Risk Management

  1. Risk Management
    1. Pre-Event Planning Process
    2. Role of SGA Risk Management Advisor
    3. Waivers
    4. Risk Initiative Funding
    5. Contracts
    6. SGA Travel Policy
    7. Organizational Recognition Process
      1. SGA Recognition Cycles
      2. Elements of the Recognition Process

Pre-Event Planning Process

The Risk Management practices of SGA do not differ greatly from those in the main Student Activities area. Due to the complexity of SGA events and the frequency with which committees and commissions travel, some requirements have been enhanced. Specific areas with enhanced expectations include:

  • Member information collection
  • Waiver forms
  • Event reviewedby SGA
  • Travel requirements
  • Event Planning meetings

 

 

Role of SGA Risk Management Advisor

The Risk Management advisor for SGA:

  • Serves as the main point of contact for committees and commissions with event planning and risk management related questions (after the advisor)
  • Processes camp and enrichment applications
  • Processes contracts prior to turning them over to the Risk Management and Organization
  • Development Program Coordinator
  • Processes Event Planning Forms
  • Participates in event planning meetings. This meeting occurs two weeks prior to major events sponsored by a SGA committee or commission and includes the students organizing the event, their advisor, and the SGA Program Coordinator.

 

 

Waivers

SGA uses one waiver form for the entire year academic year (September through August). All waiver forms must be kept on file for a minimum of 2 years. The forms are available at http://risk.tamu.edu. The SGA risk management advisor will work with committees to encompass language that will allow the waiver to be utilized for the entire year.


Additionally, while SGA only uses one waiver form for the entire year committees are held accountable for informing general committee membership of the risk associated with all activities. We recommend orientation meetings during which your leaders can discuss behavior expectations and associated risks and methods for mitigating those risks. 

 

 

Risk Initiative Funding

See the Department of Student Activities Risk Management Website (http://risk.tamu.edu)

 

 

Contracts

See the Department of Student Activities Risk Management Website (http://risk.tamu.edu)

 

 

SGA Travel Policy

SGA considers student travel to be an integral part of committee experience.  Student leaders, committee members, and advisors all share equal responsibility in planning for safe travel. The following guidelines are set forth due to the necessity and frequency of student travel.

 

University Rule

13.04.99.M1 Student Travel

http://rules-saps.tamu.edu/PDFs/13.04.99.M1.pdf
The purpose of this rule is to promote the health and welfare of Texas A&M University
students by regulating travel that is undertaken by one or more students presently
enrolled at the University to reach an activity or event organized or sponsored by the
University that is located more than 25 miles from the University and that is:

  • Funded by the University and students use a vehicle owned or leased by the University
  • Required by a student organization recognized at the University
  • Undertaken under the scope, direction, or election of a college, department, class, university office, learning community, study abroad program, recognized student organization, or their representatives

Travel Safety Guidelines for Student Use of Motorized Vehicles
During travel situations specified above, students must abide by the following safety guidelines:

  • In accordance with state law, drivers must use seat belts or other available safety restraints and require all passengers to do likewise.
  • Drivers, occupants, and their luggage should not exceed the vehicle manufacture’s recommended capacity.
  • Drivers must be at least 18 years old and possess a valid driver’s license that is appropriate for the classification of vehicle being driven.
  • Operator fatigue should be considered when selecting drivers. On lengthy trips, alternate drivers should be used to avoid fatigue.

13.04.99.M1.01 Standard Administrative Procedures

http://rules-saps.tamu.edu/PDFs/13.04.99.M1.01.pdf
The Standard Administrative Procedure (SAP), in conjunction with the University Rule 13.04.99.M1: Student Travel, is considered to be a minimum standard for organized student travel. Departments, units, and/or student organizations may mandate additional standards as deemed necessary to address the unique requirements associated with a particular type of organized student travel. Departments or units should submit proposals for additional standards through the chain of command to the appropriate Vice President for that department. Student organizations should consult with the organization’s advisor and the Department of Student Activities prior to implementing any additional standards.

