Fraternity & Sorority Events & Risk Management Training

1. Fraternity & Sorority Events & Risk Management Training Training Spring 2014

2. Grounds and Facilities • Event Registration through The Source • Risk Management Specifications and expectations • House inspections • Registration polices and procedures • Alabama Law and New Security Regulations Overview

3. http://greekaffairs.ua.edu/resources.cfm Where do I find all this Information?

4. Facilities & Grounds

12. Event Registration: Policies and Procedures

13. Risk Management

14. General Policy • Structures, Inflatables, and Amusement Devices • A “structure” is something erected for use at a social event and includes, but is not limited to, stages, boardwalks, tiki huts, viewing platforms, decks, temporary walls, bars, and bar tables. Lawn/house decorations or signs/banners to promote events are not considered structures. Except as outlined in this section, all structures are prohibited at registered social events. • “Inflatables” and “amusement devices” are items designed for the entertainment of event participants and/or require physical strength, agility, or coordination. These include, but are not limited to, water slides/slip-n-slides, bungee run, Velcro wall, gladiator arena, dunk tank, mechanical bulls, bungee trampoline, and rock climbing walls. Inflatables and amusement devices are prohibited at all registered social events. • Temporary stages, tiki huts, and bar tables either (a) purchased from and installed by an appropriate dealer or (b) constructed by a licensed/bonded/insured contractor do not constitute a structure and are permissible if constructed/assembled immediately prior to the social event. Stages may only be used to hold the band or DJ providing entertainment at the event. • Under certain circumstances, the University may entertain the possibility of a permanent structure such as a stage, boardwalk, viewing platform, or deck at a fraternity or sorority house where the organization has exclusive use of the property. The design of a permanent structure must adhere to the University’s design guidelines and be constructed of materials that are suited for exterior use. In most cases, the proposed structure may not be visible from the street or walkways and may not limit or restrict access to the house, block exits or cause any inconvenience for residents or invited guests. Any request for consideration of a permanent structure should be coordinated with Greek Affairs. • The organization shall assume all of the expenses for design services, materials, contract labor, building permits, inspection, materials disposal or any other costs or expenses related to the design, construction and removal of any approved permanent structures or temporary stages, tiki huts, or bar tables, as allowed herein. • The organization shall submit a Structure Certification Form to the University’s Office of Risk Management and Office of Greek Affairs at least two (2) calendar days before the registered social event. Structures, Inflatable, & Amusement Devices

15. Environmental Health and Safety

16. Christy Herron University Safety Manager cherron@bama.ua.edu Tammy Trimm Environmental Coordinator II ttrimm@bama.ua.edu Environmental Health & Safety

17. Environmental Health & Safety

18. Global Plastic Sheeting (store.globalplasticsheeting.com or 866-597-9298) Is the distributer of Black Polyethylene 4 mil Fire Retardant sheeting. Currently, this is the only sheeting approved for use inside the house. This can only be used in a small portion of the house and must be pre-approved by EHS before installation and installed in a specified manner. Any other tarping inside the house must be pre-approved by EHS to ensure it meets specifications and is not a fire hazard. If an event would normally be in a yard where black sheeting would be used as a barrier, this too must be fire retardant and meet the requirements for the black sheeting used indoors. Environmental Health & Safety

19. Legal Issues

20. Alabama law makes it illegalfor anyone under the age of 21 to consume, possess, purchase, or transportany alcohol, liquor, or malt or brewed beverage within the state. Alcohol─Underage Usage

21. Alabama law makes it illegalfor anyone under the age of 21 to use or attempt to use a false, forged, or deceptive driver’s license to obtain or attempt to obtain alcohol in the state. Alcohol─Fake ID

22. If you are under the age of 21 and are caught either (1) with alcoholor (2) using a fake ID, you face up to a $500 fine and3 months in jail. You will also lose your driver’s licenses for up to 6 months. Criminal Consequences

