Risk Management

Austin Community College

Office of Student Life
2009-2010

Complying with the 80th Texas Legislature enacted HB 2639/SB 1138

Travel and Student Life Sponsored
events and activities Expectation
of Behavior

 As part of being allowed to travel by the

college and the Office of Student Life,
you assume the roles and responsibilities
of representatives of your recognized
student group and the college. These
responsibilities pertain to both your
organization collectively (as a group) as
well as individually (as members). Such
responsibilities are as follows:
Travel and Student Life Sponsored
events and activities Expectation
of Behavior

 Comply with all policies as outlined

in the Student Life Clubs +
Organizations Handbook and the
ACC Student Handbook.
 Do not engage in illegal or
otherwise distasteful behavior.
 Do not consume alcohol.
Travel and Student Life Sponsored
events and activities Expectation
of Behavior

 Adhere to reasonable requests of advisor.

 Attend all events/sessions for which you are
registered and/or expected.
Emergency Guidelines
 What to do in a medical emergency
 Off Campus: Notify local authorities at 911
immediately.
 On Campus: Notify ACC police at 223-7999
immediately, who will then notify the risk manager.
 Notify emergency contact person immediately.
 Notify the Director of Student Life Cheryl Richard at
223-3120.
Emergency Guidelines
 What to do in a mechanical breakdown
 Notify ACC police at 223-7999 immediately, who will
then notify the risk manager.
 Call 1-800 rental number provided by the rental
company immediately.
 Notify destination point of arrival delay immediately.
 Notify the Director of Student Life Cheryl Richard at
223-3120.
Emergency Guidelines
 What to do in an accident
 Notify local authorities at 911 immediately.
 Notify emergency contact person immediately.
 Notify ACC police at 223-7999 immediately, who will
then notify the risk manager.
 Call 1-800 rental number provided by the rental
company immediately.
 Notify the Director of Student Life Cheryl Richard at
223-3120.
Private student vehicles
 ACC adult student driver(s) (18 years or older) are not covered by ACC
vehicle insurance and cannot be ACC approved drivers. If adult
students (18 years or older) choose/decide to drive their own private
vehicle or if adult students (18 years or older) choose/decide to ride with
another adult student participant (18 years or older), those are personal
choices/decisions.

 Responsible college official(s) must not “arrange” for students to drive

other students.

 All adult student driver(s) (18 years or older) must sign a waiver
explaining that when they drive their own private vehicle(s) they are
responsible, and that ACC has no liability if damages occur.

 Private student vehicle accident(s) will be covered by the student’s

liability/comprehension insurance policy.

 ACC provides Student Accident Travel insurance for medical coverage

in the event a student is injured during an ACC sponsored trip more
than 25 miles from Austin City limits. Risk Management must be
notified, prior to the trip, of the students traveling in private vehicles.
Private student vehicles
 Circumstances such as terrain, road conditions, length of trip, etc.
may make it prudent that students go with available group
transportation rather than travel in personal vehicles.

 In some situations, travel with the group should be required. The

responsible college official must consider this issue as he or she
would any safety matter.

 In all cases where an adult student driver (18 years or older) is

permitted to choose/decide to drive/ride in private transportation, that
circumstance must be described in the Travel Waiver Form.

 When traveling in private student vehicles, the name of the vehicle

owner, operator, proof of insurance, driver license number and
emergency numbers must be left with the risk manager prior to the
trip.

 All private adult student drivers (18 years or older) must be provided
with directions to the intended destination.
Approved Driver(s)

 All responsible college official(s) scheduled to drive an ACC

owned vehicle(s), rented vehicle(s), or approved private
vehicle(s) on behalf of ACC must meet the following
requirements:
 Be a current full-time staffing table ACC employee.
 Have a current valid driver’s license.
 Be over the age of 19.
 Have taken a Defensive Driving Course in the past three years or
be enrolled in the next scheduled ACC sponsored Defensive
Driving Course prior to the trip.
 Must be placed on the Risk Management Approved Driver List
prior to trip.
Vehicle Restrictions
 Vehicle(s) rented or owned by Austin Community College must be
used to transport one or more currently enrolled students to a college
sponsored activity or event located more than 25 miles from Austin
City limits.

 If a vehicle owned or rented by ACC is not available, the college may

authorize the use of an alternate vehicle not owned by the college.
When this occurs, the ACC risk manager will define in writing how,
when and where the vehicle is to be used, as well as the limits of
liability for the college and for the student, faculty, or staff member
using the alternate vehicle.

