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risk management presentation

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risk management presentation

  1. 1. Phi Delta Theta Risk Management Presentation Updated Fall 2015
  2. 2. What Should You Get From This? • Define Risk Management • Understand why it is important • Introduce our Risk Management Plan that the chapter follows • Learn to take Risk Management seriously because not doing so will lead to serious repercussions
  3. 3. What is Risk Management? • Protecting your chapter brothers safety and the reputation of our organization • Taking preventative steps to prevent an incident • Identifying the nature of risks involved in activities • Recognizing both inevitable and obscure risks
  4. 4. • Everyone doing their part to follow through with preventative measures • Everything the fraternity does involves risk management • If anything happens at our events, whether it’s caused by a member or guest the chapter is held responsible. Not just any one person. What is Risk Management?
  5. 5. Benefits of Proper Risk Management • Our chapter brothers are protected • Our organization is protected • We can continue to operate as a chapter • Women see us as “respectable” • Therefore they want to hang out with us • Our chapter doesn't end up in an embarrassing article in Rolling Stone Magazine, USA Today or The New York Times
  6. 6. The Consequences of Poor Risk Management • A brother can be injured or even killed • Guests at our events can be placed in unnecessarily danger • We can be put on probation • Our chapter can be suspended or expelled from the University and we can be disaffiliated from our organization • Our chapter ends up in an embarrassing article in Rolling Stone Magazine, USA Today or The New York Times
  7. 7. The Ladder of Risk • A metaphoric way of explaining how damaging specific activities can be to our chapter if something goes wrong, or we’re caught doing it (there are 10 rungs) • The higher you are on the ladder, the higher the chance we can fall from the ladder and harm the organization
  8. 8. Rung One • The possession, sale, use or consumption of alcohol or illegal drugs on chapter premises – Prescription drugs are permited with the exception of marijuana • The possession, sale, use or consumption of alcohol or drugs for those under the age of 21 at chapter events
  9. 9. Rung Two • Alcohol or drugs being purchased through or with chapter funds • Alcohol or drugs can not be purchased under coordination of chapter members (such as a slosh fund)
  10. 10. Rung Three • Open parties • Parties with unrestricted access by non- members of the fraternity with out specific invitation (Facebook events do not count) where alcohol is present
  11. 11. Rung Four • Members, collectively or individually, purchasing or providing alcohol to any minor • Remember it is a serious crime to do so
  12. 12. Rung Five • Possession, sale or use of illegal drugs or controlled substances on chapter premises or during a fraternity event • GHQ has a zero tollerance policy for this and is part of how the house was lost in the first place • Medical marijuana is not allowed on or in a chapter facility
  13. 13. Rung Six • Providing alcohol via a distributor at third- party events
  14. 14. Rung Seven • Co-sponsoring, co-financing, attending or participating in a function where alcohol is purchased by ANY host chapter, group or organization • An example is if we have a function with Delta Gamma at a golf course and they buy alcohol for it using their dues we can be held partially liable
  15. 15. Rung Eight • Drinking or using drugs at rush events • Even if members are 21 they may not be under the influence of, consume or be in posession of alcohol/drugs • This is because individuals cannot be expected to make a life changing choice while under the influence of alcohol – Alcohol can also be considered a selling point, which is not the foundation of Phi Delta Theta
  16. 16. Rung Nine • Members, associate member (pledges) permitting or encouraging drinking games • This is because drinking games encourage high risk drinking
  17. 17. Rung Ten • Alcohol/drugs during ritual • No part of our sacred ritual mentions the consumption of alcohol or drugs and has no part in it • This includes but is not limited to activities associated with ritual such as “induction,” “bid night,” “Big Bro night” or “initiation parties”
  18. 18. Oregon Alpha’s Risk Management Contract
  19. 19. • This is the policy our chapter follows to minimize any potential damage • Includes everything from sexual harassment to Hazing Oregon Alpha’s Risk Management Contract
  20. 20. Section 1: Abusive Behavior • Acts of physical anger or aggression of any type (regardless of present intoxicants) will not be accepted • Such behavior will be reported and accused sent to the Judicial Board for an immediate hearing • This will result in probation and possible review for suspension /expulsion
  21. 21. Section 2: Sexual Harassment • Sexual harassment is any type of abusive sexual behavior that is directed against any person • Sexual harassment also includes intimidation, bullying or coercion of a sexual nature • Sexual harassment has a zero tolerance policy in our chapter and such acts will result in action up to and including expulsion from the chapter • Sexual harassment extends outside the chapter and proper law enforcement will be notified if the need arises
  22. 22. Section 3: Hazing • Any form of hazing or practices not mentioned in fraternal law, polices or ritual will not be tolerated • Hazing is any action taken or situation created with or without the consent of the persons subject to the action, which produces mental or physical discomfort, embarrassment, harassment or ridicule.
