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Event and Risk Management Policies

In addition to University regulations, organizations must comply with federal and state laws, as well as national guidelines for their individual councils and organizations. Each Greek organization may be held accountable to one or more of the resources listed below, as well as internal policies from their national organizations.

a. Fraternal Information and Programing Group (FIPG)

b. Virginia State Laws/Code of Virginia

Education: The Assistant Director for the Center for Student Involvement: Greek Life conducts risk Management Education each semester for all Greek members serving their chapter in the capacity of Risk Managers or Risk Team Members. Additionally all new members of Greek organizations must attend the Risk Management training during their semester of initiation. Organizations are expected to host internal trainings for their membership each semester to provide chapter specific information and ensure that all members are aware of policies and procedures. A copy of the policy is available on the Center for Student Involvement’s website and all members and alumni/alumnae advisors of Greek organizations are expected to review the policy regularly as they are subject to change.

Event Registration: All Greek life events must be registered through OrgSync. The Social Event Registration Form will be submitted electronically and the Assistant Director for the Center for Student Involvement for Greek Life (or designee) will review the information and approve the event. Each of the event type has a specific registration deadline that takes into account the event staffing needs. Depending on the location of the event, it may be necessary to schedule the event through the UR Events office using the University’s Event Management System (EMS).

Event Regulations: The University of Richmond seeks to ensure the safety and wellbeing of individuals attending Greek events. The following planning guides will regulate any university recognized Greek event.

General:

Police

The University of Richmond Police Department shall to provide appropriate staffing to Greek events that will be able to appropriately manage guests and address emergencies or critical incidents. There are several factors that are considered by the University Police Department to determine the number of officers required. These factors are outlined in the Police Staffing Worksheet for reference.

Events may be staffed by RMC personnel at the discretion of the University Police Department in consultation with the Assistant Director for the Center for Student Involvement: Greek Life. Factors for consideration of this option will be discussed with the organization during their Pre-Event Risk Meeting.

University Police Officers shall engage and work collaboratively with Greek organization leadership to ensure a safe and positive environment for the community. Police Officers have the legal authority to enforce the laws of the Commonwealth, policies of this document and University policies. Due to the nature of the assignment University Police Officers shall walk and or bike the lodge area and minimize time spent in Patrol vehicles.

Police Officers working Greek events are primarily responsible for ensuring public safety. Additionally Police Officers may address violations of University Regulations, but those will primarily be referred to the appropriate Dean’s office (Richmond and/or Westhampton College) or Center for Student Involvement for adjudication. At the end of an event, Police Officers shall remain in the event area until the premises are clear. The Risk Team is responsible for ensuring the premises of the event are vacated. The Police Officer(s) will ensure the grounds/parking lots are cleared of organization members and guests.

Police officers may access any event space (including the lodges) at any time during an event

Risk Teams

Risk Teams are required for all University recognized Greek events. The number of Risk Team members will be determined by the number of attendees expected at the event, in accordance with each chapter’s national risk management protocols. Risk Team members are responsible for ensuring the requirements discussed in the Greek Life Event Regulations are followed by the members and guests of the Greek organizations. All members of the Risk Team will meet with the Police Officer(s) prior to and after each event. The purpose of these meetings is to address/document any issues and ensures all members of the Risk Team are present at the start and end of the event. Risk Team Members, with the exception of the Designated Drivers, must be present 15 minutes prior to the scheduled start time of the event.

The Head Risk Team Manager will ensure the risk team members know and fulfill their responsibilities. This individual, along with the organization’s President, if present, are the points of contact for the Police Officer(s) working the event and will represent the organization regarding issues and questions related to the event

Noise

The City of Richmond and County of Henrico have ordinances that regulate the amount of noise permitted at all times of the day.

In Henrico County (Article III. Secs.10-58—10-66), a gathering of people cannot produce noise that is plainly audible 100 or more feet from the gathering between 11PM and 7AM. Music, during those same hours, should not be heard 50 or more feet from the sound-producing device.

