Student Organization and Use of Alcohol

Student Organization and Use of Alcohol

Student organizations at the University of Dayton are expected to follow and uphold all individual and student organization policies and requirement(s) set forth by Community Standards and Civility (Student Standards of Behavior and Code of Conduct), Center for Student Involvement (Student Organization Resource Guide), and University policies. Below are some frequently asked questions regarding student organization members wishing to host events with alcohol.

Events with Alcohol

The University of Dayton is committed to maintaining a healthy and safe academic community that reflects high standards of personal responsibility and behavior. Alcohol abuse (including drinking games, the use of accelerated drinking devices, or pre-gaming) will not be tolerated. Events with alcohol represent a significant risk to the organization and the institution. Individuals and student organizations planning events should be mindful of the complexities involved with planning an event with alcohol. The University of Dayton also expects those who wish to include alcohol as part of their activities will do so responsibly and lawfully.

Organizations may not plan events that solely promote or encourage the consumption of alcohol, nor may event planning be based upon the assumption of abusive or illegal alcohol consumption. Persons planning events should remember that the vast majority of events at the University of Dayton take place without alcohol and most members of the undergraduate community are not of legal drinking age. Campus organizations that are approved to plan events with alcoholic beverages are expected to maintain a reasonable balance in their programming between events with and those without the serving of alcoholic beverages. Organization funds cannot be used for the purchase of alcohol. All organization events with alcohol must follow the requirements in the “Events with Alcohol” section of this guide. Events with alcohol can only be registered for Fridays and Saturdays.

No student organization is allowed to host or sponsor an event with alcohol off-campus unless the organization has liquor liability insurance. Student organizations wanting to host an event with alcohol on campus (in a designated University space approved by Center for Student Involvement and UD’s Catering Services) may have their event approved if they provide a valid justification for including alcohol in their event. Please contact the Assistant Director when planning such an event.

Events with alcohol cannot be held at an open venue or space. This means the venue must be open only to members and members’ guests or in a space of a venue that is not open to outside guests/the public. At on- or off-campus events where alcoholic beverages are sold, the organization and its officers are solely responsible for implementing and monitoring such affairs in accordance with state laws, University guidelines, and inter/national organizational policies. As such, the hosting organization must also refuse admission and/or service to individuals who appear intoxicated.

Events with alcohol with parents in attendance must comply with all CSI guidelines for events with alcohol. All parents must be included on the guest list, and all parents must sign the release and agreement. If the event requires transportation, all parents must use the 3rd party transportation unless the event is at a hotel and parents are staying at that hotel and are able to walk to the event. Students under the age of 21 cannot consume alcohol at an event registered by their organization, even if alcohol is purchased by and in the presence of a parent.

Events with alcohol with alumni in attendance must comply with all CSI guidelines for events with alcohol. All alumni must be included on the guest list and sign the release and agreement.

If the event is hosted by the Alumni/Dayton Chapter of the organization, the student organization must register this event not as the host, but as an event they are attending. If that event includes alcohol, the student organization must follow all CSI guidelines. If the event, hosted by non-students, does not permit students to follow all of the CSI guidelines, the organization would need to register their attendance as an event without alcohol and not consume any alcohol at the event.

Organizations hosting events with alcohol are allowed to have cash bars only. NO OPEN BARS.

Student organizations are not permitted to host any event with alcohol within the first 2 weeks of each semester in order to complete all trainings and requirements.

Registering an Event with Alcohol

DUE TO THE LEVEL OF RISK: ORGANIZATIONS NEED TO NOTIFY THE OFFICE OF FRATERNITY SORORITY LIFE OF THEIR REQUESTED EVENT WITH ALCOHOL AT LEAST 21 DAYS BEFORE THE EVENT. ORGANIZATIONS NEED TO REGISTER THE EVENT 1850 A 14 DAYS BEFORE THE EVENT. IF REQUIREMENTS ARE NOT MET, THE EVENT WILL BE DENIED.

Requirements prior to registering for an event with alcohol:

  • Organization members (a minimum of the president, vice president, treasurer/secretary, event planner, and risk management chair if applicable) will need to attend Event Management Training (EMT) provided by the Center for Student Involvement. The schedule of EMT training can be found online through 1850 under the Center for Student Involvement (CSI) Portal under the “Events” tab. Each member will need to RSVP for the training through 1850.

  • Sober monitor training must be completed by all designated sober monitors for the event (organizations must provide 1 sober monitor for every 15 event participants). This should also include leadership members and the event coordinator (the organizational member planning the event and filling out the event risk management plan). Sober monitor training can be found in the “Surveys” tab within the CSI portal.

Event Registration Requirements for Events with Alcohol

The event MUST be registered and a Risk Management Plan must be completed. This plan needs to be filled out completely and thoroughly to the satisfaction of Student Life staff within the Center for Student Involvement.

  • When co-hosting an event with alcohol with another university-recognized student organization, the risk management plan will need to be completed jointly with the other organization(s) to have a coherent and unified protocol in the event of an emergency or incident.

  • Only one hosting organization needs to register the event on 1850, but it needs to be registered listing all collaborating organizations as a “co-host” option, under the “advanced options” in the event registration.

Additionally, organizations must add the “Event with Alcohol” waiver to the event registration. This is done before the event is submitted under the “advanced options” section in the event registration.

  • All guests and attendees are required to register and submit the waiver prior to arriving at the event.

The fraternity or sorority risk management chair must attend the Risk Management Review offered each month by the Fraternity and Sorority Staff. It will be the responsibility of the risk management chair to ensure they attend a training 21 days before their event is to take place. No individual meetings will be scheduled. In the event they are unable to attend one of the trainings they must immediately contact the Fraternity and Sorority Life Office.

  • All participants (members and guests) will need to complete and sign a release and agreement with their emergency contact information via 1850. Participants will not be able to RSVP to the event until the event is approved. Remember, emergency contact information should be the first person the individual wants contacted in the event of an emergency. Individuals/participants cannot list their friend/roommate as their emergency contact. Your organization is responsible for the information submitted on every form.

  • Alcohol and/or the use of alcohol should not be used as prizes or gifts for events involving raffles/fundraisers.

Incompleteness, missing, falsifying, or not satisfying the requirements for an event with alcohol will result in the event not being approved. Therefore, the event will not be allowed to occur and may result in possible organizational and individual consequences. Any event (including events with alcohol) not registered will be considered a violation of CSI guidelines and the Student Code of Conduct resulting in possible sanction(s) including loss of recognition status.

Attendee/Guest List

A guest list should be created using the Register/RSVPs from the registered event on 1850. The attendee/guest list must be shared with the Fraternity and Sorority Life staff following the event with alcohol within the “Post Event High Risk Review”.

Sober Monitors

Sober Monitors are required for all events with alcohol regardless of location.

  • Designated sober monitors should consist primarily of members over the age of 21.

  • Sober Monitors must complete an online Sober Monitor Training.

    • This training is valid for one academic year, and must be renewed every year.

  • In order to qualify as a sober monitor, students identified as Sober Monitors are not permitted to consume alcohol prior to, during, or after the registered event. More details are included in the mandatory online Sober Monitor Training.