SIGMA ALPHA SORORITY RISK MANAGEMENT POLICY EFFECTIVE: OCTOBER 13, 2012

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1 SIGMA ALPHA SORORITY RISK MANAGEMENT POLICY EFFECTIVE: OCTOBER 13, 2012 INTRODUCTION Our risk management policies are intended to assist Sigma Alpha in reducing the Sorority s exposures to risks and losses by educating and assisting our chapters and members and increasing their awareness of risks. The Sorority will provide educational assistance to help chapters and members establish sound risk management practices that will minimize their exposures. Sigma Alpha members are the future of the agricultural industry. Therefore, the Sorority is dedicated to developing the intellectual, leadership, and professional skills needed to maximize their potential and strive for their personal best. We are very proud of the professional nature of our Sorority. We expect that our chapters and members will address the area of risk management in an equally professional and proactive manner. Our chapters and members must evaluate their operations in each of these areas and respond with positive and responsible actions to reduce risk. Compliance with our policy stresses the individual responsibility of each Sigma Alpha Sorority member and collectively their chapter. It is to be followed in addition to any university policy requirements. WARNING: Failure to abide by the Sigma Alpha Sorority Risk Management Policy will result in the loss of any insurance coverage that may otherwise be available under the Sorority s insurance. It may also result in reprimand, fines, suspension, or the loss of your chapter s or your individual membership in the Sorority according to the National Bylaws. ALCOHOL AND DRUGS Sigma Alpha Sorority will provide routine guidance and education to assure that our members abide by law and policy and that our actions reflect in a positive way on ourselves and on Sigma Alpha Sorority. As stated earlier, none of these actions can provide an adequate substitute for personal responsibility for risk. 1. The possession, sale, use or consumption of alcoholic beverages, while on chapter premises or during a sorority event, in any situation sponsored or endorsed by the chapter, or at any event an observer would associate with the sorority, must be in compliance with any and all applicable laws of the state, province, county, city and institution of higher education. 2. All recruitment or rush activities associated with any chapter will be non-alcoholic. 3. No alcohol shall be present at any membership candidate program, activity, or ritual of the chapter including, but not limited to, Initiation and Activation. 4. Sigma Alpha Sorority member must not consume alcohol while wearing Sigma Alpha apparel, whether in Greek letters or written Sigma Alpha. Page 1 of 10

2 5. No alcoholic beverages may be purchased through or with chapter or sorority funds, nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of or on behalf of the chapter or sorority. 6. When alcohol is served at Sorority events, service of alcohol must be conducted on a cash bar basis utilizing the services of a properly licensed and insured company providing professional bartender services. 7. Reasonable precautions will be taken by the alcohol service providers and host chapters to prevent the excessive consumption of alcohol and to prevent the service of alcohol to underage persons by anyone. 8. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (those under legal drinking age). 9. Any members or guests who arrive to an event in an intoxicated state must not be admitted. Any member or guest who becomes intoxicated shall be removed from the event. 10. No shots or drinking games shall be permitted. 11. At events where alcohol is present, there must be two (2) designated non-drinking members. 12. Ample Non-alcoholic beverages must be provided. 13. The service of alcohol shall end at a specific time, at least one hour before the end of the event. This time must be established and clearly published in advance of the event. 14. Open sorority sponsored events or parties where alcohol is present, are prohibited. Open events or parties are those with unrestricted access by non-members of the sorority, without specific invitation. 15. No event will be planned or promoted by Sigma Alpha Sorority chapters or under the name of Sigma Alpha Sorority or any related entity, including the name of the chapter, which is for the main purpose of consuming alcohol. 16. No chapter may co-sponsor, co-finance or attend or participate in a function at which alcohol is purchased by any of the host chapters, groups or organizations that does not comply with this policy. 17. No chapter may co-sponsor an event with an alcohol distributor or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) at which alcohol is given away, sold or otherwise provided to those present. This includes any event held in, at or on the property of a tavern as defined above for purposes of fundraising. However, a chapter may rent or use a room or area in a tavern as defined above for a closed event held within the provisions of this policy. 18. No chapter may conduct or enter into an agreement to participate in a fundraising project if the activity involves Sigma Alpha members selling or distributing alcohol (regardless if the proceeds are for chapter or charity use) if the venue requires the Sorority to add it as an additional insured. Chapters may conduct or enter into an agreement to participate in such fundraising projects if the venue provides the insurance. 19. The possession, sale or use of any illegal drugs or controlled substances while on chapter premises, during a sorority event or at any event that an observer would associate with the sorority is strictly prohibited. Page 2 of 10