In the City of Richmond (Ordinance 14-11) between 10PM and 7AM noise should not exceed 50 dBA. 50dBA is equivalent to a dishwasher in the next room.

If a noise complaint is received, the Police Officer working the event will have a patrol officer check the area of the complaint. If the complaint is validated, the Head Risk Team Manager will be notified. Additional noise complaints that are proven valid may result in the event being terminated immediately at the discretion of the Police Officer working the event.

Event Times

 Greek events will not be longer than 4 hours without prior approval from the Assistant Director for the Center for Student Involvement: Greek Life and University Police. Alcohol service, if any, must stop 30 minutes prior to the end of the event. The music must be turned off and lights must come on 15 minutes prior to the end of the event. At the scheduled end time of the party, all organization members and guests must be off the premises. No party can have a scheduled end time after 2AM. 

Transportation

Greek organizations are responsible to provide transportation to recognized off-campus events. The type and quantity of transportation options are dictated by the risk management regulations of each of the national organizations. 

Pre-Event Meeting and Inspection

The Police Officer(s) will meet the Head Risk Team Manager 30 minutes prior to the scheduled start time of the event. The pair (and others if present) will walk through the facility to ensure there are no safety concerns and that the amount of alcohol present is within the limits established by policy if alcohol is being served (outlined below). The Police Officer will attend the organization’s pre-event meeting, which occurs 15 minutes prior to the scheduled event start time. The Risk Team will have those 15 minutes to remedy any issues identified during the preevent inspection. If issues cannot be remedied in the allotted time organizations will be sanctioned accordingly.

Guest Lists

Guest lists must be maintained at all Greek organization functions. The guest lists must be open to inspection by University administration or Police at any time during the event. Guest lists will be maintained electronically through OrgSync. With prior approval from the Assistant Director for the Center for Student Involvement: Greek Life, a paper copy can be used and will be maintained by the organization and submitted to the Assistant Director for the Center for Student Involvement: Greek Life by 10AM the next business day.

Guest lists must be maintained by the Assistant Director for the Center for Student Involvement: Greek Life for two academic years and made available, upon request, to University Police for criminal investigations.

Alcohol and Drugs

Kegs are prohibited during Greek events. The possession, sale, or use of illegal drugs or controlled substances while on chapter premises or at a Greek event is strictly prohibited. Liquor and glass bottles (for any type of alcohol) are not permitted on the lodge premises at any time.

All recruitment/rush/intake activates associated with any chapter will be non-alcoholic. No recruitment/rush/intake activities associated with any chapter may be held at or in conjunction with a tavern or alcohol distributor as defined in this policy.

No alcohol shall be present at any pledge/associate member/ new member/ novice program, activity or ritual of the chapter. This includes but is not limited to activities associated with the “bid night,” “big brother – little brother” events or activities, / “big sister – little sister” events or activities, “family” events or activities and initiation.

Lodge Events

Events on New Fraternity Row and Old Fraternity Row present a unique scenario for IFC, the Center for Student Involvement, the University Department of Public Safety and other administrators to work together in order to provide a safe event for Fraternity members and guests. Due to the proximity of lodges to one another, and the regularity of events in the lodges, specific guidelines have been created to guide event organizers.

Event Registration: All events must be registered in OrgSync no later than the Wednesday of the week prior to the event. Each organization is allowed 1 late registration per semester.

Alcohol. IFC events in the lodges can have alcohol. Each lodge can pre-load no more than the pre-determined amount of cases into the lodge for each event. The number of cases allowed in each facility is based on BYOB principles of no more than 1 drink per hour per person of age during an event. The case limit will be provided to the organization during the event registration process. No additional beer shall enter the premises prior to or during the scheduled event time. At the conclusion of the event, any remaining alcohol should be secured and stay in the lodge for at least 8 hours following the scheduled end time of the party.

