Risk Management Guide for
Student Organizations
What Will I Learn from the Training?
•Understand the requirements of House Bill 2639
•Ability to define risk management
•Use the risk matrix to identify and manage risk
•Identify risk in activities planned by organization
•Develop methods to manage risk in activities planned by
organization
House Bill 2639
• House Bill 2639 or Clay’s Bill was created after Clay
Warren, a Texas Tech freshman died in an auto accident in
2002 returning from a fraternity retreat.
• HB2639 requires fraternities, sororities, faculty advisors,
and other student organizations to attend an annual risk
management course each year.
Risk Management Concepts
and Tools
What is Risk Management?
• Risk Management is the process of considering the
potential and perceived risk involved in student activities.
• It includes monitoring organization activities and taking both
corrective action and proactive steps to minimize accidental
injury and/or loss.
High Risk Activities
•
•
•
•
•
•
•
Alcohol and Drugs
Hazing
Sexual Abuse and Harassment
Fire and Other Safety Issues
Travel
Behavior at Parties and Social Events
Others?
Risk Types
• Physical: food poisoning/injury/accident
actions that result from physical injury, trauma or death
• Reputation: organization is seen as racist or irresponsible
actions that result in negative publicity for your organization, TSU, your advisor and/or the venue where
you are holding event.
• Emotional:
hazing activities or sexual assault
actions that can cause a participant at your event to feel alienated or negatively impact the feelings of a
member or members of the TSU community
• Financial: unable to pay bills/members owing dues
actions that negatively impact the fiscal stability of your organization and/or other organizations
financially supporting your event
• Facilities: property damage/weather/capacity/lack of equipment
situations that limit your event or prevent it from being held
Risk Management Concepts
• Identify risky behavior and activities
• Assess the probability of adverse outcomes
• Identify and implement ways to manage risk (eliminate or
reduce)
• Reevaluate activities after the risks have been managed
Georgia Institute of Technology, 2002
Risk Management Matrix
RISK MANAGEMENT AND INSURANCE MATRIX
Please feel free to speak to or consult with staff in Student Activities to assist in this risk assessment and insurance management process.
Step One – List all event activities or concerns and identify risks associated with each activity.
Step Two– Use the Matrix to determine the level of risk before applying any Risk Management strategies
Step Three – Brainstorm methods to manage risks. See if you can reduce the probability that something will go wrong.
Step Four – Submit Risk Management Matrix with Activity Permits/Proposal to Student Activities.
NAME OF EVENT:
LIST SPECIAL ACTIVITIES
ASSOCIATED RISKS*
SERIOUSNESS
PROBABILITY
METHOD TO MANAGE RISKS**
1.
2.
3.
4.
1.
2.
3.
4.
1.
2.
3.
4.
1.
2.
3.
4.
1.
2.
3.
4.
* Possible risks include: medical emergencies, food poisoning/allergic reactions, damage to University reputation, damage to University property and/or facilities, accidents, injury, and/or death.
**Methods to manage risks may include: purchasing special event liability insurance, arranging for security through TSU PD, traveling with an advisor, rotating drivers, etc.
SERIOUSNESS
I – May result in death.
II – May cause severe injury, major property damage,
significant financial loss, and/or result in negative publicity
for the organization and/or institution.
III – May cause minor injury, illness, property damage,
financial loss, and/or could result in negative publicity for the
organization and/or institution.
Probability
Seriousness
I
II
III
IV
A
B
C
PROBABILITY
D
A – Likely to occur immediately or in a short
period of time, expected to occur frequently.
B – Probably will come in time
C – May occur in time.
D – Unlikely to occur.
IV – Hazard presents a minimal threat to safety, health, and
well-being of participants.
If any special activity score is within the red or yellow the Office of Student Activities must review. The Risk Management & Insurance Matrix must be filed when an Activity Proposal is require.
The form has been provided as an educational tool to help student leaders to develop a process for identifying and discussing potential risk issues. It is intended for use as part of a larger event planning process, and
should only serve as a starting point for your discussion on risk management. It is not designed to take the place of a careful review of applicable rules, policies, and laws, or discussion with your advisor. Completion
of this form does not imply approval or authorization of your event by Tarleton State University. For more information on event planning, contact Student Activities in the Thompson Student Center.
