Once you have determined the scene is safe, enter the scene and ask the person needing help if they are all right.

3.

If the person doesn’t appear to be conscious, check for ABCs (airway, breathing, and

TAKE NOTE Local emergency numbers are printed on the inside cover of this handbook.

circulation).

4.

If the person is conscious, ask permission to help. Students under 12 are

considered minors, so consent is assumed; however, asking if you can help is the right thing to do in all cases.

5.

Tell them you are a first aid responder (if you are currently certified). Ask what is wrong, where it hurts, and what you can do to help.

6.

Remember to protect yourself first with non-latex gloves and a form of

breathing barrier if CPR is required. Even the application of a small bandage requires the use of protective gloves.

7.

If the problem or injury is more severe, ensure that the local emergency

contact number (ex: 911 in the United States) has been called. If someone else is available, have them make the call to the local emergency number while you provide first aid, and have them report back when they have made

contact. Ensure that they have the correct location, age and conditions of the patient(s). Have that person meet the Emergency Medical Services and guide them to the correct location.

DISCOVERY STUDENT ADVENTURES

• Remember not to feel threatened by a person’s behavior during an emergency. If you do feel threatened, remove yourself from the threat, and call the local emergency contact number.

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• An injury or illness may become unpleasant. If you need to turn away to take a few deep breaths, please do so. • If unsure of a situation or how to help, comfort the person, and await the arrival of Emergency Medical Services personnel. • Once you start to provide care, continue until help arrives or you are relieved by another trained individual. • At your first opportunity, call the Discovery Student Adventures office to report the incident and collaborate on the next steps.


• At the conclusion of all incidents, document every detail you can recall in an incident report form and fax or electronically send it to the Discovery Student Adventures office as soon as possible. Make sure to keep personal opinions out of the report, and focus on the facts, statements, and time frames.

Calling for Help This is the most important step you can take to help an injured person. When calling the Emergency Medical Services, be prepared to give them as much information as possible.

• Location of the emergency • Approximate age of the student/teacher • Description of the person’s condition • Do not hang up before the dispatcher does • Whenever possible, ask a bystander to call for you and report back when contact is made

Call First or Care First? If you are the only person on the scene, you should shout for help. If you do not get a

response, you will have to decide if you should first care for the injured person, or call the local emergency number (ex: 911 in the United States).

For the purposes of administering first aid, an adult is defined as someone about 12 years of age or older; someone 11 years or younger is considered a child. Call first • You should always call first for an adult or child about 12 years of age or older who is unconscious. • A child or infant who you witnessed suddenly collapse. • An unconscious child or infant known to have a heart condition. Care first • Give two minutes of care, then call emergency medical services. • If CPR is needed, the situation is considered “care first.” In these cases, give two minutes of care before calling the local emergency contact number. You should also apply CPR care first to an unconscious person under the age about 12 if you did not witness him/her collapse, or to any victim of drowning. TRAVEL GUIDE

• In care-first situations, the conditions are often related to breathing emergencies and not cardiac emergencies.

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Airway, Breathing, Circulation (ABCs) After you have called the local emergency number, the first thing to evaluate when you start to treat a student or teacher for first aid or CPR is their ABCs. Are the airways open? Are they breathing on their own? Do they have circulation (is their heart beating)? If the ABCs are good, move on to treating the reported problem. If the answer is no, you must attempt to open the airway by tilting the head back with one hand on the forehead and two fingers under the chin, as you learned during CPR training. If tilting the head does not open the airway, try tilting a second time, slightly further back. If this does not open the airway, there may be something lodged in their mouth or throat that is blocking the airway.

CPR Reminders Conscious Choking–Adult or child over 12 years old (cannot cough, speak, or breathe)

1. 2. 3. 4. 5.

Check scene, then check person. Have someone call the local emergency number (ex: 911 in the United States) Obtain consent. Lean the person forward and give 5 back blows with the heel of your hand. Give 5 quick, upward abdominal thrusts. (Note: give chest thrusts to a choking person who is pregnant or too big for you to reach around).

6.

Continue back lows and abdominal thrusts until object is forced out, person can breathe or cough forcefully, or person becomes unconscious. If

DISCOVERY STUDENT ADVENTURES

unconscious, provide care for unconscious choking listed below.

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Unconscious Choking–Adult & Child (breaths do not go in) 1. Tilt head farther back. Try two rescue breaths again. 2. Give 30 chest compressions. 3. Check the mouth/throat for an obstruction and remove it if seen. 4. Try two rescue breaths. 5. If breaths do not go in, continue steps 2-5. If breaths do go in, check for signs of life and give care based on condition found.

Adult or Child

(no signs of life and no pulse)

After checking the scene and an ill or injured adult or child (under 12):

1. 2.

Give cycles of 30 chest compressions and 2 rescue breaths. If chest does not rise, give 30 chest compressions (remove any breathing barrier when giving chest compressions).


3. 4. 5.

Look for an object in the mouth/throat. Remove it if seen. Try two rescue breaths.

DO NOT STOP CARE UNLESS: • Scene becomes unsafe • You find a sign of life such as breathing • AED (automated external defibrillator) is ready to use • You are too exhausted to continue • Another trained responder arrives and takes over care

Care for Other Situations Once you have checked your scene for safety, protected yourself (gloves, breathing barrier, etc.), and called for help, you will provide care for the injured person. • Remember, the objective is to help, not cause further harm. • Do not move the person unless faced with immediate danger. • Help the person rest in a more comfortable position. • Keep the person from getting chilled or overheated. • Reassure the person. • Give specific care within your abilities/training. Below, you will find some common situations that may arise during travel. We have offered some tips for providing care to a student/teacher who may be experiencing these symptoms.

