University of Mary Hardin-Baylor STORM: Student Organization Risk Management Fall 2011 Offices of Student Organizations and Risk Management Student Organizations Kristy Brischke – [email protected] Tiffany Wurdemann – [email protected] Risk Management Larry Pointer – [email protected] STORM We’re taking UMHB by STORM ! ST – Student O – Organization R – Risk M - Management STORM Learning Outcomes Attendees of the Risk Management Training will… Understand the governing policy of Texas State Bill 1138 and all organizational requirements that are impacted by the passage of the State Bill. Be able to identify various types of risk that are associated with organizational participation. Have a working knowledge of various risk management practices as they pertain to student organizations’ operations & events. Learn how to complete a functional Risk Management Matrix to help analyze and mitigate organizational risk. Texas S.B. 1138 Requires all student organization officers and advisors to attend a Risk Management program hosted by the University Each organization must send: 3 officers on an annual basis 1 advisor every three years http://www.legis.state.tx.us/tlodocs/80R/billtext/html/SB01138F.htm Texas S.B. 1138 Presidents have until October 14, 2011 to present the Risk Management PowerPoint to their membership. An attendance log certifying membership attendance of the Risk Management PowerPoint presentation should be submitted by October 14, 2011 before 5pm. FUNDING WILL NOT BE GRANTED WITHOUT THIS DOCUMENTATION Risk Management Program Required program content: Alcohol and Drugs Hazing Sexual abuse & harassment Fire & Safety Travel Behavior Risk Management policy What is Risk Management? Risk Management is the process of considering the potential risks to Students and the University and identifying ways to avoid the dangers of activities, either by Adjusting behavior and/or process - or eliminating the activity all together. Types of Risk Physical: food poisoning, injuries from physical activities, injuries from travel related accidents. Reputation: negative publicity for UMHB, your organization, your advisor and/or the venue where you are holding event. Emotional: causing a participant at your event to feel alienated or negatively impact the feelings of a member or members of the UMHB community. Types of Risk Financial: things that can negatively impact the fiscal stability of your organization and/or other organizations financially supporting your event. Facilities: things which may cause property damage and/or prevent event from being held; bad weather not enough space for the number of participants lack of equipment or materials needed for the event. Types of Risk Information: personal information must be protected under various laws to protect individuals. FERPA – Family Education Rights & Privacy Act GLBA – Gramm-Leach Bliley Act (financial) HIPAA – Health Ins. Portability & Accountability Act Student Handbook Violation of the Student Handbook can warrant one or more of the following: Censure – oral or written warning Reprimand – written warning Probation -written notice/prohibit participation in activities Restitution – reimburse or compensate Eviction – probation or removal from campus facilities Suspension – termination of student status for specified time Expulsion – permanent termination of student status Student Handbook Violation of state law, city ordinance or university regulations will also be considered grounds for disciplinary action. UMHB Policies Student Handbook – posted on My Campus / Handbooks Student Rights & Responsibilities Alcohol / Illegal Drugs UMHB follows a Zero Tolerance policy; in regard to use of alcohol or drugs, applies to all students whether they are considered a minor or are over the age of 21, covers the following actions: possession, use (includes returning to campus after the use of), purchase, being under the influence. The alcohol and drug policy applies to student behavior both on and off campus. Alcohol / Illegal Drugs Federal Penalties & Sanctions – Drugs & Alcohol 21 USC 844 (possession of controlled substances) 1st conviction; up to 1 yr. imprisonment & fine $1,000 - $100,000 or both. After 1 prior conviction; 15 days – 2 yrs. & fine $2,500 - $250,000 or both. After 2 or more convictions; 90 days – 3 yrs. & fine $5,000 - $250,000 or both. State Penalties & Sanctions – Drugs & Alcohol Texas Penal Code; Public intoxication - $500 fine. DUI/Driving under influence – fine up to $10,000 and/or 3 days to 10 yrs. in prison. Texas Alcohol Beverage Code; Purchase, possession or consumption under 21 yrs. – fine $500 - $2,000. Texas Health & Safety Code; Illegal distribution, possession, or use of controlled substances – 5 yrs. to life in prison – up to $20,000 fine. Possession of marijuana – 2 to 20 yrs. in prison – up to $10,000 fine. Distribution of marijuana – 5 to 99 yrs. in prison – up to $50,000 fine. Hazing Hazing is, as defined by the Education Code: any intentional, knowing, or reckless act occurring on or off campus, by one or more persons, directed against a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in an organization. is a criminal violation under Texas law. Hazing 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 Hazing 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. Hazing 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 Sexual Abuse / Harassment Sexual Harassment