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Texas Woman’s University Risk Management Education Program

Risk Management Education Program

The Center for Student Development, in accordance with Texas Education Code, Section 51.9361, provides annual risk management education for select student organizations and advisors. The CSD strives to help student organizations and advisors facilitate activities and experiences within a safe and productive environment. Each student organization is required to complete the Risk Management Education Program annually.

What is Risk Management?

Risk Management is the process of advising organizations of the potential and perceived risks involved in their activities, providing education about the guiding boundaries established for organizations, and taking corrective actions and proactive steps to minimize accidental injury and/or loss. Risk management provides educational programs, resources, and services to prevent or minimize physical, psychological, financial, reputational, environmental, and other potential harms associated with student organization activities.

Sections:

Risk Management Education Program Requirements

Student Organization Risk Management Training

Training Schedule

Risk Management Organization Policy

Advisors

Frequently Asked Questions (FAQs)

Resources

 Risk Management Education Program Requirements

To meet the minimum obligations under Texas Education Code, Section 51.9361, each registered student organization are required to participate in the program must ensure that the following components are completed by the established deadlines:

 

Component

Due Dates for Fall Groups

Due Dates for Spring Groups

(only open to orgs established after September 26th)

Complete and turn in Tier II Organization Petition(if applicable)

September 8th

Complete Tier I or Tier II Student Organization Risk Management Training

September 26th

Complete Student Organization Advisor
Online Risk Management Training

November 1st

Adopt and submit to CSD a Risk Management Organization Policy

November 1st

Distribute copy of Risk Management Organization Policy to every member or prospective member of organization

November 1st

Tier I Organizations conduct organization-wide Risk Management training

within 30 days of completed training

 

Complete and turn-in:

Tier I Risk Management Organization Training Form

Or

Tier II Online Risk Management Form

within 30 days of completed training

 

 

 Student Organization Risk Management Training

Training is mandatory for all student organizations.

For Tier I Organizations, two officers must attend an in-person Tier I Student Organization Risk Management Training . If your organization has an officer with the title of president/ chair/ director/ CEO, they must be one of the authorized student representatives to complete the Student Organization Risk Management Training.

All applicable Tier I student organizations are required to attend the Fall Student Organization Risk Management Training. Spring training will be available only for new organizations established after November 1st.

Each Tier I student organization must be in attendance in order to keep their chartered status. There is no charge to attend this event. Officers only have to attend one training session. Advisors are not required to attend the in-person training.

The Tier I representative must sign and return to the CSD a Tier I Risk Management Organization Training Form within thirty (30) days. This form ensures that the information presented at the Tier I Student Organization Risk Management Training is disseminated to members of their organization. The penalty for non-adherence to this policy will result in the organization’s loss of charter and/or university sanction.

 

Tier Classification

 Tier I Organizations

The following groups are required to attend the annual in-person Risk Management Education Training:

University Sanctioned Student Organizations

Social Fraternities and Sororities (members of CPC, IFC, NPHC, MGC)

Sports Clubs

Organizations that meet at least one (1) of the following guidelines:

·         Hosted, or plans to host, a large event  in which over 100 people attend

·         Hosted, or plans to host, events on- or off-campus that involve police services; handling of large sums of money; fire or site safety inspections; university or city special event permits; large budgets and/or the signing of contracts; rental of property such as boats, planes or stages for performances; ticketing practices;; use of university trademarks or logos for fundraising, etc.

·         Has been sanctioned within the previous two years for violations involving alcohol, hazing, drug, fire, or other life safety issues, travel, harassment, or sexual abuse

·         Requires organization members to travel frequently or considers travel an integral part of the purpose of the organization.

Within 30 days of the completed training, each organization is required to conduct an organization-wide Risk Management training. An outline of the Risk Management Organization Training is available online here as well as the Event Planning & Risk Management Activity. Students are encouraged to use both resources when training their organization.

After conducting the Risk Management Organization Training, the organization is required to complete the Tier I Risk Management Organization Training Form and return it to the Center for Student Development, no later than 30 days after their in-person training is completed.

Tier II Organizations

If an organization does not meet the above requirements and/or has a potential exemption, the organization is classified as a Tier II organization. The president of the organization must complete the Tier II Organization Petition annually online no later than September 8th. The petition is available here. The completion of the petition does not guarantee the organization’s exemption for Tier I status or the in-person training.

