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Alpha Omega Epsilon’s Risk Management Policy as of 4/12/2012
INTRODUCTION
The Risk Management policy of Alpha Omega Epsilon Sorority includes the following provisions and shall apply to allSorority entities and to all levels of Sorority membership.
Members are responsible for their guests’ compliance with this policy.
Failure of any member to abide by this policy may be punishable by probation, suspension or revocation of a Chaptercharter; probation or expulsion of the individual(s) involved; removal from office of those involved; the denial ofmembership to candidates who allow themselves to become involved in any of the aforementioned.
Alpha Omega Epsilon is not a police state. We do not employ law enforcement agents, nor were we ever founded orchartered to do so. Alpha Omega Epsilon regards its members as subjects of the host College or University first andmembers of Alpha Omega Epsilon second. Alpha Omega Epsilon does not possess the ability to enforce the laws,regulations, and policies of the state and university in which it resides. It does, however, advise and encourage itsmembers to conform and abide by the laws in each City, County, State, Province, Tribal, Federal, Country, which aChapter resides, rules, regulations and policies of the host College or University.
MANDATORY REQUIREMENTS
-Chapters must publish this policy in their membership education materials.
-Chapters must read this policy aloud at the first Sorority meeting at the beginning of each term.
-Chapters must post this policy at the door of all events.
-The Sorority must publish this policy annually in the Sorority Newsletter.
ALCOHOL AND DRUGS
General Policies
1. THE ILLEGAL USE, POSSESSION, SALE OR DISTRIBUTION OF ANY CONTROLLED SUBSTANCE ON OROFF CAMPUS, INCLUDING ALCOHOL, AT CHAPTER FUNCTIONS, AT OR DURING ANY MEMBERSHIPEDUCATION TRADITIONS, OR FUNCTIONS THAT WOULD BE ASSOCIATED WITH THE SORORITY SHALLBE STRICTLY PROHIBITED.
2. The possession, sale, consumption or distribution of alcoholic beverages during an official Sorority event on oroff campus, or in any situation sponsored or endorsed by the Chapter, must be in compliance with any and allapplicable laws of the country, state, county, city, regulations of the host venue or educational institution and anycontract agreements.
3. No alcoholic beverages may be purchased through the Sorority or Chapter treasury. No purchase of alcoholicbeverages may be undertaken or coordinated for members or guests by any member in the name of or on behalfof the Sorority or Chapter
.4. No alcohol is allowed at any recruitment or membership education event or at any candidate or Chapter meetingon or off campus.
5. If any member or guest appears to be even slightly intoxicated, at any Chapter function, the Chapter membersshall ensure said member or guest is escorted from the function. Said intoxicated member or guest may beescorted home or to a safe environment through employment of programs such as a safe ride home or walkhome program.
6. No Chapter shall permit, tolerate, encourage or participate in “drinking games” at any Chapter function.
7. Any and all alcoholic beverages are prohibited for being served to, provided for or purchased for any candidateor initiated member at any and all aspects of membership education on or off campus.
8. Public intoxication on or off campus of any member is considered unprofessional. Habitual violators will beadvised to seek counseling. In addition, the Sorority shall not refer to alcohol in any way in an advertisement fora social function.
9. The Sorority shall not co-sponsor an event, with an alcohol distributor or bar/restaurant where alcohol will begiven away, sold, or otherwise provided to those present. Alcohol distributors and taverns may make financialdonations to a Chapter’s philanthropic cause, but not directly to the Chapter.
Open Event Policies
An open event is defined as an event that is hosted or co-hosted by a Chapter with unrestricted access to non-members, i.e. without specific invitation. An example of an open event that is hosted or co-hosted by a Chapterwould be hosting a campus game night or co-hosting a neighborhood garage sale.
10. Open Events, where alcohol is present, are prohibited.
Closed Event Policies
A closed event is defined as an event that is hosted or co-hosted by a Chapter with restricted access to non-members, i.e. with specific invitation. An example of a closed event that is hosted or co-hosted by a Chapter wouldbe Founder’s Day dinner/dance or hosting an invite-only party with another campus organization.
