Risk Management for Student Organizations

What is Risk Management? Fall 2024 Risk management is the process of evaluating and mitigating threats to our well-being. This involves overseeing student organization activities and implementing measures to safeguard their well-being and assets. 1

Failure to Plan Inadequate planning can result in adverse outcomes, such as physical injuries, reputational harm, emotional trauma, financial losses, and facility damage. (This is used with permission from Student Risk Management at Arizona State University) 2

Risk Management Concepts Risk management involves a systematic approach to identifying and mitigating potential threats. By recognizing risky behaviors and activities, we can assess the likelihood of adverse outcomes. Implementing controls, such as safety measures or policies, helps to eliminate or reduce these risks. After implementing interventions, it's essential to reassess the activity to ensure the effectiveness of the risk management strategies. For special events, obtaining insurance can provide additional protection against unforeseen circumstances. Georgia Institute of Technology, 2002 3

TAMUK Outdoors ASSOCIATED RISKS* NAME OF EVENT: LIST SPECIAL ACTIVITIES 1. BB Gun Shooting SERIOUSNESS PROBABILITY METHOD TO MANAGE RISKS** 1. II 1. B 1. Proper one on one Instruction/Supervision 2. One on one Instruction/Participation Vendor certified supervision 3. One on One Instruction/Supervision 1. Accident/Injury 2. II 2. B 2. Climbing Wall 2. Accident/Injury 3. II 3. B 3. Archery 3. Accident/Injury 4. II 4. B 4. Restricting use to Advisor/Organization not participants. Provide orientation for use limitations and routes. Use vendor ATV s instead of personal units. 4. ATV s 4. Accident/Injury * Possible risks include: medical emergencies, food poisoning/allergic reactions, damage to University reputation, damage to University property and/or facilities, accidents, injury, and/or death. **Methods to manage risks may include: purchasing special event liability insurance, arranging for security through TAMUK UPD, traveling with an advisor, rotating drivers, etc. SERIOUSNESS PROBABILITY Probability B I May result in death. A Likely to occur immediately or in a short period of time, expected to occur frequently. Seriousness A C D II May cause severe injury, major property damage, significant financial loss, and/or result in negative publicity for the organization and/or institution. I II III IV B Probably will come in time C May occur in time. III May cause minor injury, illness, property damage, financial loss, and/or could result in negative publicity for the organization and/or institution. D Unlikely to occur. IV Hazard presents a minimal threat to safety, health, and well-being of participants. If any special activity score is within the red or yellow the Office of Student Activities must review. The Risk Management & Insurance Matrix must be filed when an Activity Proposal is require. The form has been provided as an educational tool to help student leaders to develop a process for identifying and discussing potential risk issues. It is intended for use as part of a larger event planning process, and should only serve as a starting point for your discussion on risk management. It is not designed to take the place of a careful review of applicable rules, policies, and laws, or discussion with your advisor. Completion of this form does not imply approval or authorization of your event by Texas A&M University- Kingsville. For more information on event planning, contact Student Activities in the Memorial Student Union Building. 4

Student Travel General Requirements Travel provisions are in place for students traveling more than 25 miles for university-related activities, events, or organizations. This includes university vehicles and activities funded by the University. Departments may have additional travel guidelines. Must submit completed travel forms to Dean of Students Office 4 business days in advance of travel (MSUB, Room 306) Prefer rental vehicles be used if possible Driver must have a verified good driver record in the past 24 months and screening must occur annually Must have personal automobile insurance and registration as required by state law if personal vehicle to be used Student travel procedures and forms can be found at: http://www.tamuk.edu/dean/travelprocedures.html 5

Behavior at Parties Organizations can be held accountable when individual members' actions are directly connected to the organization's activities, especially if those actions violate local, state, federal laws, or university regulations. If other members witness such behavior and fail to intervene or discourage it, or if it's evident that such actions are common within the organization, the entire group may face consequences. It's important to remember that not only the organization but also individual members, officers, and even advisors can be held personally responsible for the actions of any individual member. 6

Equal Opportunity Protections The university provides equal employment and educational opportunity on the basis of merit without discrimination because of race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status or genetic information. These protections extend to programs, activities, and events conducted by the university or student organizations. 7

Compliance w/ Campus Policies Title IX ADA compliance Reporting discrimination Facility use rules / Food handling rules Money handling Student organization guidelines Safeguards for working with minors Must complete child protection training TrainTraq Course: 2111652 8

The Democratic Approach A democratic approach to student organization operations prioritizes member involvement and decision-making. All members have equal participation rights, and information is shared openly. Leadership positions are filled through fair elections, and leaders are accountable to the membership. Decisions are made through consensus or majority vote, and regular meetings ensure open communication and engagement. Promoting a more impartial and just atmosphere for all members. 9

OrganizationCulture TAMUK is a Caring Campus where all student organizations are impartial, just, and welcoming to new members. These organizations foster a sense of teamwork and should operate through consensus while adhering to their constitutions. Meetings and activities should be well-planned and organized. Social media communications should be monitored closely, and all members should be held accountable for following the organization's rules and responsibilities. 10

You Play a Role In Retention As a Student Organization leader, you can significantly contribute to a positive campus experience by mentoring and engaging your members in meaningful activities. Sharing your leadership expertise can inspire and guide others. Consider how you want your organization to be perceived by others and what lasting impact you hope to leave on both your organization and TAMUK. 11

Risk Management Statement As a Texas A&M University- Kingsville registered student organizations this organization will consider potential and perceived risks when planning activities and/or events. Steps will be taken to reduce risk to minimize any injury or loss to a person or property. If risk is identified by this student organization, the leadership or a designee of the organization will work with the Office of Student Activities on a plan for risk reduction. In addition, this student organizations will comply with the requirement that organization members be trained on risk management. If our student organization has established risk management guidelines/policies through affiliation with a regional/national/international organization, those risk management procedures will be followed. As a criteria for recognition this student organization must agree to this risk management statement or a copy of the established guidelines/policies from a regional/national/international organization will be on file with the Office of Student Activities. 12

QUESTIONS? Contacts: 593-2760 Student Engagement 593-4173 Event Planning Office 593-3606 Dean of Students Office 593- 2237 TAMUK Risk Management 593-2611 University Police Department 593-4758 Compliance Office https://www.tamuk.edu/secl/studentorganizations/ 13