  • Organized student travel may require use of various modes of transportation. Each form of transportation requires students to follow common and mode-specific safety precautions (e.g. seatbelts when available). In addition to following applicable international, federal and/or state laws and using sound judgment when traveling, students must follow the provisions of this procedure according to the specific mode of travel involved and travel conditions.
  • University employees who authorize students to drive vehicles leased from the University for organized student travel are responsible for ensuring that the students have a valid Texas or other state driver's licenses and are approved to drive University vehicles in accordance with applicable procedures as determined by the Office of Transportation Services. (See also Standard Administrative Procedure 24.01.01.M0.01: Van Safety Procedures)
  • It is the responsibility of the entity (e.g., University department, recognized student organization, academic program, etc.) that sponsors the organized student travel to assure compliance with these procedures.
  • Departments that use any University owned or leased vehicle are responsible for assuring that the drivers of the vehicle attend all driver training required by the University and have been approved to drive University owned or leased vehicles.
  • Departments, units, and student organizations sponsoring organized travel outside the United States are responsible for assuring that no State Department Travel Advisory restricts travel by U.S. citizens to the destination country as per University Rule 25.02.01.M1: Foreign Travel. Information on international travel safety guidelines and health insurance can be obtained through the Study Abroad Programs office.
  • Vehicles Owned or Leased by the University. All drivers operating University-owned or leased vehicles must comply with this SAP:
    • be at least 18 years of age;
    • possess personal automobile insurance coverage as mandated by the state or country the individual is traveling in;
    • possess a valid Texas or other state, or international driver’s license; and
    • if obtaining a vehicle through the Office of Transportation Services, the driver must be approved in accordance with their procedures.
      • If an individual who has been approved to drive a University vehicle has restrictions added or endorsements removed from his/her driver’s license, that individual must report this change to the sponsoring organization of the organized student travel activity immediately.
      • Travel involving 15 passenger vans must be in compliance with the provisions of Standard Administrative Procedure 24.01.01.M0.01: Van Safety Procedures.
  • Privately Owned Vehicles. Students driving privately owned vehicles for organized student travel within the United States must have a valid Texas or other state driver's license and possess personal automobile insurance coverage as mandated by the State of Texas, and their vehicles must have a current state inspection and registration. Students driving privately owned vehicles for organized student travel taking place outside the United States must have all appropriate licenses, certificates, and insurance as required by the country in which travel occurs.
  • Commercial Travel. Students traveling by commercial transportation, whether domestic or international, must comply with all laws regulating travel and the rules of the specific carrier.

 

Safety Requirements
Drivers and passengers must act responsibly and use sound judgment when traveling. Further, drivers must:

  • Obey all traffic laws and regulations, including posted speed limits.
  • Not drive under the influence of alcohol or illegal drugs or transport or possess alcoholic beverages, illegal drugs, unauthorized firearms or other types of weapons.
  • Wear seat belts at all times. The number of occupants in the vehicle must not exceed the number of seat belts (may not be applicable in some foreign destinations).
  • Not exceed the vehicle manufacturer’s recommended load capacity (see owner operating manual for specific instructions).
  • Avoid horseplay, racing or other distracting or aggressive behavior.

 

Safety Recommendations
Drivers are encouraged to follow the safe driving practices provided below:

  • Begin the trip well rested.
  • Notify a designated contact person upon departure and arrival.
  • Avoid driving when conditions are hazardous (this includes but is not limited to fog, heavy rain, snow or ice conditions). Be prepared to stop the trip and check into a motel when fatigue or travel conditions warrant.
  • Plan routes in advance, and carpool and caravan when possible.
  • Divide the trip into segments, stopping for rest as necessary.
  • Carry at least one cellular telephone or other two-way communication device in each vehicle for emergency purposes. Driver should avoid cell phone use while driving.
  • Establish a reasonable departure and arrival time to and from the activity or event.
  • Avoid driving between midnight and 6 a.m.
  • Whenever possible, on extended trips using University vehicles, have at least one other approved University driver in the vehicle. It is recommended that drivers rotate every two hours. A passenger or second driver should ride in the front passenger seat and remain awake at all times to help the driver maintain alertness.
  • Carry a flashlight and approved fire extinguisher.
  • Avoid taking medication prior to driving, especially if the label warns against operating a vehicle while taking the medication.

 

Checklist for Travel

  • Complete the CIRT Travel Form at least 48 hours prior to travel(http://cirt.tamu.edu). Please note that filling out this form is not difficult, however, you will need to have access to the names, student ID #’s, emergency contact information, etc., for all individuals going on the trip, including the advisor. Once you have completed the CIRT form and you receive email verification that it has been received, forward the notification to the SGA risk management advisor, Vicki Dobiyanski at vdobiyanski@stuact.tamu.edu.
  • Each member of the Student Government Association will sign a waiver for all organization activities including travel at the beginning of the year. If you need assistance, please contact the SGA risk management advisor, Vicki Dobiyanski at vdobiyanski@stuact.tamu.edu or 979-458-2987.
  • If there are Texas A&M University students under the age of 18 traveling with you, those students will need to have a release form signed by their parent or legal guardian.
  • Speak with Judy Been, Business Coordinator I, regarding any budget needs associated with travel prior to departure.
  • Additionally, A Pre-Event Planning Form will need to be submitted and reviewed by the SGA risk management advisor a minimum of 2 weeks prior to the event. The form may be found at http://risk.tamu.edu.
  • If you are utilizing university vehicles, you will need to contact Amber Brennan, Lead Office Associate in Risk Management to reserve the vehicles. This must be done absolutely no later than 5 business days before travel. Visit http://studentactivities.tamu.edu/risk/travel for more information.

