Zeta Iota Risk Management Policy

From PhiSigmaPiWiki

Ratified: March 30, 2014

Last Amended:

Article I: General Event and Activity Guidelines

Section 1: Definition of a Phi Sigma Pi Event

A Phi Sigma Pi sponsored event is any activity or function: A. Bearing a Phi Sigma Pi identity;

B. An observer would associate with the Fraternity;

C. Resulting from an invitation, written or oral, issued in the name of Phi Sigma Pi;

D. Financed by Phi Sigma Pi funds;

E. Organized, administered, sponsored or co-sponsored by Phi Sigma Pi;

Section 2: Representation of the National Fraternity

All Members shall be aware that when wearing letters and/or attending or participating as a group, their actions reflect Phi Sigma Pi National Honor Fraternity and shall conduct themselves in a manner commensurate with Membership in Phi Sigma Pi.

Section 3: Usage of Liability Forms

Zeta Iota Chapter shall require all participants of a Chapter-hosted event or activity determined to have significant risk to sign a liability waiver, indicating to all participants about the nature of the event that they are about to participate in and the risk that may be involved.

Article II: Emergency Management Guidelines

Section 1: Definition of an Emergency

An emergency is defined as, but not limited to: A. Accidents causing injuries or property damage

B. Unexpected operational accidents resulting in fires or other forms of disaster

C. Deliberate mischief which causes property damage or bodily harm

D. Hazing incidents which may cause bodily harm and severe mental anguish

Section 2: Collection of Emergency Contact Information from Members and Initiates A. Each Collegiate Member and Initiate shall submit emergency contact information to the Chapter Secretary at the beginning of each term. Emergency contact information will be stored in the Zeta Iota Gmail Drive. All emergency contact information shall be made readily available at all Chapter sponsored events. Previous emergency contact information shall be destroyed in a confidential manner when emergency contact information is submitted at the beginning of the next term.

a. The term for Members begins at the beginning of the semester. The term for Initiates begins after they are pinned.

B. Emergency contact information shall include the Member’s name, cell phone number, date of birth, email address, home address, allergies, and medications. It shall also include an emergency contact, the emergency contact’s home phone number, cell phone number, and address.

Section 3: Assignment of Event Coordinators

A person in charge will be designated in advance of any Chapter event and will be responsible for handling emergency situations. A second in command will also be designated in advance to take care of issues that the person in charge may be unable to. In all cases, the person in charge will report the emergency situation to the Chapter President and all necessary authorities, as appropriate.

Section 4: Emergency Management Plan A. If an emergency situation should arise, the Brother in charge should identify the problem, assess the situation, decide on a plan of action and execute the emergency response plan.

B. The Brother in charge shall execute the following Emergency Management Plan:

a. Contact all necessary emergency personnel

b. Contact the Chapter President and Faulty and/or the Alumni Advisor to explain the situation

c. Refer to the necessary Emergency Contact Information for the individual(s) involved

d. Contact the National Office as soon as possible to report the problem.

C. The second in command should end the event immediately and keep all the Brothers in an open area. Attendance should be taken of all present. Once attendance is taken, all guests will be asked to leave. The area must be kept open only to emergency officials and advisors.

D. Only speak to emergency personnel, Chapter advisors, campus officials and National Staff or National Council Members. Do not speak to the media.

Section 5: Submission of Incident Reports

An incident report must be completed after any emergency situation to be forwarded to the National Office (via Chapter Consultant) and to be kept with the Chapter files.

Article III: Inter-Chapter Events

Section 1: Pre-event Reporting Triggers

Circumstances where any of the following triggers are elements of an Inter-Chapter event: A. A contract will be entered into by Zeta Iota Chapter for the event in which the financial obligation is in excess of $5,000, evidence of insurance is required if the contract covers a period of time longer than 24 hours.

B. Transportation is arranged with a third-party vendor (excluding public transportation) or attendees as a component of the event.