Policy UMHB will not tolerate any form of verbal or physical conduct that harasses, disrupts, or interferes with another individual or creates an intimidating, offensive, or hostile environment. Sexual Abuse / Harassment Prohibited conduct includes but is not limited to: Sexual flirtation Improper / unwanted touching Advances, propositions, or pressure for sex Verbal abuse (all forms) Direct or implied threats coercing submission to improper conduct Display of sexually suggestive object, pictures, or photos. Sexual Abuse/Harassment Health and Counseling Center Student Life Office Dean of Students Campus Police Belton Police 254-295-4696 254-295-4496 254-295-4590 254-295-5557 254-933-5840 Fire & Life Safety If you discover a fire: Activate the nearest fire alarm pull station – located at or near each exit. Evacuate immediately – to your designated “Emergency Assembly Point” (EAP) - list in Safety Manual Sect. 6.0 If the fire alarm sounds: Evacuate immediately – to the EAP. Note: Do not return to the building until cleared and re-entry authorized by Campus Police. Emergency Preparedness Emergency Sirens: Two locations: At 10th Ave. and College Street On Parker Dr. (behind McLane Hall) Activated for various events: haz-mat incident tornado warning shooter in vicinity When the sirens are activated everyone should SHELTER-IN-PLACE Check CRU Alert Check UMHB website Remain sheltered until notified “all clear” Emergency Preparedness Tornado Watch – conditions favorable – stay close to “home”. Warning – tornado sighted/detected Shelter-in-Place immediately Lowest floor Interior rooms w/o windows Remain sheltered until “all clear” Emergency Preparedness Haz-Mat Incident Example: Leaking chemical railroad car Shelter-in-Place Get everyone inside immediately Close doors & windows Turn AC/Heat system off Remain sheltered until “all clear” Emergency Preparedness Shooter/Person w/weapon Shelter-in-Place immediately Lock and/or barricade doors Shelter in interior rooms i.e. out of sight Report to Campus Police – 5555 Remain sheltered until “all clear” Firearms and Explosive Devices Use, storage, or possession of weapons or dangerous devices including, but not limited to, firearms, ammunition, martial arts devices, knives, sling shots, air powered guns, blow guns, fireworks, or flammable liquid are prohibited. Possession of a weapon or threat of use of a weapon may result in immediate expulsion in addition to the filing of criminal charges. Prohibition includes: Individuals who are licensed to carry firearms, And all vehicles. Crime Prevention In order to make UMHB a safer community, the Police Department asks that you practice the following crime prevention techniques: To report a police, fire, or medical emergency, or to report a crime in progress, dial 5555 from any campus telephone. While on campus at night, use the "buddy" system. If you find that you must go somewhere on campus by yourself, call the police department for an escort. During hours of darkness, walk along lighted pathways. Stay on the lighted paths. Make note of the Emergency Call boxes around campus. Push Red Button Automatically notifies Campus Police Crime Prevention Continued Alarm your vehicle to discourage would-be thieves from breaking into your automobile. When you see something suspicious, get the University Police involved by calling 5555 on campus. Travel & Transportation All travel must be approved and must be accomplished in accordance with the UMHB Student Organization Transportation Policy. Participation in such off-campus trips and activities is at the student’s own risk. Faculty and staff advisors of such trips and organization officers are urged to take all possible precautions to insure the safety and well-being of all persons participating in the activity. Travel & Transportation All drivers must possess a valid driver’s license. Drivers utilizing personal vehicles must be at least 18 years of age Drivers utilizing university vehicles must Be 21 years of age & complete the STARS driving program Travel & Transportation Personally owned vehicles used by members of student organizations for travel must be maintained in compliance in respect to State requirements: Valid insurance Valid registration Valid State inspection (tires, lights, wipers, brakes, horn, etc.) Travel & Transportation Insurance & Responsibility The Member’s vehicle insurance serves as primary insurance coverage for third-party liability and physical damage to the owner’s vehicle. The Member must assume personal responsibility for any and all fines or traffic violations associated with the use of their personal vehicle. Travel & Transportation Disqualification Drivers will be disqualified for Accumulation of 6 points (3 moving violations). Exceeding the speed limit in excess of 20 miles per hour. Driving under the influence of alcohol or drugs. Offenses against a person involving a vehicle. Drivers must notify their respective Advisor and Student Organization Director immediately if any conditions occur such as those listed above that would disqualify them from driving for the organization. Travel & Transportation Drivers and passengers must use seat belts at all times when vehicle is in motion (one person per seat belt). Drivers must Obey all traffic laws at all times Take 15 minute break every 4 hours Not drive more than 10 hours in any 24 hr. period Have at least 2 drivers for trips over 400 miles