Tarleton Camp
Camp for freshman students attending Tarleton State University. Camp
is held at off-campus location. Accommodations include bunk-style
housing and camp style cafeteria.
Events include travel to and from camp location, Waddle Olympics,
brigade races, small group meetings, guest lecturers, services
presentations and a dance.
Camp is optional. Students who choose to attend pre-register and pay
for the Camp experience.
Step One:
List all risk concerns with
Camp
Camp Risks
Risks associated with Camp
•
Physical
– Travel to and from camp site; sprain/break at Waddle Olympics; heat related health
issues; insect bites; drowning during brigade; slips, trips, falls, weather
•
Reputation
– Injury to camper;
•
Emotional
– Homesickness; roommate issues;
•
Financial
– Damage to camp facilities; camper taken to ER; insufficient participation
•
Facilities
– Liability issues; damage; layout; proper accommodations
NAME OF EVENT:
Camp
LIST SPECIAL
ACTIVITIES
ASSOCIATED RISKS*
SERIOUSNESS
PROBABILITY METHOD TO MANAGE RISKS**
1. Travel to Camp
1. Accident/Injury
1.
1.
1.
2. Brigade
2. Drowning
2.
2.
2.
3. Weather
3. Heat/Storms
3.
3.
3.
4. Homesick
Campers
4. Emotional concerns 4.
4.
4.
* Possible risks include: medical emergencies, food poisoning/allergic reactions, damage to University reputation, damage to University property and/or facilities, accidents, injury, and/or death.
**Methods to manage risks may include: purchasing special event liability insurance, arranging for security through TSU PD, traveling with an advisor, rotating drivers, etc.
SERIOUSNESS OF RISK
I – May result in death.
II – May cause severe injury, major property damage,
significant financial loss, and/or result in negative publicity
for the organization and/or institution.
III – May cause minor injury, illness, property damage,
financial loss, and/or could result in negative publicity for the
organization and/or institution.
PROBABILITY
Probability
Seriousness
I
II
III
IV
A
B
C
D
A – Likely to occur immediately or in a short
period of time, expected to occur frequently.
B – Probably will come in time
C – May occur in time.
D – Unlikely to occur.
IV – Hazard presents a minimal threat to safety, health, and
well-being of participants.
If any special activity score is within the red or yellow the Office of Student Activities must review. The Risk Management & Insurance Matrix must be filed when an Activity Proposal is require.
The form has been provided as an educational tool to help student leaders to develop a process for identifying and discussing potential risk issues. It is intended for use as part of a larger event planning process, and
should only serve as a starting point for your discussion on risk management. It is not designed to take the place of a careful review of applicable rules, policies, and laws, or discussion with your advisor. Completion
of this form does not imply approval or authorization of your event by Tarleton State University. For more information on event planning, contact Student Activities in the Thompson Student Center.
Step Two:
Use the matrix to determine the level of
seriousness & probability of potential
risks
NAME OF EVENT:
Camp
LIST SPECIAL
ACTIVITIES
ASSOCIATED RISKS*
SERIOUSNESS
PROBABILITY METHOD TO MANAGE RISKS**
1. Travel to Camp
1. Accident/Injury
1. II
1.
1.
2. Brigade
2. Drowning
2. I
2.
2.
3. Weather
3. Heat/Storms
3. II
3.
3.
4. Homesick
Campers
4. Emotional
Concerns
4. IV
4.
4.
SERIOUSNESS
I – May result in death.
II – May cause severe injury, major property damage, significant financial loss, and/or
result in negative publicity for the organization and/or institution.
III – May cause minor injury, illness, property damage, financial loss, and/or could
result in negative publicity for the organization and/or institution.
IV – Hazard presents a minimal threat to safety, health, and well-being of participants.
NAME OF EVENT:
Camp
LIST SPECIAL
ACTIVITIES
ASSOCIATED RISKS*
SERIOUSNESS
PROBABILITY METHOD TO MANAGE RISKS**
1. Travel to Camp
1. Accident/Injury
1. II
1. B
1.