Some areas of exemption could include:

·         Organizations that meet less than three (3) times per year

·         Organizations with no elected officers

·         Online organizations

Tier II Organizations are not required to attend the in-person Risk Management Education Training. Tier II organizations will complete an online training module that includes information on hazing, alcohol and drugs, travel, and general Risk Management information. The president must complete the online module.

The president of the organization must complete and sign the online Tier II Online Risk Management Form within thirty (30) days. The Tier II Online Risk Management Form ensures that the information presented at the Risk Management Education training is disseminated to members of their organization. The penalty for non-adherence to this policy will result in the organization’s loss of charter and/or university sanction.

 

Advisor Risk Management Education Training

Advisors are required to complete an online training module by November 1st. If the advisor fails to complete their training, the organization has thirty (30) days to remedy the situation by having the advisor complete the module or selecting a new advisor who completes the module. The penalty for non-adherence to this policy will result in the organization’s loss of charter and/or university sanction.

 

Training Schedule

 

Tier I Student Organization Risk Management Training

Date

Time

Location

Attendance Required

Dress

Contact

Sept. 12

10 AM – 12 PM

SU 110

Advisors & Student Org Representatives

(optional for Faculty & Staff  who advise a student orgs)

Casual

Caisha Jones

Sept. 19

10 AM – 12 PM

 

SU 110

Advisors & Student Org Representatives

(optional for Faculty & Staff  who advise a student orgs)

Casual

Caisha Jones

Sept. 26

10 AM – 12 PM

 

SU 110

Advisors & Student Org Representatives

(optional for Faculty & Staff  who advise a student orgs)

Casual

Caisha Jones

 

Tier II Risk Management Education Training Module

Tier II Organization Petition (link here)

Tier II Student Organization Risk Management Training (link here)

Tier II Online Risk Management Form (link here)

 

Advisor Risk Management Education Training Module

Advisor Online Risk Management Training (link here)

Advisor Risk Management Completion Form (link here)


Risk Management Organization Policy

In accordance with Texas Education Code, Section 51.9361, each student organization must annually adopt a risk management policy.  This policy must be updated and on file with the Center for Student Development by November 1st of each year.

A strong risk management policy, at minimum, should include the following topics/concerns:

·         Risk Control (travel, personal liability, health, insurance)

·         Transferring risk through third-party waivers, hold-harmless agreements, and through vendor contracting

·         Drug/Substance Abuse

·         Sexual Abuse/Harassment/Discrimination

·         General Health and Safety

·         Individuals with Disabilities

·         Personal Property

·         Risk Management Education: Training and Supervision

·         Periodic evaluation of risk management policy

You can find the Center for Student Development’s model Risk Management Policy here. The authorized representatives of the organization must annually distribute a copy of the adopted policy to every member or prospective member of the organization. This should be completed by November 1st.

Advisors

The role of the student organization advisor is to hold student members accountable and responsible in their preparation for each activity and/or event organized or planned.

Advisors should challenge students to incorporate risk assessment into all aspects of the student organization, especially during event and travel planning.

Link to Advisor manual.

 Advisor Requirements

Advisors for Tier I organizations are required to complete a one-time online module by November 1st. If the advisor fails to complete their training, the organization has thirty (30) days to remedy the situation by having the advisor complete the module or selecting a new advisor who completes the module. The penalty for non-adherence to this policy will result in the organization’s loss of charter and/or university sanction.

 Training Module

Advisor Online Risk Management Training (link here)

Advisor Risk Management Completion Form (link here)


 

Frequently Asked Questions (FAQs)

 

1.    How do I know if my organization has to comply with these new risk management requirements?

All organizations are required to comply in some way to risk management requirement. Organizations are classified into Tier I and Tier II groups. The requirements for each tier are listed under Student Organization Risk Management Training.

2.    Why does our organization have to comply with Texas Education Code, Section 51.9361 (HB 2639, 80th Texas Legislature)?

Texas Woman’s University is lawfully required to comply with HB 2639/SB 1138. Texas Education Code, Section 51.9361, requires that the institution (Texas Woman’s University) determine which student organizations could benefit from risk management training and provide annual training to these organizations.

3.    Why do authorized representatives and advisor(s) have to participate in Risk Management Education?

The Texas Education Code, Section 51.9361, makes participation in risk management education mandatory for certain individuals, including advisors and officers of registered student organizations. If your organization has an officer with the title of president/ chair/ director/ CEO, they must be one of the authorized student representatives who complete the student leader training.

