Alcohol Policy and Guidelines

UNIVERSITY OF LOUISVILLE

POLICY FOR HOSTING EVENTS WITH ALCOHOL

FOR RECOGNIZED STUDENT ORGANIZATIONS AND COUNCILS

(Modified 11/2011)

This policy applies to all U of L Recognized Student Organizations and Councils which sponsor, cosponsor, host, arrange, organize, participate in, or otherwise facilitate “student events”, (activities, functions, parties, gatherings, etc.) that are held on campus or off campus when University funding is used for the event. Failure to observe these guidelines may result in disciplinary charges and sanctions against the Recognized Student Organization(s) and Council(s).

The Dean of Students or his/her designee will evaluate each event and notify the student organization and council if the event has been approved or not. The Dean of Students decision is final.

Section 1 Alcohol Laws and University Rules

The Code of Student Conduct (http://louisville.edu/dos/students/code-of-student-conduct.html) prohibits the following:

Providing alcoholic beverages to individuals less than 21 years of age, or possession or use of alcoholic beverages by individuals less than 21 years of age.
Unauthorized possession of an open container of an alcoholic beverage.
Unauthorized distribution of alcoholic beverages or possession of alcoholic beverages for purposes of distribution.

Section 2 Event Notification

Event Notification forms are available from, and should be submitted to, the Student Activities Office, Room W310 Student Activities Center. An Event Notification form must be submitted with the Alcohol Request Form.

a. Events where alcohol is present may only be held in certain approved locations. Events may not be held at on campus Greek facilities.

b. The Event Notification form must indicate the anticipated attendance and specific arrangements made for supervision and security at the event

c. The Event Notification form must be submitted a minimum of twenty-one (21) calendar days in advance of the event to the Student Activities Office. Events may be canceled or alcohol will not be allowed without proper notification. A maximum of four (4) forms may be submitted by a Recognized Student Organization or Council at any one time. If additional forms are submitted, they will not be approved.

d. Event notification forms must be signed by at least one approved advisor of each sponsoring/hosting Recognized Student Organization or Council.

Section 3 Event Supervision and Security

Recognized Student Organization and Council officers and/or event organizers are responsible for arranging with the Student Activities Office appropriate supervision and/or security for events where alcohol is served or consumed.

a. At least one of the advisors/staff/faculty who sign the event notification form should be present during the entire length of the event. Advisor/supervisor substitutions are only made on an emergency basis and must be approved in writing prior to the event by the Dean of Students or his/her designee.

b. For on-campus events involving 100 or more persons or open parties, Recognized Student Organizations or Councils shall also provide, at their own expense, supplemental security through the University Police. The Recognized Student Organization or Council must contact the Student Activities Office at least twenty-one (21) calendar days prior to the event to arrange for supplemental security coverage. In the event that the Recognized Student Organization or Council needs to cancel Police services, notification must occur at least 72 hours prior to the scheduled event or your organization will be billed. The Student Organization or Council contact person should notify the Police Operations Commander at 852-6111 and Julie Onnembo at 852-0317 to cancel Police services.

Section 4. Education Requirement

At least two executive officers, one of whom must be the Recognized Student Organization/Council President or Social Risk Management Chairperson or their equivalents, must attend an alcohol education session. The President of the Recognized Student Organization/Council must sign an Acknowledgement and Review Statement indicating that the Alcohol Guidelines have been reviewed with the membership. The Acknowledgement and Review Statement must be returned by the deadline established annually. If executive officers do not meet the requirements listed above, no events involving alcohol will be approved.

Section 5 Failure to Follow Guidelines

Recognized Student Organizations, Councils, organizational leaders, and organizational members may be held accountable to both the University of Louisville and to criminal/civil authorities for violation(s) of the Alcohol Policy; governmental laws or ordinances; or any University rules, regulations, or policies approved by University officials. Recognized Student Organizations, Councils, organizational leaders and members are subject to U of L conduct proceedings regardless of the pendency of criminal/civil proceedings or other University proceedings.