Caring for Shock • Check the scene for safety. • Protect yourself. • Check the student/teacher, call the local emergency number, and then provide care. • Signs of shock include restlessness or irritability, altered level of consciousness, nausea or vomiting, rapid breathing or pulse, pale or ashen skin, and/or excessive thirst.

• Keep the student/teacher from getting chilled or overheated. • Elevate the legs about 12 inches above the head, comfort and reassure. • Do not give any food or drink (the student/teacher may need surgery once at the hospital).

TRAVEL GUIDE

• While waiting for emergency services, monitor the ABCs, control any external bleeding.

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Caring for Fainting • Check the scene for safety. • Protect yourself. • Check the injured person, call the local emergency number, and then provide care. • Lower the person to the ground or other flat surface and then position him/her on his or her back. • If possible, raise the student’s/teacher’s legs about 12 inches. • Loosen any tight clothing. • Check for breathing. • Do not give the injured person anything to eat or drink. • In instances where there is vomiting, position the student/teacher on his or her side.

Caring for Seizure • Check the scene for safety. • Protect yourself. • Check the injured person, call the local emergency number, and then provide care. • Remove any nearby objects to prevent harm to the person. • Protect the student’s/teacher’s head by placing a thin cushion under it. • If there is fluid in the mouth, roll the student/teacher on his or her side. • When the seizure is over, the student/teacher may appear disoriented or unresponsive. • Check the person for injury. • Be reassuring and comforting. • Never place anything in the injured person’s mouth during a seizure.

DISCOVERY STUDENT ADVENTURES

Caring for Open Wounds

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(abrasion, laceration, avulsion, or puncture) • Check the scene for safety. • Protect yourself. • Check the injured person, call the local emergency number, and then provide care. • For a minor wound: Wear protective gloves, apply direct pressure for a few minutes, wash the wound with soap and water, apply triple antibiotic ointment, and cover the wound with a sterile dressing and bandage.


• For a major wound: Use a barrier to protect yourself, place a clean dressing over the wound, apply pressure, and place a bandage over the dressing. • If bleeding continues, place more dressing on top of what you have already applied. Do not replace the old dressing. • Wash your hands immediately afterward.

Caring for Nosebleed • Check the scene for safety. • Protect yourself. • Check the student/teacher and then provide care. • Have the student/teacher sit, leaning forward. • Pinch the nostrils together for about 10 minutes. • Apply an ice pack to the bridge of the nose. • If bleeding does not stop, apply pressure on the upper lip just beneath the nose. • If the person loses consciousness: Send someone to call 911 or the local emergency number, and then position the student/teacher on his or her side to allow blood to drain from the nose. • After the bleeding stops, ask the student/teacher to avoid rubbing, blowing, or picking the nose.

Caring for Sprain • Check the scene for safety. • Protect yourself. • Check the injured person, call 911 or the local emergency number, and then provide care. • Rest—Do not move or straighten the injured area. • Immobilize—Stabilize the injured area in the position in which it was found. • Cold—Fill a plastic bag with ice or wrap ice with a cold cloth. • Elevate—Do not elevate if it causes more pain.

Caring for Asthma • Check the scene for safety. • Help the student/teacher sit up if needed and rest in a position that is comfortable. • If the student/teacher has medication for asthma, find it and assist.

TRAVEL GUIDE

• Protect yourself.

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• Ensure the student’s/teacher’s name is on the inhaler and the expiration date is valid. • If symptoms persist after medication, call the local emergency number.

Caring for Anaphylaxis • Check the scene for safety. • Protect yourself. • Check the student/teacher. • If the student/teacher is having trouble breathing or complains that his or her throat is closing, call the local emergency number, and then provide care. • Check ABCs. • Help the student/teacher into a comfortable position for breathing. • Monitor ABCs and try to keep the student/teacher calm. • Check if the student/teacher carries an EpiPen or other medication and where it is located. • If the student/teacher has medication, find it and ensure his/her name is on the label. Make sure the expiration date is valid. Look at the fluid, if applicable, to make sure it is not cloudy, and then give to the student/teacher to inject. IMPORTANT: After care is provided in any emergency situation, always fill out a medical incident report, contact the Discovery Student Adventures office, and always follow up by taking the student to be evaluated by a medical professional.

Importance of Health Forms Teachers are required to have the original students’ health forms on them at all times during travel. These forms have parent contact information, emergency contact

information, medical insurance information, and medical doctor contact information. The forms allow instant appraisal of medical conditions, allergies, and medications. DISCOVERY STUDENT ADVENTURES

This information is vital in an emergency or during a visit to a doctor.

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Note: Each teacher should carry his or her own original health form during the trip. Sharing this privately protected information is on a “need-to-know” basis only. This information may not be shared openly in front of other students. Teachers can use

their best judgment if they want to meet and address any high-alert conditions within their groups. Please conduct this meeting in private to better serve students. The

goal is to protect the privacy of students and to ensure that requirements are met to fulfill both the Americans with Disabilities Act and our organization’s best practices for securing medical information.


TAKE NOTE In order to provide a positive experience and to make appropriate arrangements for teachers with a condition, it is crucial that teachers disclose their condition(s) on their health form. Non-disclosure

may result in our inability to assist you during travel and interrupt the program by sending you home at your own expense.

