they're doing what? using orgsync to manage risk

6/23/12

1

Using the Web to Manage Risk with Campus Organizations

KATYA J. ARMISTEAD & MILES W. ASHLOCK – OFFICE OF STUDENT LIFE -‐ SANTA BARBARA

We are thrilled to share our experiences

and to learn from you as well.

Please leave us a business card or your name and E-‐Mail address on a slip of paper. We will send you our slides and and a PDF version of our 360 Event Planning Guide.

Slides & Handouts

6/23/12

2

*  Santa Barbara campus *  Approx. 19,000 undergraduates and 3,000 graduates *  375-‐400 registered campus organizations per year

*  Adopted OrgSync in July ‘11 after an extensive review *  Moved almost all “paperwork” online, including registration, scheduling, and accounting *  Registered over 400 organizations on OrgSync *  Still requiring paper signatory sheets, but now accepting digital waivers

About Us – Two Gauchos

OSL contributes to the “comprehensive liberal arts learning experience” by promoting “intellectual and personal development” and a “sense of community” through initiatives designed to engage the

student body in co-‐curricular activities. In addition to several special projects, OSL is home to three units: 1.  Campus Orgs, 2.  Leadership Development, 3.  Fraternity & Sorority (“Greek”) Life.

Sources: UCSB Mission Statement, Student Affairs Mission Statement

What is the Office of Student Life?

6/23/12

3

1.  What’s the Risk with RCOs? 2.  OrgSync Overview 3.  Santa Barbara’s Online Event Planning Guide 4.  Follow-‐Up Event Planning Meetings 5.  Using OrgSync to Manage Waivers 6.  Crowd-‐Sourcing Our Best Practices

Agenda

Imagine… *  A sorority hosts a well-‐attended annual fraternity member talent show. *  Students discuss and demonstrate a variety of skills, talents, and interests. *  An organization hosts a DJ dance to fundraise and promote awareness. *  After being taught a dance by our students, local youth perform at a recital on our campus.

Risk Management Considerations for Registered Campus Orgs (RCOs)

6/23/12

4

✓ Advising ✓ Logistics

✓ Risk Management

Event Planning

*  Request for funding from a campus entity *  Reservation of major venues *  Meetings beyond general membership meetings or small routine

events (e.g. workshops, tabling, food sales, small special events, and other smaller self-‐funded events)

*  The 360 Event Planning Guide presents an interactive checklist to make sure that organizers make essential considerations and ask critical questions for a risk-‐reduced, successful event

*  Top Risks: Capacity/Facility, Financial, Physical, Security/Safety

When is a 360 Required?

6/23/12

5

*  Event Hosts *  Orgs, Event Representatives, Contact Info

*  Event Date & Facilities *  Title, Type, Attendance *  General Assignment Reservation Form (if applicable) *  Admission Fee *  Restroom Availability

360° Event Planning

*  Event Purpose, Impact & Logistics *  Event Goals, Agenda, Budget *  Staffing *  Contribution to Organization *  Marketing & Advertising Plan *  Performance Agreements & Contracts *  Food/Sales Permits; Alcohol Availability *  Amplified Sound Permits *  Dead Week Exceptions *  Inclement Weather Plans


6/23/12

6

*  Event Multimedia *  Audio, Video, & Computing Request Form *  Special Requests & Campus Electrician

*  Campus Resources *  Catering Guidelines *  Event Ticketing (A. S.) *  Furniture Services *  Travel/Transportation & Parking Services *  ADA Accommodations *  Fire Marshal Consultation


*  Risk Management *  University Waivers (Elective/Facilities) *  Event Insurance *  Audits: Physical, Emotional, Facility, Reputation, &

Finance Risks

*  Approval & Digital Signature *  Questions or comments for the OSL Activities Advisors

360° Event Planning ✔

6/23/12

7

Minor Events

*  No reservation required *  Weekly, weeks 1-‐9 (FWS) *  Automatically instructed to

attend after completing 360 *  Average of 5-‐6 activities per

meeting (range is 2-‐15) *  Special meetings for

recurring annual campaigns (e.g. culture weeks) that are part of our campus culture

Committee Members *  Activities Advisors *  Assistant Dean/Director *  Campus Events Scheduler *  Campus Police *  CSO (Public Safety) *  Fire Marshal *  Hall/Venue Staff *  Media Services Staff *  Ticket Seller (AS) *  Transportation & Parking

Services

*  Service Provider and Student Organizer Introductions *  Event Overviews & Analyses *  Providers have already reviewed 360 Event Planning Guide *  Review and clarify salient issues on 360 *  Providers give advice, estimates, and direction *  Key considerations: audio/visual needs, contacts, contingency

plans, CSO scheduling, event agenda (pre-‐meeting, doors, tickets), financing, guest composition, insurance, occupancy, parking permits and signage, police scheduling, private security, signage, ticket sales, volunteer recruitment and training, waivers

*  Committee Review and Debrief

The Minor Events Agenda

6/23/12

8

The Three Key Moments

1.  Signing up to participate in activities (generally) *  Included in user registration process

2.  Signing up as a member of a particular organization (when the member is added to the organization roster)*

3.  Participating in a specific event (see hazard classes) *  Included in RSVP form by RCO officer *  OrgSync plans to facilitate this feature *  Failure to use event-‐level waivers: $10k deductible

Using OrgSync to Manage Waivers

Best Practices PARTICIPANT FORUM

6/23/12

9

*  Campus Activities Programs (Council for the Advancement of Standards in Higher Education, 2009) *  Handbook of Student Affairs Administration (McClellan & Stringer, NASPA, 2009) *  Risk Management for Student Organization Advisors (Olvera, National Center for Student Leadership, n.d. )

References

USING THE WEB TO MANAGE RISK WITH CAMPUS ORGANIZATIONS

KATYA J. ARMISTEAD & MILES W. ASHLOCK – OFFICE OF STUDENT LIFE -‐ SANTA BARBARA

THANK YOU FOR ATTENDING –QUESTIONS OR COMMENTS?

they're doing what? using orgsync to manage risk

Business