PI KAPPA PHI FRATERNITY
BETA PHI CHAPTER
EAST CAROLINA UNIVERSITY
JUNE 9, 2014
PI KAPPA PHI FRATERNITY RISK MANAGEMENT POLICY
AS ADOPTED NOVEMBER 2013
The Risk Management Policy of Pi Kappa Phi Fraternity, adopted by the National Council pursuant to Article IV of the
Constitution, mirrors the FIPG, Inc. Risk Management Policy, includes the following provisions, and applies to all fraternity
entities and all levels of fraternity membership.
ALCOHOL AND DRUGS
1. The possession, sale, use, or consumption of ALCOHOLIC BEVERAGES, while on chapter premises or during a
fraternity event, in any situation sponsored or endorsed by the chapter, or at any event a reasonable, objective
observer would associate with the fraternity, must be in compliance with any and all applicable laws of the state,
province, county, city, and institution of higher education and must comply with either the BYOB or third party vendor
guidelines.
2. No alcoholic beverages may be purchased through or with chapter funds nor may the purchase of same for members
or guests be undertaken or coordinated by any member in the name of or on behalf of the chapter. The purchase or
use of a bulk quantity or common source(s) of alcoholic beverage, including but not limited to kegs or cases, is
prohibited.
3. OPEN PARTIES, meaning those with unrestricted access by non-members of the fraternity without specific invitation,
where alcohol is present, are prohibited.
4. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e.
those under legal drinking age).
5. The possession, sale, or use of any ILLEGAL DRUGS or OTHER CONTROLLED SUBSTANCES while on chapter
premises or during a fraternity event or at any event that a reasonable, objective observer would associate with the
fraternity is strictly prohibited.
6. No chapter may co-sponsor an event with an alcohol distributor or tavern (tavern defined as an establishment
generating more than half of annual gross sales from alcohol) at which alcohol is given away, sold, or otherwise
provided to those present. This includes any event held in, at, or on the property of a tavern as defined above for
purposes of fundraising. However, a chapter may rent or use a room or area in a tavern as defined above for a closed
event held within the provisions of this policy, including the use of a third party vendor and guest list. An event at
which alcohol is present may be conducted or co-sponsored with a charitable organization if the event is held within
the provisions of this policy.
7. No chapter may co-sponsor, co-finance, attend, or participate in a function at which alcohol is purchased by any of
the host chapters, groups, or organizations.
8. All recruitment or rush activities associated with any chapter will be non-alcoholic. No recruitment or rush activities
associated with any chapter may be held at or in conjunction with a tavern or alcohol distributor as defined in this
policy.
9. No member or associate member shall permit, tolerate, encourage, or participate in "drinking games.” The definition
of drinking games includes but is not limited to the consumption of shots of alcohol, liquor, or alcoholic beverages;
the practice of consuming shots equating to one’s age; “beer pong;” “century club;” “dares;” or any other activity
involving the consumption of alcohol that involves duress or encouragement related to the consumption of alcohol.
10. No alcohol shall be present at any associate member activity or ritual of the chapter. This includes but is not limited
to activities associated with “bid night,” “Big Brother – Little Brother” events or activities, “family” events or activities,
and initiation.
HAZING
No chapter, associate chapter, student, alumnus, or volunteer shall conduct nor condone hazing activities. Permission or
approval by a person being hazed is not a defense. Hazing activities are defined as:
"Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or
physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to
the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological
shocks, quests, treasure hunts, scavenger hunts, road trips, or any other such activities carried on outside or
inside of the confines of the chapter house; wearing of public apparel that is conspicuous and not normally in
good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; and
any other activities that are not consistent with academic achievement; fraternal law, ritual, or policy; the
regulations and policies of the educational institution; or applicable state law."