11. Individual non-members (i.e., guests) attending a Closed Event that is hosted or co-hosted by a Chapter maydo so by approval (written or verbal) by the Chapter. A list of individual guest(s) names must be maintained andmonitored at the door or entry to the function.
12. Chapters must ensure that each invited guest shall sign in when they arrive at an event, indicating that they haveread, understood, and agree to follow these regulations.
13. Any Closed Event where alcoholic beverages are present must also have non-alcoholic beverages and foodavailable. At such functions, trained individuals who will commit themselves to complete sobriety and are notunder the influence of illegal or controlled substances, shall be hired to be on duty at all entrances and exits tocheck the sobriety of those entering and leaving the premises and to prevent uninvited or intoxicated guests fromentering. No person leaving the event will be allowed to take any alcoholic containers with him or her. All guestschoosing to attend an event assume responsibility for their actions at the event.
14. Chapters may rent out an establishment or banquet facility for Closed Events where alcohol is present provideda licensed and insured bartender is selling all of the alcohol or managing the alcohol brought by guests. At least$1,000,000 of liquor liability coverage is required.
HAZING
No Chapter shall conduct or engage in hazing activities. Hazing activities are defined as: ‘Any action taken orsituation created intentionally, whether on or off campus, to produce mental or physical discomfort, embarrassment,harassment or ridicule.’ Such activities include, but are not limited to: the use of alcohol; paddling in any form;creation of excessive fatigue; physical or psychological shocks; morally degrading or humiliating games and activities;kidnapping and blindfolding; the wearing of public apparel which is conspicuous and not normally in good taste;late work sessions which interfere with scholastic activities; and any other activities which are not consistent withacademic achievement, Sorority Law, ritual or policy, or the regulations and policies of the host educational institutionor applicable City, County, State, Province, Tribal, Federal, Country, College or University law.
ABUSE
The Sorority will not tolerate or condone any form of abusive behavior on the part of its members, whether physical,mental, or emotional. This includes any actions that are demeaning to women or men, including but not limitedto date rape, gang rape, verbal harassment, discriminatory slurs, unwelcome sexual advances or comments,harassment of any kind, or any jokes, remarks or conduct that creates a hostile environment.
WEAPONS, FIREARMS AND PERSONAL PROTECTION ITEMS
For the safety of it members and guests, no Sorority member or guest may carry a weapon or firearms of any kindwhile conducting Sorority business, and/or acting on behalf of, or attending any event in the name of the Sorority.
Personal protection items such as pepper spray, alarms, or whistles may be carried but may not be used on anySorority member or guest unless that member feels their safety is threatened.
CONTRACTURAL AGREEMENTS AND ADDITIONAL INSUREDS
No Chapter, or member, may enter into any written or oral contract of financial agreement using the name of theSorority. This includes without limitation such agreements as leases, contracts, hold harmless agreements, liabilityreleases, account statements, purchase orders, and hotel or banquet contracts. As the Sorority’s insurance doesnot afford protection for outside parties, no Chapter or member may enter into written or oral agreement under whichthe responsibility or liability of some party other than the Sorority is assumed. Additional Insured status under theSorority’s insurance requires the prior agreement of both the Sorority and its insurers.
AUTOMOBILES AND TRANSPORTATION
Any individual who drives or provides transportation in conjunction with Sorority activities shall obey all applicablemotor vehicle laws, including, but not limited to, those concerning vehicle safety, vehicle operation, financialresponsibility and/or insurance, and the transportation and consumption of alcoholic beverages. Operators shallensure that vehicles are properly maintained, not overloaded, and are operated in a safe manner. Rental vehicles shall be operated in accordance with rental contracts. Use of personal vehicles shall be strictly voluntary andany claims that may arise are the sole responsibility of the vehicle owner/operator. Financial Responsibility lawsgenerally impose responsibility for accidents on the Driver or Owner of vehicles. The Sorority does not assume anyliability for claims or injuries to persons, damage to property, or damage to vehicles arising from the use of personalvehicles used in connection with Sorority activities.