C. Anticipated event attendance is three-times larger than the Active Membership of Zeta Iota Chapter or event attendance is anticipated to include 50 or more individuals who are not Members of the Zeta Iota Chapter.

D. Any athletic activity that involves an element of competition and/or time keeping. Zeta Iota Chapter shall collect liability waivers prior to the beginning of the event.

Zeta Iota Chapter must submit a Planning Form (PF) to the National Office a minimum of 30 days in advance of the event. In circumstance where 30 days is not possible, Zeta Iota will seek event approval from the National Office.

Section 2: Hosting Inter-Chapter Events A. Zeta Iota Chapter must maintain the emergency contact information from all non-host attendees, via method selected by Zeta Iota Chapter either before the event occurs or at the time the attendees arrive. The emergency contact information must be kept for 24 hours past the completion of the Inter-Chapter event. After 24 hours has passed, Zeta Iota Chapter must promptly destroy the emergency contact information records unless otherwise authorized by the attendee.

B. Zeta Iota Initiates may only attend Inter-Chapter events hosted by Zeta Iota.

C. Zeta Iota’s Official Phi Sigma Pi events must comply with the National Constitution.

D. Brothers of Zeta Iota Chapter shall be responsible for the behavior of their guests at all times.

Sections 3: Attending Inter-Chapter Events

Brothers of the Zeta Iota Chapter that attend out of Chapter Inter-Chapter events shall abide by all federal, state and local laws at the time and follow both of the host Chapter’s policies and regulations and Zeta Iota’s policies and procedures.

Article IV: Controlled Substances and Alcohol Policy

Section 1: Alcoholic Beverages at Phi Sigma Pi Events or Activities A. Zeta Iota Chapter discourages, but does not universally prohibit, the use of alcoholic beverages at any Phi Sigma Pi sponsored event or function except as otherwise provided herein and the National Constitution.

B. Zeta Iota Chapter prohibits Brothers from attending Chapter and other non-social events under the influence of alcohol or foreign substances.

a. Any Brother who is found to be visibly or functionally intoxicated will directly be asked to leave the meeting/event by the President or other Member of the Executive Board, and will be escorted home by a sober Brother.

b. The Brother may be brought up for disciplinary action including expulsion for conduct unbecoming of a Brother, if such action is deemed necessary by the Executive Board.

Section 2: Alcohol Monitors A. At events where alcohol is present alcohol monitors must be nominated one week (7 days) prior to the event. They must never be under the influence of any alcohol and/or any illicit drugs and keep an eye on every individual at the event.

a. If an Alcohol Monitor suspects that an individual has consumed to an excessive degree, the Alcohol Monitor has the ability to prohibit further consumption of said individual. The Alcohol Monitor also has the ability to ask the Member to leave the event if the individual is acting out of control. The Alcohol Monitors, as an entity, are responsible for ensuring the Member arrives home safely.

b. If an Alcohol Monitor is found to be under the influence of alcohol or drugs they will be constituted as having violated the Risk Management Policy and disciplinary action will be taken as outlined in Article X, Section 2.

B. The President or Special Events Chair will determine beforehand how many Alcohol Monitors will be needed.

a. In the event that not enough Brothers have volunteered as Alcohol Monitors one week (7 days) prior to the event, Alcohol Monitors will be picked randomly out of Brothers who have not already served as an Alcohol Monitor at any period in the past. If the Brother does not wish to be an Alcohol Monitors he or she can choose not to attend the event. Special consideration will be given to second semester seniors

C. Alcohol Monitors must meet with the President or Special Events Chair to go over the roles and responsibilities of the Alcohol Monitor position before the event occurs.

Section 3: Transportation

Buses or Cabs must be provided when transporting Brothers to events where alcohol is present. If the event is within walking distance, a Brother may not walk home alone from the event itself and an Alcohol Monitor will give them further instructions.

