Risk Management

Risk Management Spring 2009 Keep it real; Keep it safe; Keep it real safe Why Risk Management Exists and Panhel are the intermediary between you and the University and Police To keep our members safe Create a healthy social environment Ensure the future of our Greek community Maintain our right to be a self governing body IFC Expectations Expectations of Us: To follow and uphold the procedures outlined in IFC and Panhel bylaws in a reasonable manner To be available for any knowledge and advice regarding policy Expectations of You: To be held accountable for your actions. Follow the procedures outlined in your national insurance policy To behave respectfully towards members of IFC and Panhel Use Your Resources Please let us know if your chapter needs additional help with any policies or procedures Andy Peters, Vice President Risk Management for IFC, (920) 242-1912 atpeters@wisc.edu Erin Keating, Vice President Risk Management for Panhel, (650) 862-9354 emkeating@wisc.edu Barb Kautz, Greek Advisor, kautz@odos.wisc.edu Rachel Nitzarim, Panhel Advisor, nitzarim@wisc.edu Nate Andersen, President IFC Anne Hepler, President Panhel Alcohol   Cannot sell alcohol or charge admission at chapter facilities Whether or not you can have kegs/hard alcohol at your chapter is located in your chapter’s national insurance policy Chapter funds can never go towards purchasing alcohol Drinking games are not allowed at parties Premixed drinks are not permitted, even if you are allowed to have hard alcohol No alcohol can be present at any recruitment functions Sororities may not have alcohol at their chapter houses at any time You and your chapter will be held responsible if anyone not of legal age is consuming alcohol at your facilities       Parties/Socials party is any event where there are 20-30 nonmembers of the host organization, depending on the size of your chapter facility  OPEN PARTIES ARE NOT ALLOWED  Submit a social contract for any party, social event or event at a third party vendor  If it looks and seems like a party, it is! A Where Can Parties Be Held?  Fraternities (assuming no other restrictions) may hold events at their chapter facilities unless the event is cosponsored with a sorority Sorority events or events cosponsored with a sorority must be held at an approved 3rd-party vendor   If you have any questions regarding this policy or its applicability to your chapter, please contact one of us All approved vendors must hold a CV license or make at least 50% of their profits from food Chapter events must be held at either the chapter house or an approved 3rd-party vendor (no apartment parties, for example)   Distribution bottles can leave bar area glass can leave bar area (put into cups) All beer cans must be opened in front of guests All drinks must be mixed in front of the guest, no pre-mixed drinks NO SHOTS All bartenders MUST be sober No No Co-Sponsorships chapter with the strictest policy must be followed  Resolution 2000: sorority chapters may not cosponsor any events at a fraternity chapter that involves alcohol.  Ways to establish co-sponsorship Include: Contributing money to an event Advertising an event with chapter letters Sending e-mails via a list serve Talking about an event at a chapter meeting  The 3rd Party Vendors Any party over 200 people or involving two chapters must have professional security  When using a 3rd Party Vendor make sure you:  Have a detailed contract with the vendor Start and End time Security Wristbanding Expectations you have of them…  Having a contract will protect you and your chapter if anything serious happens due to a mistake made by the vendor  Events at a 3rd-party vendor must have a separate, designated area that is separate from the public  Why to Use 3rd Party Vendors has less potential liability  Bartenders are licensed  Vendor handles fire code issues  Vendor handles clean up  No risk of damage, theft, or other loss to chapter facility  Less planning and coordination required of chapter  Chapter Social Contracts contracts can be found at www.uwgreek.com  ALWAYS due on the Tuesday prior to the event at 11:59pm  $25 per day late  If there is no contract in at the time of the event, there is a $200 fine and J-board referral  Each chapter must submit a contract even if it is for the same event  When in doubt, please file a social contract or contact one of us  Social Party Patrol just fill out what we see, we do not determine whether the report is submitted to JBoard until a later time  When we show up, the easier you decide to make it, the faster we will be in and out  A clipboard will distinguish that we are on party patrol, and whomever has this must be let into your event immediately  We BYOB How it works: -Each guest brings either a six pack of beer or four wine coolers -The alcohol is then handed to the bartender -The bartender keeps track of each guest’s beverages (ex. Issuing tickets) -This rule is part of most of your national insurance policy -Not a University or Panhel/IFC rule, but must still be enforced -Not following a rule of your national insurance policy makes the policy null and void (which means individuals will be held responsible) Sober Monitor Duties potential overcrowding of the party at the door in compliance with the city fire ordinance  Stop those leaving a party from taking any visible alcoholic beverages with them  No alcohol may be served after 2:00am  Monitors from all participating organizations will be available throughout the party to escort guests home or call a taxi for them.  