You are on page 1of 8

Party Registration Policy and Guidelines

of the Interfraternity Council, the Panhellenic Council, and the United Sorority & Fraternity Council at California Polytechnic State University, San Luis Obispo.

This policy expects members to abide by all federal, state, county, and local regulations governing the use, distribution, and consumption of alcohol. It shall become effective for and enforced by all members and chapters of the Interfraternity Council (IFC), Panhellenic Council (PHA), and United Sorority & Fraternity Council (USFC) at California Polytechnic State University, San Luis Obispo as of {date here}. The Party Registration Policy and Guidelines aims to provide the safest possible social atmosphere for the members of the Greek Community and their guests, while allowing attendees to exercise the personal responsibility expected of students at Cal Poly. The following objectives are essential to achieving this aim:        To encourage social responsibility in all members; To encourage responsible alcohol use and thereby reduce the risks associated with alcohol misuse at social events; To ensure the safety of everyone in attendance at chapter-sponsored social events; To decrease legal liability for chapters, their officers, members, members' parents, advisors, house corporation boards, and Inter/National organizations; To support the ideals and values on which our fraternities and sororities are founded; To practice self-governance as a Greek Community; To educate the general membership of the Greek Community about the importance of risk management.

Table of Contents
Table of Contents .......................................................................................................................................... 1 ARTICLE I – Self-Governance ........................................................................................................................ 3 ARTICLE II – What defines a party? .............................................................................................................. 4 ARTICLE III – Locations ................................................................................................................................. 4 ARTICLE IV – When a party can be hosted ................................................................................................... 4 ARTICLE V – Sources of Alcohol.................................................................................................................... 5 ARTICLE VI – Bring Your Own Beverage (BYOB) ........................................................................................... 5 ARTICLE VII – Third Party Vendor ................................................................................................................. 5 ARTICLE VIII – Guest Lists ............................................................................................................................. 5 ARTICLE IX – Risk Management ................................................................................................................... 6

ARTICLE X – Transportation ......................................................................................................................... 6 ARTICLE XI – Registration Process ................................................................................................................ 7 ARTICLE XII – Retention Policy of Guest Lists ............................................................................................... 7 ARTICLE XIII – Judicial ................................................................................................................................... 8 ARTICLE XIV – Amnesty Policy ...................................................................................................................... 8 ARTICLE XV – Resolution of Differing Policies .............................................................................................. 8 ARTICLE XVI – Good Faith............................................................................................................................. 8

ARTICLE I – Self-Governance
A. Greek Life Risk Management Review Board (RMRB) i. In an effort of shared and self-governance IFC, Panhellenic, and USFC Councils together shall create a “Greek Life Risk Management Review Board” that consists of the following individuals: 1. (1) Coordinator of Fraternity and Sorority Life 2. (3) Greek Council Presidents 3. (3) Greek Council Risk Management Officers ii. The RMRB shall appoint one of the members so serve as the Chair of the Board. iii. The RMRB shall create and publicly publish guidelines and requirements that do not conflict with this policy for the submitting of Party Registrations by Chapters. iv. Review and approval of party registration paperwork will be conducted by the RMRB at weekly committee meetings. 1. Chapters may request to attend the committee meeting reviewing their paperwork, should they be requesting any exceptions for their party. 2. The University retains the right to deny, with reason provided, any party approved by the review board within 2 business days of the board approving it. B. Green Team i. For each approved party the RMRB shall appoint three (3) risk managers from the member organization of IFC, PHA, and USFC will be selected to form a “Green Team”. 1. No member of the “Green Team” can be a member of the Hosting or Co-Hosting Chapter. ii. The “Green Team” will have the responsibility to audit the venue and policies in place for the chapter’s risk manager and respective council. 1. They shall serve as an advisory capacity only, and shall not approve or deny a party. 2. A finalized guest list may be submitted to the “Green Team” if it has not already been submitted to the RMRB. 3. The audit shall be conducted in accordance with procedures defined by the RMRB. (a) A copy of the audit should be provided to the Chapter Risk Manager or designee at the time of the audit. (b) A copy of the audit shall be forwarded via digital means within a week of the Party to the following individuals (i) President of the respective Chapter (ii) Advisor of the respective Chapter (iii) President of the respective Council (iv) Chair of the RMRB (v) Coordinator of Fraternity and Sorority Life 4. Exception: Events that are out of San Luis Obispo County will not be required to have the Green Team travel to the event. However, all other terms needed to ensure that the event is registered and meets the Party Registration guidelines are required.

