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HomeCrisis Management – Foreign Service Evacuations, Personal Preparation, Health and Safety...Post Evacuations

# 									Post Evacuations							

Global Community Liaison Office

		Ask GCLO Evacuations		

## 								Post Evacuations – Before, During and After							

        -  Members of the U.S. Foreign Service family – whether a single or married employee, or a family member – move every few years. The more information you have about personal preparedness, the more you know about department procedures, regulations and allowances – the better you can cope with the variety of events you are likely to encounter at some point in your tours overseas and at home. 

### Index

        - Before an Evacuation            - Personal Preparedness
          - 72 Hours Emergency Kit 
          - Getting Ready to Leave – Pack a “Go-Bag”
          - Contingency Planning for Single Parents and Tandem Couples with Children 
        -  During an Evacuation            - Choosing a Safe Haven
          - Choosing a Safe Haven: Considerations for Parents of School Age Children
          - Evacuation Benefits Overview and Allowances
          - Resilience Strategies for Evacuees 
        - After an Evacuation            - Returning to Post
          - When Family Members Do Not Return to Post 

### Before an Evacuation

##### **Personal Preparedness**

The possibility of an abrupt departure that could require the need to shelter in place as a response to a crisis is ever present for US. Government employees and their families posted overseas. Being as prepared as possible will help you maximize your responsiveness over the situation.
        - Be familiar with the host country  – Get acquainted with the types of crises that are common in the region. This knowledge is essential to guide efforts to prepare for an emergency overseas. The  Foreign Service Institute Transition Center  offers security and life skills training.
        - Have a plan  – Every family member and/or member of household should have an emergency plan that includes post-specific emergency contact numbers, directions to rally points and information on how to communicate during an emergency as well as addresses of friends and other embassies who can assist in an emergency. Make sure the CLO and Human Resources Officer (HRO) have personal contact information (email and phone) for you and your dependents. Provide your immediate/extended family and friends with the 24/7 emergency number for the State Department’s Operations Center 1-202-647-1512. For more information on making a personal preparedness plan go to the  Department of Homeland Security  website. Do not forget to have a plan for your domestic employees and pets. For more information about pets please visit the  TC Pets and International Travel  website.
        - Organize your personal affairs  – Regardless of your family size, you should have your legal, financial and medical affairs in order. Contact the Department’s Employee Resource Program,  WorkLife4You  and ask about the Enhanced Legal benefit which offers assistance with a lawyer to discuss options for preparing important documents.
        - Establish individual credit cards for emergencies  – Consider access to an individual credit card for each adult in the household with at least $10,000 to cover cost associated with a sudden departure from post. There is no direct billing for temporary housing during an evacuation and it may take an average of 30 days to receive voucher reimbursement. U.S. direct hires may also talk with their agency/bureau about getting a  government travel card .  A government travel card may be placed on “evacuation status” which can provide additional assistance during an evacuation.
        - Purchase medical and evacuation insurance  for Members of Household (MOH).
        - Purchase personal property insurance for your storage and household effects (HHE) , make sure it provides adequate coverage for all events including flooding and acts of war.  Keep a digital inventory of your possession at post, as well as those in storage.
        - Have ready to hand carry important documents  – Visit the  List of important Documents  for more information.

##### 72 Hours Emergency Kit

Whether you are sheltering in place or asked to move to a safe location, having a 72 hour kit, that is portable and easy to find, will ensure you have what you need in an emergency situation. The kit should include: a three-day supply of nonperishable food and water per person, a flashlight with extra batteries, change of clothes, medications, cash, a first aid kit, sanitary and toilet supplies and important documents. If you have children also include, small games/toys for entertainment purposes. Guidance for putting together an emergency kit can be found on The Homeland Security website.