Health Form FAQs: Q: What if I lose my students’ medical forms (health form, physician’s authorization form, and addendum)? Or what if someone shows up and I do not have his/her medical forms? A: It is imperative that you check these forms before leaving for your trip. If the above situation occurs, please contact the Discovery Student Adventures office immediately so we can research the situation. Our office collects and saves all medical forms that we receive. We will It is important that you notify us immediately if you are missing medical forms. Q: What happens if a teacher discovers a student on the program who did not disclose a condition? A: If a student arrives on the trip and you find out that he or she did not disclose a condition with needed/requested accommodations, please contact the Discovery Student Adventures office immediately. Depending on the condition, we may need to obtain doctor’s clearance, arrange accommodations, or even send the student home. A non-disclosure statement on the health form states that if a student does not disclose his/her condition, he/she may be sent home at the parents’/legal guardians’ expense. Q: What if a student/teacher arrives on the trip with a disclosed condition, but he/she needs/requests additional assistance or is unable to participate? A: If a student or teacher needs a specific change to his/her condition accommodation, contact the Discovery Student Adventures office immediately. We will do everything possible to seek out a plan that fits the student’s or teacher’s needs and will work with the student’s parents/legal guardians, teachers, and the student.

TRAVEL GUIDE

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DISCOVERY STUDENT ADVENTURES

Notes

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Notes

Contact Discovery Student Adventures immediately after local emergency services have been notified.

Contact Discovery Student Adventures • In case of an emergency during travel, call 866.794.8368 • Staff is available 24 hours a day during our student travel season Please note that this number is only for traveling students, teachers, and their families during travel and is only active at the time of travel.

medical care

Emergency Contact Information


Chapter 8

Medical Care for Students and Teachers IMPORTANT: After care is provided in any emergency situation, always fill out a

medical incident report, contact the Discovery Student Adventures office, and

always follow up by taking the student to be evaluated by a medical professional. Incidents are broken into 3 categories to help you know how to handle them. Green (Non-Urgent) examples include personality conflicts, skinning of knee.

Yellow (Urgent) examples include severe loss of sleep or appetite, minor medical (taken to an out-patient clinic).

Red (ESCALATION) examples include hospitalization, health/safety risk in immediate area, food poisoning, serious misconduct.

Contact the Discovery Student Adventures office immediately to report all or red

incidents. Follow the guidelines on the incidents (either medical or other) and stay in

communication with the Discovery Student Adventures office and the travel manager.

Medical Incidents Safety is the number one priority of Discovery Student Adventures. Whenever a

student or teacher becomes ill or sustains an injury, you will need to provide or

obtain the appropriate care. Once your travel team has determined the urgency of the illness or injury, you must follow all of the steps under that category.

Note: Call the Discovery Student Adventures office if you need assistance determining the treatment necessary for an illness/injury.

Urgency of Illness/Injury Green - Handled on site Yellow - Taken to doctor or clinic Red - Admitted to hospital Jet lag, drastic changes in diet, and lack of sleep can take quite a toll on students when traveling. Remind them of the importance of drinking enough liquids and

getting sufficient sleep, and keep an eye out for students who are not eating properly. Without appropriate attention to basic needs, students can become run down and susceptible to contracting contagious illnesses.

For all Medical Incidents • For all Yellow and Red incidents, contact the Discovery Student Adventures office immediately. Our office can start documenting the incident right away, and assist as needed.

TRAVEL GUIDE

• Fill out a medical report form immediately. (Carry these with you at all times).

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• Handle any medical situation with confidentiality. • Always discuss medical incidents in a private setting. • Never share medical information or the diagnosis of a student or fellow teacher with the travel group. • Call the Discovery Student Adventures office if you experience any problems faxing or electronically submitting the documents or need assistance in handling any incident. • Fax medical reports, incident reports, incident statements, and supporting documentation to the Discovery Student Adventures office as soon as possible, and at minimum, within 24 hours. • Call parents of affected student(s). • Contact parents/legal guardians for permission prior to dispensing any medication not previously authorized by the parent/legal guardian. • Keep parents/legal guardians updated on the status of their child as often as possible. • When in doubt, call the Discovery Student Adventures office. • All original medical documentation from the doctor, clinic, or hospital must be given to the family for filing an insurance claim.

Communicating with the Discovery Student Adventures Office During an Incident • Refer to the incident response page at the end of this chapter for a quick reference in an emergency. • Provide as much information and detail as possible. We will activate our incident response teams to begin immediate communications with families, worldwide partners, and our international incident consultants. If necessary, we will dispatch representatives from the Discovery Student Adventures office to come and assist you through the incident.

DISCOVERY STUDENT ADVENTURES

Start a journal of events, documenting your actions and the people with whom you

72

speak. This will help when communicating with the Discovery Student Adventures office as the situation progresses.

Confidentiality of Medical Information Shared with Teachers All personal medical information is confidential and must never be shared openly.

Medical information will be shared only with those who have a specific need to know.


For Yellow and Red Medical Incidents • Call the Discovery Student Adventures office to report the incident. Remember: Remain calm during medical incidents. Make sure that members of the travel team who are not handling the ill or injured student(s) or teacher(s) are taking care of the other students.

Red Incidents—Major Medical Situations Overnight Hospitalization Sample Illnesses or Injuries • Broken bone

TAKE NOTE

• Heat exhaustion requiring hydration via IV

The following examples

• Flu (serious)

If you are ever in doubt

are general guidelines.

• High fever (over 102 degrees)

about the severity of an

• Salmonella

the Discovery Student

• Paralysis

illness or injury, contact Adventures office immediately.

• Seizure • Diabetic shock • Appendix rupture • Injury requiring surgery • Life-threatening illness • Multiple students/teachers are ill or injured

Steps 1. Seek medical care for the student(s)/teacher(s). 2. Make sure the student is safe. Review his/her 3.

health form.