SEXUAL ABUSE AND HARASSMENT
The fraternity will not tolerate or condone any form of sexist or sexually abusive behavior on the part of its members,
whether physical, mental, or emotional. This is to include any actions, activities, or events, whether on chapter premises
or an off-site location, that are demeaning to women or men, including but not limited to verbal harassment and sexual
assault by individuals or members acting together. The employment or use of strippers, exotic dancers, or similar,
whether professional or amateur, at a fraternity event as defined in this policy is prohibited.
FIGHTING AND PHYSICAL ABUSE
The fraternity will not tolerate or condone any form of fighting or physically abusive behavior while on chapter premises
or during a fraternity event, in any situation sponsored or endorsed by the chapter, or at any event a reasonable observer
would associate with the fraternity.
FIRE, HEALTH, AND SAFETY
1. All chapter houses should meet all local fire and health codes and standards.
2. All chapters should post by common phones and in other locations emergency numbers for fire, police, and
ambulance and should have posted evacuation routes on the back of the door of each sleeping room.
3. All chapters should comply with engineering recommendations as reported by the insurance company or municipal
authorities.
4. The possession and/or use of firearms or explosive or incendiary devices of any kind within the confines and premises
of the chapter house and chapter approved functions ,as defined by this policy, is prohibited
5. Candles should not be used in chapter houses or individual rooms except under controlled circumstances such as
initiation.
WATER FEATURES
The use of self-constructed pools, bodies of water, slip-and-slides, or similar on chapter premises or at any event a
reasonable observer would associate with the fraternity is prohibited.
EDUCATION
All student members and associate members shall be instructed on the Risk Management Policy of Pi Kappa Phi Fraternity
annually. A copy of the Risk Management Policy is also available on the Fraternity’s website. A Risk Management
workshop to be completed each semester.
BETA PHI CHAPTER RISK MANAGEMENT PROCEDURES
The chapter should complete the Social Event Planning Guide (available in the Resource Library on pikapp.org). Based
on the information in the guide, create procedures specific to your chapter. Additional resources are also listed under
some of the categories below and can be found in the Resource Library on pikapp.org
(http://www.pikapp.org/RMresourcse.aspx).
PROCEDURES FOR BYOB
Additional Resources: BYOB Guidelines
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A maximum of six (6) alcoholic beverages should be brought per person
No drinking games or activities that encourage fast and inappropriate drinking behavior
Each guest will be allotted a maximum Six (6) standard drinks.
Upon arriving guest will check in their alcohol at the designated distribution point to be established beforehand
and may not be a members room.
The distribution center will be managed by a vender or a member(s) in the circumstance that a vender is not
assigned. The member in charge will be a member of legal drinking age. The vender/member(s) will not be
allowed to consume alcohol and will not serve to anyone appearing to be too intoxicated. The vender/member(s)
in charge will notify the Officer in charge if any guest is found to be in violation of the drinking age or appearing
to be too intoxicated.
Upon checking in their drinks guest will be given a ticket. The tickets are to be personalized with the type of drink
the guest brings and their name. The ticket must be presented in exchange for the drinks the guest has checked
in. The vender/member(s) working the bar will stamp or punch holes in the ticket to denote the amount of drinks
the guest has acquired. The ticket name must match the guest name on the wristband.
The event will have an officer in charge and a “second in command”.
The event will have one sober monitor for every fifty (50) guest. They will associate and initiated members alike.
PROCEDURES FOR THIRD PARTY VENDOR EVENT
Additional Resources: Event Contract & Third Party Vendor Checklist
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Schedule event at least two weeks in advance with the third party vendor – done by Social Chair.
Within a week of contact obtain proof of $1,000,000 liability insurance provided by the insurance provider. On
this, check for evidence “off premise liquor liability coverage and non-owned and hired auto coverage.” The
certificate should name as additional insured and Certificate Holder (at a minimum) your undergraduate chapter,
as well as the National Fraternity. Obtain a copy of the liquor license to sell on the premises where the function
will be held from the third party vendor – Social Chair and Risk Management
If a contract is requested by the vendor:
o The vendor will validate in writing that all the responsibilities that any other purveyor of alcoholic
beverage would assume in the normal course of business, including only providing alcoholic beverages to
individuals above the legal drinking age
o Social chair will have the vendor create the contract out to the Beta Phi Chapter of Pi Kappa Phi
Fraternity
o Renting agreement will be signed and dated by the chapter president and the vendor
o A packet will be created (with original documents) and kept on location for quick reference
o All contracts should be sent to lhart@pikapp.org for review prior to signing.