UNIVERSITY OF LOUISVILLE (U of L) GUIDELINES FOR HOSTING EVENTS WITH ALCOHOL

FOR RECOGNIZED STUDENT GROUPS AND COUNCILS

(Modified 11/2011)

GENERAL STATEMENT

The following expectations apply to all U of L Recognized Student Organizations and Councils which sponsor, cosponsor, host, arrange, organize, participate in, or otherwise facilitate “student events” (activities, functions, parties, gatherings, etc. whether ON or OFF campus), where alcohol is served or consumed. Failure to observe these guidelines may result in conduct charges and sanctions against a Recognized Student Organization, Council, organizational leaders, or organizational members.

The intent of these guidelines is to educate students about University expectations, to identify for the University any on-campus or University sponsored or funded student event involving alcohol, and confirm the presence of recommended precautions. All recognized student organizations and councils must send notification to the Student Activities Office regarding events where alcohol will be served or consumed. Events occurring off campus which are not University sponsored or funded do not require registration with the Student Activities Office provided the mandatory education requirement has been met. However, we encourage the groups to follow the alcohol event guidelines as stated in the student organization manual.

EVENTS MAY NOT BE SPONSORED IN ON-CAMPUS GREEK FACILITIES

ALL GROUPS SHOULD TAKE NECESSARY PRECAUTIONS FOR OFF CAMPUS EVENTS. THE UNIVERSITY STRONGLY ENCOURAGES RECOGNIZED STUDENT ORGANIZATIONS AND COUNCILS TO FOLLOW THE STEPS OUTLINED IN THIS DOCUMENT AS A GUIDELINE WHEN PLANNING OFF CAMPUS EVENTS.

The Dean of Students or his/her designee will evaluate each case individually and will consider any significant circumstances. The following criteria are not exclusive, but are provided as a general guide for Recognized Student Organizations and Councils in determining “student events”.

The following expectations apply to ALL U of L Recognized Student Organizations and Councils which:

sponsor
cosponsor
host
arrange
organize
participate in
or otherwise facilitate “student events” whether ON or OFF campus where alcohol is served or consumed

GUIDELINES FOR HOSTING EVENTS WITH ALCOHOL

FOR STUDENT GROUPS AND COUNCILS

** These guidelines currently do not apply to Organization-sponsored tailgates. These tailgates are expected to comply with Athletic policies http://louisville.edu/athletics/papajohns/venueinfo.htm# as well as local and state laws http://www.lrc.ky.gov/krs/titles.htm.

ARTICLE I. Alcohol Laws and University Rules

1.1 Everyone must obey all applicable laws and U of L rules pertaining to alcohol use. Specifically, you are reminded, it is illegal to:

a. Serve or furnish alcohol to a person(s) under the age of 21 or to any person(s) who is or appears to be under the influence of alcohol (impaired);

b. Drink in a place open or accessible to the general public such as streets, parking lots, sidewalks, public areas of campus, etc.;

c. Sell alcohol without a license;

d. Drive while under the influence of alcohol (impaired).

ARTICLE II. Education Requirement

2.1 The education requirement pertains to those Recognized Student Organizations and Councils that plan to serve or consume alcohol at ANY student event BOTH ON AND OFF CAMPUS. A list of scheduled Alcohol Awareness Programs will be sent to each Recognized Student Organization and Council at the beginning of the fall semester.

2.2 The University encourages all organizations to participate in these educational programs even if alcohol is not served at their events.

2.3 At least two executive officers, one of whom must be the Recognized Student Organization/Council President or Social Risk Management Chairperson or their equivalents, must attend an alcohol education session. The President of the Recognized Student Organization/Council must sign an Acknowledgement and Review Statement indicating that the Alcohol Guidelines have been reviewed with the membership. The Acknowledgement and Review Statement must be returned by the deadline established annually. If executive officers do not meet the requirements listed above, no events involving alcohol will be approved.