2. Brigade
2. Drowning
2. I
2. B
2.
3. Weather
3. Heat/Storms
3. II
3. C
3.
4. Homesick
Campers
4. Emotional
Concerns
4. IV
4. C
4.
PROBABILITY
A – Likely to occur immediately or in a short period of time, expected to occur
frequently.
B – Probably will come in time
C – May occur in time.
D – Unlikely to occur.
NAME OF EVENT:
Duck Camp
LIST SPECIAL
ACTIVITIES
ASSOCIATED RISKS*
SERIOUSNESS
PROBABILITY METHOD TO MANAGE RISKS**
1. Travel to Camp
1. Accident/Injury
1. II
1. B
1.
2. Brigade
2. Drowning
2. I
2. B
2.
3. Weather
3. Heat/Storms
3. II
3. C
3.
4. Homesick
Campers
4. Emotional Concerns 4. IV
4. C
4.
Probability
Seriousness
I
II
III
IV
A
B
C
D
Step Three:
Brainstorm Methods to Manage Risk
Brainstorm Methods to Manage Risk at Camp
Find strategies you can apply to reduce the severity of the risk and
probability that something will go wrong
• Procure Summer Camp insurance for participants providing coverage
that included accident, medical and general liability.
• Check bus references before booking. (Purchasing Department)
• Arrange for medical personnel to be onsite to treat minor issues such as
insect bites, sun exposure, sprains, etc.
• Monitor developing weather. Identify shelters locations & communicate
with participants in case of inclement weather.
• Request University counselor attend camp for emotional issues.
NAME OF EVENT:
Camp
LIST SPECIAL
ACTIVITIES
ASSOCIATED RISKS*
SERIOUSNESS
PROBABILITY METHOD TO MANAGE RISKS**
1. Travel to Camp
1. Accident/Injury
1. II
1. B
1. Summer Camp Insurance/reputable bus
company with insurance
2. Brigade
2. Drowning
2. I
2. B
2. Lifeguard on duty
3. Weather
3. Heat/Storms
3. II
3. C
3. Monitor weather/nurses station
4. Homesick
Campers
4. Emotional
Concerns
4. IV
4. C
4. Counselor on call
* Possible risks include: medical emergencies, food poisoning/allergic reactions, damage to University reputation, damage to University property and/or facilities, accidents, injury, and/or death.
**Methods to manage risks may include: purchasing special event liability insurance, arranging for security through TSU PD, traveling with an advisor, rotating drivers, etc.
SERIOUSNESS
I – May result in death.
II – May cause severe injury, major property damage,
significant financial loss, and/or result in negative publicity
for the organization and/or institution.
III – May cause minor injury, illness, property damage,
financial loss, and/or could result in negative publicity for the
organization and/or institution.
PROBABILITY
Probability
Seriousness
I
II
III
IV
A
B
C
D
A – Likely to occur immediately or in a short
period of time, expected to occur frequently.
B – Probably will come in time
C – May occur in time.
D – Unlikely to occur.
IV – Hazard presents a minimal threat to safety, health, and
well-being of participants.
If any special activity score is within the red or yellow the Office of Student Activities must review. The Risk Management & Insurance Matrix must be filed when an Activity Proposal is require.
The form has been provided as an educational tool to help student leaders to develop a process for identifying and discussing potential risk issues. It is intended for use as part of a larger event planning process, and
should only serve as a starting point for your discussion on risk management. It is not designed to take the place of a careful review of applicable rules, policies, and laws, or discussion with your advisor. Completion
of this form does not imply approval or authorization of your event by Tarleton State University. For more information on event planning, contact Student Activities in the Thompson Student Center.
Step Four:
Re-evaluate Risks After
They Have Been Managed
Determine if you have reached an acceptable level of risk
by applying management strategies
• Consider modifying or eliminating activities that have unreasonable risk
associated with them.
• Remember to consider how the activities relate to the mission and
purpose or your organization.
