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University of Mary Hardin-Baylor STORM: Student Organization Risk Management. Fall 2011. Offices of Student Organizations and Risk Management . Student Organizations Kristy Brischke – [email protected] Tiffany Wurdemann – [email protected] Risk Management

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University of mary hardin baylor storm student organization risk management l.jpg

University of Mary Hardin-BaylorSTORM: Student Organization Risk Management

Fall 2011

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Offices of Student Organizations and Risk Management

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We’re taking UMHB by STORM !

  • ST – Student

  • O – Organization

  • R – Risk

  • M- Management

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STORM Learning Outcomes

  • Attendees of the Risk Management Training will…

    • Understand the governing policy of Texas State Bill 1138 and all organizational requirements that are impacted by the passage of the State Bill.

    • Be able to identify various types of risk that are associated with organizational participation.

    • Have a working knowledge of various risk management practices as they pertain to student organizations’ operations & events.

    • Learn how to complete a functional Risk Management Matrix to help analyze and mitigate organizational risk.

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Texas S.B. 1138

  • Requires all student organization officers and advisors to attend a Risk Management program hosted by the University

    • Each organization must send:

      • 3 officers on an annual basis

      • 1 advisor every three years

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Texas S.B. 1138

  • Presidents have until October 14, 2011 to present the Risk Management PowerPoint to their membership.

  • An attendance log certifying membership attendance of the Risk Management PowerPoint presentation should be submitted by October 14, 2011 before 5pm.


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Risk Management Program

Required program content:

  • Alcohol and Drugs

  • Hazing

  • Sexual abuse & harassment

  • Fire & Safety

  • Travel

  • Behavior

  • Risk Management policy

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What is Risk Management?

Risk Management is the process of

  • considering the potential risks to Students and the University - and

  • identifying ways to avoid the dangers of activities, either by

    • Adjusting behavior and/or process - or

    • eliminating the activity all together.

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Types of Risk

  • Physical: food poisoning, injuries from physical activities, injuries from travel related accidents.

  • Reputation: negative publicity for UMHB, your organization, your advisor and/or the venue where you are holding event.

  • Emotional: causing a participant at your event to feel alienated or negatively impact the feelings of a member or members of the UMHB community.

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Types of Risk

  • Financial: things that can negatively impact the fiscal stability of your organization and/or other organizations financially supporting your event.

  • Facilities: things which may cause property damage and/or prevent event from being held;

    • bad weather

    • not enough space for the number of participants

    • lack of equipment or materials needed for the event.

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Types of Risk

  • Information: personal information must be protected under various laws to protect individuals.

    • FERPA – Family Education Rights & Privacy Act

    • GLBA – Gramm-Leach Bliley Act (financial)

    • HIPAA – Health Ins. Portability & Accountability Act

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Student Handbook

Violation of the Student Handbook can warrant one or more of the following:

  • Censure – oral or written warning

  • Reprimand – written warning

  • Probation -written notice/prohibit participation in activities

  • Restitution – reimburse or compensate

  • Eviction – probation or removal from campus facilities

  • Suspension – termination of student status for specified time

  • Expulsion – permanent termination of student status

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Student Handbook

  • Violation of state law, city ordinance or university regulations will also be considered grounds for disciplinary action.

    UMHB Policies

  • Student Handbook – posted on My Campus / Handbooks

  • Student Rights & Responsibilities

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Alcohol / Illegal Drugs

  • UMHB follows a Zero Tolerance policy;

    • in regard to use of alcohol or drugs,

    • applies to all students whether they are considered a minor or are over the age of 21,

    • covers the following actions: possession, use (includes returning to campus after the use of), purchase, being under the influence.

  • The alcohol and drug policy applies to student behavior both on and off campus.

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Alcohol / Illegal Drugs

Federal Penalties & Sanctions – Drugs & Alcohol

21 USC 844 (possession of controlled substances)

  • 1st conviction; up to 1 yr. imprisonment & fine $1,000 - $100,000 or both.

  • After 1 prior conviction; 15 days – 2 yrs. & fine $2,500 - $250,000 or both.

  • After 2 or more convictions; 90 days – 3 yrs. & fine $5,000 - $250,000 or both.

