2015-2016 Greek Risk Management Document

2015-2016 Greek Risk Management Document On Campus Social Functions/Events Registration of Social Functions/Events: What is a Social Function/Event? Any on or off campus gathering of multiple people at any location on or off campus that a reasonable person would believe was affiliated, associated, or sponsored by a chapter may be considered or deemed an on campus social function. All social functions and events regardless of type must be registered so that everyone is notified and on the same page. This will help ensure that the social function will be successful and safe. Dry social functions must be dry no alcohol on the premises and no one who has consumed alcohol should be allowed entry. All social functions must be closed and have a limited number of guests. All social functions must follow, monitor and enforce a guest list. Formals, Informals, and Date Parties, regardless of on or off campus, are all considered social functions and must be registered. Chapter meetings are not considered social functions/events Brotherhood/sisterhood events are not considered social functions; however, they do have their own notification process (the document for which can be found online at linfield.edu/greek/resources) Alcohol Restrictions Kegs, punch bowls, garbage cans, other large containers or any common supply of alcohol are never allowed at any time under any circumstance. Hard Alcohol (anything 20% alcohol or higher or 40 proof or higher) is prohibited at all Greek functions, unless the Greek organization provides a OLCC licensed server. All chapters should use an individual drink monitoring system, such as wrist bands (with punches or marks) or limited drink tickets. The limit needs to be one drink (drink = 12 oz of beer or malt liquor, 5 oz of wine, or if OLCC Licensed server 1 oz of hard alcohol) per hour that the event is taking place with no more that 4 drinks for the event. If alcohol is present is must follow the FIPG BYOB policy. No chapter funds should ever be used to purchase alcohol or furnish a location for underage drinking. Any purchase of alcohol or provision of alcohol or furnishing of a location for the consumption of alcohol shall be in compliance with college policy and city, county, state and federal law as well as fraternity or sorority guidelines and policies. Registration of Social Functions All social functions/events must be registered by filling out and submitting the Greek Social Function/Event Registration Form two weeks prior to the event. The form can be found online at Linfield.edu/greek/resources Notification of Neighbors At least two days prior to a social function, members of the fraternity/sorority holding the function will attempt to make door to door contact with the residences within one block of the event location. If home the residents will be notified, if not home a door hanger with the following information will be placed on the door: Responsible fraternity contact name and number Linfield Campus Public Safety (CPS) contact number Date/Time and duration of event Statement regarding the fraternity/sorority s desire to work with the neighborhood in order to resolve any concerns or complaints regarding fraternity/sorority activities. 1

Social Function/Event Security Prior to a social function/event, the sponsoring fraternity/sorority governing board will contact the Office of Student Affairs to schedule the hiring of private security. Private security is required at all social functions. The Office of Student Affairs will need the following information: Date/Time/location and duration of event Number of members and guests Time security is needed and number of security required Number of security will follow this criteria minimum of two officers up to 150 guests (including members) one additional security officer for every additional 75 members. Alcohol service plan (if applicable) Door security responsibilities and locations Whether or not guests can bring alcohol (search criteria) List of chapter officers and cell phone numbers The Office of Student Affairs will be responsible for hiring and schedule of security. CPS will provide the pre-training of the private security. The private security will check in with CPS when arriving on campus and then will proceed to the function location to meet with chapter officers. At this time Chapter Officers will: Give a tour of the house and surrounding property Designate areas which are opened and closed Provide Security with a typed guest list in the correct format Review entrance and exit criteria Review alcohol service criteria (if alcohol will be present at the event) Review the plan for ending the social function, security will not leave the function until the party is shut down and the guests have left. Executive Officers/Police/CPS Walk-Through Prior to the event the executive board of the sponsoring chapter should undertake a walk-through the house or event site and check security and access points, fire escapes, restrooms, electrical light or sound systems, staircases, windows and any other possible areas that may pose risk. Prior to the event, the sponsoring chapter is encouraged to invite Linfield CPS and McMinnville Police to walk through the house or event site several hours prior to the event. This walk through should note security plans, location of any alcohol service (and appropriate safety measures), responsible contact name and number for the event, and the duration and theme or planned activities of the event. This preevent walk-through is recommended and suggested, but it is not mandatory. Sober Executive Member Requirement All fraternities and sororities associated with the function must have at least two sober executive members at the function. These members will be selected within their own executive board. If the designated executive members fail to fulfill their required duties they will be sent to the judicial boards within their own organization. The sober executive members must ensure that there is no underage drinking, that only people on the guest list are in attendance, and that no problems are occurring and if they do they will be in charge of resolving them. The sober executive members are responsible for noise level checks during the social function ensuring that the noise level does not become excessive. Excessive noise is defined as frequent, repetitive or continuous sound that is audible to a person of normal hearing at a distance of seventy-five feet or more from the event property. 2

