MORE POLICIES AND PROCEDURES

Privacy

Members of any student organization may request that their names be withheld from public information under the Family Rights and Privacy Act, known as the Buckley Amendment. When preparing mailings, please consult with the Director of the Student Center & Leadership Activities for assistance. Students are bound by law to exclude any requested names from mailing lists.


Posting/Distribution Procedures

University of the Incarnate Word supports the freedom to publicize activities and distribute materials relating to on or off campus functions which are judged to benefit the University community and consistent with the values of The University. Approval must be obtained prior to making use of the residence halls or campus facilities for the sale, promotion, survey, posting or distribution of any type of material. All material must have a responsible sponsor stated directly on each piece and adhere to all policies that apply. The original copy of the materials needing approval should be presented by the person requesting permission to the director of the area involved (i.e., Student Center & Leadership Activities, Residence Life, Academic Dean, etc.).

1. All student and organizational posters, as well as material from outside groups or individuals, must be approved by the Director of Student Center & Leadership Activities and stamped before being posted. A maximum of 50 posters, flyers, or banners is permitted. Bring any material to the Student Life Office to request approval. Allow 24 hours for poster or sign approval.

2. All religious organizations, and events that are religious in nature, must seek poster, flyer, or banner approval through Campus Ministry, instead of the Office of Leadership Activities.

3. DO NOT:

· Post on glass doors or windows
· Post on painted or varnished surfaces
· Distribute on cars parked on campus
· Post on the clock tower
· Post at the International Conference Center (except on the 3rd or 4th floors)
· Use duct tape

Any posters found in violation will be removed.
4. All posters, announcements, and advertisements must be removed within 24 hoursfollowing the advertised event.

5. Use of bulletin boards in Academic/Administrative Department areas for non-departmental advertisements must have the approval of the respective department, as well as the approval of the Director of Student Center & Leadership Activities, before posting.

6. Academic office posters and administrative office posters do not need to seek approval; however, they should state the department and be dated, i.e., "Financial Aid Office, June 10, 1999, Do not remove until ____".

7. All announcements advertising employment opportunities for University of the Incarnate Word students must also be referred to the Career Services Office (x3931).

8. All posters, other than academic and administrative postings, not approved by the Director of the Student Center & Leadership Activities will be removed.

9. All announcements must be posted in authorized areas. If posters are covering another announcement, the top poster will be removed.

10. Sidewalks may be chalked no more than 2 days before an event. Messages must be removed no later than 24 hours after the event.

11. On-campus advertisements of off-campus events which involve alcohol and are sponsored by registered UIW student organizations may be allowed only if the event has been approved by the Director of the Student Center & Leadership Activities.

11. Posters which have alcohol as the primary emphasis will not be permitted.

12. Failure to adhere to the above policy may result in loss of the privilege to distribute/place posters on campus.

Literature Distribution

The following procedures should be followed for any distribution of literature. Each sponsoring organization must be made aware that the organization itself will be held responsible for the conduct of the distribution activity including problems associated with the behavior on any non-student participant. All literature must be approved by Director of the Student Center & Leadership Activities in accordance with the Posting/Distribution procedures.

1. Literature distribution must be supervised by a student member of the sponsoring organization as registered with SGA.

2. The distribution must be made only at the designated area (i.e., table). "Hawking" of the literature is not permitted.

3. Non-students may not distribute literature on campus without specific approval by the Director of Student Center & Leadership Activities or Dean of Student Life.

4. Posters, flyers, or announcements of any kind may not be placed on automobiles parked on the UIW campus. Posting or distribution of materials at an off campus location requires permission of the proprietor.


HAZING

A pledge program should offer personal development, fraternal education, and enriching experiences. Hazing is the most destructive kind of meaningless, negative, and harassing activity. University of the Incarnate Word regards any form of physical or mental hazing as an unproductive, ridiculous, and hazardous custom that has no place in the UIW community, as it defeats the basic mission and standards upon which The University was founded. Hazing was rejected long ago by state and national policy and violates national panhellenic conference policy.

Hazing Defined
The 1995 Texas Education Code defines hazing as:

Any intentional, knowing, or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in an organization.

Hazing Is . . .

According to the 1995 Texas Education Code hazing includes but is not limited to:

A) Any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing of a harmful substance on the body, or similar activity;

B) Any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in small space, calisthenics, or other activity that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student;

C) Any activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student;

D) Any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame, or humiliation, or that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subdivision; and

E) Any activity that induces, causes, or requires the student to perform a duty or task that involves a violation of the Penal Code.