Teachers must NEVER

Call the Discovery Student Adventures office,

hospital/medical clinic.

providing the details of the incident immediately.

4.

TAKE NOTE leave students alone in the

Contact the student’s parents/legal guardians—

and continue to update them at least every two hours. • Get approval prior to any medical procedures and prior to administering necessary medications

5.

Take the student(s)/teacher(s) to a hospital for treatment.

TRAVEL GUIDE

• Advise them you are taking the student to a hospital

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6. 7.

Complete a medical report form. incident report, incident statement(s), medical

paperwork and supporting documentation to the Discovery Student Adventures office within 24 hours.

8.

TAKE NOTE

Fax or electronically send the medical report,

Provide regular updates (every 2 hours unless otherwise agreed upon) to the student’s

In case of EMERGENCY: Contact local emergency services first and then

the Discovery Student Adventures office and

parent/legal guardian as soon as possible.

parents/legal guardians and the Discovery Student Adventures office.

Hospital stays • When calling the Discovery Student Adventures office, please provide the following information: • Your name, itinerary name, and/or travel dates • Hospital/clinic address and local phone number • Treating physician’s name and local phone number • Name and contact phone number of the teacher or staff member who is staying with the student • Hospital room numbers • If a teacher is hospitalized, contact our office immediately for support and further instructions.

Red Incidents—Medical Situations Psychological Call the Discovery Student Adventures office if you are unsure whether a student may have a psychological condition. Examples of psychological conditions and

DISCOVERY STUDENT ADVENTURES

behaviors include:

74

• Eating disorders: Not eating or eating too little to maintain normal function, purging, or non-medical use of diuretics or laxatives after eating • Mania: Euphoric or elevated mood, energy, or activity, which may include dangerous or reckless behavior, excessive energy, sleeplessness • Depression: Loss of interest in the trip, withdrawal from trip activities and other students, unusual fatigue, sadness or hopelessness, chronic aches or pains that do not dissipate with medical treatment • Anxiety: A feeling of apprehension and fear characterized by physical symptoms such as palpitations, sweating, irritability, and feelings of stress


• Self-mutilation: This includes cutting or carving into their own skin • Threat of self harm or suicidal ideation: Expressed in writing or verbally to a teacher or student Note: If a student threatens personal harm to himself, at the direction of the

Discovery Student Adventures office, the student MUST pass a psychological

evaluation to continue on the trip. If the student’s parents refuse evaluation, our office will work with the family and the teachers in order to work out the details for having the student return home early.

Steps 1. Make sure the student is safe and not a danger to themselves or others. Continually monitor the student.

2.

Call the Discovery Student Adventures office, providing details of the incident immediately. We will help you determine the following information and next action steps:

• If the student needs an evaluation or medical assessment • Who will contact parents/guardians with details and resolution of the incident • How to discuss the issue with others involved and witnesses to behaviors • Contacting parents/guardians of others involved/witnesses

3. 4.

Review the student’s health form. Make necessary treatment available based on the medical professional’s recommendations.

5. 6. 7.

Complete a medical report. Have all involved write an incident statement. Fax or electronically submit medical report, incident statement(s), and

medical paperwork to the Discovery Student Adventures office within 24 hours.

8.

Provide regular updates (every 2 hours unless otherwise agreed upon) to the parents and Discovery Student Adventures office.

Yellow Incidents—Minor Medical Situations Taken to a Clinic/Doctor for Treatment Sample Illnesses or Injuries • Infection • Flu

TRAVEL GUIDE

• Lacerations that require stitches

75


• Fever • Cold • Fainting • Dehydration • Sprain • Broken bone (that does not impede continuation on the trip)

TAKE NOTE Contact the Discovery

• Pulled/strained muscle

Student Adventures

• Severe rash

believe the illness could be

• Mild seizure

Steps 1. Review the student’s health form. 2. Call the Discovery Student Adventures office, 3.

office immediately if you

contagious or there may be a group illness (food

poisoning, influenza, strep

throat, etc.) Take proactive

steps to minimize the effect on the group:

• Wash hands regularly

providing details of the incident.

• Use hand sanitizer

Contact parents/legal guardians—and continue to

• Disinfect the motor coach

update them at least every eight hours.

• Ask for permission to take the student to a doctor/clinic • Get approval to administer necessary ointments and/or medications

4.

Take the student(s) to a hospital or clinic for treatment. • The student is responsible for all medical charges, including prescriptions and transportation to and from clinic/hospital if there is a cost.

DISCOVERY STUDENT ADVENTURES

• Retain all receipts and provide to the parents/legal guardians to file a claim with insurance when you arrive home.

76

5. 6.

Complete a medical report form. Fax the medical report, incident report, incident statement(s), medical paperwork and supporting documentation to the Discovery Student Adventures office within 24 hours.

7.

Call the Discovery Student Adventures office after the hospital/clinic visit and provide an update of the incident including any expenses paid on the student’s behalf so that we may track these costs.

8.

Provide regular updates (at least every 8 hours) to the Discovery Student Adventures office and parents/legal guardians.


9.

When traveling internationally, always bring the student’s passport to the clinic or hospital in case an identification is required upon check-in or check-out.

If it is necessary for a student to miss an activity due to an illness or injury, one teacher or staff member must stay behind to manage the student’s needs. Always contact our office to advise them of the situation. IMPORTANT NOTES REGARDING EPIPENS • Anytime an EpiPen is used, a medical incident report must be filled out. • The Discovery Student Adventures office and parents/guardians must be called. • The student must be taken to a medical facility for an evaluation, even if they seem fine after the injection.

