Social/RM Training Spr 07

Report
Social/Risk Management Training
Spring 2007
Thursday, January 11, 2007
Anthony Crenshaw
Assistant Director
Office of Sorority & Fraternity Affairs
[email protected]
Why are We Here?
To protect the image of the
Florida Greek community and
keep individual chapter
charters “on the wall”
How do we do this?
1.
2.
3.
By discussing the risk that are inherent to Greek
organizations and their events.
Developing strategies for a “mental” or actual
checklist that can be discussed with the chapter as
a way of mitigating risks
Discussing ways to maintain chapter traditions, or
at least the spirit of those traditions, where
appropriate while implementing a process of
reducing risk
Why We are Not Here?
1. To develop strategies for preventing
students from having fun
2. Because “the administration” wants to
control the Greek community
3. Minimum Standards/Florida Greek
Standards
What is Risk Management?
Risk Management
Risk management is more than understanding
the policies/rules and how to fill out paperwork.
Risk management is a philosophy for doing
things that do not endanger the chapter’s
ability to exist on campus.
Risk Management
This philosophy includes:
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Understanding the potential and perceived risks
associated with an activity or event
Taking proactive and/or corrective steps to eliminate
or reduce injury, loss, or harm
Assuming responsibility for not eliminating or
reducing injury, loss, or harm
Communicating risks to the chapter and developing a
plan of action for mitigating risks
“Unofficial After parties”
Types of Risks
Physical risks can include things such as
food poisoning, injuries that may result
from physical activities, injuries that may
result from travel related accidents,
alcohol consumption, or drugs.
Physical risks are most likely to occur during:
Philanthropies that involve physical activity
or eating contests
Socials with alcohol
New Member Education/Membership
Intake
Types of Risks
Complaints filed for 4 fraternity members
Gainesville Sun
October 13, 2006
Gainesville Police will file sworn complaints for serving alcohol to minors against four University of Florida students
affiliated with a fraternity under investigation following complaints of an unauthorized party at the house last
month.
The complaints against the four, who are with Pi Kappa Alpha fraternity's executive council, allege charges of
serving alcohol to people under 21 and contributing to the delinquency of a child at a Sept. 30 party, police spokesman
Sgt. Keith Kameg said Thursday. Both are misdemeanor charges.
Police and UF officials learned about the party, described as a barbecue and organized party hosting a local sorority, after
three female students reported they lost consciousness after getting drinks at the fraternity.
Officers continue to investigate what happened to the three, two 18-year-old UF students and a 17-year-old Bradford County
high school student, Kameg said. Police are awaiting toxicology results on the three but said they do not believe their blood
alcohol levels were enough to have caused them to pass out.
At the time the party was held, alcohol should not have been on the property except in rooms where residents were
21 or older because the fraternity became a "dry house" following a previous suspension for alcohol and hazing
violations, the university has reported. The fraternity also should have registered the function with UF.
Kameg said that officers allege there were many people who were under the legal drinking age at the party, no one
was checking IDs at the entrance to the fraternity house and that cans of beer, Jell-O shots containing vodka, vodka
shots and "hunch punch" containing alcohol was being served. Set up in the house was an ice luge, an ice sculpture
that shots of alcohol can be poured down so the drink chills, he also said.
Police interviewed about 15 people at the house, many who are pledges and who told officers they had been instructed to
serve alcohol, Kameg said.
Types of Risks
Reputation risks are those things that
may result in negative publicity for either
your chapter, the institution, you, national
organization, and/or your guests.
Reputation risks are most likely to present
themselves:
Socials with alcohol
Coming out shows (NPHC, MGC)
Facebook
Types of Risks
Google + Facebook + alcohol = trouble
1/19/2006 5:37:28 PM, by Nate Anderson
The rise of online social communities has heightened the problem, because things that students might admit only to their friends are now
being posted on the Internet. Once there, they are often accessible by anyone from administrators to parents to police. Students at Penn State
found this out the hard way last semester.