Section 4: Controlled Substances at Phi Sigma Pi Events or Activities

The possession, sale, and/or use of any illegal drugs or controlled substances during a Fraternity event or at any event that an observer would associate with the Fraternity is strictly prohibited.

Section 5: Using Chapter Funds

No alcoholic beverages, illegal drugs, and/or controlled substances may be purchased with the use of Chapter funds nor may the purchase of alcoholic beverages for Members or guests be undertaken or coordinated by any Member in the name of or on behalf of the Chapter.

Section 6: Alcohol Usage at Membership Drive Events or in the Presence of Initiates A. Alcohol shall be strictly prohibited from any Membership drive event (including all Recruitment and Initiation events and activities) and any meeting or event where The Ritual is used. A Membership drive event is defined as any rush or Initiation event that is organized for or by Prospective Members or Initiates or requires their attendance for part or all of the time.

B. Prospective Members and Initiates are not permitted to attend any Fraternity event where alcohol is present.

C. All Members (including Collegiate, Alumni, and Honorary Members) shall not consume alcoholic beverages in the presence of Prospective Members or Initiates, at any time.

D. The presence and consumption of alcohol is prohibited at any event/activity related to the pinning of Initiates.

E. Consequences for not abiding by alcohol and substance policy in regards to Initiates will result in Probation and potentially expulsion, all per the Chapter’s standing Bylaws and established procedures.

Section 7: Compliance with All Applicable Laws and Regulations

The possession and use of alcoholic beverages during a Fraternity function or event, in any situation sponsored or endorsed by the Chapter, or in any event an observer would associate with the Fraternity, must be in compliance with any and all applicable federal, state, county, and city laws and regulations of Saint Joseph's University.

Section 8: Prohibitions A. No Chapter Members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any underage individual under any circumstances (those under legal drinking age). The Zeta Iota Chapter shall make every reasonable effort to prevent the serving of alcohol to underage individuals.

B. The purchase and/or use of bulk quantity of such alcoholic beverages (such as kegs) is prohibited.

C. The Chapter shall not co-sponsor an event with a distributor of alcohol, charitable organization or tavern (defined as an establishment generating more than one half of annual gross sales from alcohol) where alcohol is given away, sold, or otherwise provided.

D. Items containing Phi Sigma Pi letters or insignia (clothing, hats, jewelry, cups, and other accessories) are not to be worn or used in the presence of alcohol or while consuming alcohol.

E. Brothers may not bring guests who are minors (under the age of 18) to events where alcohol is present.

Section 9: Third Party Vendor Guidelines

When the Chapter hosts an event using a Third Party Vendor then the Third Party Vendor must: A. Be properly licensed by the appropriate local and state authority. This might involve both a liquor license and a temporary license to sell on the premises where the function is to be held.

B. Be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed certificate of insurance prepared by the insurance provider. The above “certificate of insurance” must also show evidence that the vendor has, as part of his coverage “off premise liquor liability coverage and non-owned and hired auto coverage.” The certificate of insurance must name as additional insured (at a minimum) the Zeta Iota Chapter of the Fraternity hiring the vendor as well as Phi Sigma Pi National Honor Fraternity.

C. Agree in writing to cash sales only, collected by the vendor, during the function.

D. Assume in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to:

1. Checking identification cards upon entry;

2. Not serving minors;

3. Not serving individuals who appear to be intoxicated;

4. Maintaining absolute control of all alcoholic containers present;

5. Collecting all remaining alcohol at the end of a function (no excess alcohol – opened or unopened – is to be given, sold, or furnished to the Chapter);

6. Removing all alcohol from the premises.

Article V: Hazing Policy

Section 1: Definition of Hazing

Hazing activities are those defined as, but not limited to: A. Any action taken or situation created, intentionally to produce mental, emotional or physical discomfort, embarrassment, harassment, fright, humiliation or ridicule or possibly cause physical harm or injury.

B. Any mental or physical requirement, request, or obligation placed upon any person that could cause pain, disgrace, or injury.