    State Penalties & Sanctions – Drugs & Alcohol

    Texas Penal Code;

  • Public intoxication - $500 fine.

  • DUI/Driving under influence – fine up to $10,000 and/or 3 days to 10 yrs. in prison.

    Texas Alcohol Beverage Code;

  • Purchase, possession or consumption under 21 yrs. – fine $500 - $2,000.

    Texas Health & Safety Code;

  • Illegal distribution, possession, or use of controlled substances – 5 yrs. to life in prison – up to $20,000 fine.

  • Possession of marijuana – 2 to 20 yrs. in prison – up to $10,000 fine.

  • Distribution of marijuana – 5 to 99 yrs. in prison – up to $50,000 fine.

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  • Hazing is, as defined by the Education Code:

    • any intentional, knowing, or reckless act occurring on or off campus, by one or more persons, directed against a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in an organization.

    • is a criminal violation under Texas law.

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  • SUBTLE HAZING: Behaviors that emphasize a power imbalance between new members/rookies and other members - often accepted as “harmless”.

    • Deception

    • Name calling

    • Assigning demerits

    • Socially isolating new members/rookies

    • Silence periods with implied threats for violation

    • Deprivation of privileges granted to other members

    • Line-ups and Drills/Tests on meaningless information

    • Expecting certain items to always be in one's possession

    • Requiring new members/rookies to perform duties not assigned to other members

    • Requiring new members/rookies to refer to other members with titles (e.g. “Mr.,” “Miss”) while they are identified with demeaning terms

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  • HARASSMENT HAZING: Behaviors that cause emotional anguish or physical discomfort in order to feel like part of the group. Harassment hazing confuses, frustrates, and causes undue.

    • Verbal abuse

    • Sleep deprivation

    • Sexual simulations

    • Expected to harass others

    • Threats or implied threats

    • Stunt or skit nights with degrading, crude, or humiliating acts

    • Asking new members to wear embarrassing or humiliating attire

    • Expecting new members/rookies to perform personal service to other members such as carrying books, errands, cooking, cleaning etc

    • Expecting new members/rookies to be deprived of maintaining a normal schedule of bodily cleanliness.

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  • VIOLENT HAZING: Behaviors that have the potential to cause physical and/or emotional, or psychological harm.

    • Burning

    • Bondage

    • Branding

    • Public nudity

    • Water intoxication

    • Abductions/kidnaps

    • Expecting illegal activity

    • Beating, paddling, or other forms of assault

    • Expecting abuse or mistreatment of animals

    • Forced or coerced alcohol or other drug consumption

    • Forced or coerced ingestion of vile substances or concoctions

    • Exposure to extreme cold heat without appropriate protection

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Sexual Abuse / Harassment

  • Sexual Harassment Policy

    • UMHB will not tolerate any form of verbal or physical conduct that harasses, disrupts, or interferes with another individual or creates an intimidating, offensive, or hostile environment.

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Sexual Abuse / Harassment

  • Prohibited conduct includes but is not limited to:

    • Sexual flirtation

    • Improper / unwanted touching

    • Advances, propositions, or pressure for sex

    • Verbal abuse (all forms)

    • Direct or implied threats coercing submission to improper conduct

    • Display of sexually suggestive object, pictures, or photos.

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Sexual Abuse/Harassment

Health and Counseling Center 254-295-4696

Student Life Office 254-295-4496

Dean of Students 254-295-4590

Campus Police 254-295-5557

Belton Police 254-933-5840

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Fire & Life Safety

If you discover a fire:

  • Activate the nearest fire alarm pull station – located at or near each exit.

  • Evacuate immediately – to your designated “Emergency Assembly Point” (EAP) - list in Safety Manual Sect. 6.0

    If the fire alarm sounds:

  • Evacuate immediately – to the EAP.

    Note: Do not return to the building until cleared and re-entry authorized by Campus Police.

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Emergency Preparedness

Emergency Sirens:

  • Two locations:

    • At 10th Ave. and College Street

    • On Parker Dr. (behind McLane Hall)

  • Activated for various events:

    • haz-mat incident

    • tornado warning

    • shooter in vicinity

  • When the sirens are activated everyone should


    • Check CRU Alert

    • Check UMHB website

    • Remain sheltered until notified “all clear”

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Emergency Preparedness


  • Watch – conditions favorable – stay close to “home”.

