Proactive Risk Management & Campus Partnerships Thanks to MaroonLink Presented by Ann C. Goodman, Ph.D., Associate Director of Student Activities Texas A&M University

Overview of Program Introduction Campus Context Size & Scope History of Risk Management & Event Planning Best Practices Committee Coordination Stakeholders Event Planning using Collegiate Link Risk Identification Results

Texas A&M University Large 4-Year Public Research (College Station Campus) Enrollment: Fall 2015 - 58,515 | Spring 2016 – 55,092 No. of Recognized Student Organizations Fall 2015 – 1,208 | Spring 2016 - 1,355

History of Risk Management & Event Planning 2006 2011 1996-98 1999 2000 Various accidents prompted risk management assessment & adoption of new crisis response protocols and student rules Bonfire Collapse prompted complete review of risk management protocols Pre-Event Planning Form for RSOs implemented StuAct OnLine platform introduced VPSA Directs Review of Event Planning Processes Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497

EVENT PLANNING ASSESSMENT Student Activities Risk Assessment Form Residence Life Risk Form Greek Life Event Form Rec Sports Facility Form What event planning processes were currently in place ONE Online Access for student leader & advisors Easy Access – Quick turn electronic review All Forms in One Location What our students & staff were asking For… 4 SEPARATE PROCESSES SIMILAR CONTENT DISCONNECTED FROM EACH OTHER ADDITIONAL FORMS WERE REQUIRED not available online CONVIENIENCE EFFICIENCY CONSISTENCY NO SURPRISES RELEVANCY Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497

IDENTIFICATION OF STAKEHOLDERS TAMU STUDENT LEADERS BRYAN / COLLEGE STATION Police Departments Sheriff Department UNIVERSITYPOLICE DEPT ========== HEALTH & SAFTEY OFFICE FACULTY & STAFF ADVISORS INSURANCE COMPANIES STUDY ABROAD TAMU BLDG & FACILITY MANAGERS CITY OF BRYAN & CITY OF COLLEGE STATION OFFICES PARKING SERVICES FRATERNITY/SORORITY CHAPTER ADVISORS & HQ Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497

IDENTIFICATION OF EVENT PLANNING LOGISTICS TYPE OF ORGANIZATION Recognized Student Organization Greek Organization University Department or Office EVENT ACTIVITIES General Meeting (members only) Travel Abroad Sports Activity or Tournament Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497

RISK & COMPLIANCE REQUIREMENTS IDENTIFICATION OF RISK & COMPLIANCE REQUIREMENTS POLICY OR LEGAL COMPLIANCE EXAMPLES: University Rules Travel Travel 25 miles or more from campus – TRAVEL FORM Travel Abroad – STUDY ABROAD University Rules, State Law Minors (non-students under 18) Background Checks – CPM APPLICATION / HR Insurance Coverage – CPM Youth Protection Training Safety Alcohol Use, Food Distribution, etc. – UPD, EHD, etc. Security, Financial Transactions – Transportation, Parking, Access RISK ASSESSMENT CATEGORIES Physical Reputational Emotional Financial Facilities Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497

ROUTING & REVIEW PROCESS Event Activities Target Audience Organization Type Greek Organization Open to public Step Show Performance On Campus Ticket Sales Members Only Step Show Practice University Center University Police Parking & Transportation Review Fraternity & Sorority Life Professional Advisor Chief Student Leader Advisor Chief Student Leader Review Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497

MAROONLINK & Event Planning Conditional Logic Drives: Questions & Data Input Reviewers Approval

CONTINUED COLLABORATION & REGULAR REVIEW Number of Events Planned using MaroonLink: 2015-16 Academic Year – 2,497 RESULTS FOR THIS YEAR TOTAL Number of Student Organization Pages Jan 2016 - 1,208 May 2016 - 1,355 Increase of 12% Use of Campus Partner Power User Committee ML PowerUser Group was created to refine Event Planning Documentation & Review Process Ensures student user & campus partner interests are considered throughout the process Warrants that when changes occur with campus processes or partners we can account for that in the event planning online process.

Results for 2015-16

TAMU EVENT RESOURCE https://maroonlink.tamu.edu/organization/mlpug/DocumentLibrary/view/456794

For More Information Ann C. Goodman, Ph.D. MaroonLinkhelp@tamu.edu Associate Director of Student Activities Ann-Goodman@tamu.edu | 979-845-1133 MaroonLinkhelp@tamu.edu