Northwestern University in Qatar

IN THE EVENT OF ANY EMERGENCY

PLEASE REFER TO THE BELOW USEFUL EMERGENCY CONTACTS:

IT IS RECOMMENDED THAT YOU MAKE A HARD COPY OF ALL YOUR IMPORTANT CONTACT NUMBERS, INCLUDING FAMILY, DOCTOR, ETC., AND KEEP IT IN YOUR EMERGENCY GO-BAG.

INTRODUCTION

The safety and security of the Northwestern Qatar community is the utmost priority of both Northwestern and Northwestern Qatar leadership. Therefore, in any situation where the safety and security of our community or the operational viability of the University may be threatened, Northwestern Qatar will respond rapidly and effectively, placing the highest priority on protecting our community members.

In any scenario where man-made or natural situations threaten political, security, environmental, utility infrastructure, or other high-risk areas, Northwestern Qatar and Northwestern University senior leadership may justify the decision to cease or suspend operations and commence evacuation procedures resulting in the temporary or permanent evacuation of international students, and employees and their dependents from Qatar.

The evacuation process will be supported by our security partner, Global Rescue (GR). This quick guide is produced to brief members of our community on the considerations and process of a country emergency evacuation and offer advice on preparing yourself or your family.

Would we really have to evacuate?

An evacuation to an international safe haven, or to a community members home country is only one of various options in managing a security crisis.  Other options include: (a) conduct business as usual; or (b) remain at home while waiting for further instructions. Evacuating under hostile conditions can be very dangerous. Waiting for the situation to stabilize, generally, is far less risky than attempting to hastily implement an evacuation.  It is anticipated that there will be sufficient warning of heightened threat conditions to allow for a planned orderly evacuation.  Every effort will be made to place evacuees on scheduled commercial aircraft to their home countries. In instances where commercial aircraft become unavailable, chartered flights may be required.

Following lessons from previous events, evacuation options will most likely utilize scheduled airlines at Hamad International Airport. Northwestern Qatar has a security evacuation agreement with Global Rescue to acquire chartered aircraft, if needed.

It is important to be vigilant and keep abreast of potentially emerging security threats. The Crisis Management Team (CMT) at Northwestern Qatar, in consultation with its contracted security support services provider, the U.S. Embassy Regional Security Officer (RSO), the Qatar Overseas Security Advisory Council (OSAC), and the Joint University Higher Education Hazard Vulnerability Planning Forum (HVAP), continually assesses many types of threat that have the potential to impact the Northwestern Qatar community.

AN IMMEDIATE EVACUATION EVENT IS UNLIKELY, SO WE HAVE DEVELOPED A PHASED APPROACH TO OUR EVACUATION PROCESS BASED ON POTENTIAL SECURITY AND SAFETY THREAT SCENARIOS

Normal operations/preparation

• There is no specific threat to community members or operations and we are business as usual. This is the phase we are normally in, unless otherwise directed by Northwestern Qatar senior leadership.
• We are not sitting idle in this phase; for example, we continually reviews our plans, liaise with our security partners, and test our communication capability.

Alert

• An issue significant enough has occurred to threaten, or potentially threaten, the safety and security of Northwestern Qatar community members for us to consider raising the response level and preparations for evacuation.
• You will be informed in a timely manner. Our Crisis Management Team will meet to discuss the issue and appropriate response. We might ask you to consider evacuating domestic staff and/or visitors and pets, and postpone planned visitors to Qatar.

Recall and Assembly

• The situation is such that Northwestern Qatar is in preparation to evacuate Qatar. Northwestern Qatar will issue a stay-at-home directive,  where community members will wait for further instructions from the Crisis Management Team/Global Rescue and advice from the US Embassy or other International Embassies/Home Campus.
• During this evacuation staging period you should focus on evacuation preparedness and readiness. Our goal will be to evacuate dependents and non-essential staff first. We anticipate that Global Rescue representaives will be in Qatar.

Evacuate

• The situation dictates that a call to evacuate will be made.
• We will plan to use scheduled commercial flights first. If not feasible, Global Rescue will charter flights and fly you to an international safe haven before flying you home. Please note that evacuation support does not currently extend to pets or domestic staff. We recommend making separate arrangements and contacting HSSE for guidance.

Hold and Deploy

• Evacuated community members will remain out of country until deemed safe to return.
• You will remain at home or at an international safe haven until a security assessment deems it is safe to return.