Drive with headlights on at all times Not use electronic devices (i.e. cell phone) while driving Safety Program Report security issues/concerns Theft, vehicle damage, etc. to Campus Police at 295- 5555. Report safety issues/concerns Dorms/Apartments: Residence Life Staff Academic/Admin Bldgs.: Building Coordinators Bldg. Coordinator List - Safety Manual Sect. 2.0 Campus: Risk Management at 295 – 8635. Safety Program Reporting Report student associated threats/concerns to the UMHB STAT - StudentThreat Assessment Team. Intervention, support, response Students w/disruptive, disturbed, distressed behaviors Primary Contacts Ray Martin, Dean of Students Nate Williams, Dir. Counseling & Testing Gary Sargent, Dir. Campus Police Other Members: Dr. Weathersbee, Dr. Loutherback, Joy Muller, Donna Plank, Debbie Rosenberger, Susan Owens, Larry Pointer My Campus/Student Affairs/STAT/STAT Situation Report Safety Program Reporting Emergencies On campus - Campus Police at (295) – 5555 (or 911) Off campus – Emergency Services at 911. RISK MANAGEMENT MATRIX If you have any questions, contact the Office of Student Organizations at 254-295-5402 or Risk Management at 254-295-8635 Instructions for completion Step 1: Choose an event your organization plans on conducting. Step 2: List all event activities that are associated with the event. Step 3: Thoroughly identify any potential risks. Step 4: Brainstorm with various event stakeholders to try mitigating any identifiable risk. Name of Event: ____________________ List of Special Activities 1. 2. 3. 4. Types of Risk Seriousness 1. 2. 3. 4. Types of Risk: Physical Financial Facility Emotional Reputational Informational 1. 2. 3. 4. 1. 2. 3. 4. PROBABILITY A– Likely to occur immediately or in a short period of time, expected to occur frequently. B– Probably will come in time. C– May occur in time. D– Unlikely to occur. PROBABILITY Seriousness I II III IV A B C Probability Method to Manage Risk 1. 2. 3. 4. SERIOUSNESS I– May result in death. II- May cause severe injury, major property damage, significant financial loss, and/or result in negative publicity for the organization and/or institution III– May cause minor injury, illness, property damage, financial loss, and/or result in negative publicity for the organization and/or institution IV– Hazard presents a minimal threat to safety, health and well-being of participants. D If any event activity score is within the red or yellow please be sure to check with the Office of Student Organizations or Risk Management Office for assistance in reducing the activity’s risk. The form has been provided as an educational tool to help student leaders to develop a process for identifying and discussing potential risk issues. It is intended for use as part of a larger event planning process, and should only serve as a starting point for your discussion on risk management. Completion of this form does not imply approval or authorization of your event by The University of Mary Hardin-Baylor. Insurance & Risk UMHB requires ARA - Acknowledgement & Release Agreement (Waiver) signed by all participants 18 years and older, for All high risk activities (<18 – signed by Parent/Legal Guardian) Certificates of Liability Insurance For all vendors/contractors doing business on campus Approved by the UMHB Business Office Case Study Scenarios The following are actual scenarios that have occurred on college campuses. Please read them and carefully asses each scenario for the possibility of risk. Physical Reputation Emotional Facility Financial Information Case Study #1 Your organization wants to host a concert on campus for students and the public. Half of the proceeds of each ticket sold will go towards a charity that your organization has selected. The other half will go to cover the costs of the event. Case Study #2 Your organization wants to have an end of the semester activity. There is enough money in the budget to pay for each person’s meal. One of your more social members suggests having the event at a high-end restaurant in Austin. Case Study #3 Your organization hosts a “Facebook” fan page. A member of your organization places inappropriate content that may be construed as sexual harassment. Case Study #4 Your organization has been given an award at the national convention. The organization can afford to send five members to represent your local group. You all arrange the travel plans (campus vehicle, hotel stays, meals along the way) and receive an organization travel card from the Business Office. Case Study #5 You live on campus in one of the residence halls with a roommate who is a member with you in a service organization. One night, a group of members affiliated with this organization enters your room and asks your roommate to go with them. When you return to your room later that evening, your roommate is gone. In the morning, you notice your roommate has returned. He smells of alcohol. Your organization is hosting a philanthropy activity on Saturday morning. The event begins at 9 a.m. and involves working with children for a majority of the day. It is 8 a.m. in the morning. What is Risk Management? Risk Management is the process of considering the potential risks to Students and the University and identifying ways to avoid the dangers of activities, either by Adjusting behavior and/or process - or eliminating the activity all together. Don’t be a statistic … Be a Safe Sader!