• The Risk Management Matrix is available on the Student Activities web
site at http://www.tarleton.edu/~stuact/riskmgmt.html
• Finally, what have you really changed to make sure risk has been
reduced?
Alcohol and Drugs
Alcohol and Drugs
Important Definitions
Public Intoxication - Occurs when a person appears in public while intoxicated to
the degree that the person may endanger himself/herself or others due to the
impairment of mental or physical faculties.
Minor in Possession - A person who is a minor (under 21 years of age) who is
found to be in possession on an alcoholic beverage of any kind is in violation.
Minor in Consumption - Minor in consumption is just that! Just taking a sip of one
beer violates the law. The only exception to this is if your parent or spouse is with
you and giving you the alcohol to consume.
Purchase/Furnish - furnishing alcohol to a minor or providing a place for a minor to
consume alcohol
Alcohol and Drugs
Important Definitions
Driving While Intoxicated - A person is Driving While Intoxicated when having
a blood alcohol concentration of 0.08 or more while operating a motor vehicle.
Driving Under the Influence - Complete intoxication is not required; the level of
alcohol or drugs in the driver's body must simply be enough to prevent him/her
from thinking clearly or driving safely. State laws specify the levels of blood
alcohol content at which a person is presumed to be under the influence
Possession of Drugs – The offender knowingly and intentionally possess a
scheduled drug without a valid prescription in a quantity usable for consumption
or sale. The government must prove that the offender knew the drug was a
controlled substance and that he or she had either actual possession of it or
other control over it, either alone or with another person.
Alcohol and Drugs
Methods to Manage Risk
•
Know the law
•
Check IDs at the door and use a unique way of identifying those over the legal drinking age, such
as with bracelets.
•
Hire professional security to work the door and check IDs.
•
Serve non-alcoholic beverages and food.
•
Set a starting time and ending time for the party and stick with them, limit party to four hours.
•
Do not permit drinking games
•
Maintain control of all alcoholic beverages present.
•
Do not allow glass bottles.
Alcohol and Drugs
What Should You Do?
Minor in possession
– Stop the drinking
– Take the appropriate action to deal with the minor in a safe manner
Illegal drugs
– Notify authorities for removal of the individual
– Ensure the person who is under the influence is properly cared for
Impaired Attendee
– Do not allow the person to drive
– Seek medical assistance as needed
– Do not leave the person alone
Hazing
Hazing
Important Definition
•
Hazing - any intentional 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 that
student for the purpose of pledging, being initiated into, affiliating with, holding
office in, or maintaining membership in any organization whose members are
students at an educational institution.
Law - Tex ED. Code 37.151-156
Hazing
Methods to Manage Risk
•
•
•
•
•
Recognition of hazing
Follow the Student Handbook, Charter and/or National Policy
Stand-up for what is right – even if it is against “traditions”
Secret = Hazing
Types of hazing – subtle, harassment, and violent
Hazing
What Should You Do?
You see something that looks suspicious or you’re asked to participate in something that seems
questionable
• Ask questions about what is going on
•
•
•
•
•
•
Would mind you mind if I invite J-TAC to feature this activity/event in the newspaper?
Is there risk of injury or a question of safety?
Can you explain and /or justify the activity to my parents, to a professor, or to a university administrator?
Will the current members of the organization be participating in this activity? If not, why not?
Don’t be afraid to tell the group leader you are uncomfortable with the activities occurring
Report any behavior that is questionable but deemed ‘tradition’ for all new members to the
Office of Student Judicial Affairs
New members are instructed to participate in an activity, how do I know if it is consider hazing?
• Any activities created with the intent to humiliate or degrade or demonstrate power over
you is considered hazing (activities below that have been deem as hazing in the courts)
•
•
•
•
•
•
Physical harassment: pushing, cursing, yelling, etc
Forcing or coercing someone to eat or drink against their will
Work parties / clean up for new members only
Conducting any type of "hell week" activities
Forcing or coercing someone to eat or drink against their will
Keeping the date of initiation into the group a secret
Sexual Abuse
Sexual Harassment
Sexual Abuse-Sexual Harassment
Important Definitions
•
Sexual Harassment is “unwelcome conduct of a sexual nature…[and]…can
include unwelcome sexual advances, request for sexual favors, and other
verbal, nonverbal, or physical conduct of a sexual nature. Federal law prohibits
sexual harassment of college students whether the harasser is an employee or
another student.