EMERGENCY COMMUNICATIONS

CALLING TREE

Location of Emergency Assembly Areas (EAA) and Resources

The Compound Warden System is an additional level of coordination and communication with students, employees, dependents, and visitors, in the event of an emergency or evacuation. This communication network ensures that significant issues, warnings, and instructions related to security and safety are shared with you in an accurate and timely manner. The wardens, known as ‘Calling Tree Coordinators’ will be your communications link to the Crisis Management Team and vice versa.

• Make sure you know who your Calling Tree Coordinator is
• Be alert to receive instructions from them
• Add your Calling Tree Coordinator’s cell phone number as a favorite in your contact list

Your Emergency Assembly Area (EAA) is a pre-selected point where you will gather before a coordinated move to the airport. The least disruptive and most manageable assembly areas are our residencies. We have several EAAs around Doha. Individuals and families residing outside these hubs will be allocated to their nearest EAA before any evacuation order. When instructed to, you will move by private vehicle or University hired transport to the airport for departure.

Community Prepardeness

In the event of a crisis scenario that might impact Qatar’s infrastructure or supply chains, community members should consider a situation where food, water, and other essential supplies in shops are very limited. Although previous plans recommended provisions for 3-5 days, advice from security service providers recommend 14 days of supplies for a worst-case scenario.

Below is a list of items recommended for a stay-at-home directive. This list is not exhaustive, and community members are encouraged to consider their own and family needs during a potentially prolonged period. Northwestern Qatar HSSE can be contacted for further advice.

Water and non-perishable Food

• Enough dry goods to sustain each family member for 14 days
• Enough bottled water (three (3) liters/person/day) for each family member for 14 days

Medical Supplies

• Consider your and your family’s need for prescriptive drugs
• First aid supplies

EmErGEnCy Go-BaG

Each employee and international student are recommended to prepare an Emergency Go-Bag. It should be large and sturdy enough to grab-and-go in an emergency situation. You should personalize your own bag based on your own needs. Keep your Emergency Go-Bag at home and ready for use.

EmErGEnCy dEparturE KIt

Check your checklist as you pack. Easy-to-carry bags are preferable to large suitcases. Luggage may likely be restricted in case of emergency evacuation. We recommend one (1) 20 KG bag and one (1) carry-on (7 KG) per person. Critical items should be packed in a carry-on, where possible, to ensure they are not lost in transit.

Suggested items to carry

• Passport (with visa if required)
• Air travel ticket (if received or issued)
• Company ID, driver’s license, national ID, allergy/vaccination cards, other photo ID
• Insurance card
• Records: medical/immunization/dental
• Certificates: birth/marriage/residency/naturalization
• Emergency contact list (keep a hard copy)
• A list of required medications
• Sufficient bottled water
• High-energy food, such as chocolate/protein bars
• If not available, other types of non-perishable food items
• Sanitary items
• Insect repellent
• Sunscreen
• Sunglasses
• Hat or head scarf
• Good, closed walking shoes/boots
• Mobile phone, including chargers, extra batteries
• Cash, including U.S. dollars and/or local currency in various denominations (U.S. dollars are recommended)
• Reading material
• Pack of cards (boredom)
• Change of clothes
• Toiletries

Make sure Northwestern Qatar HR has your emergency contact details for you and your family.

MPORTANT ACTIONS TO NOTE BEFORE AND DURING EVACUATION

In the event of an evacuation, you should follow these instructions:

• Ensure you are always in communication with your compound warden.
• Pack your emergency departure kit.
• Ensure you have your ID documents with you.
• Secure your accommodation and possessions.
• Inform your landlord/building manager that you are leaving.
• Travel to the airport in private vehicle convoys/buses (not on your own unless instructed to).
• Stick together as a group at the airport.

During the evacuation:

• Follow the instructions of the compound warden/CMT.
• Monitor the morale, health, and safety of your family and colleagues.
• Keep your families overseas up to date on your situation.
• Remain flexible and prepare for potentially long delays
• Remain in contact with your compound warden/CMT throughout.
• Monitor news and information sources.
• Keep your compound warden updated on your location and any change in contact details.

IT IS RECOMMENDED THAT YOU MAKE A HARD COPY OF ALL YOUR IMPORTANT CONTACT NUMBERS, INCLUDING FAMILY, DOCTOR, ETC., AND KEEP IT IN YOUR EMERGENCY GO-BAG.