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When Pennsylvania State University's resurgent football team scored a victory last October against its archrival from Ohio State University, throngs of
students rushed the field and set off something of a postgame riot. Overwhelmed, campus police had difficulty identifying the perpetrators and made only two
arrests on game day. But less than a week after the game, Tyrone Parham, the university's assistant director of police, got an unexpected tip: Several students had posted
pictures online of their friends storming the field. Campus police officers logged onto Facebook, the immensely popular social-networking site, and found a
student group titled, unsubtly enough, "I Rushed the Field After the OSU Game (And Lived!)“
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A 21-year-old Virginia university student, a sociology major, recently cleaned up her Facebook profile -- including removing a picture of her poledancing in a cowgirl outfit at a sorority social. "At the time, I thought it was a great idea," she says. "I mean, who has a picture of themselves swinging
on a pole?“ She doesn't want to take any chances now that she's job hunting. "It's just really unprofessional," she says.
Administrators now commonly turn to Facebook and call students in when they see evidence of illegal or improper activity, such as underage
drinking or drug use, but Facebook can cause problems in the job market as well. It's not uncommon for recruiters to sign-up for
Facebook accounts using an alumni address and then check up on applications from any student who comes from their alma
mater. If a recruiter were to see a picture of the applicant pole-dancing in a cowgirl outfit, it does not require a great leap of imagination to
understand that such a person might not be hired.
Of course, it's not just Facebook that offers Internet users the opportunity to dig their own graves. Plenty of social networking sites encourage
this sort of behavior by giving users the illusion that they are merely interacting with friends, when in reality much of their
behavior is viewable by any interested party. Google is another popular way of checking up on ex-girlfriends and job applicants, and can
reveal its own share of secrets that folks would rather keep private. In fact, a 2005 survey of recruiters showed that three-quarters of them
use online search engines to check up on applicants—and they're not afraid to dismiss someone when they find negative information.
Christine Hirsch, president of Chicago Resources, a professional-services recruiting firm, says she regularly uses Google and other sites to
check on candidates. In one instance, she found details about a candidate on a law school Web site describing disciplinary actions
related to a fraternity prank involving public intoxication. The candidate, who had received a verbal offer (and who had
disclosed a drunken-driving conviction in college), didn't get the job after the new information surfaced.
Types of Risks
Emotional risks are those things that can cause a member at
your event to feel alienated or negatively impact the feelings of
a guest, members of your chapter, the UF, or Florida Greek
communities
Auburn Univ, 2001
Types of Risks
Financial risks are those things that negatively
impact the fiscal stability of your chapter
Financial risks are most likely to present themselves:
Homecoming
Lack of administrative oversight
Recruitment/Rush budgets
Social budgets
Coming out shows
Types of Risks
Facilities risks are those things which may cause property
damage, prevent your event from being held. Facilities risk
include:
bad weather
not enough space for the number of participants
lack of equipment or materials needed for the event
Facilities risks are most likely to present themselves:
Theme parties/socials
Homecoming
Fire Safety Inspections
Types of Risks
University to investigate alleged fraternity-sponsored party
Bethany Krajelis
Daily Egyptian – SIU Carbondale
Quote of the Day
"Nobody believes the official
spokesman ... but everybody trusts
an unidentified source."
Ron Nessen
University officials will begin investigating a SIUC fraternity-sponsored party at Fred's Dance Barn where a Carbondale
man was shot and killed early Saturday morning. According to a Williamson County Sheriff's Department
press release, the Iota Phi Theta Fraternity sponsored a party Friday night at the club in Carterville. Police
said 23-year-old Larry D. Williams of Carbondale was apparently shot exiting the driveway of the club and later died
from his injuries.
Katherine Sermersheim, director of SIUC Student Development, said Monday the University must sanction fraternity
events, and the party was not. "Based upon what the Williamson County Sheriff's Department has released,
It's worthy to look into it further," Sermersheim said. "...We will definitely jump on board with the
investigation."
Demetrius Heard, president of Iota Phi Theta fraternity, said the dance club - not the fraternity sponsored Friday's night party. He said fraternity members were present serving as security. Heard said
he didn't know Williams and was not present when the shooting occurred. He said the apparent shooting occurred
"way after the party was over." A spokesperson for Fred's Dance Barn said the fraternity rented the club
Friday night and represented the party as Iota Phi Theta event. The spokesperson said the fraternity
provided its own event staff, which was responsible for taking money at the door.
The Williamson County Sheriff's Department press release classified Williams' death as a homicide and is continuing
the investigation. The department has not named any suspects at this time and has asked anyone with information
concerning the shooting or death of Williams to contact the department or call the Williamson County Crime Stoppers
line.
Assessment of Risks
1. What “risk(s)” are the biggest threat(s) to
chapters on campus?