•
Sexual Abuse – includes a wide range of unwanted sexual behaviors, including:
sexual assault/murder, aggravated sexual assault, sexual assault, which can be
forced contact or coercive in nature, indecent exposure, obscene phone calls,
sexual harassment, voyeurism, frottage, peeping, etc. HB 2639 utilizes the term
sexual abuse in an effort to encompass all of the above behaviors. However, for
this risk management training sexual assault will be discussed more often.
Sexual Abuse-Sexual Harassment
Methods to Manage Risk
•
Educate Yourself
•
Look out for your friends
•
Stay in Groups
•
Never be alone with someone you don’t know
•
Never leave your beverage unattended
•
Decide what your limits are and communicate them clearly
•
Learn to be assertive
•
Do not assume anything
•
TRUST YOUR INSTINCTS
Sexual Abuse-Sexual Harassment
What Should You Do?
•
•
•
•
•
Find a safe environment
Preserve evidence of the attack
Report the attack as soon as possible
Seek medical attention
Use available support resources
What Should You Do to Help Victims?
•
•
•
•
Let victims make decisions
Listen with patience
Active Listening
Provide victims with information and referrals
Fire and Life Safety
Fire and Life Safety
Important Definition
Fire and Life Safety is the process of planning and implementing safeguards
to ensure the well being of individuals attending your event.
Fire and Life Safety
Methods to Manage Risk
•Ensure that all facilities utilized by your organization meet all fire and health codes and standards.
Tarleton’s Office of Student Activities and Office of Risk Management and Safety can assist you with this
effort.
•Post emergency numbers and plans for fire, police, and other emergency services near all phones and
exits.
•Initiate appropriate actions in response to the emergency.
•Have some method of accounting for attendees at location.
•Never exceed the posted maximum occupancy of any facility used by the organization.
•Ensure that all exits remain clear for easy access and escape.
•Know your evacuation routes in apartments, houses, hotels, conference centers, etc.
•Ensure that fire extinguishers are available and easily accessible.
•Report to administration, landlord, etc. defective or inoperable fire protection equipment.
•Do not tamper with fire protection equipment.
•The possession and/or use of firearms, other weapons, and/or explosive devices is strictly prohibited on
Tarleton’s campus.
•Educate your members about these policies and confront members who violate it. Report any violations
immediately to Student Activities, Judicial Affairs, and or the applicable law enforcement agency.
Fire and Life Safety
What Should You Do In Case of Fire?
•Activate the fire alarm system to notify building occupants of the emergency.
•Notify the University Police or the Fire Department of the fire.
•Evacuate the building.
•Remain outside until notified by the fire department the building is safe to re-enter. Do not
allow anyone to re-enter a building until cleared by the proper authority.
There are several common causes of accidental college fires:
•Careless smoking
•Unattended candles, incense, perfume burners
•Cooking
•Overloaded extension cords and power outlets
•Leaves and debris located near buildings
•Unattended cooking grills
•Improper use of surge protectors
Fire and Life Safety
What Should You Do in the Event Severe or Inclement
Weather Occurs?
•If City Tornado Siren sounds travel to the interior of the structure. An interior restroom
provides better protection for most buildings.
•http://www.tarleton.edu/~safety/guide/guide-inclementweather.html
•Know the “Areas of Refuge” in each building on-campus.
http://www.tarleton.edu/~safety/emergencyguide.html
• Review Tarleton Inclement Weather Policy
http://www.tarleton.edu/~policy/SAP340702InclementWeather.html
•Know about Tarleton’s Lightning Detection System
http://www.tarleton.edu/~policy/340701t101.htm
•Code Purple
http://www.tarleton.edu/codepurple/
Fire and Life Safety
What Should You Do for other Campus Emergencies?
Review and know the following procedures if any of the following occur:
Terrorist/Shooter – follow directions of emergency personnel through Code
Purple notifications.
