Risk Management Training

1. Risk Management Training Jayme Watkins Coordinator of Co-Curricular Programs

2. Overview • Risk Management • Latter of Risk • Social Host Policy • Event Guidelines • Bring Your Own Beverage (BYOB) • Third Party Vendor • Off-Campus Events • Outdoor Events • Hazing • Auxiliary Groups • Weapons, Drugs, and Sexual Misconduct

3. Train the Trainer • Attended training (right now) • Train organization • Have members take exam on OrgSync • Exam and slides will be posted on Friday • 80% of your membership (what is listed on your OrgSync roster) must score 80% or better • Deadline for exam: October 19

4. Risk Management

5. What is Risk Management? Risk Management is: • The process of considering the potential risks to Students and the College • Identifying ways to avoid the dangers of activities, either by • Adjusting behavior and/or process • Eliminating the activity all together • Fraternal Information and Programming Group (FIPG)

6. Negligence • Occurs when someone has a duty to another person, breaches that duty, and the other person suffers harm as a result • Example: You hose an event (pool party), someone is injured, and it can be proven that the injury was due to your failure to provide safeguards (lifeguards) for a known safety risk associated with the activity

7. Liability • Refers to legal responsibility. • Who can be held liable • You • Your organization (local and national) • Your advisor(s) • Your members • Randolph-Macon College

8. The Latter of Risk

9. Social Host Policy If organization’s risk management guidelines are more stringent, the most stringent will prevail

10. Scope An event which: • Involves the possession, sale, or consumption of alcohol • Takes place on organization premises, organization event, or that an observer would associate with the organization • Must comply with: • All applicable laws and policies • BYOB Guidelines • Third Party Vendor Guidelines

11. Event Guidelines

12. Registration All events must register with the Office of Student Life via OrgSync • Must submit request by Monday at noon • Include a guest list • Additional documents depending on the type of event Event times • Thursday 6PM-12AM • Friday and Saturday 6PM-2AM • Other times must be approved by the Assistant Dean of Students • Events can not last longer than 4 hours • Organization can not hold more than one event per day

13. Guest Lists • Due at the time of registration • Amendments are due by noon on the last business day prior to the event • Must be no more than four times the organization membership • Should be kept at the door and check off upon guest’s arrival

14. Event Access • OPEN PARTIES ARE PROHIBITED • Organizations are responsible for monitoring and controlling access to their event at all times • Access should never be grated to a guest who is already intoxicated • Additional security may be required as a condition of approval

15. Publicity • No advertising is allowed for closed event where alcohol is permitted. • Advertising is allowed for events that are alcohol free.

16. Event Signage • Signs must be prominently displayed at BYOB and Thirst Party Vendor events: • Non-alcoholic beverages are available or provided and the locations of said beverages • It is illegal for persons under 21 years to consume or possess alcoholic beverage • Violators will be subject to College policies and/or criminal action

17. Bring Your Own Beverage (BYOB) Procedure

18. Theme • All event themes should use common sense and be appropriate • Event themes should not be disrespectful or degrading to any person or population • Questionable themes will be adjudicated by the IFC Community Standards Board or the College Panhellenic Judicial Review Board

19. Entrance • One well-lit entrance, controlled and monitored by security, or initiated members, is mandatory • New members are prohibited from door duty • Door Monitors must check to see if those seeking entry are members, or are on the guest-list • Members and guests with alcohol are required to show proof of legal drinking age • Picture ID with a birth date and a student ID are required for those bringing in alcohol • If the guest is not a student at R-MC, they must register with the Office of Campus Safety before attending a social function on campus • A guest’s name is checked once they have entered the event • Guests are encouraged to request to see their name on the list • Several exits must be made available due to fire codes • These cannot be used as entrances

20. Guest Lists • Invitation guest lists with specific names of all members and non-members, who have been invited, must be generated for each function • Social events should not be open to the entire Greek or student population. • Invitations should be issued to the guest(s) that the member wishes to invite to the event • The guest list must be submitted with the social event registration form. The most accurate guest list should be summited, numbered and typed in alphabetical order, by noon business day prior to the event, in .pdfformat

21. Wristbands • Members and guests, who are of drinking age and bring alcohol to the event, must receive a non-adjustable, hospital-style wristband • Individuals checking alcohol into the event must also receive a hand-stamp on each hand • This shows that the individual has already entered the event and checked in alcohol • The individual’s name should be checked off the invitation guest list, and the type of alcohol brought in is written by his/her name • Members and guests who are not of legal drinking age or do not bring alcohol, DO NOT receive a wristband. • Only those who bring alcoholic beverages to the event are allowed to consume said beverages

22. Punch Cards • For each and every event, punch chards should be created that are event specific • Punch cards should be about credit card size with the following information: • Name • Birthday • Type of alcohol/amount brought • Date of event • Theme • Location to punch up to six holes to signify consumption of said alcohol • Punch cards are easy to handle and are a more effective means for proper redistribution • Punch cards are collected at the exits before your guests leave. • Examples of your punch card must be submitted as part of your registration materials.