2. What “risk(s)” are the biggest threat(s) to
your council?
3. What “risk(s)” are the biggest threat(s) to
other councils on campus?
4. What “risks” most threaten the Florida Greek
community?
Identifying and Reducing Risks
Identifying and Reducing Risks
1. Once you identify the potential risks involved
(physical, reputation, emotional, financial,
physical) you need to think about the
potential consequences for:
a. The Chapter including individual members
b. The Florida Greek Community
c. The University
Identifying and Reducing Risks
2. Evaluate the risks to determine the most
effective method for managing each risk.
Organizations may choose to eliminate,
limit, or accept the risks involved.
a. Eliminate or cancel the event or activity
b. Limit the associated risks (change the
theme, venue, method of advertising)
c. Accept the associated risks AND the
CONSEQUENCES that go with those actions
Identifying and Reducing Risks
3. Communicate your plans and educate
members of the organization as well as
other participants on what the plan is.
a. What risks exist and how are we going to
mitigate them?
b. Monitor progress to make sure that the plan is
working.
c. If the plan is not working, consider (a) other
strategies or (b) ending the event.
OSFA On Call Calendar
The Office of Sorority & Fraternity Affairs has established a point person to handle crises (e.g., blood,
fire, death) that may occur within the Florida Greek community.
Ways UF helps you mitigate risks
Program Permitting Process - www.union.ufl.edu/involvement
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Process coordinated by the Office of Student Activities
Designed to help promote the success of student organizational events
– Ensures that organizations know about UF rules and regulations
– Facilitates a process where campus venues are utilized correctly
Required for any on-campus event other than regularly-scheduled meetings.
Reserve your space directly with the office responsible for that area. Submitting
a program planning form DOES NOT reserve your space. For a list of reservable
spaces please refer to the Reservable Facilities for Student Organizations section of the
Student Organization Handbook
Greek organization receive permits from the Office of Sorority & Fraternity Affairs
Forms can be completed online at
http://www.union.ufl.edu/involvement/studentOrgs/permit/
(Chapter must have updated registration in order for officers to have access)
Forms must be APPROVED:
– 3 business days in advance for CLOSED dry events (events w/o alcohol)
– 10 business days in advance for events with alcohol OR for events that are
open to the all UF students and their guests.
Student Organization Policies
Amplified Sound
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Not allowed during class time outdoors on
campus and must end by 10pm per the City
Noise Ordinance
Only SGP and Reitz Union Board (RUB) may host
concerts (live bands) on campus in venues other
than chapter houses
Voice amplification equipment may not be used
during the day on the North Lawn and outside
area around Turlington. Limited amplification
is allowed on the Reitz Union Colonnade,
Plaza of the Americas, and the Reitz Union
Amphitheatre.
Student Organization Policies
Food on Campus
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Classic Fare Catering provides up to $5,000 per
semester in catering support for student
organizations. Applications are available at
www.union.ufl.edu/sac/resources.asp.
The sale of ANY food by student organizations is
PROHIBITED.
Any food given away or served must be prepared
in kitchens inspected by the Health
Department (i.e., restaurants or caterers).
Chapter must complete Food Form
The UF Food Contract states the Reitz Union and
surrounding areas is restricted to food from
Aramark/Classic Fare Catering.
Off-campus vendors may only give away food at
Turlington Plaza, Plaza of Americas, Norman Field, Hume
Student Organization Policies
Distribution of Printed Material
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Flyers, handouts, posters, banners, t-shirts, etc. making reference to the use,
sale, consumption or distribution of alcohol or illegal drugs are prohibited,
including, but not limited to advertising of 2-4-1 specials, beat-the-clock deals,
happy hours, lady’s night, or illustrations/photos depicting these activities.
Posters or flyers may be placed on public bulletin boards around campus.
Post on outside official university bulletin boards only (No trees, walls,
doors, cars, etc.)
Must have name of organization & current contact information
Chalking is limited to the Reitz Union South Terrace.
No leaving stacks of materials unattended on university grounds
No distribution/posting of materials inside university buildings.
Posting materials in on-campus housing facilities may occur with permission from
housing.
Materials may not be forced on individuals or thrown on ground as litter.
Students violating these rules may be held accountable through the judicial
process.