ARTICLE II – What defines a party?
A. An event with alcohol present meeting two (2) or more of the following points will define a party: i. Organization funds have been used to organize and promote the event. ii. Event is a pre-planned, social gathering that has a designated theme, and is scheduled by a chapter. iii. The organization has planned security, event management, and logistics of the event. iv. Anything a reasonable observer would view as a party and associate it with the organization. v. An event with over 50 people in attendance at any given point. vi. The event was cited under the “Unruly Gathering” Ordinance of the City of San Luis Obispo. B. Events that are not open to Cal Poly students that are not members of the organization hosting the event are not defined as parties for the purpose of this policy.

ARTICLE III – Locations
A. All off-campus parties must be held at either the chapter facility, registered satellite house, or a contracted third party venue. i. Note: A satellite house is any residence where the majority of occupants are members of the chapter for the purpose of this policy. B. For all parties that are located at a third party venue a copy of the contract with the chapter and event management company or third party venue must be submitted with the party registration.

ARTICLE IV – When a party can be hosted
A. In a quarter where there is a formal recruitment period as defined by the respective Greek Councils, there shall be no “signature” or large annual parties may be hosted one week prior to the first day of classes of the quarter until the recruitment period is over. i. Chapters can host closed parties, where no potential new members can attend, including but not limited to “Exchanges”. ii. A large party would be defined as an event with more than 200 individuals in attendance at one specific time for the purpose of this policy. B. No parties shall be permitted during finals week. For the purpose of this policy, finals week will begin on the Sunday before final exams at 5:00pm and end at noon on Friday of final exams. C. Night/evening parties are permitted only on days when school is not in-session the following day and must end by 1:00am. D. Day parties are permitted only on days when school is not in-session that and must end by 8:00pm. E. Parties may not exceed a 4 hour duration.

F.

Chapters may request this section to be waived for a special event and this determination shall be made by the appropriate Cal Poly Official.

ARTICLE V – Sources of Alcohol
A. Per Cal Poly Risk Management Guidelines, no alcoholic beverages may be purchased through or with chapter funds. B. Alcohol present at parties must strictly adhere to BYOB or licensed 3rd party vendor. C. Common sources of alcohol are strictly prohibited. i. Common sources of alcohol include but are not limited to: kegs, handles, cases, and other large volumes.

ARTICLE VI – Bring Your Own Beverage (BYOB)
A. Only those of legal drinking age in California may bring and consume alcohol. B. Permitted alcohol can only be made available in one designated space. C. Individuals of legal drinking age may bring beer totaling no more than 72 oz (equivalent to a six pack of 12oz beers) or one bottle (750ml) of wine to the event. i. If a chapter has different guidelines than this section the more restrictive of the two shall be enforced.

ARTICLE VII – Third Party Vendor
A. B. C. D. E. F. A third party vendor is a business licensed to sell alcohol, with a current California ABC license. Alcohol may not be served an hour prior to the end of the event. Third party vendors shall only serve alcohol to individuals of legal drinking age. Third party vendors shall not serve inebriated individuals. Third party vendors must have current liquor liability insurance. A copy of the contract with a third party vendor must be submitted with the party registration. i. The contract must state that the third party vendor is required to have a valid California ABC license for the party.

ARTICLE VIII – Guest Lists
A. All parties must be closed events with a guest list. B. There shall be no advertising of a party that would encourage uninvited guests to attend, including flyers, banners, or other media. i. Advertisements that obviously and clearly state that the party is closed and will have a guest list is excluded from this provision. 1. Such advertisement shall be required to be turned into the RMRB as a part of the approval processes. C. Guest lists must be typed and finalized no later than an hour before the party. D. Chapters must have a way of screening guests and requiring all guests to show proof of age and identity upon entering. i. Guest shall be mark off on a copy of the guest list when they arrive.

ii. No one under age 18 may be permitted, even if they are the relatives of a chapter member. Only currently enrolled students who are under the age of 18 may enter the event by showing a current university ID. 1. Exception: Parties during Parents Weekend, Open House, and other similar weekends may have under age attendees present who are relatives of a chapter member’s family, and must be accompanied at all times by the legal guardian of the minor(s) to ensure safety and accountability.