Bomb Threat – review guidance contained in the University Emergency Guide.
http://www.tarleton.edu/~safety/emergencyguide.html
Injury Accident – know basic First Aid protocol
http://www.first-aidproduct.com/pgFirstAidGuide.htm#FIRST%20AID%20GUIDE
Travel
Travel
Important Definitions
University-sanctioned travel occurs when travel meets all of the following conditions:
– student travel is more than 25 miles from campus
– to an activity or event that is organized, sponsored by Tarleton and is:
– funded by Tarleton and using a vehicle owned or leased by Tarleton; or
– sponsored by a student organization registered at Tarleton. Social events, sponsored by student
organization, are exempt; however, the sponsoring organization is encouraged to file travel forms
as a precaution
Campus is defined as the university property or facility that is the location of departure (i.e.: Stephenville,
Fort Worth, etc.)
A social event is defined as an activity exclusive of educational purpose and is not required by national,
state, or regional affiliation.
Travel
Methods to Manage Risk
•
•
•
•
•
•
•
Consider alternative methods of transportation
Anticipate or prepare for emergency expenses associated with travel
Transportation in open beds of trucks should be avoided
Arrangements for transporting impaired individuals
When assigning someone to perform a task involving driving, consider their physical and
mental state
Length of trip and number of available drivers
Your location provides easy ingress and egress
– Emergency vehicle access
– Stranding during bad weather
Travel
What Should You Do?
•
•
•
•
If travel is delayed due to weather, breakdown or other causes – Notify the University and
implement contingency plans (identified prior to trip)
For medical emergencies – Request medical assistance (normally that involves calling
911)
Driver becomes impaired – Delay the departure until driver is no longer impaired or assign
the alternate driver. In an emergency, anyone who is a licensed driver may operate the
vehicle to ensure the safety of the passengers.
Other situations – Seek assistance from the University and local officials as appropriate
Behavior at Parties and
Social Events
Behavior at Parties
Important Definition
An individual members actions can impact an organization’s reputation.
Appropriate behavior at parties should be an expectation of all organizational
members.
Behavior at Parties
Methods to Manage Risk
• Communicate organizational and University expectations to
members BEFORE there’s a problems
• Know the law
• Use good judgment when…
– Choosing to attend the party/event
– Posing for pictures which could be posted to social networking sites
– Staying at the party/event if you detect illegal/risky behavior
Behavior at Parties
What Should You Do?
•
A member hosts a party at his/her private residence and underage drinking
is occurring.
–
–
–
–
•
Attempt to stop the consumption by the minor
Seek assistance to ensure the safety of the minor
If all else fails, report the activity to the local authorities
Remove yourself from the situation
A member is seriously impaired at a party.
– Seek assistance to ensure the safety of the member
– Do NOT leave the member unattended
Individuals with Disabilities
Under state and federal law and A&M System policy, no individual will
be excluded from participation in, or be denied the benefit of, or be
subjected to discrimination, based on disability under any system
program or activity.
This includes extracurricular programs such as student organizations
and club sports and activities. This may mean making reasonable
modifications and providing aids and services that are necessary to
ensure that qualified individuals with disabilities have an equal
opportunity to participate, unless to do so would fundamentally alter the
program.
Individuals with Disabilities
A person with a disability is one who (1) has a physical or mental
impairment that substantially limits one or more major life activities; (2)
has a record of such an impairment; or (3) is regarded as having such an
impairment. A&M System programs and activities will not operate on the
basis of generalizations, assumptions, prejudices, or stereotypes about
disability generally, or specific disabilities in particular.
If you have any questions or concerns about making accommodations for
individuals with disabilities, contact your Section 504/ADA Coordinator.
Capstone Scenario
Questions?
Risk Management Training
Next Steps
Your responsibility now: The officers or advisors receiving the training must:
•
Report the program content at a meeting of the full membership of the recognized
student organization
•
Submit to the Office of Student Activities a signed statement saying the report was
made
•
Submit to the Office of Student Activities a copy of the meeting agenda or a flyer
detailing the topics covered at the meeting
•
Adopt a risk management policy for the organization if a policy is not already in place