PROCEDURES FOR BUILDING A GUEST LIST
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Guest list will be made using some type of social media, making it an invite only page. Members will be invited on
the page and will be allowed to invite guests to be approved by an administrator.
For a social event, all brothers and sisters of the joining sorority will have to RSVP upon the guest list that will be
made.
The guest list will be closed and printed at least 24 hours before the event and will be reviewed the Social Chair
and/or Risk Management Chair to ensure that offenders of previous events will not be in attendance. The list will
be kept for the remainder of the semester.
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Each member of the chapter (or sorority) will be limited to two guest.
The guest list will be created into a spreadsheet and posted online.
The guest list will be given to the door monitors/ bouncers.
Guest will be required to check themselves in and their guest.
PROCEDURES FOR IDENTIFYING GUESTS OF LEGAL DRINKING AGE
Additional Resources: BYOB Guidelines
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All guest both member and guest will be required to provide proof of Identity and of age. Members both Initiated
and Associated and Guest will be marked as underage or of the legal drinking age.
Guests will receive an “X” on their hands if they are below the legal drinking age. If they are above the legal
drinking age, they will receive a wristband to be marked with the guest name.
PROCEDURES FOR WORKING THE DOOR
 If the event will be held at a third party vendor, the security provided by the vendor will oversee the guests
entering and leaving the vicinity
 If the event is not held at third party vendor, a sober brother will cover each door to enter and exit, making sure
the door is locked, inaccessible, or otherwise monitored
 Entrance door will remain closed until the individual working the door allows guests inside
PROCEDURES FOR IDENTIFYING THE OFFICER IN CHARGE
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The governing Executive officer will be assigned by the Risk Management Chair and approved by the Archon.
A “second in command” will be established by the Risk Management Chair and approved by the Archon.
The officers in charge will be a sober brothers and will be identified by a uniform which will stand apart from
general attire.
PROCEDURES FOR IDENTIFYING SOBER MONITORS
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Every Member will serve as a sober monitor. Duties will be performed on a volunteer bases on the premise that
everyone will perform this duty once a semester. A member may volunteer more than once. In the event that a
member is scheduled to preform duties as sober monitor and must make a last minute change that member is
responsible for finding another member to replace him. The new member will be counted as his turn and not the
member replaced.
Brothers who will be serving as sober monitors will be announced before the event
Sober monitors will wear a uniform which will stand apart from general attire and will be different from officers
Brothers will be instructed at the door how to spot a sober monitor and made aware who is the officer in charge
RESPONSIBILITIES OF SOBER MONITORS & SOBER OFFICERS
Additional Resources: Sober Monitor & Sober Officer Resource
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Identify any persons who are indecent or have had too much to drink
o Working in teams to remove from event if necessary
Identify possible medical emergencies
o First, call 911
o When time permits, contact Archon or officer in charge
Identify any potential risk or dangers throughout the event, contact Archon if needed
Contact alternative transportation services for guests if needed
Prevent any event deemed a risk by either a sober monitor or an officer in charge
EXPECTATIONS FOR HIRED SECURITY
Additional Resources: Security Vendor Checklist
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Hired vendor should provide security for the right amount of people
o Suggested: one security guard per 50 guests
Security should accommodate special personnel to handle:
o Checking identity upon entry
o Managing all entrance/exit points of the venue
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Removing guests who are disruptive and do not meet the expectations that a brother of Pi Kappa Phi
should meet
Making sure guests do not leave the venue with alcohol
Managing the parking lot and exterior areas
Responding to any disruptions that take place at the event in conjunction with local law authorities
CONDUCT EXPECTATIONS AT SOCIAL EVENTS
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Brothers should respect each other and keep an attitude that would represent Pi Kappa Phi well
If the event is joined with another organization, brothers should respect the men or women of that organization
Guests should respect the venue the event is being held at, this includes vandalism
If any guest should be given special instructions from a sober monitor, they should respectfully follow them
without dispute
PROCEDURES IF A MEMBER/ASSOCIATE MEMBER/GUEST VIOLATES THE CONDUCT EXPECTATIONS
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Members who violate conduct expectations will be scheduled a meeting with the Standards Board along with
executive board members who are applicable to the offense
Standards Board Chair will asses the offense and decide a punishment for the member
Names of guest who violate the conduct expectations will be made note of and will not be permitted to attend
chapter functions until a time deemed appropriate by the chapter
ADDITIONAL RISK REDUCTION PROCEDURES
Additional risk reduction ideas can be found Resources Library on pikapp.org (http://www.pikapp.org/RMresources.aspx).