23. Types and Amounts of Alcohol • The following stipulations apply per person, for a typical four hour function: • Maximum of six 12 ounce cans/ plastic bottles of beer -or- • Four 10 ounce wine coolers • All the soda, juice, flavored water, or non-alcoholic beverages you care to consume (provided by the host organization) • No kegs, or common source containers. • No liquor, hard alcohol, spirits or the like. • No squeeze bottles, beer bongs, party balls, pitchers, tumblers, handles or other containers • No beer/wine/alcohol for common use in members’ rooms • No bottles (except wine coolers that are poured into plastic cups before redistribution) • No shots, drinking games, or other activities that encourage inappropriate drinking behaviors.

24. Food and Non-Alcoholic Beverages • The amount of non-alcoholic beverages should at least equal the number of underage members and guests at the event. • Breads, meats, cheeses, vegetables, cookies, subs, pizza, brownies, fruits and dips are considered appropriates foods • The organizations should avoid salty foods. • All food and non-alcoholic beverages should be contained within one centralized location • Non-alcoholic beverages should be served from closed containers • Cans • Plastic bottles • Fountain dispersing machines • During the last 45 minutes of an event; • Alcohol service should stop • New non-alcoholic beverage and food item should be served for those who wish to switch beverages • Begin winding down

25. Event Monitors and Security • Monitors are charged with regulating social events and maintaining the risk management policy of the chapter(s) involved. • Monitors are not to consume alcohol during the social event • There must be two door monitors/ID checkers • There must be two alcohol distribution monitors • There must be one contact person available at all times • No one person may serve in more than one role at a single event, and they must serve for the duration of said event • There should be one sober monitor for every 20 guests • If hired security is not used, monitors must regulate behavior and notify Campus Safety when needed. • Monitors should be older members of all participating organizations who will serve as general monitors or as service monitors working at the service distribution center • Alcohol Distribution Monitors must be 21 years of age

26. Event Monitors and Security • Sober Monitors, ID Checkers and Alcohol Distributors, must be Risk Management trained and cannot change once submitted on the Social Event Notification Form and may not change during the event without the express permission of the Assistant Dean of Students or the Senior Associate Dean of Students • Specialty clothing may be worn by the monitors to set them apart from the rest of the attendees • Chapter presidents and social chairs should remain sober during social events so that they can, along with the monitors, ensure that a safe social environment is maintained • Monitors have the right to deny access to the event to anyone they think is already impaired by alcohol or other drugs, even if the person is on the invitation guest list • If monitoring personnel are not present, you will have the possibility of the party being immediately closed and cause a review of your privilege to register social functions by the Office of Student Life

27. Alcohol Distribution Center • One centralized location should be established for the distribution of all • Food • Non-alcoholic beverages • Alcoholic beverages • No other location, especially member’s rooms, can be used for the distribution of alcoholic beverages • The holding tank, which serves as a cooling area for the alcohol brought into the function by members and guests, can be as simple as a large rubber trash can filled with ice • Non-alcoholic beverages must be free and presented in an attractive and accessible manner • Anyone who wishes to acquire an alcoholic beverage that s/he brought to the event must: • Present the punch card • Show the wristband and hand stamp • The service monitors must not serve anyone who is intoxicated • Only one beer or wine cooler may be acquired at a time • Left-over alcohol may be picked up the following day • It is to be discarded if not picked up the next day

28. Third Party Vendor An event where a third party has been contracted to provide service of alcohol for the event. This is the most effective method for transferring liability away from your organization.

