Club Risk Management Resources
With the privilege of being a registered club at Rice University comes many responsibilities including the need to proactively identify risks that the organization may encounter and to mitigate those risks. Many resources at Rice exist to support student clubs to successfully meet this responsibility. Some of those resources are highlighted below. If you have questions or concerns or need support in finding additional support to mitigate the risks of your club, please contact the Office of Student Activities at sact@rice.edu.
Risk Management training is now a requirement for all clubs (one President OR a Vice President) and their sponsors. See list of all sponsors who have already completed risk management here. Please note that if your sponsor is unable to attend one of these training sessions, but still needs to complete the Risk Management Requirement, they are welcome to attend one of the Student Leader Risk Management sessions and to stay an additional 10-15 minutes following the program to complete their requirement. All clubs should have completed their training, trained their officers, and turned in their Risk Management Plan and all associated paperwork by October 1, 2012. Sponsors must also attend training at least once during their time as a sponsor. To see if your sponsor has been trained, please see the sponsor training list. If you have questions please email sact@rice.edu.
Click here to access the risk management powerpoint for review.
Upcoming Workshops:
SPRING 2012
- Wednesday, April 4, 4-5 pm, HUMA 117
- Tuesday, April 17, 3-4 pm, SEWALL 307
- Tuesday, April 24, 2:30-3:30 pm, HUMA 117
Topical Risk Management Areas and Resources
Below are some topics that have been identified as risk areas for clubs and organizations. Each topic has some things to think about when planning events as a club, please note that this is not an all inclusive list, but should be expanded or consolidated based on the unique needs and events associated with each club. Also accompanying each topic is a list of associated resources. If you have any questions or concerns, please feel free to contact Student Activities at sact@rice.edu.
Some questions that clubs should be asking when planning related to alcoholic beverages and illegal drugs are below along with some resources that may help mitigate risks associated with alcohol and drugs.
- Have we read the associated information in the Student Handbook and Code of Conduct?
- Are we all familiar with the Alcohol Policy?
- Have we registered our event where alcohol is being served with the Student Judicial Programs Office?
- Do the appropriate people know how to become Host or Server Certified?
- Do we have a solid plan in place to make sure that we are able to uphold the alcohol policy?
- Are we taking care that no minors are going to come into possession of any alcohol?
- Do we have a plan for security at our event?
- Do we have a plan for disposing of any unused alcohol following our event?
- If this is a Rice only event, have we taken care to make sure that advertising is limited to avoid non-Rice attendees?
- Do we have a plan in place for how to deal with any disruptive students either Rice or non-Rice at our event?
- Are we taking proactive measures to support any students who may drink too much?
- If there is a student within our club who is having trouble with alcohol or substance abuse, have we referred them to the appropriate offices, resources, and support? (see resource below)
- Have we fostered a Culture of Care within our organization to help to mitigate any physical or psychological risks associated with drugs or alcohol?
Resources
Some questions that clubs should be asking regarding hazing are below, along with some resources that may help mitigate risks associated with hazing.
- Is our club aware of how Rice defines hazing?
- Are our members aware that we will not tolerate hazing in any form?
- Have we talked as an organization about how hazing has been glamorized in the media, but should not be perpetuated by our organization?
- Are we taking proactive measures to remove any potential opportunities of hazing from our events and culture?
- Are our members aware that consent is not a defense in criminal prosecution related to hazing?
- Do our members know that it is also a violation to aid another in hazing?
- Do our members know that any hazing incident must be reported?
- Have we proactively instituted traditions that can counteract any tendencies toward hazing?
- Have we developed a Culture of Care within our club so that our members respect each other enough not to haze?
Resources
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Sexual Misconduct/Sexual Harassment
Some questions that clubs should be asking related to sexual misconduct and harassment are below, along with some resources that may help mitigate risks associated with sexual misconduct and harassment.
- Is our club aware of how Rice defines sexual misconduct and sexual harassment?
- Have we talked as a club about how the themes and events we plan can impact the potential for sexual misconduct or harassment?
- Have we worked to create a Culture of Care where our member respect and support each other in a manner that mitigates the potential for sexual misconduct or harassment?
- Are we aware of how our jokes or actions may contribute to an environment that may be considered harassment?
Resources
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Some questions that clubs should be asking related to fire and other safety issues are below, along with some resources that may help mitigate risks associated with fire and other safety issues.
- As a group, are you aware of the fire safety protocols and rules related to the facilities that you utilize?
- Do you know where the fire exits and extinguishers are located?
- Do you know that x6000 is the emergency number on campus?
- Have you worked to make sure that decorations and props that may be used by your club are not flammable, and are being utilized in an appropriate manner?
- Have you contacted the Rice Environmental Health and Safety Office or the Director of Risk Management to make sure that you are meeting fire code and laying out your event in a a safe manner?
- Do you know what to do in case of an emergency?
General Safety
- Are you as a group planning events that put your students health and safety as a top priority?
- Are you aware that there are blue lights on campus that link directly to RUPD in case of an emergency?
- Do you know that x6000 is the emergency number on campus?
- In event planning are you considering security, location, lighting, and fire safety?
- Do you encourage your members to travel in groups?
- Do you discourage drowsy driving and any unsafe habits while traveling?
- Do you as a group discourage behavior and 'tradition' that may lead toward physical danger?
- Are you aware of how to report risk and inappropriate conduct?
- Does your organization utilize any fire arms, weapons, or explosive devises, if so are you familiar with the Rice Weapon's Policy?