Green Incidents—First Aid Treatment Provided On-site Sample Illnesses or Injuries • Minor cut • Minor burn • Headache • Minor rash • Minor bug bite/bee sting (not allergic to or affecting breathing) • Minor abrasion/scratch

Steps 1. Review the student’s health form. 2. Provide first-aid treatment. (Contact parents for permission prior to administering any ointments or medications).

3.

Notify parents of incident and request permission to administer any necessary medications.

4. 5.

Complete a medical report form. Fax or electronically send the medical report to the office within 24 hours.

Important Reminders following information:

• Your name and travel group (e.g., Costa Rica June 29) • Hospital/clinic address and phone number

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When calling the Discovery Student Adventures office, please provide the

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• Treating physician’s name and phone number • The student’s regular physician’s name and phone number (this information is located on the back of the student’s health form) • Name and contact phone number of the teacher who is currently staying with the student • Hospital room numbers (for affected students and teachers) • Assess condition and tend to the student’s immediate need. • Be aware of emotional needs as well. • Major medical incidents MUST be reported immediately. • Call parents/legal guardians to advise of condition and request direction regarding their child’s care. • Seek permission to facilitate medicine as necessary. • Provide the cell phone number of the teacher or staff member staying with the student and allow parents/legal guardians to speak with the student as often as they would like. • Review the student’s health form, health concerns/allergies, and any other important information. • Provide necessary treatment: first aid, clinic, hospital. • Do not self-diagnose. If in doubt, seek medical attention. • Update the Discovery Student Adventures office and the student’s parents/legal guardians on all aspects of the treatment, if condition changes, or as often as requested. • Sick students staying back at a hotel/dorm must be accompanied by a teacher or staff member. The adult must monitor the student(s) hourly, documenting their condition. • Include all aspects of the treatment, such as release instructions, parent communications, and medical charges on the medical report.

DISCOVERY STUDENT ADVENTURES

• Complete and submit the medical report within 24 hours (include all documentation).

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• All original medical paperwork should be provided to the parents/legal guardians upon the students returning home. A copy should be provided to the Discovery Student Adventures office. Note: Fellow students may have witnessed the illness or injury. Remember to tend to their emotional needs as well. Watch for and follow-up with student(s) regarding possible trauma.


Incident Reports If at any point the student is not following their doctor’s procedures, the teacher

must open an incident report. By opening an incident report the teacher effectively documents the behavior of the student and allows the medical team to view the

progress of the student and lend additional support to the teacher by contacting

the parent/guardian to guide them on how to coach the student to improve his or her

performance. The Health and Safety Team will make the final decision on returning a student home if he or she fails to follow this policy.

Students with Diabetes Each year, many students who have Type 1 diabetes travel on our trips, and do so without incident or complications.

The student is responsible for understanding the correct amount of insulin needed

to control blood sugar levels and for the administration of all medications. The student is responsible for keeping the teachers informed of the test results after each test.

Each teacher who has a student with diabetes on their trip will receive the complete diabetes policy from the Health and Safety Team prior to travel.

A orientation between teacher and student is required prior to travel to introduce condition and supplies.

The Health and Safety Team will initiate all contact with teacher and parent prior to travel to educate teacher.

At bed checks, the teachers should ask student to show the glucose meter readings for the day. The teacher documents time and numbers to keep with health form. Teacher can use an incident form for tracking. If the numbers are off and do not

match what is on the diabetes addendum or student did not test four times that day, have student call a parent.

Type 1 Diabetes Students with Type 1 diabetes have an inability to use glucose from their blood

and, as a result, the glucose level in the blood rises if not treated. In Type 1 diabetes, the pancreas cannot produce enough insulin. Therefore, insulin therapy is needed.

The student is insulin dependent and must administer insulin shots, or use an insulin pump, generally before meals and at bedtime.

Teacher & Student Diabetic Responsibilities as needed. At no time will a teacher accept responsibility for monitoring glucose

levels or administering medication intended to control glucose levels. The teacher’s role is to be aware of the condition and be alert to any action or behavior of the

TRAVEL GUIDE

The student is responsible for monitoring glucose levels and for administering insulin

79


student that would indicate he or she is struggling to control glucose levels. If the

teacher believes the student is struggling to control his or her sugar levels, the teacher will immediately call the Discovery Student Adventures office and ask to speak with the duty officer to determine the next steps.

Diabetic Medical Minor Emergencies If a student experiences any of the following symptoms—nervousness, sweating,

intense hunger, trembling, weakness, palpitations, or is having trouble speaking

—he or she must immediately retest. Document the student’s blood sugar levels,

any action taken, and how he/she responded to the action on an incident report. Next, contact the Discovery Student Adventures office.

Diabetic Medical Major Emergencies If a student loses consciousness, experiences any form of seizure, cannot hold down food or fluids without vomiting, or at any time the student or parent requests the

child be seen by a medical professional, immediately call 911 or the local emergency contact number if traveling internationally. Your travel manager may also be a resource to accomplish this critical task.

Next, contact the Discovery Student Adventures office and ask to be transferred

to the duty officer. The duty officer will help you determine the next steps, including who will contact the parent/guardian. When emergency medical staff arrives, make

the information on the diabetes addendum and the student’s health form available to them. These forms will give them all the important information they need, as well as contact phone numbers for the parent/ guardian. Communicate with the Discovery

Student Adventures office at regular intervals so they can support you and keep the family updated on the student’s condition. When time allows, document any action taken on an incident report.