Hazing Examples

UIW defines three possible categories of hazing: Subtle, Harassment, and Dangerous. The following lists provide examples of each category of hazing. It is not intended to be all inclusive, and other activities may be considered violations. If you have any questions or concerns about an activity, please discuss it with the Director of the Student Center & Leadership Activities or the Dean of Student Life.


Subtle Hazing: actions that are against accepted UIW conduct, behavior and good taste.

Examples:
Never doing anything with the pledge(s)
Calling pledge "pledgie" or any other demeaning name
Silence periods for pledges
Any form of demerits (Black marks, thorn points, etc.)
Writing progress reports on pledges
Requiring pledges to call initiate "Miss" or "Mr."
Scavenger hunts for meaningless or illegal objects
Phone duty or house duties, if only assigned to pledges
Requiring pledges to carry pledge handbooks or paddles to get signatures
Scaring pledges with what might happen at initiation

Harassment Hazing: Anything that causes mental anguish or physical discomfort to the pledge.

Examples:
Dark room interrogations
Line-ups, sounding off
Any form of questioning under pressure or in an uncomfortable position
Verbal abuse
Carrying change
Personal servitude such as carrying trays, running personal errands for initiates, performing maid duties
Refusing to allow full opportunity for good grooming
Requiring pledges to wear ridiculous costumes or perform ridiculous activities
Requiring pledges to carry paddles, suitcases, shopping bags, pails, stuffed animals (live ones, too) or pledge notebooks everywhere
Requiring pledges to wear, other than standard approved, pledge ribbons
Sewing black buttons on ribbons when the pledge is "bad"
Stunt nights with demeaning and crude skits and poems
Requiring pledges to perform embarrassing jingles
Hell nights or Hell weeks.

Dangerous Hazing: Anything that endangers the life of a pledge or has the potential to cause bodily injury.

Examples:
Blindfolding (for any reason other than a safe and constructive team building activity)
Restricting bodily movement in any way including tying feet and/or hands
Requiring pledges to jump from chairs, over anything, or climb anything
Hitting
Taking a "ride" or "walk"
Requiring calisthenics
Requiring outdoor activities in unfavorable weather
Requiring walking, standing, sitting or lying in any unpleasant substance or uncomfortable position
Allowing any other organization to haze pledges
Requiring eating or drinking of anything, at any time or place
Leaving campus secretly
Placing a pledge in the trunk of a car or any other confined area
Serving alcoholic beverages in excess or to minors

Unauthorized off-campus activities (Sneaks, Ditches, Walkouts, Kidnaps), or any other form of leaving the campus without approval of both the Director of the Student Center & Leadership Activities or Dean of Student Life and the Advisor are not sanctioned by UIW. Approved retreats or workshops are among the most valuable experiences in chapter programming - we highly encourage them.

Remember that all pledge activities must be approved by the Director of Student Center & Leadership Activities and the Dean of Student Life (where appropriate).

Is this Hazing?

The following are some questions that might help identify practices in your chapter. If each pledge/active member activity can pass the test of these questions, then the activity would most likely not be considered hazing.

1. Will this activity achieve one or more of the predetermined goals of our pledge program?

2. Would you be willing to tell your Chapter Advisor about the activity in advance?

3. Would you be willing to perform the activity in front of a University administrator?

4. Would you be willing to send a snapshot of the activity to the parents of the pledges/active members involved?

5. Would you be willing to send a written description of the activity to your Student Government Association as a suggested pledge/active member activity for other chapters?

6. Would you be prepared to go to court to defend the merit of this activity?

Alcohol

Policy

Consistent with Texas State law, the following policy has been endorsed by the University of the Incarnate Word Board of Trustees:

A. Students who are 21 years of age or older are permitted to have alcohol in their residence hall rooms. Students who are of legal drinking age may not share or provide alcohol to any student, employee, or guest who is under 21 years of age. Students under legal drinking age (21 years) are not permitted to possess, provide to others and/or consume alcohol. Those under 21 are not permitted to have alcohol in their residence hall room.

B. The University will not sell, serve, or permit the sale of alcohol on campus except in specifically designated buildings or facilities named by the President of the University. The Dean of Student Life will maintain a current list of those assigned buildings or facilities which may be issued on a permanent or temporary basis (as designated by the President of the University).