23. It is illegalin Alabama for any person to furnish, distribute, or give awayalcoholto someone under 21 years of age. • If you are caught violating this law, you face up to a $1,000 fine and 6 months in jail. • If you are under 21 and found guilty of possession and distribution of alcohol, you can face multiple penalties. Alcohol—Parties

24. Alabama’s Open House Party law creates criminal exposure for anyone (1) over 21(2) that has authorized and attends a party at his or her residence and (3) fails to take reasonable action to prevent illegal possession or consumption of alcohol or drugs at the party. • Reasonable action is removing or asking the police to remove from the party the individual that is illegally consuming or possessing alcohol/drugs. • If you are caught violating this law, you face up to a $1,000 fine and 6 months in jail. Alcohol—Parties

25. Alabama’s Dram Shop Act is one way someone can be found liable for providing or distributing alcohol to individuals under the age of 21. • This also applies to providing illegal drugs to anyone. • If found liable, you can be forced to pay significant amounts (i.e.hundreds of thousands to millions of dollars) in compensatory and punitive damages to the family of the individual you provided the alcohol to and anyone that individual harmed as a result of the alcohol usage. Alcohol—Liability

26. Examples of situations that can create civil liability for an individual who provides alcohol to a minor include: • Drunk driving accident (you may be liable to anyone involved in the accident and their families) • Alcohol poisoning (you may be liable to the family of the poisoned individual) • The Dram Shop Act is not the only way you can be found civilly liable in a situation involving the use or distribution of alcohol. Alcohol—Liability

27. Liability—both civil and criminal—can attach if you are distributing alcohol to minors at a fraternity or sorority house on campus or at an off campus house party. Alcohol—Liability

28. If something terrible happens as a result of alcohol use at a fraternity/sorority party (e.g. a car accident, etc.), including any off-campus, pledge, or “unofficial” party, many plaintiff’s lawyers will file a lawsuit against the national organization, the local chapter, the chapter officers, and any individual members or pledges involved directly in the incident. Alcohol—Liability

29. If a lawsuit is filed against you personally or the chapter, there may be no insurance coverage to provide a defense or pay any judgment against you. • Many insurance companies exclude coverage for alcohol or hazing related injuries or damages. • If no insurance coverage, you must pay out of your own pocket. • Litigation is very expensive and can last for 5 to 10 years, depending on the case. Alcohol—Liability

30. A criminal conviction relating to alcohol possession or distribution can follow you for the rest of your life. Among other things: • It can affect graduate school (law, medical, etc.) admissions; • It can prevent obtaining certain professional licenses; • It will show up in a background check, which can affect your ability to get a job. Alcohol—Long Term Issues

31. Similarly, a civil judgment against you for improper distribution of alcohol can inflict significant damage on your future and your family’s future: • If your organization or your parent’s homeowners insurance do not provide you coverage, you and your parents will have to pay any judgment against you out of your own pocket, which, depending on its size, may mean your family’s savings are depleted and you will be paying the remaining portion of that judgment for years to come. Alcohol—Long Term Issues

32. Alcohol Policies & Expectations • Each student group or organization that desires to host or sponsor a social event at which alcoholic beverages may be consumed must apply for and receive from the Office of the Dean of Students a permit prior to the date of the social event. To obtain a permit, a student group or organization must agree to comply with the terms and conditions of the social event policy. This agreement must be signed by an authorized officer or representative of the student group or organization. • Annual Permit: and annual permit is available to recognized student groups and organizations that anticipate hosting several registered social events. An annual permit is valid from August 1 of the year to July 31 of the immediately succeeding year. • Single Event Permit: A single permit is available top recognized student groups or organizations which anticipate hosting only an occasional registered social event. The fee for a single permit is $50. • Social events at which alcoholic beverages will be present shall be sponsored, hosted or held on a “bring your own beverage” (BYOB) basis or shall incorporate a licensed, third-party alcohol vendor.