Watching out for guest and member’s safety needs.  SOBER MONITORS CANNOT BE NEW MEMBERS (once they are initiated/activated they can be sober monitors)  There must be one sober monitor per 50 guests with a minimum of 3 sober monitors  Must be available to talk when Party Patrol arrives  Monitor Sample Guest List Location: _______________ Time of Event: _____________ Guest Smith, Suzi-Q Woods, Elle Badger, Bucky Member Joe Schmoe Joe Schmoe Jane Doe *Don’t forget to include all members of your chapter on the list even if they do not have guests* Acceptable Guest Lists •is typed •has the event name, date, organizations involved and location at the top •should be at the entrance of the event •is a CURRENT sorority or fraternity roster with a list of all the guests at the event•DO NOT REUSE GUEST LISTS •it should be neat, organized and clearly legible •people coming into the event should be checked off the guest list-if it doesn’t look like this is will not suffice How You Can Protect Your Chapter •Hold Risk Management workshops with your own chapter •If anything seems ambiguous or unclear, please contact us •You are responsible for following all Risk Management policies and procedures and will be held accountable for failure to do so •Ignorance of the policies is not an excuse for failure to follow them •By educating your chapter regarding these policies, events will run smoother and you will be less likely to run into trouble Sorority Specifics •Sororities are required to hold one sober social per semester •Ideas for this: • A barbeque/Dinner at your house • Coed soccer game at James Madison • Movie night • Game night Fraternity Specifics •Party Preparation • Sober Monitors are a must • Guest list must be at front entrance • There should only be one entrance/exit that is used (emergency situations are an exception) • State/Government issued and UW IDs must be checked at the door • Wristbands should be used to designate those 21 and older • Events at fraternities must not exceed the 49-person capacity (Sigma Chi is the only exception) • Nonalcoholic beverages and nonsalted foods must be present for guests • Emergency information must be posted in a conspicuous place (a copy of an acceptable emergency information sheet is included in your packet) • If you have any questions or concerns regarding an event at your chapter facility, feel free to contact one of us and we’d be happy to come over to check it out Philanthropies cannot be present at ANY co-sponsored philanthropy at a fraternity house Money may NOT be exchanged when alcohol is served- go to a third party vendor Even though you are not the Philanthropy Chair this will apply to your chapters and it is your responsibility to make them aware of it Please have no alcohol at your philanthropy events Alcohol Hazing tolerance policy FIPG defines hazing as “any action taken or situation created, intentionally, whether on or off fraternity/sorority premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule” Resources www.stophazing.org Risk Management Packet Zero Crisis Management Presidents and Risk Management chairs are also the go-to people in times of a death, tragedy, or Court action  Know your chapter’s crisis plan- if you don’t have one, make one  The president is in charge, he/she should be the only one speaking for the chapter  Always close down the chapter until a plan of action has been determined  Notify the University/National Office immediately!!!  Chapter Sexual Assault  What to do if someone in your chapter is sexually assaulted or accused of sexual assault:  Contact  Contact the Madison Police Department immediately your national offices and give them all the details of which you are aware  Contact  Contact the Office of the Dean of Students Barb Kautz or Rachel Nitzarim (IFC and Panhel Advistors, respectively) and inform them of the incident a plan for how your chapter will handle communications with the University, Police, and media  Develop Lighting lighting at chapter events makes it difficult to monitor guests’ safety  Cannot see impaired guests  Guests cannot easily see exits  Hard to prevent problems if you cannot see them  Poor Thank You for taking the time to come to the Risk Management Workshop!!