  23. 23. • Hazing activities include and are not limited to: paddling, excessive fatigue, physiological shocks, quests, treasure hunts, road trips, wearing apparel which is conspicuous and not in good taste, late work sessions etc. Section 3: Hazing
  24. 24. • Any member caught in the act of hazing guests, PNM’s or phikeia are to be reported to the Judicial Board and dealt with in an appropriate, proper and timely manner • Punishment may include suspension or expulsion • Hazing is also illegal and the chapter may receive a fine of $1,000 for the chapter and $250 per individual involved • The chapter may also be placed on probation, suspension or can be expelled by the University or the general Fraternity Section 3: Hazing
  25. 25. Section 4: Alcohol • All alcohol consumption by members and guests or on behalf of the chapter, must be in accordance with current laws of the city, state and university • Alcohol can’t be bought with fraternity funds • Sale of alcohol is forbidden • All recruitment functions/activities and pledge education program are to be alcohol free
  26. 26. Section 5: Drugs • Use or possession of unlawful intoxicating drugs or narcotics in any form is not permitted at any Oregon Alpha event or in any chapter facility unless prescribed and prescription is present • Marijuana is banned from any Oregon Alpha Chapter events or within chapter facilities • Any use of marijuana in a chapter facility results in immediate suspension, long-term probation (greater than one term) or expulsion and then reported to the national fraternity
  27. 27. • Any transaction of drugs will not be tolerated and is a crime in Oregon • Maximum fines doing doing so range between $1,250 and $375,000 and 30 days to 20 years and prison • Any violation results in direct suspension from the chapter • All recruitment functions/activities and pledge education program are to be alcohol free Section 5: Drugs
  28. 28. Section 6: High Risk Events • There is no definitive list of a high risk event but must take a common sense approach to evaluate the risk • The presence of alcohol at an event defaults it as a high risk event regardless of activity • It is the responsibility of the executive and judicial boards to determine whether or not an event or function is considered for high risk • The chapter cannot be sponsoring such events
  29. 29. Section 7: Property Management • These subsections summaries will be more relevant when we have the house back
  30. 30. Section 8: Members’ Personal Property • Use of personal property in Fraternity activities shall be strictly voluntary and the sole responsibility of the owner • Oregon Alpha assumes no liability or responsibility for any loss or damage to any personal property of members even if used in conjunction with Fraternity activities • Other summarized subsections will be relevant when we have the house back
  31. 31. Section 9: Automobiles and Transportation • All members or Phikeia shall obey all applicable motor vehicle laws along with safety, financial and operational commitment • If a member or Phikeia uses another members or Phikeia’s vehicle they must be insured and able to operate the vehicle • Use of personal vehicles for Fraternity activities is strictly voluntary and the sole responsibility for accidents, injuries, death or damages is on the driver or owner of the vehicle
  32. 32. Section 10: Contractual Agreements & Additional Insured • No chapter, member or housing organization may enter into a written or oral contract/financial agreement using the name Phi Delta Theta • This is done because the Fraternities insurance does not afford protections to outside individuals or entities
  33. 33. Insurance • Why do we need it? • Who is insured? • Why is it so expensive? • What if we don’t pay?
  34. 34. Why we need it • The University of Oregon demands we have it in order to be recognized – If we’re not recognized then we can’t participate in campus activities, have an FSL sponsored rush or hold chapter on campus • Allows for expansion • Protects our members from legal liability
  35. 35. Who is insured • Every member when our chapter obeys the laws of the our institution or city/state/federal laws • All alumni advisors while performing their duties related to the chatper • If we break our Fraternities risk management policy, we’re not insured if something goes wrong
  36. 36. Why it’s so expensive • Only 2 companies insure fraternities • Fraternities carry the second highest in underwriting risk of any business or organization (first is nuclear waste storage facilities) • Phi Delt has low premiums compared to other fraternities so we’re extremely lucky – This is because of the dry housing policy
  37. 37. If we don’t pay • The chapter is suspended by GHQ • The chapter is suspended by the University of Oregon • The chapter is not covered for any actions performed • The chapter faces disciplinary action by GHQ up to and including charter revocation
  38. 38. Social Event Risk Management Plan
  39. 39. When You Hinder, not help Keep your Brothers, Guests and Chapter Safe • Breaking your sober shift • Encouraging others and targeting younger members to break theirs • Not caring about the greater impact of your actions and only caring about yourself • Dinking to excess
  40. 40. An example of what can happen • https://youtu.be/bUKLHa4f7h4
  41. 41. • A result of improper, or neglected risk management • Carson had an estimated blood-alcohol level between 0.39 and 0.44 (almost 6 times the legal limit) • The Big Brother of Carson was charged with felony hazing and served 45 days in county jail, along with a $500,000 settlement Carson Starkey’s Story
  42. 42. Carson Starkey’s Story • Four other members were sentenced to between 30 days to six months in the county jail • The pledge educator was not charged but paid $150,000 in legal fees and even more in settlments • Civil suits were filed against eight other members • The Fraternity’s national headquarters dissolved the chapter • The National Fraternity was sued and was forced to settle