 

Travel for Speaking Engagements
SGA committees have the opportunity to speak on behalf of their committee and/or SGA at national, state, and local meetings and conferences. An advisor may not be required to accompany a group attending an Aggie Mom’s Club meeting or other speaking engagements similar in scope. The checklist for travel must be followed for all trips associated with speaking engagements.

 

Advisors
The above requirements are subject to further interpretation from your advisor and the SGA risk management advisor. Advisors are no longer required to accompany students traveling on SGA business. SGA follows the University Rule designated for Student Travel. During the Pre-Event planning discussion with the SGA risk management advisor, the students and advisors will discuss whether an advisor is needed to accompany the students.  If it is decided that no advisor is needed to accompany the student, the advisors and students will discuss an on-call plan so that an advisor is available by phone throughout the students’ travel.

Jennifer Fountain, Assistant Director of Student Activities, Advisor of Student Government and Rusty Thompson, Associate Director of Student Activities, Student Governance and Traditions shall have final say on all SGA travel decisions.

 

 

Organizational Recognition Process

All Student Government Association committees and commissions must complete the recognition process, as stated on www.studentactivities.tamu.edu/online. Be sure that all organization advisors have added themselves as advisors to their respective organizations on StuAct Online.

An organization’s recognition status will move from “RECOGNIZED” to “IN TRANSITION” on the last day of the month that their officers are scheduled to be selected. Once in the “IN TRANSITION” status, an organization has forty (40) days to complete the recognition process.

The advisor of an organization is able to access the Recognition Checklist on StuAct Online through the applicable organization’s page. As requirements are fulfilled, they will be check marked on the Recognition checklist.

  

SGA Recognition Cycles

The organization’s status will change on the last day of the month listed below:

 

Organization Name Cycle Month 
 Student Government Association March 
 Muster April 
 Aggie Recruitment Committee (ARC) April 
 Alternative Spring Break (ASB) April 
 CARPOOL April 
 COSGA April 
 Election Commission April 
 Environmental Issues Commission April 
 Fish Aides April 
 GUIDE April 
Parents Weekend Committee  April 
 SGA- Student Senate April 
 SGA Development April 
 Texas Aggies Making Changes (TAMC) April 
 The Big Event April 
 Traditions Council April 
 SGA- Judicial Court May 
SGA Diversity  May 
Legislative Relations (LR) September 
High School Leadership Conference (HSLC)  December 
Replant  December 

 

Elements of Recognition Process

Required Roster Positions Filled

The organization must have at least one Primary Advisor, one Chief Student Leader, and one Treasurer. Officers will also need to be added as grade checks will be conducted using Stuact Online. All officers listed must be eligible to serve the positions. If any officer listed is not eligible, then the organization cannot hold the “RECOGNIZED” status.

Updated Stuact Online Public Profile

The organization’s public profile on StuAct Online will need to be updated for recognition. Elements of the public profile include a brief organization summary, amount of membership dues, dates for new membership applications, and contact information.

Advisor Training

The advisor must complete the online Advisor Training. In the Advisor Training session, the following topics are covered:

  • The role of a facilitator advisor - specific subject matter includes an in depth discussion of advisor expectations highlighted in the Advisor Agreement letter, the appropriate roles of an advisor, and resources available to assist with advising a recognized student organization.
  • Requirements for Event Planning - specific subject matter includes an in-depth discussion of the purpose and benefits of event planning, the role of an advisor in a student organization's event planning process, resources available to assist with the process, and when event planning is required.
  • Accountability measures for students and their advisors - specific subject matter includes an in depth discussion of University Student Rules, advisor responsibility for enforcing rules, university processes for addressing alleged violations and the role an advisor plays in those processes. Additional discussion regarding conflict management is also part of this seminar.

Both Primary and Secondary advisors will need to complete the online Advisor Training. The organization’s recognition process will not be finished until the advisors complete the training.

Office Training

  • Officer Orientation Seminar (OOS): The Chief Student Leader and any General Officer are required to attend.
  • Organizational Development Seminar (ODS): One officer will need to register for and attend the seminar.
  • SOFC Online Training Quiz: The treasurer for the organization will need to complete the SOFC training quiz online. A link will be available through StuAct Online.

**Please note**The seminars listed above MUST be completed.

Updated Signature Card

The signature card is the only form that needs to be physically submitted. The signature card is available to print off from StuAct Online and will require signatures from anyone that will need to sign documents for the SOFC. Once completed, the signature card needs to be submitted to the SOFC.

Constituion

The committee’s governing constitution needs to be uploaded to StuAct Online. If the committee does not have a constitution, then they are able to submit the general SGA constitution in place of it. If the committee elects to submit the general SGA constitution, then they will also need to submit their organization’s mission or purpose statement.

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