##### **Getting Ready to Leave – Pack a “Go-Bag”**

A “go-bag” is just as it sounds, the bag you will pick up when you are ready to leave post.  You can have a go-bag prepack or you can print a list of items for packing your bag just before you leave. Each member of the family should have a bag that is manageable for them to transport. Include in your bag all the documentation mentioned above, weather appropriate clothing, work appropriate clothing, something to entertain (toys, games, books, etc.), some snacks and water, necessary medical items such as drug/eye glass prescriptions and medical records, toiletries and sanitary items, cell phones and power cords, cash and credit cards, and other items that can sustain you for a short while.

##### **Contingency Planning for Single Parents and Tandem Couples with Children**

During any tour, a crisis can occur which requires the employee to work long hours. Arranging for the child to stay with friends reassures the child and allows the employee to concentrate on his/her job. Some crisis situations may require the sudden departure of family members and non-emergency personnel. Tandem couples with children and single parent employees should determine early in their assignment if they are designated emergency personnel. Depending on the employee’s position and the circumstances at post, it may be possible for a parent, with permission, to accompany the child(ren) to the safe haven. In other cases this may not be possible.

As a contingency plan, the parent(s) should consider identifying an official American employee or American family member who is willing to take care of any issues that may arise when the parent(s) is/are unable to be physically present. This person must be able to assume responsibility for the care of the dependents, authorize medical treatment, and accompany the minor child on a medevac or evacuation from post.

Discuss with long, and short, term providers the responsibilities and liabilities for caring for your child(ren). Try to cover as many possible scenarios as you can think of, discussing and deciding on how the provider should respond.****

### During an Evacuation

During evacuations, GCLO is the Department’s main point of contact for evacuees, providing guidance on allowances, regulations, housing, education and employment for family members. We coordinate with post management, regional bureaus and other offices to support the evacuated community. For questions about evacuations contact us at**GCLOAskEvacuations@state.gov.**
        - If evacuation becomes a reality you will follow the emergency evacuation plan for your post .  Post will prepare your travel orders.
        - Before proceeding to your evacuation point, ensure that visas to enter the U.S. and all passports for non-U.S. citizen family members are in order. Be prepared for a possible interim stopover.
        - If you are able to travel via commercial aircraft, check the airline’s baggage restrictions. If the flight is on a DOS charter plane then you may be restricted to one checked bag and one carry-on. Make your carry-on your “Go Bag” with all your important documents, prescription medications, toys, wipes, water, snacks, cash, change of clothing, comfort items, as well as reading material.
        - There are two kinds of evacuations: authorized departure and ordered departure. Both are requested by the Chief of Mission (COM) and approved by the Under Secretary for Management. Under an authorized departure, designated employees and/or eligible family members (EFMs) may choose to leave post. Depending upon how events unfold, this may eventually transition to ordered departure. Under an ordered departure, designated employees and EFMs  must  leave post. There is no difference between authorized and ordered departure in terms of the benefits or allowances provided to those evacuated.

##### **Choosing a Safe Haven**

In an evacuation situation, the Under Secretary for Management might designate the U.S. or a foreign location as the official safe haven. Depending on the situation, the official safe haven could change during an evacuation. It might start out as a foreign location and then, at a later date, change to include the U.S. as an option.

If the official safe haven is the U.S., family members may choose any location in the United States. They do not necessarily have to choose their home leave address.

When deciding on a safe haven location, family members may want to consider the following options and the pros and cons of each.
        - The Metropolitan Washington, DC Area:  If the employee is evacuated, she or he must report for duty at the agency headquarters, usually Washington, DC In this case, family members may wish to choose Washington as their safe  haven point. Family members earlier evacuated to a U.S. or authorized foreign safe haven may be permitted to rejoin an employee subsequently evacuated and reporting to duty in Washington, DC.
        - Other Locations in the U.S.:  Often the most important factor for evacuees in making the safe haven decision is where their network of support is located. If family and friends are located on the other side of the country from Washington that may well be the best safe haven for the evacuee.
        - Foreign Safe Haven:  Some family members born outside of the U.S. may prefer to return to their home country for family support. Post may request a foreign safe haven for a family member from the Department of State. If the request is approved, the evacuee will receive a Subsistence Expense Allowance based on the lower of the following: the locality to which s/he is evacuated or the standard CONUS rate. If the request was not approved, the evacuee cannot officially travel to or receive evacuation benefits in a foreign location.
        - Changing Locations:  Once the evacuee has arrived at the safe haven location, he or she will not be funded for travel to another location during the period of the evacuation. Sometimes family members wish to move from one location to another during the evacuation. While doing so will not affect Subsistence Expense Allowance payments, the evacuee would be responsible for paying for the travel involved.