C. Alcoholic beverages may be sold, served, or consumed in special use facilities only if (1) it is in compliance with law, and (2) it is done at social gatherings approved by the Dean of Student Life or the President of the University.

D. Alcoholic beverages may not be possessed or consumed in classrooms, in hallways, residence hall lounges, on athletic grounds, in the pool area, in campus public areas, including parking lots, streets, and sidewalks, or any other area as designated by the President of the University. (Any area on the campus can be designated for "temporary use" at the discretion of the President or the Dean of Student Life).

E. Any person or organization sponsoring an on-campus event must obtain prior written approval from the Dean of Student Life for the sale, service, or consumption of alcoholic beverages for that specific event. The Dean of Student Life reserves the right to disapprove the sale or consumption of alcoholic beverages at any event with sound reason.
F. The Dean of Student Life may approve alcoholic beverages at social gatherings if all of the following conditions are met:

1. The event is held in a special use location, facility or building;
2. The event is requested by a faculty member, staff, or student organization, department or division;
3. The event will have individuals over 21 years of age in attendance;
4. Food is served and alternate non-alcoholic beverages are provided;
5. The sale of alcoholic beverages will discontinue at least one hour before the event ends; and
6. Proper security for the event is provided at ticket booths and distribution areas where alcohol is sold/served, and officers patrol the event locations.

G. The Dean of Student Life will coordinate requests with the Director of Campus Police, as well as with the Director of Special Events, in order to determine the adequate number of police officers for the event.

Procedures for Securing an Alcohol Permit

A. A request for approval of service and consumption of alcoholic beverages at an on-campus event will be directed to the Dean of Student Life at least 14 working days prior to the event. Student Organizations initiating such a request should obtain an "Alcoholic Beverage Activity Permit" (Form L) from the Dean of Student Life or the Director of Special Events.

B. At least 10 working days prior to the date of the proposed event, the student organization should take the completed form to the Director of Special Events who will inform the student organizations of any specific policy or procedure or limitation regarding the use of the facility. If the Director of Special Events approves the proposed event, he/she will sign the "Alcoholic Beverage Activity Permit" and return it to the sponsor.

C. The University's food service contractor is to be used to serve alcoholic beverages on campus. The student organizations must contact the contractor at least ten (10) working days prior to the proposed event. The food service contractor should inform the student organization of all requirements for service on the proposed date and will coordinate TABC permits if necessary.

D. The student organizations should then contact the Director of the Campus Police at least ten (10) working days prior to the scheduled event in order to determine the need for officers at the scheduled event. The Director of the Campus Police will assign the number of officers and assess the costs incurred. If he/she approves the proposed event, the Director will then sign the "Alcoholic Beverage Activity Permit" and return it to the student organization.

E. The student organizations will then personally deliver the form to the Dean of Student Life. If the Dean approves the event, he or she will sign the form, notify the student organization, and send copies to offices involved in the coordination of the event.

F. After the Dean of Student Life approves the event, the student organization will notify the Director of Special Events who places the event on the University Calendar.

G. If a planned event is canceled, the student organization is responsible for notifying the Dean of Student Life, the Director of Campus Police, Special Events, and Campus Dining as soon as possible.

H. If necessary, the University will ensure that all permits required by the Texas Alcohol Beverage Commission are approved prior to the activity.

Requirements for Serving Alcohol at On-Campus Events.

A. The sale of hard liquor is prohibited by State Law.

B. UIW Police Officers are required at all student events where alcohol is served.

C. A temporary 14 day permit is required in order to sell beer and wine in all areas of the University except areas with a TABC license. This license must be obtained from the Texas Alcoholic Beverage Commission (TABC) in conjunction with the Food Service Vendor. A minimum of two weeks preparation is necessary. TABC regulations require that two types of beer must be provided and that it be purchased through two distributors. Wine may be purchased through a retailer.

D. A valid state identification and a student identification card, when applicable, are required by all guests/participants of the event and specifically for those who purchase/consume alcohol. Students and guests must surrender identification cards to University police and/or any other University staff member upon request.

E. Non-alcoholic beverages and free food must be available for the duration of the event when alcohol is served. If the food or non-alcoholic beverages run out, servers must stop serving alcohol until more food or non-alcoholic beverages arrive. The cost per drink of the non-alcoholic beverages may not exceed the cost of the alcoholic beverage. Event sponsors are encouraged to provide unsalted food to avoid increased alcohol consumption. The types of food and the non-alcoholic beverages must be approved in advance by the Director of the Student Center & Leadership Activities. Designated drivers must be served non-alcoholic beverages free of charge and may not be served alcoholic beverages.

