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Crisis Abroad - What the State Department Does
Bureau of Consular Affairs
U.S. U.S. Department of State

What can the State Department's Bureau of Consular Affairs do for Americans caught in a disaster or a crisis abroad? Earthquakes, hurricanes, political upheavals, acts of terrorism, and hijackings are only some of the events threatening the safety of Americans abroad. Each event is unique and poses its own special difficulties. However, for the State Department there are certain responsibilities and actions that apply in every disaster or crisis.

When a crisis occurs, the State Department sets up a task force or working group to bring together in one set of rooms all the people necessary to work on that event. Usually this Washington task force will be in touch by telephone 24 hours a day with our Ambassador and Foreign Service Officers at the embassy in the country affected.

In a task force, the immediate job of the State Department's Bureau of Consular Affairs is to respond to the thousands of concerned relatives and friends who begin to telephone the State Department immediately after the news of a disaster is broadcast.

Relatives want information on the welfare of their family members and on the disaster. The State Department relies for hard information on its embassies and consulates abroad. Often these installations are also affected by the disaster and lack electricity, phone lines, gasoline, etc. Nevertheless, foreign service officers work hard to get information back to Washington as quickly as possible. This is rarely as quickly as the press is able to relay information. Foreign Service Officers cannot speculate; their information must be accurate. Often this means getting important information from the local government, which may or may not be immediately responsive.

Welfare & Whereabouts

As concerned relatives call in, officers of the Bureau of Consular Affairs collect the names of the Americans possibly involved in the disaster and pass them to the embassy and consulates. Officers at post attempt to locate these Americans in order to report on their welfare. The officers work with local authorities and, depending on the circumstances, may personally search hotels, airports, hospitals, or even prisons. As they try to get the information, their first priority is Americans dead or injured.

Death

When an American dies abroad, the Bureau of Consular Affairs must locate and inform the next-of-kin. Sometimes discovering the next-of-kin is difficult. If the American's name is known, the Bureau's Office of Passport Services will search for his or her passport application. However, the information there may not be current.

The Bureau of Consular Affairs provides guidance to grieving family members on how to make arrangements for local burial or return of the remains to the U.S. The disposition of remains is affected by local laws, customs, and facilities which are often vastly different from those in the U.S. The Bureau of Consular Affairs relays the family's instructions and necessary private funds to cover the costs involved to the embassy or consulate. The U.S. Department of State has no funds to assist in the return of remains or ashes of American citizens who die abroad. Upon completion of all formalities, the consular officer abroad prepares an official Foreign Service Report of Death, based upon the local death certificate, and sends it to the next-of-kin or legal representative for use in U.S. courts to settle estate matters.

A U.S. consular officer overseas has statutory responsibility for the personal estate of an American who dies abroad if the deceased has no legal representative in the country where the death occurred. The consular officer takes possession of personal effects, such as convertible assets, apparel, jewelry, personal documents and papers. The officer prepares an inventory and then carries out instructions from members of the deceased's family concerning the effects. A final statement of the account is then sent to the next-of-kin. The Diplomatic Pouch cannot be used to ship personal items, including valuables, but legal documents and correspondence relating to the estate can be transmitted by pouch. In Washington, the Bureau of Consular Affairs gives next-of-kin guidance on procedures to follow in preparing Letters Testamentary, Letters of Administration, and Affidavits of Next-of-Kin as acceptable evidence of legal claim of an estate.

Injury

In the case of an injured American, the embassy or consulate abroad notifies the task force which notifies family members in the U.S. The Bureau of Consular Affairs can assist in sending private funds to the injured American; frequently it collects information on the individual's prior medical history and forwards it to the embassy or consulate. When necessary, the State Department assists in arranging the return of the injured American to the U.S. commercially, with appropriate medical escort, via commercial air ambulance or, occasionally, by U.S. Air Force medical evacuation aircraft. The use of Air Force facilities for a medical evacuation is authorized only under certain stringent conditions, and when commercial evacuation is not possible. The full expense must be borne by the injured American or his family.

Evacuation

Sometimes commercial transportation entering and leaving a country is disrupted during a political upheaval or natural disaster. If this happens, and if it appears unsafe for Americans to remain, the embassy and consulates will work with the task force in Washington to charter special airflights and ground transportation to help Americans to depart. The U.S. Government cannot order Americans to leave a foreign country. It can only advise and try to assist those who wish to leave.

Privacy Act

The provisions of the Privacy Act are designed to protect the privacy and rights of Americans, but occasionally they complicate our efforts to assist citizens abroad. As a rule, consular officers may not reveal information regarding an individual Americans location, welfare, intentions, or problems to anyone, including family members and Congressional representatives, without the expressed consent of that individual. Although sympathetic to the distress this can cause concerned families, consular officers must comply with the provisions of the Privacy Act.