  • Warning – tornado sighted/detected

    • Shelter-in-Place immediately

    • Lowest floor

      • Interior rooms w/o windows

    • Remain sheltered until “all clear”

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Emergency Preparedness

Haz-Mat Incident

  • Example:

    • Leaking chemical railroad car

  • Shelter-in-Place

    • Get everyone inside immediately

    • Close doors & windows

    • Turn AC/Heat system off

  • Remain sheltered until “all clear”

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Emergency Preparedness

Shooter/Person w/weapon

  • Shelter-in-Place immediately

  • Lock and/or barricade doors

  • Shelter in interior rooms

    • i.e. out of sight

  • Report to Campus Police – 5555

  • Remain sheltered until “all clear”

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Firearms and Explosive Devices

  • Use, storage, or possession of weapons or dangerous devices including, but not limited to, firearms, ammunition, martial arts devices, knives, sling shots, air powered guns, blow guns, fireworks, or flammable liquid are prohibited.

  • Possession of a weapon or threat of use of a weapon may result in immediate expulsion in addition to the filing of criminal charges.

  • Prohibition includes:

    • Individuals who are licensed to carry firearms,

    • And all vehicles.

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Crime Prevention

  • In order to make UMHB a safer community, the Police Department asks that you practice the following crime prevention techniques:

    • To report a police, fire, or medical emergency, or to report a crime in progress, dial 5555 from any campus telephone.

    • While on campus at night, use the "buddy" system. If you find that you must go somewhere on campus by yourself, call the police department for an escort.

    • During hours of darkness, walk along lighted pathways. Stay on the lighted paths. Make note of the Emergency Call boxes around campus.

      • Push Red Button

      • Automatically notifies Campus Police

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Crime Prevention Continued

  • Alarm your vehicle to discourage would-be thieves from breaking into your automobile.

  • When you see something suspicious, get the University Police involved by calling 5555 on campus.

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Travel & Transportation

  • All travel must be approved and

    • must be accomplished in accordance with the UMHB Student Organization Transportation Policy.

  • Participation in such off-campus trips and activities is at the student’s own risk.

  • Faculty and staff advisors of such trips and organization officers are urged to take all possible precautions to insure the safety and well-being of all persons participating in the activity.

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Travel & Transportation

  • All drivers must possess a valid driver’s license.

  • Drivers utilizing personal vehicles must

    • be at least 18 years of age

  • Drivers utilizing university vehicles must

    • Be 21 years of age &

    • complete the STARS driving program

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Travel & Transportation

  • Personally owned vehicles used by members of student organizations for travel must be maintained in compliance in respect to State requirements:

    • Valid insurance

    • Valid registration

    • Valid State inspection (tires, lights, wipers, brakes, horn, etc.)

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Travel & Transportation

Insurance & Responsibility

  • The Member’s vehicle insurance serves as primary insurance coverage for third-party liability and physical damage to the owner’s vehicle.

  • The Member must assume personal responsibility for any and all fines or traffic violations associated with the use of their personal vehicle.

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Travel & Transportation


  • Drivers will be disqualified for

    • Accumulation of 6 points (3 moving violations).

    • Exceeding the speed limit in excess of 20 miles per hour.

    • Driving under the influence of alcohol or drugs.

    • Offenses against a person involving a vehicle.

  • Drivers must notify their respective Advisor and Student Organization Director immediately if any conditions occur such as those listed above that would disqualify them from driving for the organization.

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Travel & Transportation

  • Drivers and passengers must use seat belts at all times when vehicle is in motion (one person per seat belt).

  • Drivers must

    • Obey all traffic laws at all times

    • Take 15 minute break every 4 hours

    • Not drive more than 10 hours in any 24 hr. period

    • Have at least 2 drivers for trips over 400 miles

    • Drive with headlights on at all times

    • Not use electronic devices (i.e. cell phone) while driving

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    Safety Program

    • Report security issues/concerns

      • Theft, vehicle damage, etc. to

      • Campus Police at 295- 5555.