Medical Funds All expenses for medical care and additional transportation are ultimately

DISCOVERY STUDENT ADVENTURES

the responsibility of the participants and their families. When a student is taken

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for medical treatment:

• The expenses should initially be paid by the student, or a call put through to that student’s family so they can pay the expenses. It is imperative that original receipts be obtained and kept for the claim process. • If it is not possible for the student to pay his or her expenses and the family cannot be reached, the teacher or on-site staff may provide assistance with the expenses on behalf of the Discovery Student Adventures office. This must be approved by the Discovery Student Adventures office. • As a last resort, the travel manager may assist with the medical expenses, but this must be approved by the Discovery Student Adventures office.


Emergency Contact Information Contact Discovery Student Adventures immediately after local emergency services have been notified.

Contact Discovery Student Adventures • In case of an emergency during travel, call 866.794.8368 • Staff is available 24 hours a day during our student travel season Please note that this number is only for traveling students, teachers, and their families during travel and is only active at the time of travel.

non-medical emergencies

Notes


Chapter 9

Non-Medical Emergencies and Incident Response Emergency Incidents Incidents are situations that involve one or more students or teachers. An incident can also be a major event that has occurred in the city or region in which you are traveling, even if your travel group is not directly involved. We have staff in the Discovery Student Adventures office and on call 24 hours a day during the travel season, and we can have our incident response team up and running within 30 minutes of receiving notification of an incident. Our associates are committed to providing professional service and the support our teachers need, any time, day or night. We are here for you when you need us, so don’t hesitate to call.

Preparing for an Emergency or Incident An emergency incident can be an overwhelming event. We have developed a simple four-step plan to help you feel empowered to cope with the situation and respond appropriately:

• Secure, Attend, Facilitate, and Evacuate. (SAFE)

Secure the Safety of Your Students When a member of your travel group is injured, or in a situation where an incident has occurred, it is vital to first ensure that those who are not immediately involved are not placing themselves in harm’s way. You will need to stay calm and take command of the situation immediately. (For example, if a student is hit by a car, you do not want other students huddling around the injured student in the middle of the street where they could be injured as well). Get the uninvolved students out of harm’s way. Ensure you have accounted for every student.

Attend to the Needs of the Student Assess the situation and determine what the best course of action is under the circumstances. In the above example, this could include using bystanders to help redirect traffic, or if there is no other option, moving the student out of harm’s way, assessing the injuries, and administering basic aid and comfort to the injured party.

Contact local Emergency Medical Services (EMS), using 911 or the local equivalent. Your travel manager should advise you of this number at your initial meeting. Please write this number in the space provided on the inside cover of this handbook for future reference.

TRAVEL GUIDE

Facilitate Communication

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Pass on as much information as possible regarding the student’s condition and whereabouts. Once treatment is taken over by the local EMS, accompany the student, or find out where he or she is being taken and follow as quickly as possible. The person who accompanies the student should contact the Discovery Student Adventures office as soon as possible and provide updates regularly. The Discovery Student Adventures office will assist in communicating with the student’s family.

Evacuate Students from the Area With the assistance of the travel manager and/or on-site staff, remove the students not directly involved in the situation to a safe location where you can focus on their psychological and emotional needs. Contact the Discovery Student Adventures office immediately. Have the travel manager contact the worldwide partner. Let the travel manager/worldwide partner know what kind of support you need for your students, including counseling, minor medical attention, etc. Students will want to call home, and the travel manager will assist you in making that possible.

Lost Students Prior to and during travel, explain to students that if they are lost inside a building, they should go to the pre-established meeting point. If they are lost outside, they should stay where they are. One of the teachers, with the help of the travel manager or on-site staff, will backtrack to retrieve a missing student. Remind students to always carry the name of the hotel where they are staying, the hotel’s phone number, and the travel group teacher’s or travel manager’s mobile phone number. Remind them also that the emergency number for the Discovery Student Adventures office is on the back of their name badges. Instruct them to use this number if they are lost for more than 30 minutes.

DISCOVERY STUDENT ADVENTURES

Missing Students

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Missing students are different from lost students in that lost students do not intend to get lost, but missing students intentionally leave the travel group or hotel. Traditionally, this happens after bed check and most frequently with high school students. You will discover that a student is missing the following morning when he or she does not show up for breakfast, or you may have another student come forward when a roommate does not return when promised. Regardless of when you discover a student is missing, you should take the following steps immediately: • One teacher should notify the travel manager, site staff, or Discovery Student Adventures office immediately. We will notify the parents/guardians of the missing student immediately after receiving the call. • Working with the travel manager, a second teacher should contact the local authorities and report the student as missing.


• The remaining teachers should go room to room in the hotel and verify that the missing student is not in another student’s room. If you have another Discovery Student Adventures travel group in your hotel, check those students’ rooms as well. • When local authorities arrive, they will want to question the missing student’s roommates and close friends to see if they can offer any clues as to the whereabouts of the missing student. Please ensure that a teacher is present at all times when our students are being questioned. • Cooperate with local authorities to assist in locating the missing student. • Regular communication with the Discovery Student Adventures office and site staff in this situation is critical, as the family of the missing student will be anxiously awaiting news of their child’s safe return. Before disconnecting with the Discovery Student Adventures office on each phone update, ensure that you agree to a specific time when you will call the Discovery Student Adventures office back with your next update. The Discovery Student Adventures office team is here to support you.

Lost Passports A student who has lost a passport must apply for a temporary replacement as soon as possible, as he or she will not be allowed to leave the country or return to the U.S. without one. Contact the Discovery Student Adventures office staff for assistance on how to proceed, and then ask your travel manager or on-site staff for the location of the closest U.S. Embassy. If you are already near an embassy, you may choose to go directly there to initiate the process. • The participant, accompanied by one teacher, must go to the nearest embassy or consulate to apply for a new passport. • The teacher or the student must also bring a photocopy of his or her passport information page (photocopies should be made prior to departure and kept separate from the passport). • The scheduled trip for the rest of the travel group should not be affected in order to replace the lost passport. • Any visa linked to the lost passport will need to be re-issued to the new passport by the appropriate foreign consulate. • Help to expedite the process and provide an interpreter if necessary. • Please keep in mind that the embassy will charge a processing fee for which the student and/or teacher bear full financial responsibility.

