CLUB MANUAL - RISK MANAGEMENT AND RELATED POLICIES

Risk Management for Student Activities

Risk Management is defined as "the process of advising organizations of the potential and perceived risks involved in their activities."  It also includes monitoring organization activities and taking corrective actions and proactive steps to minimize accidental injury and/or loss.

Why Do We Need Risk Management?
We need Risk Management and we must apply principles of risk management at every management level for the purpose of:

  • identifying and evaluating risks;
  • avoiding or eliminating them where practical and
  • minimizing, controlling or contractually transferring them to others where possible

Retain those risks that can be self-assumed from current funds without seriously affecting the financial condition of the organization, if this is the most economically practical means of meeting such obligations.

Risky Business in Higher Education
Colleges and Universities deal with many risks on their campuses. It is important for colleges and Universities to: 

  • Know what the risks are.
  • Know how to manage risk.
  • Know how much risk you want to be responsible for. Try to manage as little risk as possible and transfer the risk.
  • Have a plan in place to manage risk. 

Importance of Insurance
Insurance is very important.  You must require proof of insurance from the other party/vendor.  It is important to:

  • Make sure that they can make good on their promise to pay damages and make you whole.
  • If the other party has no assets or becomes insolvent, they will not have the means to honor their contract.
  • Obtain Certificates of Insurance to prove that they have the required coverage. 
  • Ask to be named as an Additional Insured.  This provides you with insurance coverage under their policy so you do not have to use your own insurance.
  • Risk Management and Related Stony Brook University Policies

Preventive Techniques to Manage Risk

  • University Counsel
  • Ombudsman Office
  • Human Resources/Diversity
  • CR- Advocate
  • Disability Student Services
  • Our ability to prevent and predict

Student Conduct Code

Every incoming student is required to read this Code and every student is required to follow it for as long as they are affiliated with Stony Brook University. Click here for the Student Conduct Code.

Anti-Hazing Policy

Whether by omission or commission, no student shall take any action, or create, or participate in the creation of any situation that recklessly or intentionally endangers another person's psychological, mental, or physical health or that involves the forced or expected consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization. Examples of hazing activities include, but are not limited to: paddling, branding, tattooing, shaving of hair, or other physical abuse or brutality; activities that involve excessive fatigue and/or stress; verbal and/or psychological abuse that compromises the dignity of any individual. Hazing conduct may result in charges and arrest under the New York State Penal Law, and charges under this CODE, which can lead to suspension or expulsion from the University.

Disruption of University Activities

No student shall obstruct, impede or disrupt any educational, research, administrative, social or recreational activity of the University; nor shall any student create a nuisance to members or guests of the University community.

In the case of an organization or individual that allows hazing (examples include, but are not limited to: clubs, organizations, fraternities, sororities, intramural sports, sport clubs, intercollegiate teams) there will be a rescission of permission for that organization to operate on campus property and/or to conduct new member pledge or intake programs.

Students who are members of fraternities, sororities or other campus organizations whose campus recognition has been withdrawn or suspended, either temporarily or permanently, may not participate as a representative of that organization in any campus activity or event, i.e., Rush/Recruitment, Intake/Pledge Activities, Intercollegiate Athletics, sport clubs, intramural sports, Inter Fraternity & Sorority Council, campus committees, talent shows, contests, or community service projects.

Unrecognized organizations may not use the University name, logo, equipment, or facilities. Student recruitment and/or related activities by an unrecognized organization may not take place, nor may University students take part in recruitment and/or related activities on behalf of any alter ego organization used to veil or disguise the activities of an unrecognized organization. Students may not join fraternities, sororities or other campus organizations whose campus recognition has been withdrawn or suspended, either temporarily or permanently.

Any violation of this policy may result in individual and/or group sanctions, such as the extension of the current suspension; suspension or permanent expulsion of individual(s) from the University, and/or the suspension or permanent expulsion of the organization from future campus recognition. Individuals or groups may be required to attend mandatory educational programs. For additional information, see Student Handbook's "Hazing" section, the University Student Conduct Code, the Relationship Statement Between Stony Brook University and (Its Affiliated) Fraternities and Sororities, and the Student-Athlete Handbook.

For the Anti-Hazing and Board of Trustees Form, see your residence life advisor.

Student Organization Travel

All student clubs and organizations whether they are funded by USG or not must complete the Travel Itinerary form.

Trip Guidelines

The following guidelines are for student clubs and organizations that are sponsoring bus trips. These guidelines will assist the trip coordinator in managing the group of students participating in the activity.

  • All tickets for trips will be sold at the SAC ticket office.
  • All non-USG funded trips will have a Trip Coordinator.
  • All USG funded trips will be discussed with the President of USG, the Executive Director of USG and the president of the organization planning the trip.
  • The SAC ticket office will obtain the following information from all students who purchase a ticket for trips: ID, contact phone number, emergency phone number, solar ID and if they are a commuter or a resident student. This information will be given to the trip coordinator for the trip, University police, the Director of Student Activities and any co-sponsoring department.
  • All trip coordinators for trips will meet with the Program Advisor in Student Activities to discuss the logistics, policies and procedures for the trip.
  • All trip coordinators will follow the guidelines below:
  • Meet with the Program Advisor to get all of the details of the trip
  • Make sure you have the Student Activities phone and emergency phone numbers on hand
  • Know the date, time and location of the trip
  • Know how many students are going on the trip
  • Know the name of the bus company and the phone number of the company.
  • Know the pick-up time and location of the bus
  • Introduce themselves to the bus driver
  • Get the bus driver’s name
  • Get the number of the bus
  • Know where you are meeting the bus at the end of the day and at what time you are meeting the bus
  • The trip coordinator will need to check off all students names as they enter the bus
  • If students are to sign waivers, trip coordinator will hand out waiver to students as they enter the bus
  • If the bus is held up because a student did not show up for the trip, the trip coordinator needs to call the student or have them paged at the venue they are visiting.
  • Before the bus leaves Stony Brook, the trip coordinator introduces themselves to the students. The trip coordinator will tell them the name of the bus company, the number of the bus, name of the bus driver and how long it is going to take to get to their destination.
  • The trip coordinator will take a head count of everyone on the bus and write that number down. Put number on the list with the students names
  • The trip coordinator is to ask if there are any students who will not be returning to Stony Brook by bus before the students depart from the bus
  • Before everyone departs from the bus, the trip coordinator tells the group what time to be back at the bus (always tell them 15 minutes before the bus is suppose to leave), where they should meet the bus, the name of the bus company, number of the bus and name of the bus driver. The trip coordinator may also want to give out their cell phone number in case a student needs to contact them during the day
  • At the end of the day, the trip coordinator is to be back at bus 15 to 20 minutes before the bus is expected to leave. As students enter the bus, the trip coordinator checks off their name.
  • If a student does not show up, the trip coordinator should call the students cell phone number or have them paged if possible.
  • Before the bus leaves, the trip coordinator will do another head count. The trip coordinator will ask the group to see if everyone around them is back on the bus.
  • Once the head count is done and confirmed the bus will depart for Stony Brook.