3 HAZING No chapter, member (collegiate, alumni, or membership candidate) shall conduct nor condone hazing activities. Permission or approval by a person being hazed is not a defense. Hazing activities are defined as: Any action taken or situation created, intentionally, or unintentionally, whether on or off sorority premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol, paddling in any form, creation of excessive fatigue, physical and psychological shocks, quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside of the confines of the chapter house; wearing of public apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, and any other activities which are not consistent with academic achievement, fraternal law, ritual or policy or the regulations and policies of the educational institution or applicable state law. CONTRACTUAL AGREEMENTS & ADDITIONAL INSUREDS Under certain circumstances the liability coverage of Sigma Alpha s insurance contract is extended to protect other parties with whom a Sigma Alpha chapter may enter into a contractual agreement. No contract should be signed by any entity/chapter of Sigma Alpha, without review and approval by Sigma Alpha Sorority and insurance carrier, Willis, at least 30 days prior to the event date. A contractual agreement is any document the chapter is asked to sign by universities/colleges, third party vendors, landlords or any other reason that is associated with the sorority needs to follow the procedure below before being signed. This procedure is required by all chapters to insure coverage under Sigma Alpha s national insurance program. 1. All chapters and alumni must submit any and all contractual agreements to the National Sorority Board President for review and approval at least thirty (30) days prior to date needed to ensure adequate time for review per insurance company requirement. 2. Any contractual agreement signed without review and approval by the insurance company will not be afforded any liability coverage under the Sigma Alpha s national insurance program. 3. After receiving the contractual agreement, the National Sorority Board President will submit to the insurance company for review. 4. If the insurance company states that the agreement requests the assumption of any liability for a third party s negligence, the contractual agreement shall be denied. The National Sorority Board President will notify the chapter of the insurance company s recommendation. 5. Any agreement requesting the assumption of any liability for a third party s negligence such as a host institution, third party vendor or landlord will not be approved. If such an agreement is signed without the authorization of the insurance company, Sigma Alpha will exclude insurance coverage for the specific chapter. In addition, the National Sorority Board will use its discretion to apply a disciplinary action to the chapter as described under the National Bylaws, Article XV, Discipline of Chapters. Page 3 of 10

4 6. Be advised that there may be a fee assessed to the chapter if the chapter is asked to be listed as an additional insured. Important Definitions: Host Institution: university or college where the chapter is located Third Party Vendor: any place rented for an event like a restaurant or hotel Assumption of Liability: the request that the insurance policy provide liability coverage for the requesting party. SPECIAL EVENT PLANNING In general, special events sponsored by a chapter of Sigma Alpha Sorority are covered under the general liability policy. Special events are defined as any functions that take place outside of regularly scheduled sorority meetings (e.g. social functions, philanthropy events, professional programming, fundraising events etc.). Poorly planned special events are the usual cause of injury to members and their guests. Proper planning is critical to the success of the event, avoiding injuries and controlling the costs of insurance protection. To properly plan special events, a checklist is included as Appendix A.. A chapter must provide this checklist to their Regional Consultant and Director of Policy and Risk Management at least two weeks prior to the event. Chapter must have approval of the checklist before holding the following events: 1. Any event where alcohol will be served 2. Any event in which the chapter is listed as an additional insured 3. Any off campus event in which members are providing transportation for members and/or guests. If the form is utilized and all sections are addressed, the guidance provided by the checklist can do a great deal to help avoid an injury from occurring. AUTOMOBILES AND TRANSPORTATION Any individual who drives or provides transportation in conjunction with Sorority events or activities shall obey all applicable motor vehicle laws, including, but not limited to, those concerning vehicle safety, vehicle operation, financial responsibility and/or insurance, and the transportation and consumption of alcoholic beverages. Operators shall ensure that vehicles are properly maintained, not overloaded, and are operated in a safe manner. Rental vehicles shall be operated in accordance with rental contracts. Use of personal vehicles shall be strictly voluntary and the sole responsibility of the vehicle owner/operator. Financial responsibility laws generally impose responsibility for accidents on the driver or owner of vehicles. The Sorority assumes no responsibility or liability and provides no insurance to drivers or owners of vehicles for accidents or injuries, or for any damages to vehicles not owned by the Sorority that may be used in conjunction with Sorority events or activities. Page 4 of 10