- Does your organization use any type of practice weapon or item that may be construed as a weapon?
- Have you registered any weapons, fire arms, explosive devices or practice weapons with RUPD?
- Are you taking care when utilizing any registered items that they are being utilized in an appropriate manner?
- Are you making sure that any registered items are being transported in an appropriate manner so as not to alarm anyone on campus?
- If you or any member of your club sees someone at one of your events do you know to contact RUPD immediately via x6000?
Resources
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Some questions that clubs should be asking related to travel are below, along with some resources that may help mitigate risks associated with travel.
- If traveling internationally have you notified the International Programs Office at abroad@rice.edu?
- Have you filled out the travel registration form?
- Have you registered with International SOS?
- If driving, does everyone have a valid driver's license, insurance, and seatbelt?
- Are individuals aware that if in an accident their personal insurance is responsible unless renting a vehicle and getting permission to be under Rice's insurance?
- Are you aware that driving time cannot exceed eight hours and that one individual should not drive more than four?
- In case of an emergency, do you have insurance and emergency contact information for each of your members that is traveling?
- If applicable, has everyone signed a travel waiver?
- If caravanning, does everyone have directions and cellphone numbers for the other vehicles?
- If in an accident, does your group know that they should first call 911 for an emergency, and that they should call RUPD (713-348-6000) afterward so that they can help to coordinate a response?
Resources
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Some questions that clubs should be asking related to behavior at parties and other events are below, along with some resources that may help mitigate risks associated with behavior at parties and other events.
- Have you thought about what type of tone you will set at your event and how that will contribute to the behavior of participants?
- Have you considered how location, alcohol, theme, and invitees will impact the behavior at your event or party?
- Have you talked as a group about your goals for the event and what behavior is and is not appropriate?
- Have you discussed how you will deal with inappropriate behavior if it occurs?
- Have you worked within your club to establish a Culture of Care so that students respect one another and work together to care for the well being of the group as well as it's individuals?
- If you see behavior that violates rules and regulations or puts someone's health and safety at risk are confident in reporting that incident for the good of the group?
- Have you talked with your club about the benefits and responsibilities of the culture of student-self governance at Rice and what that means for you as a group and as individuals?
Resources
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Advertising
Some questions that clubs should be asking related to advertising are below, along with some resources that may help mitigate risks associated with advertising.
- When advertising have you thought about what message you are trying to send and what audience you are trying to attract?
- Have you considered that your advertising may attract non-Rice students to your event and what that may mean for your event?
- Have you put enough lead time into advertising that you will be able to meet your event goals?
- Do you know where you want to post your fliers and what the posting policies are for that area?
- Have you talked through posting policies with the individuals who are going to be hanging your fliers to be sure that they are aware of the rules and that your group does not get into trouble?
- Have you been clear in your advertising about what your event's goals are and why people should want to attend?
- Have you utilized all of your resources?
- Were you aware that you can get a copy code to make at cost black and white and color copies that can be billed to your club c-fund through the Student Activities Clubs Office?
- Did you know that you can no reserve tables in front of Fondren, banners at Fondren, and other space and chalking opportunities all through the Student Center's site?
- Did you know that there are a few different plotters on campus that are capable of printing larger posters?
- Has your club considered getting a website?
- Has your club considered using google calendar as a way to publicize your events? Have you considered sharing this calendar and making it public?
- Have you considered using the Thresher Calendar as a way of advertising?
- Were you aware that if you group posts fliers inappropriately that you may be billed $15 plus damages and clean up costs?
Resources
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Finances
Some questions that clubs should be asking related to finances are below, along with some resources that may help mitigate risks associated with finances.
- Does your club have a solid budget that aligns with the goals of your organization?
- Do you have trained and responsible individuals who are in charge of managing your club finances?
- Are you aware of your clubs expenditures and revenues?
- Does your organization plan a finance update into your regular meeting agendas?
- Did you know that the Student Activities Office has online training and documents to help support your organization?
- Did you know that your organization has the option to attend leadership programming related to budgets and BANNER?
Resources
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Contracts
Some questions that clubs should be asking related to contracts are below, along with some resources that may help mitigate risks associated with contracts.
- Is your club working on an event that involves some type of contract, if so have you made sure to build in enough lead time to have your contract approved and signed?
- Were you aware that only the Director of Student Activities is authorized to sign contracts on behalf of clubs unless otherwise approved by the Office of General Counsel at Rice?
- Did you know that the contract approval process was put into place to protect clubs as well as the university?
Resources
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Minors on Campus
Some questions that clubs should be asking related to hosting Minors on Campus are below, along with some resources that may help mitigate risks associated with hosting Minors on Campus.
- Has your group thought through the added risks and responsibilities of hosting minors on campus?
- Have you notified the Director of Risk Management regarding your plans to host minors at Rice?
- Have you made sure that the minors that you will be hosting have all filled out the appropriate waiver form?
- Have you planned in enough lead time to get approvals, forms signed, and mitigate additional risks associated with bringing minors onto campus?
Resources
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Other
Some questions that clubs should be asking related to other club risks are below, along with some resources that may help mitigate risks associated with other club risks.
- Has your club worked on documenting your processes and procedures in a way that makes it easy to pass along next year?
- Are you working to teach the younger members of your club how to lead and how to grow as leaders within your club?
- Are you aware that one of the biggest threats to the long-term success of clubs at Rice University is poor transition of officers?
- Do you know that a strong relationship with an active sponsor can make a huge difference in the success of your organization in both the short and long-term?
Resources