29. Theme • All event themes should use common sense and be appropriate • Event themes should not be disrespectful or degrading to any person or population • Questionable themes will be adjudicated by the IFC Community Standards Board or the College Panhellenic Judicial Review Board

30. Entrance • One well-lit entrance, controlled and monitored by security, or initiated members, is mandatory • New members are prohibited from door duty • Door Monitors must check to see if those seeking entry are members, or are on the guest-list • Members and guests with alcohol are required to show proof of legal drinking age • Picture ID with a birth date and a student ID are required for those bringing in alcohol • If the guest is not a student at R-MC, they must register with the Office of Campus Safety before attending a social function on campus • A guest’s name is checked once they have entered the event • Guests are encouraged to request to see their name on the list • Several exits must be made available due to fire codes • These cannot be used as entrances

31. Third Party Vendor Agreements • In addition to the registration requirements, Third Party Vendor events require the completion of the Third Party Vendor Agreement • Proof that the vendor is properly licensed by the appropriate local and state authority must be made available • This might involve both a liquor license and a temporary license to sell on the premises where the function is to be held • Proof of $1,000,000.00 in liability insurance must also be provided to the Office of Student Life upon registration. • The certificate must state that the vendor has “off premise liquor liability coverage and non-owned and hired auto coverage” • The certificate of insurance must name as additional insured (at a minimum) the local chapter of the fraternity hiring the vendor as well as the national fraternity with whom the local chapter is affiliated • The vendor agrees to conduct only a cash bar and must divulge the cost of each drink as it will be assessed to members and guests on the Third Party Vendor Agreement

32. Vendor Responsibilities • By completing the Third Party Vendor Agreement and signing it, the vendor agrees to all the responsibilities that any purveyor of alcohol would assume in the normal course of business which includes, but is not limited to: • Checking ID upon entry and prior to service • Giving hospital-style wristbands to those who are of the legal drinking age, 21 • Serving those providing identification to be the legal drinking age, 21 • Refusing service to anyone who is intoxicated • Maintaining control of ALL alcohol containers present • Collecting and removing all remaining alcohol and the conclusion of the event • No excess alcohol, open or unopened, is to be given, sold or furnished to the organization, members or guests

33. Venue • If the event is to be held on campus, the Office of Student Life must approve the selected venue and receive all proper registration materials prior to approval • If the event is to be held off-campus, a copy of the venue contract must be presented with the registration material to the Office of Student Life • If the event is to be held off-campus, transportation to and from the event must be provided by the organization(s) for members and guests • This should be in the form of registered and bonded bus lines • Any other mode of transportation requires the express permissions of the Assistant Dean of Students

34. Guest Lists • Invitation guest lists with specific names of all members and non-members, who have been invited, must be generated for each function • Social events should not be open to the entire Greek or student population. • Invitations should be issued to the guest(s) that the member wishes to invite to the event • The guest list must be submitted with the social event registration form. The most accurate guest list should be summited, numbered and typed in alphabetical order, by noon business day prior to the event, in .pdf format

35. Wristbands • Members and guests who are of drinking age, must receive a non-adjustable, hospital-style wristband • The individual’s name should be check off the invitation guest list • Off-campus: the venue will provide wristbands to all attendees who are of legal drinking age • On-campus: an appointment must be made with The Office of Student Life to pick up the wristbands

36. Food and Non-Alcoholic Beverages • The amount of non-alcoholic beverages should at least equal the number of underage members and guests at the event. • Breads, meats, cheeses, vegetables, cookies, subs, pizza, brownies, fruits and dips are considered appropriates foods • The organizations should avoid salty foods. • All food and non-alcoholic beverages should be contained within one centralized location • Non-alcoholic beverages should be served from closed containers • Cans • Plastic bottles • Fountain dispersing machines • During the last 45 minutes of an event; • Alcohol service should stop • New non-alcoholic beverage and food item should be served for those who wish to switch beverages • Begin winding down

37. Off-Campus Events These events are only allowed when an organization follows the Third Party Vendor Procedure.

38. Off-Campus Event Guiedlines • Registered off-campus events must follow the Third Party Vendor Procedure and be registered at least two weeks prior to the event • The host organization(s) must provide transportation to and from the event for members and guests • This should be in the form of registered and bonded bus lines • No other transportation option is allowed without the express written permission of the Dean of Students • No overnight social events are permitted for any student organization. • Students are expected to abide by College policies and federal, state, and local laws • Violations of policy that occur off-campus will be adjudicated through the College Judicial System

