1. Risk Management Training Thursday, Sept. 4, 2015 Howard Payne University Student Organizations

2. Why Are We Here Today? HPU cares about you as individuals. HPU cares about student organizations. HPU wants student organizations to plan and host safe, positive, and fun events and experiences. HPU wants your work and organization events to be excellent and glorify God.

3. Texas Legislation The State of Texas cares about you and student organizations. Sadly, there have been situations at universities and colleges in Texas that have negatively impacted students and student organizations. Texas Senate and House decided to establish requirements to help educate and prevent dangerous events/situations. S. B. 1138: Passed by Texas Senate 5-8-2007 Passed by Texas House 5-23-2007

4. Components of Risk Management Training Training program for registered student organizations Specific members must attend; any may attend Training for new advisors Information must be communicated to all organization members Specific risk topics must be featured

5. What is Risk Management? Risk Management is the process of advising organizations of the potential and perceived risks involved in their activities, as well as supervising organization activities and taking corrective actions and proactive steps to minimize accidental injury and/or loss. (http://studentactivities.tamu.edu/risk/eventplanning)

6. What is Risk Management? “Student organization risk management shouldn’t be only about minimizing the possibility of litigation, injury, and loss—it should also be about student development and teaching students how to self-govern.” Risk Management for Student Organizations: Putting it in a Student Development Perspective – Magna Publications

7. What Topics Must Be Covered? Alcohol and illegal drugs Hazing Sexual abuse and harassment Fire and other safety issues, including possession/use of firearms, weapons, explosives Group travel Behavior at parties and other organization-sponsored events Adoption by student organizations of a risk management policy

8. Alcohol & Illegal Drugs The use or possession of alcohol on campus, at a University-sponsored event or trip, or in any manner that violates municipal, county, state, or federal law is prohibited (HPU Student Handbook, p. 41). The use or possession of illegal drugs, non- prescription hallucinatory drugs, or synthetic drugs is prohibited (HPU Student Handbook, p. 41).

9. Alcohol & Illegal Drugs (2) The use or possession of drug paraphernalia (e.g., pipes, roach clips, etc.), alcohol paraphernalia (e.g., bongs, funnels, shot glasses, empty beer/liquor containers, etc.), or tobacco paraphernalia (e.g., e-cigarettes, hookah pipes, tobacco paper, etc.). (Student Handbook, p. 41)

10. Alcohol & Illegal Drugs (3) No alcohol or illegal substances may be purchased with organization dues, be involved in the New Member process, or involved in recruitment of members.

11. Individual & Organization Responsibility Alcohol and illegal drug violations can result in: – HPU disciplinary sanctions – Civil litigation – Criminal consequences HPU consequences – individual assigned work, counseling, disciplinary probation, suspension, expulsion; organization assigned work, probation, suspension, or charter revocation. Criminal consequences – fines, community service, loss of license, imprisonment, denial of federal benefits, etc.

12. Hazing Any conduct which might be deemed to be hazing, including but not limited to whipping, paddling, forcing conduct, or any behavior which is detrimental to the physical, mental, or spiritual welfare, or which invades the personal rights and dignity of another is prohibited. (Student Handbook, p. 42)

13. Hazing Definition (1) The law defines hazing as any intentional, knowing, or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at an educational institution.

14. Definition of Hazing (2) Hazing includes, but is not limited to: 1. any type of physical brutality, such as whipping, beating, striking, branding, electric shocking, placing a harmful substance on the body, or similar activity;

15. Definition of Hazing (3) 2. any type of physical activity, such as sleep deprivation, exposure to the elements, confinement to a small space, calisthenics, or other activity that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student;

16. Definition of Hazing (4) 3. any activity involving consumption of food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the students to an unreasonable risk or harm or which adversely affects the mental or physical health of the student;

17. Definition of Hazing (5) 4. any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame, or humiliation, or that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subsection;

18. Definition of Hazing (6) 5. any activity that induces, causes, or requires the student to perform a duty or task which involves a violation

19. Definition of Hazing (7) According to the law, a person can commit a hazing offense not only by engaging in a hazing activity, but also by soliciting, directing, encouraging, aiding, or attempting to aid another in hazing; by intentionally, knowingly, or recklessly allowing hazing to occur; or by failing to report in writing to the Dean of Students first-hand knowledge that a hazing incident is planned or has occurred. A person’s consent to a hazing activity does not legalize the activity.