Lost U.S. Permanent Resident Cards TRAVEL GUIDE

In the event an individual’s U.S. Permanent Resident Card (also known as a “green card”) is lost or stolen, that individual will need to apply for a letter at the nearest U.S. Embassy to allow re-entry into the United States. It is important for all U.S. Permanent Resident Card holders to travel with photocopies of the front and back of their cards in case of such an event.

83


Visas Once the new passport is issued, any visas that were issued on the original passport must be re-issued. Visas must be obtained at the nearest embassy or consulate of the country requiring the document. In China and Australia, your worldwide partners will assist with replacing visas. If a student requires a visa, either because the destination is China or Australia, or because the student is traveling on a non-U.S. passport, the student should provide you a photocopy of that document or the page in the passport to which that document is affixed. You should travel with a photocopy of all students’ visas to facilitate replacement in the event of a lost or stolen passport.

Overseas Consulates and Embassies American embassies and consulates overseas are not staffed to handle routine inquiries or requests. Logistical concerns and routine inquiries should be addressed to worldwide partners, travel managers, or Discovery Student Adventures staff, not the U.S. Embassy. Embassies will support their citizens with replacing lost or stolen passports and visas.

Emergency Contact Information Contact Discovery Student Adventures • In case of an emergency during travel, call +1.866.794.8368 • Staff is available 24 hours a day during our student travel season Please note that this number is only for traveling students, teachers, and their families

DISCOVERY STUDENT ADVENTURES

during travel and is only active at the time of travel.

84


Notes

teacher cell phone


Chapter 10

Teacher Cell Phone Because the safety of every travel group is our primary objective, a local cell phone

will be provided for teachers traveling on international trips by the travel manager to be

used to contact the Discovery Student Adventures office as incidents or situations arise.

Why You Have a Cell Phone The primary reason cell phones are provided is for the safety of every student and

teacher. In the event a teacher needs support, the phones provide immediate access to the Discovery Student Adventures office, where we have highly trained, on-call

staff on duty 24 hours a day, 7 days a week. We are available to help you deal with situations and get resources you might need. The phones are not intended, and should not be used, for personal use.

When to Use the Provided Cell Phone • To report an incident or emergency to the Discovery Student Adventures office. • To contact the Discovery Student Adventures office regarding any yellow or red medical situation. • To communicate with Discovery Student Adventures if a student is lost. • To contact Discovery Student Adventures to report a safety situation that is not easily resolved. • To report a crisis to Discovery Student Adventures. • As directed by Discovery Student Adventures. Note: Please return the cell phone and charging devices to the Travel Manager at the end of the trip. Tip : We encourage you to carry at all times the students’ cell phone number contact list. Additionally, be sure they have the teachers’ cell phone number as well.

TAKE NOTE When possible, use the student’s phone or phone card to contact his/her parent/legal guardian regarding a behavior-related incident.

While in the United States, or while traveling on domestic programs, please use your own cell phone or a public phone and call our domestic toll-free number at 866.794.8368.

TRAVEL GUIDE

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DISCOVERY STUDENT ADVENTURES

Notes

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Notes

Reference library


Chapter 11

Reference Library Incident Report INCIDENT REPORT FORM Incident report instructions

FOR ALL URGENT INCIDENTS, NOTIFY DISCOVERY STUDENT ADVENTURES OFFICE: 866.794.8368 or 509.994.4772. Complete this form any time an incident occurs no matter the severity of the incident or the action required. Please fill out one form for each student or teacher per incident. Please refer to your training for detailed instructions regarding specific incidents. The office is staffed 24 hours a day, seven days a week during the travel season, and is available to provide support and advice. Fax all incident reports and supporting documentation within 24 hours to 001-509-590-1199. Include documentation such as written statements from all involved, apology letters, receipts, police reports, etc. Please mail incident reports with supporting documentation to the address listed below when you return home.

To be completed by traveler Destination:

Reported by ________________________________________________

first

last

Student name _______________________________________________

first

last

Date if incident _____/_____/_____ Time of incident ________________

mm dd yyyy

a.m. or p.m.

Location of incident __________________________________________ Type of incident

Air and travel

Behavior

Travel Manager

Teacher

Lost items

Separated from group

Ground transportation

Hotel

Lost luggage

Safety concerns

Meals

Theft

Other ________________________________

Detailed description of incident/lost item (continue on back if necessary) _______________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________

Action taken

Implemented consequences/actions taken (continue on back if necessary) _____________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________

Discovery Student Adventures office notified. Date ______/______/______ Spoke with _______________________________

mm dd yyyy

first last

Parents notified. Date ______/______/______ Spoke with ______________________________________________________ mm

dd

Purchased optional insurance

yyyy

yes

no

Additional expenses (attach receipts) paid by teacher / Travel Manager / Other Name _______________________________

--------------------- circle one ---------------------

first last

Police report submitted. Police report # _______________________________ Written statement of fact required (attach copy) Apology letter required (attach copy) Recommend student not travel again. (Discovery Student Adventures office will review each case individually.) Teacher signature _____________________________________________________________ Date ______ / _______ / _________ mm

dd

yyyy

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1956 Ambassador Way, Spokane, WA 99224

866.963.3417

TRAVEL GUIDE

DiscoveryStudentAdventures.com

87


Lost Luggage

LOST LUGGAGE FORM You must file a claim and receive a lost luggage claim or tracking number with the airline PRIOR to leaving the airport’s baggage claim area. Please fax completed form to the Air Department of Discovery Student Adventures at 509-590-1199 for processing.