 Vehicle(s) may be rented for official business and driven only by full-
time staffing table college employees who have met vehicle operator
criteria. All vehicles must be operated by a properly licensed driver
over the age of 19.
Vehicle Restrictions

 Department of Public Safety regulations, traffic laws,

rental company rules, and college rules must be
observed.

 Only full-time staffing table college employees are

permitted to rent or drive rented vehicles for college
business. Vehicle(s) must be rented through the
Purchasing Department in the name of ACC. If for
some reason Purchasing is not able to rent the
vehicle, Purchasing Department personnel will provide
rental instructions.
Safety Requirements
 Seatbelts: Each passenger on an ACC-owned vehicle(s), rented
vehicle, or approved private vehicle(s) for ACC business must
wear a seatbelt whenever the vehicle(s) is in operation.

 Fatigue: All responsible college official(s) shall not drive for more
than three consecutive hours without taking a 15 minute break or
relief from driving.

 If a passenger observes the responsible college official(s) of an

ACC-owned vehicle(s), vehicle(s) rented for ACC business, or
private vehicle(s) displaying any signs of fatigue or sleepiness,
he/she must immediately notify the other passengers and
request that the driver take a rest break.

 Any resistance to this request by the driver must be reported to

the Student Life Director and the risk manager.
Convoy travel

 When multiple vehicles are traveling in convoy, all

vehicle shall have printed directions to the
intended destination.

 All drivers should have an understanding of a plan

in the event of separation (i.e. meeting spots).

 When traveling in a convoy using private vehicles,

the name of the vehicle owner, operator, driver
license number and proof of insurance along with
emergency numbers must be left with the risk
manager prior to the trip.
Mexico travel

 Risk Management must be contacted prior to

driving a college vehicle across the U.S. border.

 Insurance coverage only extends 25 miles into

Mexico. Additional documentation is required to
operate a vehicle in Mexico. When travel will
extend more than 25 miles into Mexico, a Mexican
vehicle must be rented and Mexican insurance
purchased at the time of rental.
Alcohol and Drugs
 The possession, sale or use of alcoholic beverages
or illicit drugs on ACC premises is prohibited by
College policy.
 By maintaining an alcohol and drug free
environment ACC is committed to ensuring the
health and safety of its students and employees,
and the protection of its property. Students who
violate ACC policy or state law will be subject to
disciplinary action and/or criminal prosecution.
Alcohol and Drugs
 ACC policy and state law prohibits the possession of
illicit drugs and drug paraphernalia on any Austin
Community College District facility, including, but not
limited to, classrooms, buildings and grounds,
laboratories, auditoriums, parking lots, libraries, and
faculty or administrative offices.
 ACC Clubs + Organizations must follow the
administrative rules regarding the use of alcohol as
outlined in the Student Rights and Responsibilities
section of the Student Handbook.
Alcohol and Drugs
 Registered student organizations may not serve
alcoholic beverages, or sponsor or co-sponsor any
activity where alcoholic beverages are served (this
includes off campus club parties/events).
 Registered student organizations cannot sponsor or
co-sponsor events that include the distribution of,
sale of, or profit from alcohol beverages.
 Consumption of alcoholic beverages by students at
any Office of Student Life is prohibited.
Alcohol and Drugs
 The College has the responsibility to investigate and/or refer for
prosecution any student who possesses, uses, manufactures,
and/or sells alcohol or a controlled substance on any ACC
campus or center or at any ACC-sponsored event whether on or
off campus.
 Any student who possesses and/or uses alcohol or controlled
substances on any ACC campus or center or at any ACC-
sponsored event on or off campus will be subject to disciplinary
action.
 Any student who sells and/or manufactures alcohol or controlled
substances on any ACC campus or center or at any ACC-
sponsored event on or off campus will be subject to disciplinary
action.
Hazing
 AtACC, hazing refers to any action or situation
that intentionally or recklessly endangers the
mental or physical health or safety of a student
ACC provides that:
 Hazing with or without the consent of a student is
prohibited by the college and any violation of the
prohibition renders both the person inflicting the hazing
and the person submitting to the hazing subject to
discipline.
 Initiations or activities by groups may not include any
features that are dangerous, harmful, or degrading to
the student. Violation of this prohibition renders both
the clubs/organizations and participating individuals
subject to discipline.
Hazing
 Understate law (VTCA Education Code,
Sections 4.5 – 4.58)
 According to the law a person can commit a
hazing offense not only by engaging in a hazing
activity but also by soliciting, directing,
encouraging, aiding or attempting to aid another
in hazing intentionally, knowingly or recklessly
allowing hazing to occur; or by failing to report in
writing to Cheryl Richard, The Director of Student
Life, first hand knowledge that a hazing incident is
planned or has occurred.
Hazing
 The penalty for failure to report is a fine of up
to $1,000, up to 180 days in jail, or both.
Penalties for other hazing offenses vary
accordingly to the severity of the injury that
results, and includes fines from $500 to
$10,000 and/or confinement for up to two
years.
Discrimination and Harassment