ARTICLE III. Event Notification and Supervision

3.1 Event Notification forms are available from, and should be submitted to, the Student Activities Office, Room W310 Student Activities Center. Events occurring off campus which are not University sponsored or funded do not require registration with the Student Activities Office provided the mandatory education requirement has been met.

a. The Event Notification form must indicate the anticipated attendance and specific arrangements made for supervision and security at the event (see Article 3.2b for further information).

b. The Event Notification form must be submitted a minimum of twenty-one (21) calendar days in advance of the event to the Student Activities Office. Events may be canceled or alcohol will not be allowed without proper notification. A maximum of four (4) forms may be submitted by a Recognized Student Organization or Council at any one time. If additional forms are submitted, they will not be approved.

c. Event notification forms must be signed by at least one approved advisor of each sponsoring/hosting Recognized Student Organization or Council.

3.2 Recognized Student Organization and Council officers and/or event organizers are responsible for arranging appropriate supervision and/or security for events where alcohol is served or consumed.

a. At least one of the advisors/supervisors who sign the event notification form should be present during the entire length of the event. Advisor/supervisor substitutions are only made on an emergency basis and must be approved in writing prior to the event by the Dean of Students or his/her designee.

b. For on-campus events involving 100 or more persons or open parties, Recognized Student Organizations or Councils shall also provide, at their own expense, event security through the University Police. The Recognized Student Organization or Council must contact the Student Activities Office at least twenty-one (21) calendar days prior to the event to arrange for security coverage. In the event that the Recognized Student Organization or Council needs to cancel Police services, notification must occur at least 72 hours prior to the scheduled event or your organization will be billed. The Recognized Student Organization or Council contact person should notify the Police Operations Commander at 852-6111 and the RSO Advisor at 852-6691 to cancel Police services.

ARTICLE IV. Event Guidelines

4.1 Recognized Student Organizations and Councils are not allowed to advertise that alcohol will be served or consumed at their event or present any pictorial, radio, written or verbal references to alcohol on any student event advertisement or invitation.

4.2 No alcohol of any type should be provided as awards or prizes to any individual, Student Organization or Council at any student event.

4.3 Common sources of alcohol (i.e. kegs, beer balls, party punches, or their equivalent) are not allowed unless provided by an external licensed source at an external licensed site.

4.4 Alcoholic beverages should be served through a third party vendor. Any event held on campus or funded by the University MUST utilize a third party vendor.

4.5 Event hosts must check identification of all individuals entering an event. It must be verified that each person is eighteen (18) years of age or older or a U of L student before being permitted to attend a student event where alcohol is served or consumed.

4.6 The hosts must identify all persons of legal drinking age by some visible, nontransferable means (wrist bands, stamps, etc.). No one under age 21 is allowed to possess or consume alcohol. No one 21 or over may obtain alcohol for any person under age 21. Host Recognized Student Organizations and Councils are responsible if under age consumption of alcohol occurs at their event.

4.7 At any event where alcohol is served or consumed, alternative beverages and snacks, food, or a meal must be readily available.

4.8 All events must end by 1:00 am unless special permission is obtained in writing from the Dean of Students or his/her designee under the RSO Event Policy.

4.9 Alcohol may not be served or consumed for more than four (4) hours during any single event.

4.10 Recognized Student Organizations and Councils are limited to one (1) event involving alcohol per week. No events will be approved on days of home football games. No events will be held during mid-terms or finals.

4.11 Alcohol may not be consumed or carried in an open container on any street, sidewalk, alley or public area of the University of Louisville.

4.12 Prompt clean up and adequate sanitary facilities shall be provided for on-campus events at the expense of the sponsoring Recognized Student Organization or Council. If clean-up is not complete within 12 hours of the end of the event or is not adequate, the hosting Recognized Student Organization or Council shall be billed, through the Student Activities Office, for the cost of University personnel cleaning the area.