39. Outdoor Events

40. Outdoor Events • Must reserve the space through the Office of Student Life and complete the necessary registration paperwork for either a BYOB or Third Party Vendor • Approved areas for outdoor events • Mary Branch Terrace • Brock Center Parking Lot • Copley Courtyard • Other sites must be approved by the Office of Student Life. • The set-up requests must be submitted at the time of reservation • An Outdoor Festival application must be completed 21 days in advance • Pick up form at Office of Student Life or Office of Campus Safety. • Must be signed and approved by • Senior Associate Dean of Students • Assistant Dean of Students • Ashland Police Department • Not considered approved until official notification from the town of Ashland is received

41. Outdoor Events • Amplified music at event: • Town of Ashland requires a special outdoor festival permit that can be picked up from the Ashland Police Department • Must be completed 21 days in advance of the event • In addition to the Randolph-Macon College Outdoor Festival Permit. • Additional regulations for outdoor events involving alcohol: • Compliance with all Third Party Vendor Guidelines, College regulations, and Virginia ABC regulations • The event must be approved 21 days in advance by the Office of Campus Safety and the Office of Student Life, and all proper Virginia ABC paperwork must be completed • An area within the approved space must be designated a beverage service and consumption area • Must have some type of physical barrier by which all access is controlled • Only individuals of legal age may enter this area • All alcoholic beverages must be consumed by individuals in the controlled area • No alcoholic beverage may be taken out of this area.

42. Hazing

43. R-MC Hazing Policy R-MC Policy – Recklessly or intentionally endangering the health or safety of a student or students or to inflict bodily injury on a student or students in connection with or for the purpose of initiation, admission into or affiliation with, or as condition for continued membership in a club, organization, association, fraternity, sorority, or student body regardless of whether the student or students so endangered or injured participated voluntarily in the relevant activity. Randolph-Macon College further defines as hazing, any action taken or situation created, intentionally, to produce mental, emotional or physical discomfort, embarrassment, harassment or ridicule for the purpose of initiation into, admission into, affiliation with, or as a condition for continued membership in, a group or organization. Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excess fatigue; physical and psychological shocks; quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside the confines of College property; wearing of public apparel which is conspicuous and indecent; involuntary nudity; engaging in public stunts; morally degrading or humiliating games and activities; and any other activities which are not consistent with academic achievement, College policy, or federal, state and local laws. Quests in academic classes or student programs may be approved by the Provost or Dean of Students, respectively. Consent by participants in any activity is not considered a defense for violating the hazing policy.

44. Subtle Hazing Behaviors that emphasize a power imbalance between new members/rookies and other members - often accepted as “harmless”. • Deception • Name calling • Assigning demerits • Socially isolating new members/rookies • Silence periods with implied threats for violation • Deprivation of privileges granted to other members • Line-ups and Drills/Tests on meaningless information • Expecting certain items to always be in one's possession • Requiring new members/rookies to perform duties not assigned to other members • Requiring new members/rookies to refer to other members with titles (e.g. “Mr.,” “Miss”) while they are identified with demeaning terms

45. Harassment Hazing Behaviors that cause emotional anguish or physical discomfort in order to feel like part of the group. Harassment hazing confuses, frustrates, and causes undue. • Verbal abuse • Sleep deprivation • Sexual simulations • Expected to harass others • Threats or implied threats • Stunt or skit nights with degrading, crude, or humiliating acts • Asking new members to wear embarrassing or humiliating attire • Expecting new members/rookies to perform personal service to other members such as carrying books, errands, cooking, cleaning etc • Expecting new members/rookies to be deprived of maintaining a normal schedule of bodily cleanliness.

46. Violent Hazing Behaviors that have the potential to cause physical and/or emotional, or psychological harm. • Burning • Bondage • Branding • Public nudity • Water intoxication • Abductions/kidnaps • Expecting illegal activity • Beating, paddling, or other forms of assault • Expecting abuse or mistreatment of animals • Forced or coerced alcohol or other drug consumption • Forced or coerced ingestion of vile substances or concoctions • Exposure to extreme cold heat without appropriate protection

47. Auxiliary Groups Little Sister/Brother Groups

48. Auxiliary Groups • The formation of a chapter auxiliary or little sister/brother group for any purpose is expressly forbidden • Violations will be adjudicated by the IFC Community Standards Board or the College Panhellenic Judicial Board of Review • The National Panhellenic Conference and the North-American Interfraternity Conference also strictly forbid the formation and establishment of such groups

49. Weapons, Drugs, and Sexual Misconduct

50. Weapons, Drugs, and Sexual Misconduct • ALL PROHIBITED!!! • Violations can result in suspension • For more details see Fishtales