5 SEXUAL HARASSMENT, ABUSE, OR MISCONDUCT Sigma Alpha Sorority does not condone nor will it tolerate any form of sexist or sexually abusive behavior such as sexual harassment, abusive behavior or misconduct on the part of its chapters or members whether physical, mental, or emotional. This includes but is not limited to any actions which are demeaning to women including without limitation date rape, or verbal harassment by individuals or members acting together. FIRE, HEALTH, AND SAFETY 1. All chapter houses should meet all local fire and health codes and standards. 2. All chapters should post by common phones and in other locations emergency numbers for fire, police and ambulance and should have posted evacuation routes on the back of the door of each sleeping room. 3. All chapters should comply with engineering recommendations as reported by the insurance company or municipal authorities. 4. The possession and/or use of firearms or explosive or incendiary devices of any kind within the confines and premises of the chapter house is prohibited. 5. Candles should not be used in chapter houses or individual rooms except under controlled circumstances such as initiation. MEMBER S PERSONAL PROPERTY Use of personal property in Sorority events or activities shall be strictly voluntary and the sole responsibility of the owner. The Sorority assumes no liability or responsibility for any loss or damage to any personal property of members even if used in conjunction of Sorority events or activities. RISK MANAGEMENT POLICY AWARENESS Upon association, each member shall be advised of, provided with and required to sign a copy of the Sigma Alpha Sorority s Risk Management Policy. Each chapter shall review the Risk Management Policy once each term, and shall record the Risk Management Policy review in the minutes of that meeting. A print copy of the Risk Management Policy must be provided to all members (collegiate and alumni) annually and will be available on the sorority website. DISCLAIMER The risk management policies presented are broad and are not meant to encompass every situation. The National Sorority Board reserves the right to make individual decisions based on unique circumstances. Page 5 of 10

6 PLEASE TYPE OR PRINT LEGIBLY APPENDIX A. SIGMA ALPHA SPECIAL EVENT CHECKLIST Chapter Name: Collegiate Alumni Purpose of Event: Date of Event: Time of Event: Location of Event: Location Address: City State Zip EVENT ACTIVITIES Type of event and details: Athletic Event? Yes No If yes, waivers are needed for each participant. See Appendix B. ADMINISTRATION 1. Event Chairman: Name: Phone #: 2. Is there a co-sponsor? If Yes, who? 3. Is another organization(s) involved in planning or working the event? If yes, name of the other organization(s) and person(s) in charge. Does the organization have insurance? 4. Planned Attendance: 5. Estimated Attendance: 6. Will there be a special construction, alterations or decorations for this event? If yes explain: 7. Has this event been held in the past? How many times? 8. Have there been any previous claims? If so, explain in detail what changes you have made to prevent additional claims: 9. Will alcohol beverages be permitted? If yes, refer to Alcohol section. 10. Who is responsible for security? 11. Are Certificates of Insurance obtained from vendors?* A. Liquor Legal Liability B. General Liability 12. Has vendor(s) provided proof of liquor license and temporary license to see on premises?* Page 6 of 10

