September 19 2017 Agenda 600 PM Dinner 615 PM Chris Green amp Brooke Patton Campus Event amp Risk Management 640 PM JohnMichael Roehm Student Organizations Procedures 710 PM Amanda ID: 705219
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Slide1
Student Organization Advisor Training
September 19, 2017Slide2
Agenda
6:00 PM-
Dinner
6:15 PM- Chris Green & Brooke Patton, Campus Event & Risk
Management
6:40 PM- John-Michael
Roehm
, Student Organizations
Procedures
7:10 PM- Amanda
Ballouk
, Roles of
Advisors
7: 40 PM- Amanda
Ballouk
,
Clery
Act Compliance Update/Notice
*** Times
are tentative
Slide3
Risk Management and Event Planning- Student Organization Advisors
Presented by: Chris Green and Brooke PattonSlide4
Highlights
What is Risk Management
Methods to Manage Risk
Why Risk Management Training
Contracts, Waiver’s, & Agreements
Organizational activities
“High Risk” Overview
What Can You Do?
Event Risk Management & the Campus Event Planning System
Event Case StudySlide5
What Is Risk Management?
Risk management is the process of analyzing risks posed by activities, and determining and implementing methods to manage the risk.
Identify
risky behavior and activities (hazards)
Assess
the probability/severity of adverse outcomes
Plan
actions to take.
Implement
controls to eliminate or reduce the risk
Reassess
the activity after the risks have been managedSlide6
Methods to Manage Risk
AVOID
: decide that the event or portion of the event is not worth the risk.
TRANSFER
: use CERTIFICATES OF INSURANCE, proper contracting, and waivers.
MITIGATE
: use proper safety equipment, educate participants on proper safety protocol, using common sense in unsafe conditions, hire security. Consider a risk management plan/assessment.
ACCEPT/RETAIN
: The value of the activity is worth the risk.Slide7
Why is Risk Management Training Important?
Student organizations are
independent
of the university.
Aids in a decision making process that can avoid
negligence
(duty of care) and subsequent
liability
(legal
responsibility).
A safer and more efficient outcome for all.
THINK! If a member is violating laws or University regulations in your presence, and you fail to discourage such activity, you may be seen as condoning it in failing to act. Liability can fall to individual members, the student organization, advisors and even the University. Slide8
Contracts, Waiver’s, & Agreements
Student Organizations should not, under any circumstances, represent to third parties that they represent Auburn University.
Get ALL agreements with vendors in writing and have them signed by the proper person(s).
All contracts with outside vendors should have a requirement that vendor insurance policies be endorsed to name Auburn University, its Board of Trustees, Faculty, Staff, and Agents as Additional Insureds.
This is required for anyone doing business on AU campus even if they are contracting with the student organization.
Remember any contract would be between the student organization and the vendor.Slide9
Contracts, Waiver’s, & Agreements
Produce properly drafted waivers for all participants to sign prior to event.
Educate the person signing the document about the potential risks of an activity
.
Describe all activities in sufficient detail
Note possible risk and associated injuries
Consider boldface for the provision which releases the university & its representatives from liability
The activity’s start and end dates must be correctSlide10
Organizational Activities
THINK! Am I acting on behalf of my student organization?
Criteria which may mean your activity or event is considered a
student organization activity:
Funded
Serves as recruitment for the organization
Sponsored events or activities
The degree to which an organization is responsible for actions depends on whether the act arises out of, or is directly related to, the student org’s activities or knowingly created environment
.Slide11
Identified: High Risk Areas of Focus
Intramural
Sports
Transportation
Alcohol & Drugs
Hazing
Minors
Fire, Health and
Safety Issues
Sexual Abuse and Harassment
Large-Scale EventsSlide12
What Can You Do?
Create a simple Risk Management Policy addressing high-risk exposures such as
:
Transportation – vehicle type, when it is safe to drive, charter buses
Contracts – in writing, in favor of the
Student org, and NOT using university’s
name.
Alcohol & Illegal Drug
Hazing
Sexual assault, Harassment, Misconduct
Fire Safety & Use of Firearms
Member behavior.
2. Educate members
3. Confront inappropriate behaviorSlide13
What Can You Do?
Contracts:
Do NOT represent that you are the university. Get it in writing. Include insurance requirements for vendors. Stipulate who can sign these agreements. Keep records. Address the “what ifs…”
Fire Safety:
Functioning smoke alarms. No smoking inside campus facilities. Clear exits. Fire extinguishers. Ensure all facilities used meet fire codes.
Hazing & Alcohol
: Clear policy, education, zero tolerance, reporting.
Sexual Assault, Harassment, Misconduct
:
Clear policy, education,
zero tolerance, reporting.