The Greek Life Office recommends that a sober executive member walk out to the sidewalk every 15-30 minutes to ensure that noise level is appropriate Sober Monitors Chapters hosting an event must provide sober, non-alcohol drinking monitors at the event. The names and cell phone contacts of the sober monitors must be posted in a prominent location at the function. There should be one sober monitor for every 25 guests or at least three sober monitors at every event. Their responsibility is to work with security to ensure that all persons entering the function are on the guest list and registered to attend, each person has provided legal identification, and to ensure that all national organization and college regulations are met. Guidelines for the sober monitors are as follows: The sober monitor may not drink alcohol or use any illegal substance prior to or during the event. The sober monitors must be initiated members of the organization At least one sober monitor should be a chapter officer At least half of the sober monitors must be upper-class members of the organization Responsibilities of Sober Monitors: Watch over events and participants for unsafe or risky situations React appropriately to any unsafe conditions Communicate regularly with hired security Serve (if needed) as sober representatives to law enforcement and emergency officials, college representatives, and/or the third party vendor for the event Re-entry Policy Social functions at a fraternity house shall enforce a no re-entry policy. This will reduce risk and liability as it is very difficult to monitor the condition of guests if they are constantly going in and out of a social function. Due to excessive temperatures that can rise in enclosed areas during social functions, a fenced in area should be provided so that guests can get fresh air and cool off without having to leave the social function. Sober monitors and event officials are exempt from the no re-entry rule. Follow-up Report A follow-up report shall be submitted by 4PM on the Monday follwing all social functions and should include an evaluation of security services, summary of the event, any issues with guest lists, checking IDs, uninvited guests, unruly guests, intoxicated guests, contact or issues involving campus safety or the police department. This form can be found online at linfield.edu/greek/resources Off Campus Social Functions/Events Transportation and Security If a chapter is using bus or van transportation then these regulations must be followed: No alcohol on the buses or vans Security must be present when loading buses or vans (private security will be hired by the Office of Student Affairs) Private security is required to ride the buses to and from the event Adequate bathroom facilities or a travel plan that allows for bathroom breaks at appropriate locations must be provided. This may require organizations to hire buses with bathrooms for longer trips. 3

Alcohol Vendors If alcohol is to be served at off campus social functions then these regulations must be followed: 3rd party vendors must be hired and they must carry their own liquor liability The chapter will present the 3 rd party vendor with a list of 21 years olds All students will be asked to present valid ID each time alcohol is purchased All chapters should use an individual drink monitoring system, such as wrist bands (with punches or marks) or limited drink tickets. The limit needs to be one drink (drink = 12 oz of beer or malt liquor, 5 oz of wine, or if OLCC Licensed server 1 oz of hard alcohol) per hour that the event is taking place with no more that 4 drinks for the event. If an off campus location is provided where alcohol is allowed to be consumed then these regulations apply: All state and local alcohol laws must be followed All college alcohol policies must be followed Security and/or sober monitors should monitor all locations for underage or high risk drinking Event Security If the off campus location requires security to be present the chapters must provide the level of security required by the location. Security should be given a list of contacts of responsible chapter hosts and the chapter hosts must review with security and provide them a list outlining the duties of security at the event. Risk Management Forms Everyone in the fraternity or sorority must sign a risk acknowledgement form either at the beginning of each semester that applies to all events and or an event specific risk acknowledgement form that should state at a minimum the following: Members are responsible for any damage caused by themselves or their guests Members understand consequences of improper behavior Chapters may be held responsible for the actions of their members or their guests Guest Lists Limitations Guests at off campus social functions shall be limited to one person per affiliated member. Affiliated members will be responsible for the behavior of their guest. Only members of the sponsoring chapter will be allowed to bring guests. Day-To-Day Risk Management While most chapters think about risk management while planning a social function risk management needs to be a constant discussion within the chapter. This section will help chapters develop strong risk management practices on a day-to-day basis. Executive Board Risk Management Review Greek organizations should review risk management procedures and issues at each regularly scheduled meeting of their executive board. The standing agenda for these meetings should include a review and discussion of present and future risk management issues. Risk Management Agreements Each chapter shall require all members to read the Greek Life Risk Management Policy documents and the chapter s risk management documents and sign a statement that they have read and understood these documents. This shall take place at the beginning of fall semester and spring semester, so that all members are in compliance. The chapter s Risk Management Chair (or the equivalent position) will keep 4