ARTICLE IX – Risk Management
A. No shots, drinking games, or other activities that encourage inappropriate drinking behaviors shall be allowed. B. Sober monitors are responsible for preventing open containers from leaving the facility. C. Chapters holding a party must develop a wristband system (no stamps, pens or markers) that identifies individuals who are 21 and of legal drinking age. Ascertaining proof of legal drinking age is the sole responsibility of the sponsoring chapter and any security the chapter has hired. i. It is highly recommended that the verification those who are of legal drinking age is performed by hired security D. Fraternity and Sorority Life programs will review the educational program created in house by chapters that want to host events with alcohol. This will include review of safety precautions, risk management procedures, responsible party hosting, etc, by the Coordinators of Fraternity and Sorority Life. i. Chapters must designate responsible individual(s) to complete this training before a party with alcohol can be hosted. ii. The responsible individual(s) must be sober and on-site at the party for the entire time. iii. The names of those individual(s) must be included on the party registration form. E. For parties that are solely between two or more chapters (no non-member guests), each chapter shall provide sober monitors, who are only responsible for their own members. F. Parties with over 200 people in attendance shall require approval from the University Police Department (UPD) before a party registration may be submitted to ensure sufficient resources are available. i. The policies and procedures for getting approval from UPD shall be determined by UPD and published publicly. ii. In the event UPD determines additional staffing is required due to the size of event the hosting chapter(s) shall be responsible for providing the funds to the University Cashier with the appropriate forms within one business day of the party being approved.

ARTICLE X – Transportation
A. If the party is away from campus and requires transportation, the chapter is responsible for the coordination of transportation. B. It is recommended that chapters contract the transportation with a third party.

C. No university vehicles shall be used on any off campus events with alcohol.

ARTICLE XI – Registration Process
A. Registration paperwork must include the following: i. Chapter(s) hosting ii. Date & Time iii. Location iv. Description & purpose of party v. Expected number of guests vi. Risk management policy vii. Source of alcohol viii. A copy of the liquor license for the 3rd party vendor, if hired to serve alcohol at the event. ix. Point of contact x. Any required contracts xi. UPD approval, if required xii. Invited parties xiii. Any advertisement that may be used B. All parties under 200 people must be registered at least 5 business days before the date it is taking place. C. All parties over 200 people must be registered at least 10 business days before the date it is taking place. D. Any changes, updates, or revisions to the party registration requested by the RMRB and/or the University must be completed in a timely manner. Any changes not completed within 4 days of the request, will subject the party to cancellation. E. Previous to the start of the party, the finalized guest list with full names must be submitted to the Chair of the RMRB or “Green Team” F. Within one business day after the party the guest list that indicates who was present at the party must be submitted to the Chair of the RMRB.

ARTICLE XII – Retention Policy of Guest Lists
A. Guest lists shall solely reside in the possession of the Chair of the RMRB and hosting chapter(s). B. Data and names on the guest list shall not be made available to any party including but not limited to IFC, PHA, USFC and the University unless done in accordance to other parts of this article. C. All digital and physical copies of the guest lists must be destroyed longer than two weeks after the party or upon the close of an investigation into the specific party the guest list was for, whichever is longer. D. Guest lists may be provided to the University, Greek Councils, and other involved entities for an open investigation identifying a single specific party.

ARTICLE XIII – Judicial
A. The first infraction for a fraternity/sorority which does not formally register for a social event will receive a formal warning by the respective Council Judicial Board. In addition, the Dean of Students (or designee) will independently review the incident, assess for a violation of the Party Registration policy, and determine the appropriate sanction(s) beyond those imposed by the respective Council Judicial Board. B. The second infraction for a fraternity or sorority which does not formally register for a social event will require attendance at a meeting with the respective Council Judicial Board and the Dean of Students. In addition, the Dean of Students (or designee) will independently review the incident, assess for a violation of the Party Registration policy, and determine the appropriate sanction(s) beyond those imposed by the respective Council Judicial Board. C. Any subsequent infraction for a fraternity or sorority which does not formally register a social event will result in immediate social suspension and additional sanctions may be imposed based upon an investigation. In addition, the Dean of Students (or designee) will independently review the incident, assess for a violation of the Party Registration policy, and determine the appropriate sanction(s) beyond those imposed by the respective council Judicial Board. D. The count of infractions is reset at the beginning of every academic year.

ARTICLE XIV – Amnesty Policy
A. Upon investigation, if it is determined that an individual did not have access to alcohol at an event and the chapter acted responsibly to ensure said individual received medical attention, the chapter will be treated as a sole entity and would fall under the amnesty policy afforded to individual students.

ARTICLE XV – Resolution of Differing Policies
A. In the event that any portion of this policy conflicts with a chapter’s or parent organization’s bylaws or policies the more restrictive of the policies shall be followed.

ARTICLE XVI – Good Faith
A. It is recognized that this policy cannot address, in specific fashion, all possible social situations that may occur. When this policy is not specific on a particular point, the Interfraternity Council, the Panhellenic Council, and the United Sorority & Fraternity Council chapters and their members are expected to conduct their Events and themselves in the spirit of social responsibility expressed in this policy. B. Any chapter in violation of this policy’s intent will be subject to review by their respective council and/or the Office of Dean of Students Office. C. The Interfraternity Council, the Panhellenic Council, and the United Sorority & Fraternity Council strongly encourage all chapters to adhere to their own risk management policy.