Destination:

Date ________/________/__________ TIme _____________________ mm

dd

yyyy

a.m or p.m.

Teacher name _____________________________________________

first

last

Leader cell or call back number ( ______ ) _______________________ Total number of students missing luggage _______________________ Estimated date and time of delivery (if known at time of claim) Date _______/_______/_______ Time _____________________ mm

dd

yyyy

a.m. or p.m.

Location of lost luggage (enter the estimated arrival time at the airport) _____________________________________________ Airport ______________________________________________________________ Departure time _____________________ a.m. or p.m.

Airline __________________________________ Flight # __________________ Airport arrival time ______________________ a.m. or p.m.

DISCOVERY STUDENT ADVENTURES

Student name

88

Bag tag #

Claim #

Name on claim

Description of bag

Student Trips Powered by

DiscoveryStudentAdventures.com

1956 Ambassador Way, Spokane, WA 99224

866.963.3417


Lost Property

LOST PROPERTY FORM The purpose of this form is to assist families in documenting lost property for any claims they submit on their homeowners or personal insurance. The item should be of monetary value exceeding $100. This form is not intended to trace lost property, as Discovery Student Adventures is not responsible for lost or stolen items. DO NOT use this form to replace a police report in case of theft. A POLICE REPORT MUST BE FILED IN THE JURISDICTION WHERE THE THEFT OCCURRED. Please submit this form to the office by mailing to the address below, or faxing to 509-590-1199. Teacher name ____________________________________________________________

first

last

Destination:

Student name ____________________________________________________________

first

last

Location lost (e.g., motor coach, hotel, plane, etc.)

_______________________________________________________________________

city

country

Description of items ______________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ___________________________________________________________________ Police report # ______________________

Teacher name ____________________________________________________________

first

last

Destination:

Student name ____________________________________________________________

first

last

Location lost (e.g., motor coach, hotel, plane, etc.)

_______________________________________________________________________

city

country

Description of items ______________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ___________________________________________________________________ Police report # ______________________

Teacher name ____________________________________________________________

first

last

Destination:

Student name ____________________________________________________________

first

last

Location lost (e.g., motor coach, hotel, plane, etc.)

_______________________________________________________________________

city

country

Description of items ______________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ___________________________________________________________________ Police report # ______________________ Please return this form to the office immediately upon your return. DiscoveryStudentAdventures.com

1956 Ambassador Way, Spokane, WA 99224

Student Trips Powered by

866.963.3417

TRAVEL GUIDE

89


Medical Report MEDICAL REPORT FORM Medical report form instructions

FILL OUT ONE FORM PER INCIDENT. YOU MUST FAX THIS FORM AT THE TIME OF THE INCIDENT, REGARDLESS OF SEVERITY, TO 001-509-590-1199. It is not necessary to call the program office unless you need assistance or advice seeking the appropriate medical treatment. If the situation is of an urgent nature please call the program office at 1-866-764-8368. Then, mail the original Medical Report Form with all supporting documents and receipts to: Discovery Student Adventures, 1956 Ambassador Way, Spokane, WA 99224-4007

Personal information Name __________________________________________________________ Trip destination ____________________________ person filling out form

first

last

Name of injured ____________________________________________________________________ Trip date _____/_____/_____ first

last

mm

dd

yyyy

Date of injury ____/_____/_____ Time of injury _________ Trip departure date _____/_____/_____ Return date ____/_____/_____ mm

dd

yyyy

a.m. / p.m.

Injured purchased optional insurance

yes

mm

dd

yyyy

mm

dd

yyyy

no

Personal insurance provider _________________________ Insurance subscriber ________________________________________ example: Blue Cross

first

last

Name of covered member ________________________________________________ Insurance ID # _______________________ first

last

Insurance group # ________________ RX group # (if different) _______________ Insurance phone number (____) ______________ Insurance address __________________________________________________________________________________________ street

city

province/state

postal/zip code

Incident information Briefly describe the illness/injury _______________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Was hospitalization required?

yes

no

If yes, name and address of hospital; if no, name and address of doctor

_________________________________________________________________________________________________________

Medical expenses Who paid for medical expenses?

student

teacher

Travel Manager ________________

Other _____________

List medical expenses (Enter short description and amount paid as shown on receipt. Include hospitals, doctors, prescription meds, etc.)

____________________________________________________________________________ $ ___________________________ ____________________________________________________________________________ $ ___________________________ ____________________________________________________________________________ $ ___________________________ ____________________________________________________________________________ $ ___________________________ Additional expenses (Enter short description and amount paid as shown on receipt. Include transportation to hospital/doctors office, hotel, etc.) ____________________________________________________________________________ $ ___________________________ ____________________________________________________________________________ $ ___________________________ ____________________________________________________________________________ $ ___________________________

DISCOVERY STUDENT ADVENTURES

Total of medical expenses $ _________________ Total of additional expenses $ _________________ Currency _______________

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Action taken

Contacted program office: Date _______/________/________ Time ________________ mm

dd

yyyy

a.m. / p.m.

Contacted parents: Date _______/________/________ Time ___________ Name of parent ____________________________ mm

dd

yyyy

a.m. / p.m.

first

last

Teacher name ______________________________ Teacher signature ___________________________ Date ____ / ____ / _____ please print

mm

dd

yyyy


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2013 Travel Handbook