C. Any activity that violates federal, state, local statutes, or Saint Joseph's University policies.

No individual can consent to being hazed. Any activity falling within the definition of hazing activities is considered to be a forced activity; the willingness of the individual to participate notwithstanding.

Section 2: Prohibited Activities

Prohibited activities include but are not limited to: paddling in any form, creation of excessive fatigue, physical and psychological shock, scavenger hunts which involve illegal activities, one-way road trips which leave an individual to find return transportation, kidnapping of Initiates by Members or kidnapping of Members by Initiates, wearing apparel at any time or location which is not appropriate, required engagement in public stunts or buffoonery, morally degrading games or humiliating activities, compulsory consumption of any alcoholic beverages or controlled substances or non-controlled substances, and any other activities which are not consistent with Phi Sigma Pi policy, ritual, or the regulations and policies of Saint Joseph's University.

Section 3: Initiation Program Requirements A. No Member of Phi Sigma Pi shall conduct or condone hazing activities.

B. There shall be no pre-induction activities on the day or evening prior to the pinning or induction that would cause persons to be physically or mentally fatigued;

C. Activities during the Initiation program shall be limited to those which increase an individual’s knowledge of Phi Sigma Pi and its ideals; these activities must be carried out in a dignified manner and must show proper respect for another person as an equal;

D. At no time during the Initiation program is there to be verbal abuse of an individual, including shouting, screaming, and the use of profanity.

E. All Collegiate Members and Initiates must read and sign the Phi Sigma Pi Membership Agreement as provided by the National Office, and a copy must be kept on file.

F. The Initiation Program and its activities will be reviewed at the beginning of each term by the Chapter President and the Chapter Initiate Adviser to ensure all activities, events, and tasks are free from prohibited activities.

Article VI: Sexual Harassment and Abuse Policy

Section 1: Phi Sigma Pi does not tolerate or condone sexually abusive behavior by Members or Initiates whether physical, mental, or emotional. This is to include any actions that are demeaning to any person, which would constitute sexual harassment of any type or form.

Section 2: Unwelcome sexual advances, requests for sexual favors, and other sexually offensive verbal or physical contact will not be condoned or permitted.

Section 3: Sexual harassment and abuse is illegal and any Member who sexually abuses or harasses another Member, Initiate, Alumni Member, or guest of the Fraternity is criminally and personally liable for his/her own actions.

Article VII: Social Media Policy

Section 1: Definition of Social Media

Social Media is defined as the collective of online communication networks dedicated to community-based input, interaction, content sharing and collaboration. It includes but is not limited to social networking sites (Facebook, Twitter, Instagram, etc.), blogs, message boards, online forums, and other sites and services that permit users to share information with others.

Section 2: Use of Social Media A. Members should use caution and sensibility when posting on Social Media and should abide by Zeta Iota Chapter policies.

B. Members are prohibited from posting material that casts Phi Sigma Pi in an unfavorable light, including but not limited to, any materials deemed to associate Phi Sigma Pi with alcohol or illegal substance use, to be sexist or demeaning to minorities or other persons or reveals that a Brother is breaking the Zeta Iota Chapter’s Risk Management Policy.

C. If a Member does not abide by these standards, the President shall ask the Member to remove whatever negative or inappropriate content they post regarding Phi Sigma Pi within 24 hours. Failure to comply will result in disciplinary action deemed appropriate upon the decision of the Executive Board.

Article VIII: Risk Management Education

Section 1: Risk Management Programming A. The Chapter will present at least two risk management educational programs each academic semester, one of which must focus on alcohol awareness.

B. Each Member must participate in at least one Risk Management Program per academic semester.

C. Initiates must participate in at least one Risk Management Program during their initiation process.

D. Each Member and Initiate will read and sign the Phi Sigma Pi Risk Management Agreement (Form 20/20A).

Section 2: Alcohol Awareness Programming A. An alcohol awareness program must be presented in fall term before any Chapter event involving alcohol is held or within six weeks of the first Chapter meeting of the term whichever occurs first.