  43. 43. Know the signs • If someone is very intoxicated DO NOT LEAVE THEM • If the person is breathing less than eight times/min, is unconscious, or vomiting uncontrollably, call 911 immediately • If not and the person is asleep, lay the person down on their side and position them so they cannot choke on their own vomit • If you’re a minor that’s intoxicated and you call 911 to help someone, you cannot be changed for an MIP • Do not be afraid to call, better to be safe than risk losing a brother or someone else
  44. 44. Risk Management at Social Events
  45. 45. So how are we going to change behavior? • Through this presentation • With our risk management plan • Most importantly: Establishing and culture of risk management now, so it can be passed down to future members
  46. 46. Social Risk Management Plan • Risk manager prepares an event area using a premade checklist • 1 sober monitor for every 20 members (assigned by the risk manager) • ID checks at the door with an X written in black marker to indicate if they are under 21 or not (X if they are). If they don’t have ID then they do not get an X • We will review the crisis management plan from Phi Delta Theta GHQ should a situation arise • Water, non-alcoholic beverages and non-salty foods will be provided
  47. 47. Sober Monitors Positions As the title states, sober monitors are sober. That means not being under the influence of drugs or alcohol. • Door Man (ID Checker) • Designated Driver • Floaters • Exit Door Area Monitors Sober monitors shifts don’t have an established end time, when the event has wrapped up then your shift is over. NOT when midnight or 1am hits.
  48. 48. Door Man (ID Checker) • ID everyone at the door • Mark everyone that is 21 • Do not let in aggressive people into the event • Do not let in people that are too intoxicated or underage and intoxicated • Do not let people congregate outside • This position may be covered by 3rd party security for some events
  49. 49. Designated Driver • Has access to a vehicle that can be used to drive intoxicated guests/members home • Acts as a floater unless he is needed • Is not counted in the 1 sober monitor per 20 people ratio (because he may have to leave the event)
  50. 50. Floaters • Walk around the events and mingle with members/guests • Keep an eye out for unsafe behavior/situations and react to it (don’t be a bystander) • Keep an eye on members/guests so they aren't drinking to excess or acting inappropriately
  51. 51. Exit Door Monitors • Positioned at exits to keep people from entering or exiting unless an emergency arises • Has the same duties as the floater but stays in one particular area
  52. 52. Duties of ALL Sober Monitor • Show up on time to the event • Anticipate risky situations and manage them • Be proactive • Kick out people that need to leave • Keep your fellow sober monitors accountable (doing their job, staying sober etc.) • STAY SOBER
  53. 53. When You Break Your Sober Shift • You put the entire chapter at risk • You put your chapter brothers at risk (we are our bothers keepers) • You are selfishly putting yourself above everyone else just so you can drink • You put the chapter's leadership (President, Vice President, Risk Manager etc.) at risk
  54. 54. • If someone is in trouble, you are unable to help them • If the police arrive you cannot communicate with them as effectively as you could otherwise • If an event gets out of control you can’t appropriately take action to deal with the situation When You Break Your Sober Shift
  55. 55. GHQ Crisis Management Plan This crisis management plan has been developed to aid chapters in case of an emergency such as: • Accident resulting in severe or fatal injuries • Damage from natural disaster (like a 9.0 mega quake) • Fire or explosion at a chapter facility or liveout house • Chapter member, members or entire chapter being accused of violating local, state, federal or university laws, rules or regulations
  56. 56. Guidelines • The chapter president is in charge, unless removed only by the CAB, Housing Corporation or General Fraternity representative. In his absence, the next highest rank officer is in charge • Proper authorities will be contacted immediately • If living in the house, the property will be secured and only members, supervisory personnel and proper authorities are allowed inside • President contacts Crisis Management Help-Line GHQ Crisis Management Plan
  57. 57. • President notifies GHQ, Leadership Consultant, Province President, Housing Corporation, FLS Director and Insurance Company • Emergency chapter meeting will be called by the president • All members will make no statements, comments, suggestions or remarks to the media, or other parties not affiliated with our organization, authorities or university • The President will be the only chapter member to give statements GHQ Crisis Management Plan
  58. 58. How this Crisis Management Plan Applies to you • Follow all guidelines and instructions of the crisis management plan and the president • Allow authorized personal into the situation where the crisis originated • Professionals (police, university etc.) will notify families in the case of a death or serious injury • Do not move anything in a room until instructed by parents or police
  59. 59. In Conclusion… • This presentation is not here to ruin your college experience, it is here to prevent irreversible damage to yourself, brothers, chapter and fellow students (which would ruin it) • Fraternities are at more of a risk now than ever in their history, so we need to be mindful and recognize that our actions (or that of others) can have a lasting impacts on our organization

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