1. University of Mary Hardin-Baylor STORM: Student Organization Risk Management
Fall 2011

2. Offices of Student Organizations and Risk Management
Kristy Brischke –
Tiffany Wurdemann –
Risk Management
Larry Pointer –

3. STORM We’re taking UMHB by STORM ! ST – Student O – Organization
R – Risk
M - Management

4. 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.

5. 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

6. FUNDING WILL NOT BE GRANTED WITHOUT THIS DOCUMENTATION
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.
FUNDING WILL NOT BE GRANTED WITHOUT THIS DOCUMENTATION

7. Risk Management Program
Required program content:
Alcohol and Drugs
Hazing
Sexual abuse & harassment
Fire & Safety
Travel
Behavior
Risk Management policy

8. 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.

9. 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.

10. 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.

11. 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

12. 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

13. Student Handbook UMHB Policies
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

14. 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.

15. 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.

16. Hazing 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.

17. Hazing
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

18. Hazing
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.

19. Hazing
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

20. 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.

21. 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.

22. Sexual Abuse/Harassment
Health and Counseling Center Student Life Office Dean of Students Campus Police Belton Police

23. Fire & Life Safety If you discover a fire: If the fire alarm sounds:
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.

24. 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
SHELTER-IN-PLACE
Check CRU Alert
Check UMHB website
Remain sheltered until notified “all clear”

25. Emergency Preparedness
Tornado
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”

26. 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”

27. 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”

28. 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.

29. 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

30. 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.

31. 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.

32. 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

33. 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.)

34. 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.

35. Travel & Transportation
Disqualification
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.

36. 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

37. Safety Program Report security issues/concerns
Theft, vehicle damage, etc. to
Campus Police at
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.

38. Safety Program Reporting
Report student associated threats/concerns to the UMHB STAT - Student Threat Assessment Team.
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

39. Reporting Emergencies
Safety Program
Reporting Emergencies
On campus - Campus Police at (295) – 5555 (or 911)
Off campus – Emergency Services at 911.

40. RISK MANAGEMENT MATRIX
If you have any questions, contact the Office of Student Organizations at or Risk Management at
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: ____________________
List of Special Activities
Types of Risk
Seriousness
Probability
Method to Manage Risk 1. 2. 3. 4.
Types of Risk:
Physical Emotional Financial Reputational
Facility Informational
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.
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 result in negative publicity for the organization and/or institution
IV– Hazard presents a minimal threat to safety, health and well-being of participants.
PROBABILITY
Seriousness A B C D I II
III IV
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.

41. Insurance & Risk 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

42. Case Study Scenarios
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

43. Case Study #1
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.

44. Case Study #2
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.

45. Case Study #3
Your organization hosts a “Facebook” fan page. A member of your organization places inappropriate content that may be construed as sexual harassment.

46. Case Study #4
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.

47. Case Study #5
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.

48. 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.

49. Don’t be a statistic …
Be a Safe Sader!