these documents readily available to each chapter member. A chapter that has less than 100% compliance may be suspended from hosting or sponsoring social functions. Risk Management Education and Review Once a semester the Greek Life Office will host a Greek Leadership Summit, which will review risk management. At this meeting the Risk Management Chair (or the equivalent position) from each chapter will be required to attend and report to IFC/LPC. These Risk Management Chairs will give a brief assessment of their chapter s risk management for the last month and any common or joint issues will be discussed and reviewed. Post Policies and Chapter Contacts Each Greek chapter at Linfield College must visibly post all executive members contact information and policy standards and risk management procedures of the college and their chapter in their general commons areas. Guests Each Greek chapter at Linfield College must enforce that members must be responsible for their guests. Members are responsible for the behavior of their guests and may be held accountable to the chapter s judicial board for any violations of chapter or college policy by their guests. Guests violating chapter or college policy should be asked to leave the chapter house or function. Alcohol and Sexual Assault Education: Each chapter shall designate a wellness educator or assign their Risk Management Chair to annually provide chapter training to address the alcohol policy for the organization and college. The wellness educator is strongly encouraged to utilize the resources on campus in Student Affairs for assistance with the training program. Training will address alcohol use as it relates to sexual assault policy to include the following: The college alcohol and medical clemency policy and risk reduction practices The College sexual assault policy and rick reduction practices Chapter Conduct Boards Every fraternity and sorority should have its own conduct board, and use it to sanction members if appropriate. This requires that members must know what is expected of them and they must know that there will be consequences if expectations are not met. Faculty/staff Advisors Greek organizations at Linfield College should seek out advisors from among Linfield faculty and/or staff. These advisors should be used as resources as mentors, counselors, and educators in formulating, implementing and maintaining risk management policies and procedures. For example, a chapter could ask their faculty advisor to sit on their academic awards committee, you could invite them to participate in a philanthropy event, you could ask them to present once a semester at a chapter meeting on college or faculty issues, news, and events. You could also invite them to a chapter lunch or BBQ or breakfast. Get them involved and allow them opportunities to get to know your members and tap into their knowledge and experience and allow them to offer your chapter guidance and support. Liaison With Mac PD and Linfield Campus Safety Each Greek organization should designate, within their own leadership structure, a liaison to the McMinnville Police Department and Linfield Campus Safety. This best person for this job is the President of the chapter, but a chapter may designate a special liaison. This liaison should seek out interaction with MPD and LCS to foster a positive and proactive relationship in order to build trust, cooperation and positive communication. Locking Fraternity Houses 5

Fraternity houses at Linfield College should have locking systems that default to the locked position unless purposefully deactivated for a specific event or time period. Whether they be manual locks or electronic locks, access should be limited to members and others approved by the chapter. Availability to keys or codes should be by executive board approval only. Steps used by Residence Life or CPS when responding to possible student code of conduct violations in the college fraternity houses may include any of the following (depending on the specific circumstances, the order of these steps or the entire process may change as the situation warrants): Residence Life Staff and CPS will make regular rounds of the exterior of the fraternity houses as they do with the College residence halls and apartments. If there is a concern about noise, underage drinking, unregistered social function or other possible violations of the Student Code of Conduct, the Residence Life staff and/or CPS will knock on the door and announce who they are. Residence Life and/or CPS will ask to speak with the sober executive officer and will ask to speak only to the sober executive officer. Any other students at the door will be asked to go inside or leave the property. The sober executive officer will be asked to turn down the music (if noise is a concern) and to speak with Residence Life or CPS. It will be explained that Residence Life or CPS is concerned that there may be a possible violation of the Student Code of Conduct. Residence Life or CPS will explain specifically what their concerns are and that if these issues are occurring they must be addressed immediately. The sober executive officer will be notified that they are responsible for all individuals in the fraternity (including all students on the premises) and that ALL college policies (including alcohol) must be followed. The sober executive officer will be informed that staff will be returning to the fraternity on their next set of rounds and if at that time noise or other possible student code of conduct violations are still apparent, the staff will ask the sober executive officer to require that all non-members leave the fraternity and that the house be closed for the rest of the evening. If it becomes necessary to require all non-members to leave the fraternity, the Residence Life Staff and CPS will wait outside all exit doors while students leave the fraternity house. If there are visible violations of college policy as students are leaving, Residence Life and CPS will respond to those students on an individual basis. Once the fraternity house is cleared of all non-members, Residence Life Staff and CPS will clear the fraternity and continue on rounds. If at any time the sober executive officer or other students are not cooperative with College staff, the staff reserves the right, as authorized by the Greek Relationship Statement, to enter the house to maintain safety and health standards, and to assure compliance with this statement and other college policies. If an alleged policy violation has occurred, the incident will be documented and the fraternity will be sent to Office of Student Conduct and Community Standards for determination of the appropriate conduct review process. Students can find a copy of the Conduct Review Process in the Student Handbook. 6