    • Report safety issues/concerns

      • Dorms/Apartments: Residence Life Staff

      • Academic/Admin Bldgs.: Building Coordinators

        • Bldg. Coordinator List - Safety Manual Sect. 2.0

      • Campus: Risk Management at 295 – 8635.

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    Safety Program


    • Report student associated threats/concerns to the UMHB STAT - StudentThreatAssessmentTeam.

      • Intervention, support, response

      • Students w/disruptive, disturbed, distressed behaviors

      • Primary Contacts

        • Ray Martin, Dean of Students

        • Nate Williams, Dir. Counseling & Testing

        • Gary Sargent, Dir. Campus Police

    • Other Members: Dr. Weathersbee, Dr. Loutherback, Joy Muller, Donna Plank, Debbie Rosenberger, Susan Owens, Larry Pointer

    • My Campus/Student Affairs/STAT/STAT Situation Report

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    Safety Program

    Reporting Emergencies

    • On campus - Campus Police at (295) – 5555(or 911)

    • Off campus – Emergency Services at 911.

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    If you have any questions, contact the Office of Student Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Instructions for completion

    Step 1: Choose an event your organization plans on conducting.

    Step 2: List all event activities that are associated with the event.

    Step 3: Thoroughly identify any potential risks.

    Step 4: Brainstorm with various event stakeholders to try mitigating any identifiable risk.


    Name of Event: ____________________

    Types of Risk:

    Physical Emotional Financial Reputational

    Facility Informational


    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.


    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 result in negative publicity for the organization and/or institution

    IV– Hazard presents a minimal threat to safety, health and well-being of participants.

    If any event activity score is within the red or yellow please be sure to check with the Office of Student Organizations or Risk Management Office for assistance in reducing the activity’s risk. 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. Completion of this form does not imply approval or authorization of your event by The University of Mary Hardin-Baylor.

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    Insurance & Risk Organizations at 254-295-5402 or Risk Management at 254-295-8635

    UMHB requires

    • ARA - Acknowledgement & Release Agreement (Waiver) signed by all participants

      • 18 years and older, for

      • All high risk activities

      • (<18 – signed by Parent/Legal Guardian)

    • Certificates of Liability Insurance

      • For all vendors/contractors doing business on campus

      • Approved by the UMHB Business Office

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    Case Study Scenarios Organizations at 254-295-5402 or Risk Management at 254-295-8635

    The following are actual scenarios that have occurred on college campuses. Please read them and carefully asses each scenario for the possibility of risk.

    Physical Reputation Emotional Facility Financial Information

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    Case Study #1 Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Your organization wants to host a concert on campus for students and the public.

    Half of the proceeds of each ticket sold will go towards a charity that your organization has selected.

    The other half will go to cover the costs of the event.

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    Case Study #2 Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Your organization wants to have an end of the semester activity. There is enough money in the budget to pay for each person’s meal.

    One of your more social members suggests having the event at a high-end restaurant in Austin.

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    Case Study #3 Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Your organization hosts a “Facebook” fan page. A member of your organization places inappropriate content that may be construed as sexual harassment.

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    Case Study #4 Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Your organization has been given an award at the national convention. The organization can afford to send five members to represent your local group.

    You all arrange the travel plans (campus vehicle, hotel stays, meals along the way) and receive an organization travel card from the Business Office.

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    Case Study #5 Organizations at 254-295-5402 or Risk Management at 254-295-8635

    You live on campus in one of the residence halls with a roommate who is a member with you in a service organization. One night, a group of members affiliated with this organization enters your room and asks your roommate to go with them.

    When you return to your room later that evening, your roommate is gone.

    In the morning, you notice your roommate has returned. He smells of alcohol.

    Your organization is hosting a philanthropy activity on Saturday morning. The event begins at 9 a.m. and involves working with children for a majority of the day. It is 8 a.m. in the morning.

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    What is Risk Management? Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Risk Management is the process of

    • considering the potential risks to Students and the University - and

    • identifying ways to avoid the dangers of activities, either by

      • Adjusting behavior and/or process - or

      • eliminating the activity all together.

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    Don’t be a statistic … Organizations at 254-295-5402 or Risk Management at 254-295-8635

    Be a Safe Sader!