Managing Organization Risk Keeping your members safe and your organization protected A session in the Leadership Development Series

Risk Management is… Definition: The practice of assessing the risks inherent in a specific activity and implementing some controls which reduce the potential for accidents and injuries to members and their guests. A risk management PROCEDURE is necessary to minimize risk, accidents and potential losses at an event A risk management POLICY protects members and the organization while helping members assess their individual responsibilities.

First Step: Event Details Know the facts  Date, time, location, event itinerary  Performer information for contracts Review with Student Activities  Office will create contracts and process payments  Office will assess if additional insurance is needed Events can be rejected so PLAN EARLY  Event risks are assessed by other university entities, not just Student Activities

What’s the deal with insurance coverage? Proof that students will be covered in the event of an accident All events may require some type of additional insurance coverage  People coming to campus (performers, DJs, etc.)  Games or activities on campus Usually an additional cost the organization must pay

What if we want to take our event off campus? Paperwork may still be required  Group bus travel  Contracts for third party facility use Additional insurance coverage  Some places require liability insurance  SU will not cover students at an off campus location; your organization will be required to obtain their own

Risk Management Plan for Events Know your venue  Venue assessment should include capacity, building safety codes, available technology, etc. Play “What if…”  Inclement weather, power loss, etc. Build & train your staff  Key staff should be recruited early  Should know what to do and what not to do Know who’s in charge  Designate one person as the key contact  Have a decision-making chain of command Post event evaluation  Important to review what worked and what didn’t  Maintain a log of “best practices” about the event

Other Risky Activities Group Sporting Events  Designate one event coordinator in case of an emergency  Review rules and safety with all participants  Student Activities has a procedure and injury report form required for all campus events Food Safety  Review food handling with all servers  Keep extra sanitary supplies on hand  Food handling brochures are available in Student Activities

Creating a Risk Management Plan Plan should cover areas of concern for your organization, at minimum:  Alcohol/Drugs  Hazing  Sexual Assault/Abuse & Harassment  General Health and Safety  Education Additional inclusions:  Personal property  Transportation issues

Risk Management Policy Examples SEXUAL HARASSMENT / ABUSE / DISCRIMINATION The fraternity will not tolerate or condone any form of abusive or discriminatory behavior on the part of its members, whether physical, mental or emotional in respect to sex, race, ethnicity, physical or emotional handicap, age, marital status or sexual orientation. This is to include any actions, which are deemed to be demeaning to all but not limited to date/gang rape or verbal harassment. PERSONAL PROPERTY Use of personal property in fraternity activities shall be strictly voluntary and the sole responsibility of the owner. Alpha Phi Omega shall not assume liability for personal property used in conjunction with fraternity activities, nor for any damages resulting from said use. ALCOHOL and DRUGS (SUBSTANCE ABUSE) The possession, use and/or consumption of Alcoholic Beverages, during any fraternity event, any event that an observer would associate with the fraternity, or in any situation sponsored or endorsed by the chapter, must be in compliance with any and all applicable laws, policies and regulations of the state, county, city and institution of higher education. The unlawful possession, sale and/or use of any illegal drugs or controlled substances at any fraternity sponsored event, or at any event that an observer would associate with the fraternity, is strictly prohibited. *The Standard Policy of Risk Management, Alpha Phi Omega National Service Fraternity