4.    What is my organization's compliance status for the current academic year? How does an authorized representative know what components they have completed for the current year?

If you are a student organization and wish to inquire about your organization’s compliance, please contact the Coordinator of Leadership Development at the Center for Student Development.

If you are a Greek organization and wish to inquire about your organization’s compliance, please contact the Greek Life Coordinator at the Center for Student Development

5.    When will the Tier I (in-person) workshops be offered?

Visit the Training Schedule Page for a list of workshop training dates for the current long semester. Authorized student representatives can attend any one of several training workshops during the semester.

6.    What do I need to bring with me to the in-person training?

To have the best educational experience possible, each participant should bring the following items with them:

·         TWU ID card (you will not be permitted to enter without one)

·         Pen or Pencil (you can also bring highlighters or colored pencils)

Please DO NOT bring large items, laptops or other valuables. You will not be permitted to use digital and/or electronic devices (i.e., cell phone, BlackBerry, pager, personal digital assistant, iPod, MP3 player, camera or other photographic equipment) during the training.

For accessibility concerns, please contact the Coordinator of Leadership Development at the Center for Student Development

7.    Once our organization's authorized representatives and advisor(s) complete the Risk Management Education Program, will we need to complete the training and program again (if we have the same representatives the following year)?

Yes. All student organizations will be required to complete the Risk Management Education Program and Training every academic year (even if a representative of the organization has completed the program previously).

8.    What if our organization already implements its own risk management program each year/semester?

Yes. Your organization will still be required to complete the annual Risk Management Education Program.

9.    As an organization advisor, why am I required to attend the Risk Management Education Training?

The Texas Education Code, Section 51.9361, requires each advisor to complete the Advisor Online Risk Management Training.

10.  Does our organization have to approve a risk management policy every year?

Yes. All student organizations (Tier I and Tier II) must annually adopt a risk management policy.  This policy must be updated and on file with the Center for Student Development by November 1st of each year. See the Risk Management Organization Policy section for more information.

11.  What if my organization has not completed the Risk Management Education Program by the established deadlines?

The Texas Woman’s University Student Handbook (link here) requires that all student organizations uphold university rules and regulations in addition to all state and federal laws. If the Risk Management Education Program by the established deadlines, the organization will be penalized with a loss of charter and/or university sanction.

12.  Where can I find the Texas Education Code, Section 51.9361?

To see the Texas Education Code, Section 51.9361 in its entirety, please visit http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9361.


Resources

 

Forms

Tier I Risk Management Organization Training Form (link here)

Tier I Risk Management Organization Training (link here)

Tier II Organization Petition (link here)

Tier II Student Organization Risk Management Training (link here)

Tier II Online Risk Management Form (link here)

Risk Management Organization Policy Model (link here)

Advisor Online Risk Management Training (link here)

Advisor Risk Management Completion Form (link here)

 

Contacts

 

Center for Student Development
Student Union; Room 134
940-898-3626

Greek Life Coordinator
Caisha Jones

CJones52@mail.twu.edu

Student Union; Room 116H

Coordinator for Leadership Development
Garrett Isom

Gisom@mail.twu.edu

Student Union; Room 116A

 

Student Life Office

Student Union; Room 206
940-898-3615

 

Travel Resources & Forms

Student Travel: any off-campus travel planned or sponsored by student organizations or its members as part of the organization’s activities. When traveling, it is important to plan ahead! Please use the listed resources and forms to ensure all parties understand their expectations on student organization-related travel.

Remember, an authorized university representative (or advisor) is required to be present at any activity involving travel.

·         Student Travel Checklist - assists with your planning process and keeps all required information in one place. This is the best tool to communicate all of your travel information with your advisor.

·         Student Commitment Contract - for use at the beginning of your travel planning process to ensure that all students are aware of their commitment to travel

·         Liability Contract - can be used for any off-campus trip/activity

·         Student General Travel Contract - behavior contract for general travel (Helping Hands, service events, special speakers, etc.)

·         Student Conference Travel Contract - behavior contract for conferences. Includes stipulation to attend all aspects of the conference, including pre-conference, on-site, and post conference meetings, as well as any post conference evaluations

·         Advisor Travel Exemption Form - petition form for students wishing to travel without their advisor, especially when driving University vans without an advisor


 

page last updated 10/13/2014 10:14 AM