Use staples or tacks only (No tape or adhesives)
For more information, visit the rule in the Student Organization Handbook
Student Organization Policies
Fundraisers NOT allowed on Campus
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No raffles / gambling (illegal)
No bake sales
No car bashes…no insurance
No Date Auctions (speed dating and
silent auctions are allowed)
• No food discount cards
• No credit card applications
Other Resources
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Student Organization Handbook
ARB Constitution (IFC/PC)
Homecoming Resolution (IFC/PC)
Council Standards/Judicial Boards
OSFA/OSA Staff Member Consultations
FIPG (insurance, bar tabs, etc.)
Social Events Guidelines
States that:
1. Greek-lettered organizations are responsible
for utilizing the program permitting process
(where applicable) as well as following the
policies of their respective organization and
councils. In the event discrepancies exist,
the strictest policy will apply.
2. Classifies events in three categories
a. Alcohol-Free Events On-Campus
b. On-Campus Events with Alcohol
c. Off-Campus Events
Social Events Guidelines
Category One: Alcohol Free Events
1.
Must be dry (no alcohol)
2.
Event must be REGISTERED (program permit submitted and approved):
a. At least 3 business days in advance for CLOSED events (events that
are restricted to the members of the sponsoring organization and
their guests)
b. At least 10 business days in advance for OPEN events (open to all
UF students/general public).
3.
Organization is responsible for the behavior of its members and its
guests
4.
Attendance is limited to the facility’s capacity
5.
Chapters may be required to submit additional documentation or
information depending on the nature of the event
6.
Alcohol-free events may require security. Security requirements are
determined and coordinated by UPD.
Social Events Guidelines
Category Two: On Campus Events with Alcohol
BEFORE THE EVENT
1. BYOB (6 12 oz. cans per person 21+)
2. Event must be REGISTERED (program permit submitted and
approved) at least 10 business days in advance.
3.
On campus events NOT in a chapter house MUST be approved by the
Dean of Students Office.
4.
Attendance is limited to the facility’s capacity, chapter members
and two guests, or 300 persons, whichever is LESS.
5. Chapters must submit a printed guest list for the event at least
two (2) business days in advance. List must include names and
birthdays of all guests.
6.
Chapters are NOT allowed to purchase alcohol with chapter funds
7.
UPD is required to staff events with alcohol at the chapter house, with
the exception of Game Day BBQs.
Social Events Guidelines
Category Two: On Campus Events with Alcohol
AT THE EVENT
1.
A minimum of two executive officers from the sponsoring organization
must be present at the door. These members should be SOBER.
2.
A copy of the typed guest list and Event permit should be provided at
the door.
3.
All guest must present a valid ID. This ID should be used to verify the
entrants name and date of birth. Persons name should then be
highlighted on the list.
4.
Wristbands should be distributed to event entrants who are over 21
and bring beverages. Wristbands can be secured from the Office of
Sorority & Fraternity Affairs.
5.
All alcohol must be brought and turned into a designated distribution
area (1st floor of facility, in clearly visible area).
6.
Chapter should provide non-salty foods as well as non-alcoholic drinks
(water, soft drinks, etc.) in plastic bottles or cans. NO CUPS.
Proportion of non-alcoholic drinks should meet or exceed the proportion
of attendees who are not drinking.
7.
Event must end by 1:45 am with everyone out by 2:00 am
Social Events Guidelines
Category Three: Off-Campus Events
1. Not REGULATED by UF
2. Should use on-campus guidelines as a
starting point.
3. Contact Inter/National Headquarters to
ensure that the event is covered by the
chapter/headquarter’s liability insurance
4. Participation in off-campus events does not
recluse organizations or individuals from
local, state, federal, or University policy –
Final Words of Advice
 Accept responsibility as both individuals and members of a larger
organization
 Empower the Social Chair and Risk Manager to have a voice in the
chapter. Conduct a risk management training together with the chapter
that includes the proactive processes (e.g., social events guideline, FIPG)
that have been developed by UF and your national organization
 Empower membership to create events that are consistent with
organizational values (WWMFD/T?, Exec protocol)
 Respond appropriately to decisions and/or incidents that are not aligned
with Chapter expectations
 Minimize negative exposure of your organization’s reputation, finances
and facilities
OSFA On Call Calendar
The Office of Sorority & Fraternity Affairs has established a point person to handle crises (e.g., blood,
fire, death) that may occur within the Florida Greek community.

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