20. Individual & Organization Responsibility Hazing violations can result in: – HPU disciplinary sanctions – Civil litigation – Criminal consequences

21. Sexual Abuse & Harassment Sexual harassment’ is unwelcome conduct of a sexual nature. One kind of sexual harassment occurs when decisions about a student’s grades, educational opportunities, or employment depend on the student’s response to sexual advances, requests for sexual favors, or other verbal, nonverbal, or physical conduct of a sexual nature. This type of sexual harassment is always a violation of the university’s employment rules or code of conduct (Student Handbook, p. 5).

22. Sexual Abuse & Harassment (2) At other times sexual harassment may create an environment which is hostile to education or employment. Sexual harassment creates a hostile environment whenever it is sufficiently severe or pervasive to interfere with a person’s work or educational performance or to deny or limit a student’s ability to participate in or benefit from the University’s programs, benefits, services, or opportunities. Even a single instance may be sufficient to constitute a hostile environment (for example, in the case of a sexual assault) (Student Handbook, pp. 5-6).

23. Sexual Abuse & Harassment (3) Unlawful sexual harassment may take many forms, including but not limited to: Verbal Conduct Visual/Electronic Conduct Physical Conduct Threats and Demands Retaliation

24. Sexual Abuse & Harassment (4) Any resident/student feeling threatened or in danger of physical harm should seek immediate assistance from a residence life staff member, from HPU DPS, or from any other University official. If danger is imminent, a student should dial 911 for emergency assistance. Students living in off-campus housing should dial 911 for assistance in a physical attack or any other threatening situation.

25. Sexual Abuse & Harassment (5) Any student who is the victim of sexual assault, sexual violence, stalking, or other conduct which may constitute a crime is encouraged to report the matter to the law enforcement authorities, including HPU DPS or to the Brownwood Police Department. A Crime Incident Report Form can be used to report criminal activity. Such conduct should also be reported to the Dean of Students or Title IX Coordinator.

26. Individual & Organization Responsibility Sexual abuse and harassment violations can result in: – HPU disciplinary sanctions – Civil litigation – Criminal consequences

27. Fire Safety, Weapons, Explosives & Dangerous Devices Possessing or using firearms, explosives, fireworks, or other dangerous devises on the University’s property or at a University function is prohibited.

28. Fire Safety, Weapons, Explosives & Dangerous Devices (2) Firearms for protection or for sport are strictly prohibited at HPU except as allowed by State law. This includes, but is not limited to, shotguns, rifles, pistols, BB/pellet guns, paint guns, air soft guns, etc. Ammunition for firearms is also prohibited. This includes, but is not limited to, shotgun shells, ammunition, BBs, pellets, etc. Illegal knives are prohibited.

29. Individual & Organization Responsibility Fire safety, weapon, explosives, and dangerous device violations can result in: – HPU disciplinary sanctions – Civil litigation – Criminal consequences

30. Group Travel All HPU rules, regulations and policies are applicable regardless of where the group is traveling or where an event is held. An advisor must be present at all events/activities sponsored by a club/organization, including a student trip.