B. An alcohol awareness program must be presented to the entire Initiate class as a part of the Chapter’s Initiation program.

Section 3: Review of Risk Management Policies

At the beginning of each term, the Chapter President will review Phi Sigma Pi’s national risk management policies and the Chapter’s risk management policy with the entire Chapter and Initiate class.

Article IX: Financial Management

Section 1: Account Management A. The account will never have a balance below $300 as stated in the Chapter’s Bylaws. If the account drops below this amount, the account should be frozen until such funds are gathered to return the account to an amount equal to or above the $300 limit.

B. When there is a change in personnel for the position of Treasurer, all account information must be updated to include new president and treasurer’s information or that information which has been approved by both incumbent President and Treasurer and new President and Treasurer.

C. No line of credit may ever be drawn and no type of credit/debit card may ever be issued to the fraternity.

Section 2: Reimbursements A. All payments made by Members in place of direct payment by the Chapter must receive a receipt and have been approved before the transaction. The Chapter will not compensate any Member unless transaction documentation has been provided.

B. Payment to a Member whose transaction documentation has been approved, must be provided in full by the Chapter no later than one week after said documentation has been provided.

Section 3: Chapter Bankruptcy A. In the event that the Chapter exhausts all funds from the Chapter’s account, the Treasurer must contact the National Office, Chapter Advisor, and the Executive Board of the Chapter of the bankruptcy and be provided a transaction history of all transactions for that semester.

B. All planned events (providing they have funding from the Chapter), transactions, and reimbursements must be frozen until a plan of action has been developed and approved by the National Office, Chapter Advisor, and the Executive Board of the Chapter.

Section 4: Contracts

Any contract to the Chapter must be reviewed by the Regional Consultant and signed by the President.

Section 5: Checks and Signatures

All amounts above $300 must be submitted through a check, which both the Treasurer and President must sign.

Article X: Disciplinary Action

Section 1: Reporting of Risk Management Violations A. Any violation of Phi Sigma Pi’s national risk management policies or the Chapter’s risk management policies must be addressed by the Chapter through disciplinary procedures.

B. Any violation of risk management policies must be reported to the Chapter President. If the Chapter President or other Chapter officers are involved in the violation the highest-ranking Chapter officer not involved should be informed.

C. Once reported the Chapter President or other officer will inform the Chapter of the violation and begin disciplinary procedures.

D. Violating risk management policies is considered conduct unbecoming of a Member and a motion will be made to charge the Member(s) violating risk management policies accordingly.

E. The Chapter must consider disciplinary actions for the violations and conduct unbecoming of a Member.

Section 2: Minimum Disciplinary Actions for Violations of Risk Management Policy A. First Violation – One term of probation during which the Member will complete an additional risk management educational program related to the violation and will be prohibited from attending social events and/or Initiation events.

1. The Executive Board will decide the terms of probation.

B. Second Violation – One year of suspension from all Phi Sigma Pi activities and events.

C. Third Violation – Expulsion

D. More severe or further disciplinary actions or sanctions may be imposed at the discretion of the Chapter considering the severity of the violation, following the Disciplinary Hearing Procedures outlined in the Chapter Bylaws

Article XI: Scope

Section 1: These Risk Management polices shall be in effect at all Phi Sigma Pi related events, activities, and functions at the Chapter, Regional, and National level.

Section 2: In cases where federal, state, or local law; or Saint Joseph's University policies are in conflict with the Risk Management Policy provided herein, the more restrictive of the policies shall be enforced. The Zeta Iota Chapter shall abide to all policies implemented by Saint Joseph's University.

Section 3: In cases where the National Constitution, National Operating Policy, or the National Risk Management Policy are in conflict with the Chapter Risk Management Policy provided herein, the more restrictive of the policies shall be enforced.