##### **Safe Haven Considerations for Parents of School Age Children**

When choosing a safe haven there are many factors to consider:
        - Proximity of support from family and friends
        - Cost of available housing
        - Transportation availability
        - Recreation availability
        - Weather
        - Ability to be in touch with information from Washington or the post

**Be sure to hand carry these documents!** Some of the frequent requirements for registering a child in school in the United States are:
        - Records from a previous school
        - Record of inoculations
        - Recent TB test for people coming from overseas
        - Physical exam within the last 12 months. (The Foreign Service medical exam is sometimes accepted – Virginia forms are available from GCLO)
        - Birth certificate
        - Proof of residence (Your temporary residence at a hotel should be sufficient)

Parents of school age children additionally need to consider the availability of schools that would be appropriate for their children.
        - Does it matter?  If your child would only miss a short amount of school, would you even consider registering him or her in another school? For a younger child you may just prefer to do homeschooling to keep up with schoolwork, or fun activities to continue interests in math and reading. If the school is closed at your post, a contingency plan should exist that will give direction regarding make-up work and a projected schedule for the reopening.
        - What if my child needs to complete coursework or the evacuation is extended for several weeks or months?  You will have to decide at what point you would prefer to have your child enrolled in a regular school program. There are no additional educational allowances made available for schooling at a safe haven in the U.S. or abroad. It is assumed that while you are in the States your child will attend the public school where you are staying. If your child is already receiving an away from post allowance for boarding school, you will continue to receive the allowance until the end of the current school year.
        - Where should I stay in order to make sure my children can attend school should the need arise?  When choosing your safe haven check into the availability of schools that would accept your child. If your child is involved in programs which are not offered everywhere (International Baccalaureate (IB), or AP classes, advanced levels of math, science or languages, or is receiving special services) be sure the program your child requires is available and would be able to accept your child. In the Washington, DC area the school districts are generally understanding of such evacuation needs. Outside of the DC metropolitan area check directly with the local school district. The Global Community Liaison Office and the Office of Overseas Schools are available to provide assistance if you have difficulty enrolling a child on a temporary basis. Knowing the school system is available to meet your children’s needs is a wise investment of your time when choosing a safe haven.
        - How do I register my child at a school?  Check  Education Options for Foreign Service Children (K-12)  for contact information on schools in the Washington DC area. Each school jurisdiction’s website will include information on how to enroll your child.
        - Is there any assistance to register my child?  If you have any difficulties registering a child in a school you may contact the Global Community Liaison Office or the Office of Overseas Schools (202-261-8200). Suggested letters can be sent from the GCLO which might ease the registration at a school in the United States.
        - What if my child is enrolled in an International Baccalaureate Program?  Many schools in the Washington Metropolitan area offer IB programs. Check the compatibility with the program at the school your children are attending. If you have already signed up for IB exams, the exams are the same worldwide and should be transferable to another location. Parents should carefully consider temporary housing near an appropriate high school if requiring continuation of an IB program. For more information see  Choices for High School: IB and AP .

For more information or with specific questions contact the Education and Youth Officer at  202-647-1076 / 1-800-440-0397 or GCLOAskEducation@state.gov.