Use of Firearms: Banned on campus.Slide14
Event Risk Management
When event planning goes wrong…….
https
://www.youtube.com/watch?v=nojC6fP56VISlide15
Event Planning on Campus
Visit auburn.edu/events to review event planning and protocol information
Book your venue
Request your event in the Campus Event Planning System
Allow adequate time for planning and Campus Event Planning System review
Up to 100 attendees – request 30 days in advance
100 to 500 attendees – request 60 days in advance
500+ attendees - request 90 days in advanceSlide16
Book Your Venue First!
Be sure to contact the venue manager of your desired space and ensure it is available before starting your event request in the Campus Event Planning System.
A list of venues is available at auburn.edu/events
Be aware of venue rules and regulations
Especially room capacities
Be prepared to sign a Facility Use AgreementSlide17
Considerations in Event Planning
Hiring Security – Campus Safety and Security
Campus Safety may require security due heavy attendance (especially outside groups), certain event activities, or taking up money onsite
Contact Auburn Police Department (334-501-3150) for officers
Murray Guard (on-campus) and Event Organization Group (athletic venues)
Be sure to budget for hiring security early on in the event planning process.
Certificates of Insurance/Vendor Agreements – Risk Management and Safety
For any third party vendor (including bands, DJs, etc.)
COIs should list Auburn University, its Board of Trustees collectively and individually, Administrators, Faculty, Staff, and Agents as Additional Insured
Caterers have a licensure and registration program and are approved by Risk Management
COIs protect you and your organization from being held liable for incidents where vendor is at faultSlide18
Tent and Amplified Sound Permits - Facilities
Through Facilities
Health Department Permits
If you are preparing and selling food (can ONLY be prepared on site) you will need a permit from the Lee County Health Department
Other ConsiderationsSlide19
Minors on Campus - Risk Management and Safety
https://
cws.auburn.edu/rms/pm/minorsOnCampus
Anyone under the age of 19 who isn’t an enrolled university student is considered a minor
Prepare to collect information for background checks for employees and volunteers participating in the event.
Employees/volunteers at your event should complete the training found at the link above
Any event that includes minors should be requested 90 days in advance
Runs and Races – several entities
Need to submit route (direction/checkpoints marked) and waiver
May require COI (if your org doesn’t have one on file)
Only 2 are allowed per weekend, and some weekends are blacked out due to major events (e.g. Graduation)
On-Campus and City Parade/Run permits are also requiredSpecific Event TypesSlide20
The Campus Event Planning System is reviewed by the Event Management Committee, which is made up of several on- and off-campus entities.
Rules of Thumb for the CEPS
Be detailed and accurate (especially with number of attendees)
Submit with adequate time for review
Respond as fast as you can to requests for more information (Review button next to event request, Public Comments box at bottom of screen)
Not Required
Tabling Events on concourse
(request those through
AUInvolve
)
General Organization Meetings
The Campus Event Planning SystemSlide21
Case Study
The Auburn Game of Thrones Fan Club (GOTFC) has decided to hold a “Color” 5K race on campus to raise money for the conservation and preservation of dragons. Colored powder which
acts like body
paint will be used on the participants as they cross the finish line. They will have tents for shade and will be grilling food to sell to attendees. There will also be a professional DJ playing music from the T.V. series, and contestants dressed in costume.Slide22
Case Study–GOTFC – Answers
What
are the risks associated with this event,
and
how might they be controlled?
Running
– slip, trip,
collision
Waivers
,
Agreements, TULIP
insurance, choosing approved safe course, involve public safetyWeapons Ban use of weapons, even pretend onesPowder – ingestion, allergy, flammable? Verify safety of chemical being used with experts, Clean-up, avoid usingFood – sickness/improper food safety Certificate of Insurance from Caterer, Agreement, post food types in advanceGrill – burns, fire Rope off area around grill, consult fire safety experts if applicable, fire extinguishersDJ – unprofessional, reputation, unsafe equipment certificates of insurance & signed vendor agreements, research, review equipment set-upTents – collapse, damage to AU property certificates of insurance & signed vendor agreements from tent vendor, proper safety methods for set-up and obtain tent permitSlide23
Need Help?