-SAFE TRANSPORTATION:
As long as feasible safe transportation will be provide by ECU Safe ride. All members will be educated on the operation of
the safe ride. In the event that a member or a guest cannot get a ride the chapter will implement a Designated Driver
system.
Designated Driver System
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Drivers will be associated and initiated members alike.
Drivers will absolutely follow all state and federal laws.
Vehicles that are used in the system must be registered and pass all inspections.
Times will be established as well as list of available drivers and be made public at least 24 hours before the
event. It will start an hour before and end not less than an hour after.
Guest are limited to the number of operating seatbelts.
Drivers reserve the right to collect “gas money”.
Drivers will be working in pairs when necessary. Both drivers to not be under the influence and be of sound mind.
In the event that an emergency arises a driver must call emergency 911 and report to officer in charge.
CRISIS MANAGEMENT PROCEURES OF PI KAPPA PHI FRATERNITY
Pi Kappa Phi is not immune to the tragedies and crises that have struck the college fraternity population with alarming
frequency over the past decade. As leaders and volunteers working with student chapters, we must be prepared to meet
the needs of any crisis we face. This guide is dedicated to the prevention of risk management crises, but also outlines the
basics steps to follow in case of an emergency.
EDUCATE MEMBERS BEFORE A CRISIS
Teach Risk Management and Crisis Management to the membership.
All Pi Kappa Phi Statements of position and risk management policies and procedures should be taught during the initial
intake period for members, the associate member education program. Review these policies and procedures with the
entire membership in the beginning of each semester. The first concern should be the health and safety of each member,
and the chapter in general. All members must know who is in charge and be prepared to follow instructions.
Complete the Risk Management Statement of Responsibility as a chapter.
In order to reinforce the importance of managing our risk as an organization, make sure to complete the Risk
Management Compliance Statement EACH SEMESTER (include all officers) and return it to the National Headquarters.
Identify the leader BEFORE the problem happens.
At the chapter level, the Archon of the chapter should take charge in any crisis. The Archon should consult with
volunteers, staff, and other members who possess more expertise or insight. The final decision, however, must rest with
the Archon. If the Archon is absent, the next ranked officer is in charge. All chapter officers should know where to find a
copy of the chapter’s emergency procedures.
IF A CRISIS HAPPENS…
1. The Archon (or officer next in line if the Archon is not present) takes charge.
2. Call emergency number(s), usually 9-1-1, so appropriate emergency personnel (police, fire, and ambulance) can
respond. Cooperate fully with the needs of any public safety organization seeking to help you or protect your safety.
3. Restrict access to the chapter house at once. The Archon must have complete control of the situation, and be aware
of who is in the area. Permit only your members and appropriate officials to enter.
4. Assign one or more responsible members to calmly guard the door.
5. Do not tamper any part of the area involved in the incident specifically which might be construed as evidence or
involved with the incident.
