UNIVERSITY-WIDE CRISIS MONITORING
Management of crisis situations is required regardless of whether the crisis arose in Lund or in a study location abroad. Crisis situations that arise in another part of Sweden may also need to be managed as partner universities and relatives may need to get information about Lund not being affected. Likewise, a serious crisis in the homeland of international students may need to be managed even if no current student is in the location, e.g. in the case of the earthquake and nuclear power plant accident in Japan in 2011.
Keep in mind!
As an officer dealing with students in a crisis situation, you should avoid working alone on a case.
University-wide crisis monitoring for outgoing students
External Relations conducts a daily monitoring of crises and coordination of information sent to students who are involved in study-related activities in a country or region affected by a crisis.
Daily intelligence work
Media monitoring is done once per day from Monday to Friday during office hours. The following channels are monitored when something happens:
- Swedish and international news pages and weather pages (Examples: Omni, DN, The Guardian, BBC News, Al Jazeera, The Japan Times, The Jerusalem Post, The Age, Windy, Japan Meteorological Agency, National Hurricane Center).
- Relevant embassies and partner universities.
- The recommendations and warnings from the Swedish Ministry for Foreign Affairs.
When some kind of crisis occurs, an initial crisis assessment is conducted:
- How likely is it that we have students on location?
- How serious is the event?
- Where is the university campus/internship/ field study area in relation to the event?
- Is the crisis geographically extensive?
Examples of crises in which we have previously intervened and contacted students:
- Terror attacks, shootings and bombings
- Tsunamis, typhoons, storms, flooding, volcanic eruptions and earthquakes
- New advisory from the Ministry for Foreign Affairs
- Violent protests
- Other major accidents such as bus accidents or fires
We monitor the regions/countries where we know that we have students. If the students are in locations that we are not informed about, they are not covered by our crisis monitoring.
Whom do we contact?
- External Relations conduct a search of students from Ladok and SoleMove for the relevant event, by country.
- We can only monitor areas if we know that we have students in these locations. External Relations is completely dependent on input from the University’s various units.
At the start of each semester, External Relations reminds Interhand to send lists of other mobility categories. Updates of these lists are received on a continuous basis.
Other mobility categories that are not registered in Ladok or SoleMove by country, such as:
- MFS scholarship recipients
- Crafoord scholarship recipients
- Erasmus internship scholarship recipients
- Students doing internships abroad
- Students doing degree projects abroad
- Students conducting field studies/data collection abroad
- Students who are on a study trip abroad
- Students abroad on exchanges as ”free-movers”
What we do
- Are there any students in the area in question? We search by country in Ladok and SoleMove and start from the existing lists (see section above on ”Whom do we contact?).
- Email messages are sent to the students concerned with copy to the student’s coordinator and the head of the international office where the student is enrolled.
The email message contains the following:
- Brief information on the situation
- Link/s to information on the event / crisis
- A reminder about Student UT insurance and Falck Global Assistance
- Request that the student follow the instructions of local authorities, instructions from the host university, contact the Swedish embassy, sign up to the list of Swedish citizens in the location.
3. Follow up the situation (continue to monitor the media, wait and see whether the student makes contact with questions)
4. Contact the Chief Security Officer Per Nordén if a student requires further help in a crisis situation
Managing a serious crisis in Lund, Malmö or Helsingborg
As an administrative officer, you may need to act in case of a crisis situation on one of the University’s campuses. In case of an emergency:
- Call SOS Alarm: dial 112
- The University has an internal security service, security guards and emergency staff who can be reached by telephone on +46 46 222 07 00 (Internal extension 20700)
If it is not an emergency:
- Read Lund University’s security information on management of various kinds of crises
- Investigate whether your faculty has a crisis plan that includes the management of international students.
- If you are unsure how the situation is to be managed, it can be advisable to get advice from the staff in the Student Experience and Mobility team (MMS) at External Relations.
Contact an incoming student’s home university
In serious situations, it may be appropriate to contact the student’s home university. Examples of such situations can be if the student:
- does not show up for courses they are registered on
- does not complete any credits
- has a serious health condition
- is caught cheating
- is accused of being disorderly in their accommodation, for example
- has committed a crime such as drug use