Chris Green
Coordinator, Campus and Community Events
Office of Communications
&
Marketing
Auburn University
23 Samford Hall
334-844-9135
greenc1@auburn.edu
www.auburn.edu/auevent
Brooke PattonSpecialist, Risk Management Auburn University - Risk Management & Safety Auburn University2234 Haley Center334-844-6231cbp0007@auburn.edu www.auburn.edu/rmsSlide24
Questions
???Slide25
Student Organizations
Presented by: john-Michael
Roehm
Slide26
Student Organizations
2016-2017 Highlights
500+
Active
Organizations
18,906
Involved Students
2,682
Events SubmittedSlide27
Student Organizations
2015-2016 Highlights
1.8 Million
PageviewsSlide28
Student Organization Procedures
Organization Policies/Procedures
Anti-Hazing Policy
Financial Management
Checking Accounts
Tax Information
Code of Student Conduct
auburn.edu/policiesSlide29
Organizations Board
Organizations Board Process
Provisional/Permanent Status
Organizations Fund (O-Fund)
Total Fund: $100,000
Funding Guidelines
Operating
Programming
Travel/RegistrationSlide30
Organizations Board
Meeting Schedule
Bi-weekly, Tuesdays at 6:30 PM
Request Deadline: Thursday before at 4:45 PM on AUinvolve
Hearing Information
Assigned Time Slot
3163 Student Center
Paperwork/Forms
auburn.edu
/involvementSlide31
Student Organization Procedures
AUinvolve Overview
Roster Requests
Involvement Awards
Auburn Guides- Student Leader HandbookSlide32
Organization Transition
Sharing Documents (Constitution & Bylaws)
Changing Positions on AUinvolve
Updating Roster with new members/removing old members
Share important dates regarding
Re-Registration
& other Student Involvement meetingsSlide33
New/Upcoming for 2017-2018
Online Training
Students
Advisors
Trademark & Licensing
Fundraising Opportunities
Organization Positions
President
Vice President
Treasurer (if money is collected)
Provisional
Status Requirements Slide34
Questions & Comments
John-Michael Roehm, Assistant Director
roehmjm@auburn.edu
844-1344
Cameron Eaves
Advisor I, Student Programs
334-844-4788
cme0028@auburn.edu
Amanda
Ballouk
, Graduate Assistant
amb0160@auburn.edu844-4233Slide35
Advisor Roles and Expectations
Presented by: Amanda BalloukSlide36
Advisor Roles
Mentor
Team Builder
Communicator
Motivator
Reflective Agent
Financial Supervisor
Policy Interpreter Slide37
Advisor Roles: Mentor
Time Devotion
Set Expectations
Standards, accountability, goals
Role Model
Professionalism
Challenge Students
Listen
Balance LifeSlide38
Advisor Roles: Team Builder
Start
doing this right after an executive board is appointed
Enhances the ability to effectively work together
Establishes relationships and creates a bond
Spend formal/ informal time with organization members
Meetings, Retreats, Dinner, etc.
Leadership Development
Leadership skills, personal growth
InclusionSlide39Slide40
Advisor Roles: Communicator
Conflict Management
Between administration and students
Of previously established goals and expectations
Between old and new members Slide41
Advisor Roles: Motivator
Recognition
Encourage
Plan ahead, empower students
Be an advocateSlide42
Advisor Roles: Reflective Agent
Evaluate
Learning ExperienceSlide43
Advisor Roles: Financial Supervision
Treasurer
Accurate record keeping and budgeting
Bank account
More than one person on account
BudgetingSlide44
Advisor Roles: Interpreter
Organization
Student Conduct
UniversitySlide45
Advisor Roles: Have FUN!!!Slide46
Our Advisor Expectations: Overview
General understanding & knowledge of all group activities
Determine a necessary advisor presence at officer & group meetings
Understanding of organization’s Constitution & Bylaws
Assist organization continuation
Serve as point of contact for the Division of Student Affairs during any type of organizational issue
Report any organizational issues to the
Office of Student InvolvementSlide47
Advisor Roles Handouts
Advisor Self-Evaluation
Worksheet
Advisor
Agreement form
Do’s
and Don’t of Student Organization AdvisorsSlide48
Questions?
???Slide49
Clery Act Compliance for Advisors
Presented by: Amanda
BalloukSlide50
Campus Security Authorities (CSAs)
Includes
a
nyone
with significant responsibility for student and campus activities
Examples:
Advisors to Student Orgs
&
Study Abroad Program Leaders
CSAs have responsibility to report crimes for inclusion in crime statistics and crime logTraining is usually available at least once per monthNext CSA Training is Sep 20th (9AM or 11AM) at HRDSign up through Fast-Train (CS101)Slide51
Contacts
Michael Adams
Clery Compliance Coordinator
334-844-2207
mna0013@auburn.edu
Dyshay Washington
Coord
II,
Clery
Compliance
334-844-8824dds0023@auburn.eduSusan McCallisterAssociate Director, Public Safety334-844-4876mccalsm@auburn.eduSlide52
Student Organizations Advisor Training Survey
We will be sending out a survey to you all by the end of this week.
It gives us important information that we can use to make these sessions better!Slide53
Advisor Newsletter
See me after the session or send me an e-mail if you are not receiving the Advisor Newsletter from our office and would like to!
Lots of great information, upcoming events, deadlines, etc.
Advisor Spotlight
Sent out once a month
First week of each month Slide54
Thank you for attending!
We look forward to working with you this year!!!