F. If there is an admission charge to the event, the price must be the same for all guests.

G. Alcoholic beverages cannot be carried into or out of the licensed area.

H. Beverages may not be served in glass containers. Only clear plastic 12 ounce or smaller containers may be used.

I. The beverage vendor is required to verify the age of all attendants by examining a state issue identification card. Presenting false or altered identification is a serious offense and will result in disciplinary action.

J. All persons of legal drinking age will be issued a wrist band.

K. All events must end no later than midnight Sunday through Thursday; and no later than 1 a.m. for Friday and Saturday events.

L. Alcohol may not be distributed before 4 p.m. Monday through Friday. Alcohol distribution must end one hour before the scheduled ending time of the event.

M. The advisor of the organization must be present for the duration of the event. Substitutes are permitted, provided that such is a faculty or staff member of the University and this substitution is communicated to the Student Life Office in writing by the official advisor no later than the day before the event. The Student Life Office reserves the right to deny a request for a substitute.

N. Alcohol may not be distributed until the event coordinator, advisor and University police officer(s) are present and the non-alcoholic beverage and food are readily accessible to attendants.

O. All event sponsors are cautioned that the condition of the facility/area used is their sole responsibility. Sponsors will be assessed the cost of cleaning and/or repairing any and all damages that occur during the event unless the responsible person(s) can be identified.

P. Signs regarding the laws pertaining to alcohol distribution and consumption as well as signs describing the designated driver program must be posted at the entrance of the event and at the location where the beverages are served.

Q. Event coordinators are required to schedule a meeting with the Director of the Student Center & Leadership Activities no later than ten (10) working days prior to the event in order to review applicable policies, regulations and publicity. Failure to schedule and/or keep this appointment will result in cancellation of the event.
R. Failure to comply with these or any component of the UIW Student Code of Conduct will result in cancellation or termination of the event. Additional sanctions or conditions may be imposed by the Student Life Office or the Dean of Student Life.


All requirements are subject to revision in compliance with TABC regulations.

Requirements for serving alcohol at off-campus events

A. Off-campus events sponsored by a recognized student organization that serve alcohol must be "closed events" for UIW students and their guests only. The organization will need to provide a list of guests before the event begins. A person cannot gain admittance to the event without being on the guest list or showing a current UIW student I.D. card.

B. The alcohol must be purchased and served by a third party vendor who assumes legal responsibility.

C. All persons wishing to consume alcohol must have a valid state identification card. Those who are 21 or older must receive a wrist band or each person must be carded each time an alcoholic beverage is requested.

D. Non-alcoholic beverages and food must be available for the duration of the event when alcohol is served. The cost per drink of the non-alcoholic beverages may not exceed the cost of the alcoholic beverages. The types of food and the non-alcoholic beverages must be approved in advance by the Director of the Student Center and Leadership Activities. Designated drivers must be served non-alcoholic beverages free of charge.

E. If there is an admission charge to the event, the price must be the same for all guests.

F. Alcoholic beverages cannot be carried into or out of the event area.

G. All events must end no later than midnight Sunday through Thursday; and no later than 1 a.m. for Friday and Saturday events.

H. The distribution of alcoholic beverages must end one hour prior to the ending time of the event.

I. An organization's University advisor (or approved University employee substitute) must be present for the entire event. The advisor must be given the guest list in advance so that he/she can monitor attendance.

J. A police officer(s) must be present during the entire event.


K. A designated driver program must be in place before the event begins and the signatures of those responsible for the program must be on the Activity Approval Form. Using a taxi service to provide transportation for guests is encouraged. Signs describing the Designated Driver Program must be posted at the entrance of the event and at the location where the alcoholic beverages are served.

L. Event coordinators are required to schedule a meeting with the Director of the Student Center and Leadership Activities no later than ten (10) working days prior to the event in order to review applicable policies, regulations, and publicity. Failure to schedule and/or keep this appointment will result in cancellation of the event.

M. Failure to comply with these or any component of the UIW Student Code of Conduct may result in cancellation or termination of the event. Additional sanctions or conditions may be imposed by the Leadership Activities Office or the Dean of Student Life.

All requirements are subject to revision in compliance with TABC regulations.