Communication
• 1st person that receives the emergency call gathers as much detail as possible:
• Name and Relationship of the person notifying DEPARTMENT OF STATE VISA SPONSOR (HC Representative, local PD, another exchange visitor)
• Exchange visitor’s Full name
• ID #
• Details of what happened (including Time and Location)
• Name of the police/sheriff’s department involved
• Name of the Hospital/Coroner’s office where the body currently is
• DEPARTMENT OF STATE VISA SPONSOR staff calls Director of Support (Ashley) to ask her to call all executive team members. Keep calling and wake up, if needed.
• Executive Team to communicate the situation, with Partner Agency – they communicate with the parents
• Executive Team or Support/Programs Directors to communicate the situation, with the Host Company
• RO/ARO to communicate the situation, with the Department of State
• Send out sensitive email communication to the existing exchange visitors in the area & provide additional counseling support
• Provide announcement for the staff of Alliance Abroad Group
• Reminder all press related calls should be managed by the President or Lawyer
• Create a “Google alert/search” for news related to the incident
• Get a copy of the police report
Key factors to determine
• What is the timeline for the deceased to return to their home country?
• Are there any special religious rituals or things to take into consideration?
(Guidance should come from the family).
• Is the family planning to travel to the US to oversee the repatriation process?
Support
• Identify who is available to travel to the site of activity to support the repatriation process and provide on the ground support to the exchange visitors and the Host Company
• Book airfare, rental car and make lodging arrangements
• Alert the Host Company of DEPARTMENT OF STATE VISA SPONSOR Representative’s arrival and request assistance with organizing a meeting with the exchange visitors
• Research into what counseling services are available, should other exchange visitors require grief counseling
• If applicable, contact exchange visitor’s faith community to arrange a service
Repatriation
• Call the Home Country Embassy in the United States for assistance
• Identify a local funeral home or mortuary service. Make sure that the funeral home/mortuary service is familiar with the overseas (specific country) repatriation process.
• Communicate funeral home/mortuary service information to the family via Overseas Partner. In most cases, families will need to issue a written authorization for the body to be released to the funeral home/mortuary service.
• Once authorization from family has been issued, present the passport to the identified funeral home/mortuary service. Passports need to travel with the deceased.
• Determine the best way how personal belongings can be returned to the family (friends, family, shipped)
Insurance
• Ensure the insurance company is promptly notified and claim is filed. Note the date, time, the name of the representative you speak with and a claim number, along with the details of the conversation.
• Determine Benefits for this situation
• Speak with the repatriation department
• Remember that some items may not be covered by insurance, so it’s very important not to discuss things in a definitive way.
Coroner’s Office
• Determine whether an autopsy will be performed or not (Especially Consider Special Religious Background)
• Request a Certified Copy of the Death Certificate
• Release or authorize release of personal belongings (the items that the person had on them during the accident, IDs, purse/wallet, jewelry etc)
• Determine if a Statement of Responsibility needs to be completed by the parents
Hospital
• Get a Case Number
• Determine the name and the contact information for the Social Worker assigned this case
• Determine the Chaplain for the hospital
• Provide Group Number and key Insurance Information to the Hospital
Key Supporting Exchange visitor Information
• Full Name (w/correct spelling)
• Date of Birth
• Insurance Group & Personal ID Number
• Hospital Name, Address and Phone Number
• Assigned Hospital Case Number
• Assigned Insurance Claim Number
• Home Address
• Emergency Contact Persons and details
• Police Contact Information (Name and Phone Number of assigned police officer)
• Keep all contact information (name, phone numbers, address or emails) of doctors, case managers, coroner’s office, witnesses
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