**Important Factors for Tandem Couples to Consider When Choosing a Safe Haven**
        - Children’s needs and ages
        - Child(ren)’s comfort with caregiver and caregiver’s willingness and ability to adequately care for the child(ren)
        - School (including for Special Needs Children, acceptance of the Individual Education Plan (IEP))
        - Education: Note that there is no education allowance in the United States or at an alternate foreign safe haven. Be sure to hand carry all school records and make sure they are up to date.
        - Financial: It is important to consider the financial arrangements with the individual who may be caring for your child.
        - Communication: During a crisis it may not be possible to make regular phone calls or email.  Discuss this with the child in advance.

Through contingency planning, the parent can provide a supportive and understanding environment for the child evacuee that will lay the foundation for the child and parent to work through the crisis and move together toward a period of positive growth.

**Certificate of Acceptance as Guardian or Escort and Travel Authorization letters:**Exit control laws of the host country may affect whether or not the U.S. citizen minor will be permitted to travel.  In an effort to prevent international child abduction, many governments have initiated new procedures at entry/exit points. These often include requiring documentary evidence of relationship and permission for the child’s travel from the parent(s) or legal guardian if they are not present. Having such documentation on hand, even if not required, may facilitate easier entry/departure.

**Special Instructions related to the Execution of Powers of Attorney:**Creating a limited Power of Attorney (POA) may be a way to help a child leave the country with only one parent, another adult, or travel to the child’s final destination. Whether the child is traveling alone or not, the caregiver receiving the child should have the ability to make legal or medical decisions. Have plenty of notarized copies of a POA in case you need to leave it on file with a department or institution.

**Special Considerations for Singles with children:**A power of attorney will not allow the provider to enroll/ register the child(ren) for services that the child(ren) would not be eligible for under the care of their parent(s). For singles who are divorced, you should consult with a lawyer and determine whether you need extra clarification as to the care of children in case you are incapacitated.****

##### Evacuation Benefits Overview

The purpose of evacuation benefits is to help offset added expenses incurred as a result of an evacuation. The employee continues to be personally responsible for normal family living expenses.

**Civilian Employees of the U.S. Government, Marine Security Guards, Seabees under Evacuation Orders**

The Department of State Standardized Regulations (DSSR Chapter 600) applies to all government civilians in foreign areas; however, each agency may have further implementing regulations. Employees should check with their agency’s HR or other point of contact for further guidance before applying the DSSR (for foreign affairs agencies, consult the Foreign Affairs Manual (FAM).

**Department of Defense and Uniformed Military Personnel**

Uniformed military personnel and their dependents are covered separately under the Department of Defense Joint Federal Travel Regulations. Assigned DOD civilians, military, and family members should contact their parent organizations. Those assigned to the Defense Attaché Office should contact DIA Headquarters; or reach out to DASSupportServices@dodiis.mil, and those assigned under the Defense Security Cooperation Agency (Military Group, ODC, etc.) should contact their Combatant Command.

**Members of Household**

Members of Household (MOH) who have elected to leave post are not authorized evacuation benefits; however, the Global Community Liaison Office (GCLO) encourages them to remain in contact with GCLO, the Community Liaison Office (CLO) coordinator, and the community at post. MOHs can participate in informational sessions and stay informed through emails and other communications.

**Subsistence Expense Allowance (SEA) Overview**

Evacuees should wait until they are at their safe haven location to submit the Subsistence Expense Allowance forms. NOTE: Airline tickets and lodging receipts are necessary for completing the application. Applications cannot be processed without them. Forms may be emailed or faxed per the instructions on the application form. (Instructions for how to apply for SEA are addressed in the next section)

SEA is payable the day after you arrive at the authorized safe haven point for up to 180 days following the date of the evacuation order. The initial SEA payment is made once the initial application (DS-4095) is approved. Subsequently, only lodging receipts are required and will be processed every 30 days during the evacuation.

**Lodging**

When the U.S. is designated as the official safe haven, the SEA is based on safe haven location per diem. The first evacuee of a family unit is reimbursed for lodging expenses based on either a commercial or non-commercial rate. Larger families (first evacuee plus 4 or more family members) may request a waiver asking that commercial lodging per diem be increased to 150%. Justification must be provided.