MEMBERS PERSONAL PROPERTY
Use of personal property in Sorority activities shall be strictly voluntary and the sole responsibility of the owner. TheSorority assumes no liability or responsibility for any loss or damage to any personal property of members even ifused in conjunction of Sorority activities.
HIGH-RISK EVENTS
Chapters cannot afford the exposure of sponsoring, organizing, endorsing or participating in events or activities whichinvolve a high-risk of physical injury or damage to property. While no definitive list of such events can be given,Chapters must take a common sense approach to evaluating the risk of a particular event or activity. Examples ofhigh-risk events include, but are not limited to the following: bungee jumping, parachuting, low ropes courses, athleticevents such as boxing, roof-top functions, water skiing or other water-related activities, especially those activitieswhich related to any type of temporary pool or water slide.
PROCEDURE FOR HANDLING ALLEGED VIOLATIONS OF THE RISK MANAGEMENT POLICY OF THESORORITY
Any alleged violation of the Risk Management Policy (RMP) must be considered a serious matter, and shall beinvestigated by the International Executive Board as expeditiously as possible. At the same time, there shall bea presumption of innocence until any charges are proven true. Ideally, all allegations should be investigated andresolved at the lowest possible level.
1. Anyone making an allegation that a violation has occurred must put it in writing using the Risk ManagementSupport Request Form.
2. The written allegation shall be forwarded immediately to the IEB Secretary and the chapter’s Alumna Advisor andRegional Advisor.
3. The IEB will investigate the situation, and determine whether the allegations are indeed violations of the policy.This will take a maximum time period of two weeks.
4. Once the determination has been made the IEB Secretary will notify the Alumnae Advisor and Chapterconfirming whether a violation has occurred.
5. If a violation has occurred, the Alumna Advisor and Regional Advisor, in conjunction with the IEB InterchapterRelations Officer, will attempt to resolve any violation at the Chapter level first. Upon successful resolution of theviolation, the IEB Interchapter Relations Officer will prepare a written summary of the violation and resolution,and send copies to all parties involved as well as the Chapter, Alumna Advisor, Regional Advisor and the IEB.
6. If the violation can not be resolved by the Alumna Advisor, Regional Advisor and International Executive BoardInterchapter Relations Officer, the IEB Secretary will investigate the situation by personal visit or phone, ormay delegate such work to a member of the Risk Management Committee or an IEB approved delegate, orinvestigate by other written summary of the violation and resolution, and send copies to all parties involved aswell as the Chapter, Alumna Advisor and the International Executive Board.
7. If any party wishes to appeal the decision of the Risk Management Committee or approved delegate, a writtenrequest for appeal shall be made to the IEB. Upon receipt of the request, the International Executive Board willreview all summaries previously submitted, and may choose to investigate further, either on their own or througha representative. In any case, the IEB will issue a final decision and resolution within two weeks. A writtensummary will be prepared of the findings and resolution, and send copies to all parties involved as well as the Chapter, Alumna Advisor.
8. At any step, resolution of the violation may include an apology, education of members and potential member’s,Chapter or member probation, Chapter revocation, or expulsion of one or more members. Any of the last threesteps must be implemented according to the terms of the Sorority Constitution and Bylaws.
9. In the case that a Sorority or ritual event has already been scheduled for the time period of the investigationor appeal process for a violation relating to that event, it may take place as long as the IEB Secretary or herdesignated representative is present for the entire process.
10. No public announcement shall be made in the Sorority Newsletter and/or Chapter Newsletters or any otherSorority publication until the investigation and appeal process is complete. Nothing in this procedure shall beconstrued so as to require publication.
11. If there had been any announcement of probation made under the above section, when the said Chapter ormember has successfully met the requirements for lifting the probation, this fact shall be reported in the SororityNewsletter and/or Chapter Newsletters and any other Sorority publication in which the announcement originallyappeared.
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