6. Call Mark E. Timmes, Pi Kappa Phi Chief Executive Officer, at (704) 907-8586. If there is no answer, call Christian
Wiggins, Chief Operating Officer, at (704) 807-6517 or Justin Angotti, Assistant Executive Director of Education &
Accountability, at (704) 807-6529.
7. Notify your Chapter Advisor & Regional Governor:
Chapter Advisor:
Michael Rager
Home/Work/Cell Telephone:
(303) 941-8085
Leadership Consultant:
Brad Middleton
Home/Work/Cell Telephone:
(704) 807-6522
8. Assemble your members in a group (in case of fire, assemble outside, in front near the street). All should remain
calm. Explain there is an emergency, but that it is under control. Remind members that only the Archon or Chapter
Advisor can speak for the Fraternity—members are not to speak to anyone (including friends, girlfriends, parents, the
university) about the crisis.
9. Do not discuss details, speculate on events or otherwise elaborate on the situation. Often, litigation follows crisis.
Statements made could later be used in court.
10. Contact appropriate campus officials:
Campus Official Name/Title: East Carolina University
Home/Work/Cell Telephone:
(252) 328-6131
11. Fully cooperate with appropriate authorities.
12. All clothing with the Fraternity’s or Push America’s name should not be worn during the investigation period.
13. Submit all requested information about the incident to the National Headquarters staff in a timely manner.
DEALING WITH THE MEDIA
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If contacted, only the Archon or Chapter Advisor should speak for the chapter.
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Avoid “no comment” as it leads to speculation. Instead, make a simple statement: “We are aware that an incident
occurred and are cooperating fully with the police and university officials who are investigating.”
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Keep repeating the above statement if you are pursued further. Do not give in because you are asked the same
question several different ways.
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Never release names or admit liability.
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Depending on the circumstances, the National Headquarters may take over any direct contact with the media
including the issuance of a press statement.
SERIOUS INJURY OR DEATH OF A MEMBER
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DO NOT NOTIFY THE PARENTS. Medical or police personnel who are trained in this will notify the family. You should
always have parent/guardian information on file available to proper authorities. After you know that the family has
been notified, it is appropriate for a chapter representative to call and share your concern.
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In the event of a death, do not remove any personal items from the room. Do not let members enter the room. Allow
only authorized personnel to enter the room. If possible, keep the door locked. Ask the family what their wishes are
in regard to the member’s possessions. You may offer to pack them in boxes, but it is more likely that the family will
want to do this themselves. Before they arrive, be sure that any borrowed items are returned. When the family
arrives, have empty boxes available and offer your help. Understand that this is a difficult time for them and they
may want privacy.
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Coordinate member attendance at the funeral or memorial service. Along with your chapter counselor, discuss with
the family or the family’s clergyman the possibility of conducting Pi Kappa Phi’s memorial service, which is available
through Headquarters.
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In the case of serious injury or illness, find out the visitation wishes of the family and coordinate this with members of
the chapter.
FOLLOW-UP
University staff is usually available for member counseling and general assistance. Individual and group counseling is
strongly recommended following any crisis situation.
RESOURCES
Fraternal Information & Programming Group (FIPG)
http://www.fipg.org/
Willis
http://www.willisfraternity.com/
Pi Kappa Phi’s Risk Management Resources
http://www.pikapp.org/RMresources
EVENT CONTRACT & THIRD PARTY VENDOR CHECKLIST
The Fraternal Information and Programming Group and Pi Kappa Phi’s insurance carrier (Willis) recommends chapters
utilize the following checklist when planning third party vendor events in order to document compliance with the
Fraternity’s Risk Management Policy.
1. The Vendor must be properly licensed by the appropriate local and state authority. This might involve both a liquor
license and temporary license to sell on the premises where the function is to be held. OBTAIN A COPY OF THE
LICENSE FROM THE VENDOR.
2. The Vendor must be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a
properly completed certificate of insurance prepared by the insurance provider. The above “certificate of insurance”
must also show evidence that the Vendor has, as part of his coverage, “off premise liquor liability coverage and nonowned and hired auto coverage.” The certificate of insurance should name as additional insured and Certificate
Holder (at a minimum) your undergraduate chapter, as well as the National Fraternity. OBTAIN A COPY OF THE
CERTIFICATE OF INSURANCE ON AN ACORD FORM 125.