31. Group Travel Safety Reminders Drivers must: Obey all traffic laws and regulations, including posted speed limits. Not drive under the influence of alcohol or illegal drugs or transport or possess alcoholic beverages, illegal drugs, unauthorized firearms or other types of weapons. Not drive under the influence of prescription or over the counter medications that may hinder safe driving and decision making Be well-rested http://studentactivities.tamu.edu/risk/travel

32. Group Travel Safety Reminders (2) Drivers must: Notify a designated contact person upon departure and arrival. Avoid driving when conditions are hazardous (this includes but is not limited to fog, heavy rain, snow or ice conditions). Be prepared to stop the trip and check into a motel when fatigue or travel conditions warrant. http://studentactivities.tamu.edu/risk/travel

33. Group Travel Safety Reminders Drivers and passengers must: Wear seat belts at all times. The number of occupants in the vehicle must not exceed the number of seat belts Avoid horseplay, racing or other distracting or aggressive behavior. http://studentactivities.tamu.edu/risk/travel

34. Group Travel Safety Reminders Divide the trip into segments, stopping for rest as necessary. Have at least one other prepared driver in the vehicle. It is recommended that drivers rotate every two hours. A passenger or second driver should ride in the front passenger seat and remain awake at all times to help the driver maintain alertness. Carry at least one cell phone in each vehicle for emergency purposes. Carry a flashlight and approved fire extinguisher. http://studentactivities.tamu.edu/risk/travel

35. Group Travel - Times Establish a reasonable departure and arrival time to and from the activity or event. Avoid driving between midnight and 6:00 a.m.

36. Group Travel – Vehicle Safety Be sure the vehicle is insured, road-worthy, and safe. Be sure the registration and inspections are valid and current. Contact the Office of Student Activities for additional travel and vehicle requirements.

37. Behavior at Organization Events Organizations of the university are to abide by all policies of the university. Student organizations may be held accountable for individual student behavior at gatherings or functions coordinated by the organization.

38. Expectations & Accountability Things to consider: What expectations should you have for yourselves and your peers at an organization- sponsored event? How can you strive to hold one another accountable?

39. Successful Event Planning Steps for proper event planning: 1.List all activities and aspects of your event 2.Identify the risks associated with each activity or aspect including: physical, reputation, emotional, financial, and facilities http://studentactivities.tamu.edu/orgmanual/eventplanning

40. Successful Event Planning (2) 3.Assess each risk for probability of occurrence and seriousness of consequences. Refer to the Event Planning Matrix for a visual explanation of assessing your risks. 4. Make decisions about how to manage each risk identified in Step 2. You can accept, modify, transfer, and/or eliminate each risk based on its assessment in Step 3.

41. Successful Event Planning (3) 5.Share your plans and risk management actions with the others involved in planning the event, and implement your event according to those decisions. 6. Assess the success of your event after its completion. Document your evaluation information for next year’s officers.

42. Areas of Risk - Physical Physical risks injury death travel food-related illnesses

43. Areas of Risk - Reputation Reputation risks the reputation of your officers and members the reputation of the whole organization the reputation of the university

44. Areas of Risk - Emotional Emotional risks the emotions of your members reactions of participants or attendees sensitive subject matter potential controversy

45. Areas of Risk - Financial Financial risks proper budgeting cost reduction

46. Areas of Risk - Facilities Facilities risks the safety of the facilities for your participants or attendees the maintenance and clean-up of the facilities

47. http://studentactivities.tamu.edu/orgmanual/eventplanning

48. Requirement #1 #1 - Present this information to your entire organization before Monday, Sept. 28, 2015 at 4:45 p.m.

49. Requirement #2 #2 – Submit your organization’s signed “Risk Management Training Report” form to the Office of Student Activities before Monday, Sept. 28, 2015 at 4:45 p.m.

50. Requirement #3 #3 - Your organization must adopt and implement a risk management policy by the end of the fall 2015 semester. This policy must be included in your organization constitution or constitution amendments.

51. Risk Management Training Helps You… Make wise decisions Identify elements to consider when planning events Reduce liability issues for you and your organization Identify opportunities to improve programs and processes Help your organization function within the law and HPU policies Leave a positive legacy for your organization