Emergency preparedness

Contacting the U.S. Embassy after Hours

The American Embassy in Kigali maintains a Duty Officer System to respond to after-hours requests for emergency assistance by :

• U.S. citizens traveling or residing in Rwanda

• Rwandans with genuine travel emergencies.

If you have a problem or question during regular Embassy business hours, Monday - Thursday, 8:00 a.m. to 5:30 p.m., and Friday, 8:00 a.m. to 1:00 p.m., call 505601/2/3.

 

Outside of these hours and on holidays, IN AN EMERGENCY ONLY, call the Duty Officer at 08300345.

 

What is an Emergency?

A genuine emergency involves special circumstances that require someone to travel to the United States without forewarning, such as cases resulting from the sudden death or serious injury of a family member in the U.S., or other family emergencies.  Missed plane connections and other inconveniences that may result in extra expense to the traveler are not emergencies.

Except for urgent life and death situations, lost, stolen, or expired U.S. passports will not be replaced after hours.  Most U.S. citizens will be advised to appear at the Embassy on the next working day to apply for a passport.

Other genuine emergencies requiring the immediate assistance of the Embassy Duty Officer include the arrest, serious illness or injury, or death of an U.S. citizen.  Callers who do not have a genuine emergency will be asked to contact the Consular Section on the next working day.

 

How to Prepare for an Emergency

THE CONSULAR /WARDEN SYSTEM

The Department of State has no more important responsibility than the protection of Americans overseas. American Embassies and Consulates around the world rely primarily on their Consular Warden Systems to disseminate information in the event of an emergency.   The Embassy has developed a pyramid system to distribute Consular Warden Notices in Rwanda.  All Americans registered at the Embassy are assigned to a Warden Zone, which are either functional (by organization) or regional (by prefecture or neighborhood).  A Primary and Deputy Warden are assigned to each Warden Zone.  The Embassy sends Consular Warden Notices to these Wardens who then distribute the information by fax or phone to the other Americans in their zones.

Please feel free to stop by the Embassy if you have questions about the Warden System.  We welcome any suggestions you may have to improve the communication between the Embassy and the American community.

Please Remember:  We can only help you if we know you are here and if we have your correct address, phone number, e-mail address, or fax. All Americans are urged to register with the Consular Section on arrival in Rwanda, even for a short stay, and to keep us up to date on changes in their registration -- address, employer, phone, and estimated departure date.  If you are taking a long leave, please let us know.

 

 

ALERT LEVELS

If the security situation in Rwanda were to deteriorate, the Embassy would provide information and instructions to the American community for the declared alert level through its Consular Warden System.   The Embassy is required by law to distribute any instructions or information provided to the official American community to the private American community as well.    Alert levels are:

• Stand Fast: Sit tight or go to safe havens until the situation improves.

• Elective Departure: Official Embassy personnel and their dependents may elect to leave the country temporarily at their own expense.   Private citizens may consider leaving the country temporarily.

• Authorized Departure: Non-essential official personnel and their dependents are authorized to leave the country at government expense until the situation improves.  Private Americans are encouraged to leave.

• Ordered Departure: Non-essential official Americans are ordered to depart the country.  Private citizens are strongly urged to leave.  The Embassy may or may not be closed at this time, depending on the nature of the emergency.

 

Most emergencies evolve over time and in these cases American citizens may be able to depart Rwanda by commercial air carriers on scheduled flights.  However, in the event that a crisis occurs quickly and commercial flights cease, the U.S. Embassy has an emergency action plan to make departure possible for all Americans gathered in Kigali, official and private.  Realistically, the Embassy may not be able to help collect citizens who are outside of Kigali.  If conditions are deteriorating in one or more areas of the country, we will issue messages advising that Americans move in to Kigali until the situation stabilizes.

 

EMERGENCY PREPAREDNESS REMINDERS

During an evacuation, everyone would be asked to bring to their nearest assembly point enough food and basic items for three days for each member of their family.  Each person would be authorized one carry-on bag on an evacuation flight.  Pet owners are reminded that airlines can refuse to transport pets during an evacuation; therefore, we suggest that you make advance provisions for your pets should you have to leave without them.

As a final suggestion, we recommend that you keep your important papers together in one place so that they can be gathered together quickly in time of crisis.  Many people now keep important financial records and addresses on computer, and can have a disk with this information stored with their passports.  Documents would include:

• Passports;

• Power of attorney (the Consular Section has several standard forms); 

• Immunization, medical and dental records; medical insurance information; medical clearances; and prescriptions and medications if necessary;

• U.S. driver's license and automobile insurance policy information;

• Duplicate address book;

• Financial papers including checkbook, bank statements, credit cards, contact information, and  safe deposit box keys;

• Household goods inventory, including serial numbers on high value items, photos;

• Birth certificates, marriage certificates, divorce decrees, naturalization certificates, citizenship papers, employment records, school records and transcripts.

 

Please contact the Regional Security Officer (telephone 505601/2/3), if you have any questions about the information provided above.