4.13 Students will not permit, tolerate, encourage or participate in “drinking games” of any kind.

4.14 Cab vouchers are to be used to ensure that an individual who has been drinking arrive home safely and are not to be used for transportation to any other location.

4.15 All servers and event hosts (organization officers) may not consume alcohol during the event.

4.16 A server may not serve more than two drinks to one person at any one time. Pitchers may not be served.

4.17 The serving of alcohol may not exceed the 4 hour limit. “Last Call” must be made at least one half hour prior to the event closing time

FAILURE TO FOLLOW GUIDELINES

Any sanction(s) imposed as a result of violations of these guidelines will also result in notification of any local, state and/or national governing bodies. In addition, notification will be sent to the Recognized Student Organization or Council advisor.

MINIMIZING YOUR RISKS

We would like your event to be enjoyable for you and your guests. Remember those who are hosting the event set the tone for the event. Clear decisions need to be made prior to the event regarding the role of alcohol and the focus of the event.

Your liability risks are GREATLY increased if you:

1) Allow alcohol to be consumed by a minor (under 21 years of age);

2) Allow someone who is already impaired to consume alcohol;

3) Allow someone who is already impaired to leave your event and get behind the wheel of a car.

CHECKLIST

The Event Guidelines outlined in the U of L Guidelines for Hosting Events with Alcohol for Recognized Student Organizations and Councils specifically address points that need to be followed when hosting an event. The following checklist is provided for your use in planning events.

1. Did your group meet the educational requirement?

2. Was the Student Activities Office notified? If so, date the event form was submitted to the Student Activities Office _______________.

3. Will any state laws or city ordinances be violated? If your answer is yes, you need to change your plans!

4. Are your officers and members familiar with the U of L Guidelines For Hosting Events With Alcohol, the Student Code of Conduct, The RSO Event Policy or other pertinent policies and procedures?

5. What safeguards have been implemented to prevent these laws/ordinances/polices from being violated?

6. What steps is your group taking to maintain control over the function? Does this event need security personnel?

7. What security responsibilities will your organization have at off campus events? What will the hosts do if the activity gets out of hand? Do you have a list of emergency phone numbers?

8. What alternative beverages and food are to be provided (4.7 Guidelines)? Who is responsible for alternative food and beverages?

9. Is there a clean-up crew assigned to clean up after the event?

10. Could you convince University officials, a criminal or civil court that all the precautions were in place to prevent an alcohol related incident?

If you have questions, please contact the Student Activities Office at 852-6691.

Guidelines For Hosting Events With Alcohol

For Recognized Student Organizations and Councils

Acknowledgement and Review Statement

I have received a copy of the Guidelines for Hosting Events With Alcohol For Recognized Student Organizations and Councils and have reviewed it with the membership/council.

I understand that this form must be turned in to the Student Activities Office prior to an event being posted.

I understand that as the President of this Recognized Student Organization or Council, I have the obligation to pass on information contained in the Alcohol Guidelines to my successor.

Any and all Alcohol Use Request Forms submitted will not be approved until this form has been turned in.

Student Organization/Council: _____________________________________________________

Name of President: _____________________________________________________________

Signature of President: ___________________________________________________________

Date: ________________________________________

Received by: ___________________________________ Date: __________________________

Guidelines For Hosting Event With Alcohol

For Recognized Student Organizations And Councils

Education Requirement Exemption

I have received a copy of the Guidelines For Hosting Events With Alcohol For Recognized Student Organizations and Councils and have reviewed it with the membership/council.

I understand that in requesting an exemption from the Education Requirement of the U of L alcohol event guidelines that my student organization/council will not sponsor, cosponsor, host, arrange, organize, participate in, or otherwise facilitate events with alcohol either on or off campus.

Recognized Student Organization/Council: ____________________________________________

Name of President: _______________________________________________________________

Signature: _______________________________________________________________________

Date: ________________________________

Received by: _________________________________________ Date: ______________________

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Alcohol Policy and Guidelines

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