As an Organization Executive Officer or Advisor, there are a couple of questions you should answer before you begin planning an event.
- What are the purpose & mission of the organization and does the activity you are planning fit it?
- What attempts have been made to reduce the risks associated with the activity?
- What regulations apply to the activity and does the activity comply with these regulations?
- What help do you and/or your organization need?
If you find that you need assistance with an activity that poses elements of risk or potential liability, you should meet with someone from the Involvement and Leadership Center Staff. While each situation is different, the staff will be reviewing the following questions with you:
- Will your activity be in compliance with campus/local/state regulations and laws?
- If you have attempted to reduce risk and are still concerned, what are you concerned about? (Certified training? Properly maintained equipment? Valid procedures?)
- Have you discussed you concerns with the members of the organization? You will also need to document your concerns and copy the Involvement and Leadership Staff on you communication with the organization.
It is always recommended that you use common sense when planning programs.
Try using the Risk Determination Grid to decide if your organization should
sponsor the event.
(Adapted from the U of Texas/Austin)
* If you are planning an event that may involve elements of risk, it is in you best interest to have members and participants sign the Risk Awareness Agreement (also available at the Involvement & Leadership Center).
When signed by participants, the Risk Awareness Agreement provides evidence that the participant is engaging in the activity by their own choice, and that the participant acknowledges responsibility for their own behavior.
Signed copies should be turned into the SOC desk prior to the event. If participants are signing forms at departure time, be sure to leave signed copies at the SOC desk or Service Center before you leave. The SOC keeps the completed forms on file for five years.