Ensuring Student Safety and Emergency Preparedness

At the European Innovation Academy (EIA), the safety and well-being of our participants are our top priorities. We have developed comprehensive emergency scenarios and protocols to ensure we are fully prepared to respond effectively to any situation. This overview outlines the key measures we have in place to reassure faculty members that we are committed to the safety of their students.

Emergency Contact Information

An emergency is an urgent, unexpected, and potentially dangerous situation that poses an immediate risk to health, life, property, or environment and requires immediate action.

Emergency Numbers (Medical, Fire, Police): 112

EIA Emergency Contacts:

• Primary Contact: Gerda Noormägi, +351913385271, gerda@inacademy.eu 
• Secondary Contact: Inês Romano, Event Manager, +351917521196, ines@inacademy.eu
• Additional Emergency Resources

Predetermined Emergency Meeting Points

1. Primary: FEP Courtyard (Main Venue), R. Dr. Roberto Frias 464, Porto, Portugal.
2. Secondary: LIV Porto Campus Street (Accommodation), Rua Alberto Malafaya Baptista 171, Porto, Portugal.
3. Alternative: Porto Welcome Center, Praça de Almeida Garrett 27, 4000-069 Porto, Portugal.

General Instructions

• Communication: Faculty and participants will be informed immediately in case of an emergency. Our priority is to ensure clear, timely communication.
• Coordination: We work closely with local authorities and follow their guidelines during emergencies.
• Reporting: All incidents are documented, and appropriate actions are taken based on the situation.

Emergency Procedures Overview

Fire or Building Evacuation

• The fire alarm will be activated immediately.
• Emergency services will be contacted.
• Participants will be guided safely to predetermined emergency meeting points.
• All participants will be accounted for through badge scanning and headcounts.

Large Scale Emergencies (e.g., Political Unrest, Natural Disasters, Violent Attacks)

• We will follow local guidelines from the relevant authorities.
• Communication will be sent to all participants with clear instructions.
• Students will be guided to safe locations if necessary.
• We will inform the faculty and students’ emergency contacts when it is safe to do so.

Physical Security Threats (e.g., Physical Violence, Active Shooter)

• Immediate actions will be taken to ensure the safety of participants.
• Security and emergency services will be contacted.
• We will inform the faculty and students’ emergency contacts when it is safe to do so.

Medical Emergencies

• Emergency services will be contacted immediately.
• First aid will be provided while waiting for medical assistance.
• Students will be accompanied to medical facilities if necessary.
• Follow-up with faculty members and students’ emergency contacts will be done promptly.

Non-Emergency Medical Situation

• First aid will be provided.
• Students will be advised to consult with general medical advice providers or visit a local clinic if symptoms persist or worsen.
• Information about medical resources will be provided.
• Students will be accompanied to medical facilities if necessary.
• Follow-up with faculty members and students’ emergency contacts will be done as soon as feasible.

Mental Health Support

• The severity of the situation will be evaluated
• Emergency services will be contacted if there is a risk of harm.
• Access to mental health professionals will be facilitated.
• Situations will be handled with sensitivity and confidentiality.
• Follow-up with faculty members and students’ emergency contacts will be done promptly.

Cultural Sensitivity Incidents

• Situations will be evaluated and addressed promptly.
• Support will be provided to all parties involved.
• Educational measures will be implemented to prevent future incidents.

Student Misconduct & Potential Dismissal

• Situations will be assessed and addressed according to our safety protocols.
• Warnings or dismissals will be issued as necessary.
• Students will be supported through any necessary transitions.

Sexual Violence/Assault

• Support will be provided to the victim.
• Local authorities will be contacted.
• Confidentiality will be maintained, and appropriate actions will be taken.

Stolen Items

• Students will be advised on steps to take, including filing police reports for insurance claims.

Missing Students

• Student's attendance will be tracked, and immediate actions will be taken to locate the student if:
  • The student has not checked in to the scheduled activity and does not check in for the following 24 hours
  • There is a reasonable cause to believe that the student has gone missing
• The following action will be taken:
  • The student will be reached out via EIA App, phone, e-mail, social media, peers and accommodation provider
  • Faculty and emergency contacts will be contacted to determine if the student has been in contact with them
  • Local authorities will be involved if the previous actions to locate the student have been unsuccessful.

Arrested Students

• Faculty and emergency contacts will be informed.
• Appropriate support will be provided to the student, faculty, and emergency contact to resolve the situation.

Contact Plan in Case of Non-Emergency Issues

Issue Categorization:

• Minor Issues: Everyday operational problems that do not significantly impact the overall program or participant experience and are resolved by relevant staff without escalation.
• Significant Issues: More complex problems that moderately impact the program or participant experience, and may require coordination between multiple departments and need to be escalated to department heads or other senior staff for resolution.
• Critical Issues: Serious problems that significantly impact the program's integrity, reputation, or participant safety, and require Immediate attention from top management with transparent communication and thorough documentation.

Escalation Process:

1. Minor Issues: Resolved promptly by relevant staff.
2. Significant Issues: Escalated and coordinated by department heads.
3. Critical Situations: Immediate attention from top management with transparent communication and thorough documentation.

Conclusion

Our emergency protocol ensures that we are prepared to handle any situation that may arise, providing a safe and supportive environment for all participants. We document all incidents, continuously review and update our protocols to align with best practices, and ensure the highest standards of safety and care.