"CEPA is there to prevent the problems. There is no reaction but a very proactive approach from CEPA."

Eddie Smith, Clemson University

Health & Safety

Emergency and Crisis Management

Studying abroad means coming into contact with different ways of life and surroundings. The health and safety of our students and faculty leaders is our number one priority. Being informed and prepared as best as we can to handle unexpected situations, no matter how small or large, are key factors that can help ensure the well-being of participants taking part in a CEPA program.

Therefore, a comprehensive emergency and crisis management plan has been developed and implemented. This plan shows the steps CEPA will follow in the event of a crisis and outlines what CEPA expects its on-site coordinators as well as its employees to do in a given emergency. It will also ensure that they cope effectively by specifying who must be contacted, who has decision-making authority, and who will perform certain tasks.

The plan is reviewed and updated on a regular basis, so that effective emergency assistance support can be provided.
A copy of the current crisis management plan can be sent to you upon request.
Please contact us at info@cepa-abroad.org.

CEPA Emergency Service

CEPA has an emergency contact service available while groups are traveling.
Emergency Number: +49 (0) 176 61 39 06 13


Effective management of a crisis depends on immediate access to information. In order to guarantee smooth communication, between CEPA, your group, the on-site coordinator, and the university, the following measures are/should be taken:

  • We strongly recommend that students enroll in their own country’s overseas travel programs before they leave home.

    Students from the USA:
    > US State Department Smart Traveler Enrollment Program (STEP)

    Students from the CANADA:
    > Registration of Canadians Abroad service: http://travel.gc.ca/assistance/emergency-info/roca-faq
    > Please also remember to check DFATD Travel Report for your host country and any country/countries that you may be planning to visit in the near future: http://travel.gc.ca/travelling/advisories

  • In case of a crisis, your participants should be prepared that there will be more controls and safety measures while traveling. They should label their luggage with their names and address and carry their passport or at least a copy with them all the time.
  • It is very important that you return the completed participant list and the university emergency form to us. In case of an emergency, it is important that we have all of the necessary university contact details as well as the cell phone number for every student and faculty member.
  • We recommend that students carry their cell phones with them at all times (turned on and fully charged), so that they can be reached whenever necessary. Students may check prior to departure, if their mobiles work abroad. If necessary, they may adjust the service with their local provider or buy a phone and/or sim card upon arrival in Europe. Their arrival coordinator will be happy to assist them buying a mobile phone and/or sim card.
  • We recommend students to stay in small groups when in public and inform their coordinator and/or faculty leader about their free time plans. Please remind your students to monitor their surrounding and to remain vigilant while traveling. Our coordinators will also address the importance of this during orientation sessions.
  • Prior to departure, students receive a detailed itinerary from us, which contains CEPA emergency contact information. They should leave a copy of this itinerary with their parents, so that they know how to get a hold of their kids if needed.
  • Upon arrival, students will receive a wallet-size emergency information card. The emergency information card states the general European emergency number 112, their hotels’ and coordinators’ names and phone numbers as well as their local embassy phone number.
  • In case your students plan to travel e.g. over a free weekend, we ask them to fill out our independent travel information form and return them to their on-site coordinator, so that we know where they are and how to contact them while traveling independently.
CEPA offering study abroad programs in Europe since 1997.

Proud member of the: Global Learning Collective