 The Office of Student Life has a zero tolerance

policy for any acts of discrimination. All enrolled
ACC students are given access to Student Life
programs and activities and shall not be limited on
the basis of race, color, religion, national origin, age,
gender, sexual orientation, political affiliation, or
disability.
 All recognized clubs/organizations will comply with
the American with Disabilities Act of 1990 and
Section 504 of the Rehabilitation Act of 1973 when
recruiting members for their club/organization.
Definitions
 Sexual harassment is defined by the Equal Employment
Opportunity Commission as, "unwelcome sexual advances,
requests for sexual favors, and other verbal or physical conduct
of a sexual nature." There are two types of sexual harassment:
 Quid Pro Quo is the request for sexual favors, when submission
to or rejection of such request becomes a basis for employment
or academic related decisions.
 Hostile environment is when an atmosphere is fused with
unwelcome sexual conduct that interferes with an individual’s job
performance or learning environment or creates an intimidating,
hostile or offensive environment.
Definitions
 Sexual Abuse: Sexual abuse is any form of non-
consensual physical contact. It includes rape,
molestation, or any sexual conduct with a person
who lacks the mental capacity to exercise consent.
 Racial harassment is conduct which includes racially
derogatory remarks, racial slurs or any other racially
motivated action. Provisions of this rule will be
applied without regard to the race of the
employee(s) involved.
Discrimination and Harassment

 ACC policy states that any activities that could be

described as harassment are prohibited. This
harassment could be on the basis of gender,
ethnicity, national origin, religion, disability, sexual
orientation, or any other characteristic. Any student
who believes they have been subject to harassment
and/or believe they have been discriminated against
because of their race, color, religion, national origin,
age, gender, sexual orientation, political affiliation,
or disability, and students who believe they have
been denied any accommodation to which they are
entitled should report this matter, in writing, to
Cheryl Richard, Student Life Director.
Discrimination and Harassment

 When planning an event, student groups

must plan a welcoming environment to all
students that is free of discrimination. This
includes accessibility to all areas.
Weapons
 To maintain the safety and security of ACC
employees, students and the public, the College
prohibits the possession of weapons on its property,
including all ACC vehicles, at any time.
 It is unlawful to carry a concealed weapon on ACC
premises. A person commits an offense if, with a
firearm, illegal knife, club or other prohibited weapon
(Section 46.05(a) of the Texas Concealed Handgun
Laws) he/she intentionally, knowingly, or recklessly
enters the physical premises of ACC or other
grounds, buildings or vehicles used to conduct ACC
business.
Fire and other safety Issues
 Club and Organization events must also meet
all local fire and health codes and standards.
 Locate the Campus Safety Plan posted
around each campus in your event/activity
area.
 This includes a campus map, shelter, fire
evacuation plan, and emergency exits.
Risk Management Process
 In any emergency on campus call: 223-7999
 In off campus emergencies call: 911

 Contact the Office of Student Life to report the

incident.
 Put in writing any act that you witness that
does not comply with our Risk Management
Policy.
 Send this to Cheryl Richard, Student Life Director
Adopt your own Risk
Management Policy
 You could use this PowerPoint to create your
own Risk Management Policy catered to your
club or org needs.
 This policy could be included in your
Constitution or Bylaws under member
requirements.
 You could also have each member sign a
contract to adhere to the Risk Management
Policy.
Thank you!!
 The Office of Student Life is committed to
creating a safe environment for students,
staff, faculty, and community members to
participate in Student Life sponsored
activities and services.
 We trust you will uphold this same mission as
a student leader in clubs/orgs!!
 Online Advisor Quiz
1. What is your plan to insure all C+O members stay in accordance with the ACC and
Student Life polices?

Please send answers to apfluger@austincc.edu. You will receive your certificate via email
48 hours after completion.

Thank you!!!