Risk Management Training

1. Risk Management Training

2. Risk Management is the process of considering the potential and perceived risk involved in student activities. It includes monitoring organization activities and taking both corrective action and proactive steps to minimizepotential risks. Finally to develop methods to manage risk in activities of our organizations. What is Risk Management?

3. Risk Management Process Identify risky behavior and activities Assess the probability of adverse outcomes Identify and implement controls to eliminate or reduce the risk Reassess the activity or behavior after the risks have been managed (Source: Georgia Institute of Technology, 2002)

4. High Risk Activities Travel Money Management Events Alcohol and Illegal Drugs Hazing Title IX Others?

5. Travel

6. Travel: Things to Consider • Notification? – University and/or Advisor? • Personal car or rental? • Can the advisor come? • Anticipate or prepare for bad weather and emergency expenses associated with travel. • Preventable Risks (for example, transportation in open beds of trucks should be avoided). • Length of trip and number of available drivers.

7. Money Management

8. Money Management Set money management protocols Bank accounts Minimum of two signatures on checks Preferably president or treasurer and advisor Minimum of two people with access to checking records Record EVERYTHING!!!

9. Money Management Don’t use the University’s Tax ID number. Don’t use your social security number EIN number is the solution Acquire an EIN number here (http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Employer-ID-Numbers-EINs) If your organization has receipts over 5000 dollars your organization should file for formal non-profit status. You would fill out a 10-23 or a 10-24 form (http://www.irs.gov/Filing/Charities-&-Non-Profits)Check to see which applies to your situation better. Once you have non-profit status your organization will have to file taxes every year. You can file taxed for a non-profit organization with a form 990 found here (http://www.irs.gov/Charities-&-Non-Profits/Form-990-Resources-and-Tools-for-Exempt-Organizations) Off-Campus Checking Accounts

10. Organization Funding • Two ways to secure funding: • ASSOCIATED STUDENT BODY: • At the beginning of each semester go to: http://dos.olemiss.edu/org/umasb • Fill out the requisite forms to request money for your organization • ONLY available at the beginning of each semester • OLE MISS PARENTS ASSOCIATION GRANT • Have to be a recognized student organization. For more information contact the Office of the Dean of Students located in 422 Union or 662-915-7248

11. Event Planning

12. RISK MANAGEMENT MATRIX • *Associated risks include: medical emergencies, food poisoning/allergic reactions, damage to University reputation, damage to University property and/or facilities, accidents, injury, and/or death. • * * Methods to manage risks may include: purchasing special event liability insurance, arranging for security through UPD, traveling with an advisor, rotating drivers, etc.

13. Methods of Control Fill out the social registration form on dos.olemiss.edu under forms or in your organization’s portal in OrgSync under forms. Check IDs and use bracelets to identify those over 21. Serve non-alcoholic beverages. Limit the start and end times. For example, limit parties to four hours. Maintain control of all alcoholic beverages present. Do not allow impaired individuals to drive. Seek medical assistance as needed and do not leave the person alone. Events with Alcohol

14. Save a Life, Have a D.D. • Remember that there are alternative forms of transportation available if you’ve had too much to drink… Call a cab or call a friend

15. Alcohol, Illegal Drugs and Penalties Minimum Sanctions for Alcohol and Other Drug Violations (Two Strike Policy) Any student or student organization found in violation, through the University’s conduct process, of a University policy concerning or involving the use of alcohol or other drugs will receive the following minimum sanctions: Student’s or student organization’s first offense – Required alcohol/drug education program and related fees or fines, community service, and probation for the remainder of current semester and the following two semesters (Fall or Spring) enrolled at the University. Probation extends through any intervening summer terms, inter-sessions, and/or any institutional Breaks. Student’s second offense while on probation – Suspension from institution. The University Judicial Council may elect for the suspension to take effect immediately or to take effect upon completion of the current semester or term. The student shall be suspended for at least one complete Fall or Spring semester following the suspension’s effective date, including any intervening summer terms or inter-sessions.

16. Mississippi Senate Bill 2597“Social Host Liability Law” • No adult who owns or leases a private residence or private premises shall knowingly allow a party to take place or continue at the residence or premises if a minor at the party obtains, possesses or consumes any alcoholic beverage, light wine or beer if the adult knows that the minor has obtained, possesses or is consuming alcoholic beverages, light wine or beer. • Minimum fine $1000.00 • Up to 90 days in Jail

17. Hazing

18. Hazing “Hazing” is any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shock; quests, treasure hunts, scavenger hunts, road trips, or any other such activities carried on outside the confines of the house; publicly wearing apparel that is conspicuous and not normally in good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; and any other activities that are not consistent with fraternal law, ritual, or policy or the regulations and policies of the educational institution.

19. Hazing is a Crime… Hazing Does • Create a cycle of abusive behavior designed to humiliate, degrade, and embarrass. • Create a false sense of power and control with an absence of constraints or boundaries. Hazing Does Not • Help you to assimilate better into the group organization. • Take into account the psychological state of an individual. • Have boundaries or follow safe-guards that govern actions, or activities.

20. When is the Organization Held Accountable? • Any Activity that is Sponsored by the Group as a Whole. • Can Our Organization Be Held Responsible for an Individual’s Behavior? • YES! • If the individual in question is an executive member or “speaks for the organizations” • Acts of individual members are directly related to the student organization's activities. • A member is violating local, state, or federal law or University regulations and other members fail to discourage the activity. • Remember … in addition to the group being held responsible, members, officers, and even advisors may be held individually responsible for an individual members actions.

21. Title IX

22. Title IX • Title IX protects both male and female students in educational programs and activities from sex discrimination, including sexual harassment, by any school employee, another student, or a non-employee third party. Report sex discrimination/ Sexual harassment to THE… Assistant Title IX Coordinator Joseph D. Lawhorne 217 Martindale 662-915-7045 joseph@olemiss.edu

23. Other resources available… University Counseling Center All American and Poole Drive, 662-915-3784 Violence Prevention Office 208 Odom Hall, 662-915-1059 Family Crisis Services 503 Heritage Drive, Oxford, MS 662-234-9929

24. Misc. Items

25. Misc. Items University Trademarks CONTRACTUAL SERVICES AND DIRECTOR OF UNIVERSITY LICENSING Email Flora Jones fljones@olemiss.edu Resources for your members Counseling Center OFFICE HOURS: Monday-Friday 8:00am - 5:00pm Phone: 662-915-3784 Fax: 662-915-7831 Title IX Coordinator Office: 270-D Martindale Phone: 662-915-7045

26. Thank you for your attendance! Any questions?