3. The Vendor must agree in writing to cash/credit sales only to individuals over the legal drinking age, collected by the
Vendor, during the function.
4. The Vendor must assume in writing all the responsibilities that any other purveyor of alcoholic beverage would
assume in the normal course of business, including but not limited to:
a. Checking identification cards upon entry;
b. Not serving to minors;
c.
Not serving individuals who appear to be intoxicated;
d. Maintaining absolute control of ALL alcoholic containers present;
e. Collecting all remaining alcohol at the end of a function (no excess alcohol — opened or unopened — is to be
given, sold or furnished to the chapter); and
f.
Removing all alcohol from the premises.
5. The contract with the Vendor (if requested):
a. Should only be executed in the name of the undergraduate chapter (e.g. Alpha Chapter of Pi Kappa Phi
Fraternity). Do NOT use “Pi Kappa Phi Fraternity” or the name of your local housing corporation to execute the
contract.
b. Limit the obligation to defend or indemnify the Vendor to the sole negligence of the undergraduate chapter.
c.
Only include additional insured requirements that assume responsibility for the actions of the undergraduate
chapter, not the Vendor or other third parties.
OBTAIN A WRITTEN AGREEMENT SIGNED AND DATED BY THE CHAPTER PRESIDENT AND THE VENDOR STIPULATING
AGREEMENT TO THE ITEMS REQUIRED IN #3 AND #4 ABOVE.
This form should also be signed and dated by both the Archon and the Vendor. In doing so, both parties understand that
only through compliance with these conditions will the chapter be in compliance with Pi Kappa Phi’s Risk Management
Policy.
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Archon’s Signature
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Date
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Vendor's Signature/Company
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Date
If requested, Pi Kappa Phi will review the contracts for your events. Please send an electronic copy of the contract to Dr.
Lori Hart, Director of Prevention Education, at lhart@pikapp.org.
SECURITY VENDOR CHECKLIST
It is recommended that you hire professional security for your events. Off-duty police officers are preferred when and
where possible, but if you hire an outside security company, the following checklist will help you hire security that is
adequately bonded and professional, and will provide the best risk management strategy for your event.
THE VENDOR MUST:
1. Be properly licensed and bonded by the appropriate local and state authority. OBTAIN COPIES OF VENDOR’S STATE
AND LOCAL LICENSES.
2. Be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed
certificate of insurance prepared by the insurance broker. Ideally, the certificate of insurance should name as
additional insured (at a minimum) the local chapter of the fraternity/sorority hiring the vendor as well as the
inter/national fraternity/sorority with whom the local chapter is affiliated. OBTAIN A COPY OF THE CERTIFICATE OF
INSURANCE ON AN ACORD FORM 125.
3. Provide only security guards who have passed a background check. If possible, utilize security guards who have
received training in fraternal risk management policies.
4. Provide a minimum of one security person for each 50 guests
5. Assume in writing all the responsibilities that the security company will provide, including but not limited to:
a. Checking identification cards upon entry against guest lists
b. Managing all entrance/exit points of the venue
c. Removing guests who are disrupting the event
d. Preventing guests from leaving with alcohol
e. Responding to any disruptions that take place at the party in conjunction with local law authorities.
f. Conduct periodic sweeps of parking lots and other exterior areas.
OBTAIN A WRITTEN AGREEMENT SIGNED AND DATED BY THE CHAPTER PRESIDENT AND THE VENDOR STIPULATING
AGREEMENT TO THE ITEMS REQUIRED ABOVE.
This form must also be signed and dated by both the chapter president and the vendor. In doing so, both parties
understand that only through compliance with these conditions will the chapter be in compliance with inter/national
organization requirements.
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Chapter President’s Signature
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Date
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Vendor's Signature/Company
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Date