33. Events with Minor Children • The University of Alabama has a Child Protection Policy and a Child Protection Reference Manual that we need all those participating in any event with children under the age of 19 to review.  Once your members have reviewed those two documents, please have them sign on a verification form and return to the office of Greek Affairs.  The policy website is linked below where you can find a PDF copy of the Child Protection Reference Manual for you to share with your membership.  Also, Christy Herron from Environmental Health and Safety will need to be contacted prior to any event to discuss specific safety concerns for the events. • http://policies.ua.edu/childprotection.html

34. All social functions must be registered through The Source Event Registration Program, one week (7 days) prior to the date the event is scheduled to take place • If the registration deadline is missed, there is a minimum $1 fine for every member of the organization per day after the deadline in addition to the fees required for event registration. • If alcohol is going to be present at the social event, then the organization must pay $135 alcohol fee • an accurate guest list must be maintained during the event and submitted to the Dean of Students Office. If the guest list is not submitted within 72 hours, there is a $50 per day fine, up to a maximum fine of $250. Repeated failure to submit guest lists may result in disciplinary action or referral to the appropriate judicial board. Registration Deadlines & Fines

35. The Office of the Dean of Students will not register events at which the presence of alcohol is planned or anticipated during Sunday through Wednesday • The hours for indoor social functions are restricted to the following times: • Sunday – Wednesday 5:00 p.m.-11:30 p.m. • Thursday 5:00 p.m.-1:00 a.m. • Friday/Saturday 5:00 p.m.-2:00 a.m. • The hours for outdoor social functions involving musical entertainment as above are restricted to the following times: • Friday 5:00 p.m.-12:00 Midnight • Saturday 1:00 p.m.-12:00 Midnight • Sunday 1:00 p.m.-5:00 p.m. Standards and Restrictions

36. No pools of any type or size will be allowed at any time. • Yard remnants/decorations of social events must be removed from the property immediately following the event, and must be completely removed by 10:00 a.m. the morning following the event. • Should the fire alarm go off during the event, the organization should immediately vacate the location. No one should be allowed back in the location until cleared by the Fire Department. • The Social Event Chair of the organization must be available to assist with access and be available immediately to the security personnel. This individual must be at least 21 years of age and must remain sober during the event. • Any organization hosting an event at which alcohol will be present must provide security for that event, and the number of security personnel required for an event will be determined by the following: • A minimum of 2 security personnel must monitor the event’s main entrance and at least 1 security officer must be stationed at every other entrance/exist for the duration of the events. • For every 100 attendees, 2 security guard must be present. • Example: 400 attendees = 8 security guards Safety & Security Expectations

37. Enforcement • By registering a social function, an organization agrees to abide by the policies governing student conduct. • Any individual student and any student group or organization which violates any of the provisions in the Social Event Planning Guidelines, or policies governing student conduct, shall be subject to all of the disciplinary provisions of the Code of Student Conduct. • In addition to any disciplinary action by the University pursuant to the Student Handbook and/or the Code of Student Conduct, student groups or organizations which are member organizations of either local or national groups governed by national organizations shall also be subject to disciplinary action by those local or national councils or groups for a violation of the Student handbook and or the Code of Student Conduct.

38. House Bill 232; Boards, Agencies and Commissions • Effective September 1, 2013 Alabama State Law requires that all security vendors, and security officers, be licensed and certified with the Alabama Security Regulatory Board • Make sure that your organization is in compliance with Alabama Stat Law by checking to see the licensing status of your security vendor on the following website: http://www.asrb.alabama.gov/Search.aspx Security Companies & Alabama Law

39. No social events may be registered to occur during the five (5) day period preceding or for the duration of final exams for the fall and spring semesters or during the two (2) day period of the summer term. In addition no social events may be registeredon the following days: • March 8thGreek Preview Day • March 21- March 30, UA Spring Break • April 21st-25th, Dead week • April 28th - May 4th, Finals • August 15th -24th, Recruitment & Greekfest No Parties may be Registered on the Following Dates