Pre-event Inspection. During the pre-event inspection, Police Officers shall be given access to any area of the lodge and surrounding grounds with the exception of the organization’s ritual room. If the organization does not want to allow the Police Officer to view the ritual room, the Police Officer will provide a lock for the door, which will be removed at the end of the event.

Parking Lot Safety. Each lodge will be given 4 designated driver passes. Those are the only vehicles that are allowed to park in New or Old Fraternity Row during an event. All other organization members and guests must park and drop-off in other locations

Off-campus Socials

Greek organizations holding off-campus socials will follow the applicable regulations discussed in this policy; however, since events will be hosted by a third party vendor, the coordination of the actual event will be managed through collaboration between the third party vendor and the Greek organization. While off- campus establishments are accountable for the conduct of the organization, members, and guests, any incidents that bring disrepute to the organization or University may result in University sanctions and/or criminal charges.

Event Registration: All events must be registered in OrgSync no later than the Wednesday of the week prior to the event. Each organization is allowed 1 late registration per semester.

If a recognized University of Richmond Greek organization enters into a written agreement to host an event at an off campus location, the date, time, and location of this event must be provided to the University Police Department as a part of the event registration process in compliance with the Clery Act.

Transportation: Organizations providing transportation to off-campus events will:

  • Make sure that the transportation company is only picking up and dropping off at approved on-campus locations.
  • Have Risk Team members working the busses to ensure that the guest list is being followed and that guests that are too intoxicated are not being allowed to go to the event
  • Ensure that Risk Team members will check-in with Patrol Officers when they are present
  • Have Risk Team Members communicate any issues to the Assistant Director for the Center for Student Involvement: Greek Life
Philanthropy Events

The intent of all philanthropic events is to raise funds and awareness about a specific cause or organization. Due to the large scale nature of these events, combined with other risk factors inclusive of outside guests, physical activity levels, collection of money and space limitations, these events have additional guidelines attached to them, in addition to following general event protocol as outlined above.

Registration: All philanthropy events must be registered through OrgSync at least 1 month prior to the event. Depending on the location of the event, it may be necessary to schedule the event through the UR Event’s Office using the University’s Event Management System (EMS). Once the Assistant Director for the Center for Student Involvement: Greek Life has approved the event, groups must schedule a pre-event meeting with the police and the Assistant Director for the Center for Student Involvement: Greek Life to assist with ensuring proper procedures are followed and safety of the attendees is considered.

Tickets and Guest Lists: Please note that all philanthropy events, including ticketed events must run a guest list through OrgSync. Additionally wristbands cannot be given out in advance as a ticket. All wrist-banding of guests must be done at the door of the event.

On-campus Events

On-campus events follow the general event protocols unless noted below.

Registration: All events should be registered in OrgSync no later than 2 weeks prior to the event. Depending on the location of the event, it may be necessary to schedule the event through the UR event’s office using the University’s Event Management System (EMS). Once the Assistant Director for the Center for Student Involvement: Greek Life has approved the event, groups must schedule a pre-event meeting with the police and the Assistant Director for the Center for Student Involvement: Greek Life to assist with ensuring proper procedures are followed and safety of the attendees is considered.

Tickets and Guest Lists: Please note that all on-campus events, including ticketed events must run a guest list through OrgSync. Additionally wristbands cannot be given out in advance as a ticket. All wrist banding of guests must be done at the door of the event. 

Notifications

At the conclusion of a Greek event that has been monitored by the Police Department, Police Officer(s) will complete and submit a Post Greek Event Report. This document will be sent to the Assistant Director for the Center for Student Involvement: Greek Life, Richmond College Dean’s Office, Westhampton College Dean’s Office and University Police.

Additionally, the Head Risk Manager will submit a Post Greek Event Report. This document will go to the Assistant Director for the Center for Student Involvement: Greek Life.

The Assistant Director for the Center for Student Involvement: Greek Life will address any concerns identified in these documents and coordinate with the appropriate Dean’s Office (Richmond College and/or Westhampton College) as necessary. The documents will be retained for reference during the annual review of this document