Program Leader Handbook - International Education and ...

Appalachian Overseas Education Programs Program Leader Handbook
2. Program Registration with the U.S. Consulate or Embassy
Prior to departure, please enroll your program in the Smart Traveler Enrollment Program or STEP, formerly known as
“Travel Registration” or “Registration with Embassies”, which is available on the U.S. Department of State webpage at:
https://travelregistration.state.gov/ibrs/ui/, if you have not already done so. Make sure you create an Organization account,
as opposed to an Individual account, as you will be entering information on the behalf of all program leaders and participants.
The travel and contact information you enter into STEP will make it easier for consular officers in U.S. embassies and consulates
around the world to contact the program during an emergency - including in situations where families or OIED in the
U.S. may have problems trying to contact you with important news, or in the case of emergencies such as natural disasters.
You only need to sign up with STEP once (you will need to create the account with a user ID and password), and then you can
add and delete trips from your account based on your current travel plans.
Please know that in accordance with the Privacy Act, information on your program’s welfare and whereabouts will not be released
to others by the State Department without your expressed authorization.
3. Logistical Information to Gather Prior to Departure
Prior to departure, you should collect the following information and have it ready to take with you on the program:
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Telephone number and address of the U.S. Embassy or Consulate nearest the program site.
You will need to register the group there before arrival (see last section).
Name, address, and telephone number of an English-speaking doctor at or near the program site(s).
Name, address, and telephone number of nearest large hospital that provides urgent/emergency care.
Name, address, and telephone number of local police.
Directions for direct AND operator-assisted dialing to the U.S. from site, including access codes and
acceptability of coins/telephone cards/calling cards.
Options for a cell phone number overseas as you are required to secure a cell phone number where you can be reached
abroad 24/7. If your program site is located in a remote area, you may have to look into renting a satellite phone.
Please note that much of the information listed above can be obtained from the U.S. Embassy or Consulate or printed from the
the HTH Medical Insurance website (See the Important Contacts section on pages 7-8). The HTH website is available to any
person (staff and students) covered by HTH insurance, and offers an option to print “emergency cards” that include local doctors,
hospitals, and emergency numbers. A secure login to the site is required. If you do not have your login information for
this website prior to departure, please contact OIED for assistance.
4. Emergency Contact Cards
OIED strongly advises program leaders to create wallet-size “emergency contact cards” for participants to carry with them at
all times. The cards should include phone numbers and addresses (if pertinent) for the following contacts, along with the dialing
information (all digits) required to call in-country and overseas:
- OIED and Appalachian police numbers
- local equivalent of 911, local police, local medical emergency services
- local US embassy or consulate
- program leader’s onsite contact information
- local housing/hotel contact information
Revision Date 5/8/13
507_AOEP_LeaderHandbook