7 13. Is the sorority named as an additional insured on all certificates from vendors?* 14. Have applicable permits and permission been obtained from authorities: A. College/University N/A B. Fund Raiser N/A 15. Has any written contract or agreement been signed for any part of this special event?* 16. Have you received any correspondence from any party related to the event requesting proof of insurance for the event?* *NOTE: If yes is answered to questions 11, 12, 13, 15 or 16 a copy must be approved as outlined the in the contractual agreement and additional insured policy. ADDITIONAL INSUREDS 1. Name, Address, city, state and zip code of any Additional Insured to be added to the International policy: 2. Reason for adding Additional Insured: NOTE: If event requires additional insured Additional Insured Request Form must also be completed and approved as outlined in the contractual agreement and additional insured policy. SECURITY 1. Type of security consists of: (If combination, please select which two make up the combination) Public Police Private Police Combination Paid 2. Is there a security guard? 3. Does security guard check for weapons? 4. Are security personnel trained on preventing illegal drug use? 5. Are monitors and security personnel trained on preventing disorderly conduct or hazing? 6. Are members or guests hands stamped if they want to leave and return to party? 7. Is smoking permitted at event? 8. If yes, is there a designated smoking area? 9. Has event facility been inspected to ensure that it complies with applicable federal, state, and local safety and fire codes? 10. Are guests and members informed of emergency evacuation routes? 11. Is there one well lit entrance that is controlled and monitored? 12. Are security personnel and/or monitors trained on preventing sexual abuse and harassment? *Note: If there are more than 150 guests at an event, hired outside security is strongly suggested. Page 7 of 10

8 ALCOHOL 1. Are security personnel, monitors, bar workers, and/or vendors trained on how to deal with intoxicated guests and members? 2. Are wrist bands or other method provided for designating those who are not of legal drinking age? 3. Are all who are allowed to enter presenting I.D.? 4. Will intoxicated guest or members be served alcohol by bar workers? 5. Is there only one centralized location where alcohol and food are being served? 6. Is there a guest and member list at the door? 7. Are food and alternative non-alcoholic beverages available, visible and easily accessible? 8. Do you have a policy on confiscating keys from intoxicated guests? YOU MUST STOP ALLOWING THE CONSUMPTION OF ALCOHOL AT LEAST ONE HOUR BEFORE EVENT ENDS. TRANSPORTATION 1. Is transportation (taxi, Safe Rides etc) available for guests who need or request it? The undersigned have read and understand the requirements as outlined in this checklist; Chapter President: Signed: Date Event Chairman: Signed: Date Chapter Advisor: Signed: Date: DISCLAIMER This questionnaire is being used to assist the chapter in having a safe event. DID YOU REMEMBER TO? Complete the form in total and submit to your Regional Consultant and Director of Policy and Risk Management. Approval is all events with alcohol, when members are providing transportation for an off campus event, or when the chapter is requested to be listed as additional insured. Get all parties noted above to review and obtain required signatures Submit Additional Insured request form to the National Sorority Board President for approval Page 8 of 10

9 APPENDIX B SIGMA ALPHA ATHLETIC EVENT PARTICIPATION WAIVER I,, a registered participant in an activity sponsored by Chapter of Sigma Alpha to be held on, understand and agree that I am participating in this event on my own free will and accord and that neither Chapter, nor Sigma Alpha, nor its insurer(s) will share in or accept responsibility for any liability for bodily injury, property damage, medical expense or other loss that may arise from my participation in this event. I further understand and agree, and have no expectation that Chapter, or Sigma Alpha will provide any form of security or other measure of safeguarding for this event, as there is no reasonable expectation that such will be necessary. I further understand and agree that this event is considered a no-fault event by me, as well as Chapter, and Sigma Alpha and in the event of bodily injury, property damage, necessity of medical expenses or other loss, I agree to incur my own expenses without input or participation from Chapter, Sigma Alpha, or its insurer(s). Guest/Participant Chapter Representative Witness Witness Date Date This form should be only used for athletic events and completed for all participants. Chapters should keep the waiver forms for five (5) years for possible liability issues and record keeping purposes. Page 9 of 10