FAQs

Below is a list of Frequently Asked Questions about Texas Education Code Section 51.9361 and the HB 2639 Risk Management Education Program offered through the Office of the Dean of Students. For further information, please contact Program Safety Education Services (PSES) at 512-471-5017 or SafetyEducation@austin.utexas.edu. The Office of the Dean of Students is located in the Student Services Building 4.400, The University of Texas at Austin.

1. How do I know if my organization has to comply with these new risk management requirements?

If you answer "YES" to one or more of the questions below, then your organization may be required to comply with this training:

• Does your organization conduct any large-scale, complex events on- or off-campus involving police or security services; handling of large sums of money; fire or site safety inspections; university or city special event permits; large budgets and/or the signing of contracts; rental of property such as boats, planes, or stages for performances; ticketing practices; large numbers of attendees; use of university trademarks or logos for fundraising; etc?
• Is your organization officially sponsored by a university department/college or serve in an official capacity on behalf of the University?
• Does your organization have an associate/probationary member status, pledge/intake process, initiation/induction ritual or ceremony, or other new member education process?
• Has your organization ever been disciplined for violations of the Institutional Rules on Student Services and Activities?
• Does your organization facilitate frequent events during the year that involve complex logistics such as outdoor campus reservations, police or security services, university or city special event permits, contract signing, ticketing practices, cash handling, etc.? Does your organization conduct any activity that is inherently dangerous for untrained participants or members?
• Does your organization require members to travel frequently, travel internationally, or consider travel an integral part of the mission or purpose of the organization?

For a list of currently registered student organizations that are required to participate in the HB 2639 Risk Management Education Program please visit http://deanofstudents.utexas.edu/pses/hb2639rmep/orglist.php or click here.

2. Why does our organization have to comply with Texas Education Code Section 51.9361 (HB 2639, 80th Tex. Leg.)?

As per the law, The University of Texas at Austin is required to comply with this new statute, and therefore, our student organizations must also comply in accordance with Regents' Rules and Regulations and the Institutional Rules on Student Services and Activities. Texas Education Code Section 51.9361 requires that the institution (The University of Texas at Austin) determine the selection of student organizations or types of student organizations that could benefit from risk management guidance.

NOTE: Student organizations have many obligations they must meet under state or federal law, as well as university rules. Complying with Texas Education Code 51.9361 does not necessarily mean that your organization is in full compliance with other laws or university policies that impact your student organization. Please consult with your advisor or staff in the Office of the Dean of Students if you have questions.

3. Why do authorized representatives and advisor(s) have to participate in the HB 2639 Risk Management Education Program?

Texas Education Code Section 51.9361 makes participation in this risk management education program mandatory for certain individuals including advisors and officers of registered student organizations. Because The University of Texas at Austin requires every registered student organization to have a minimum of three (3) authorized student representatives, we must rely on these authorized representatives to fulfill the student leader training obligations of this law.

The law specifically mentions student leaders holding the offices of president, membership chair, risk management chair, social chair, and pledge class or new member chair as individuals who should attend. Therefore if your organization has an officer with the title of president/chair/director/CEO, they must be one of the three authorized student representatives who completes the student leader training.

4. What are the required components of the HB 2639 Risk Management Education Program administered by the Office of the Dean of Students?

To meet the minimum obligations under Texas Education Code Section 51.9361, each registered student organization is required to participate in the program must ensure that the following components are completed:

A) Sign up for In-Person Workshop & Complete Pre-Test: A minimum of three (3) authorized representatives must register on-line for the required student leader training workshop and complete all of the pre-test questions. An authorized representative must sign up for a in-person workshop and complete the pre-test before completing the on-line modules.

B) Complete the On-line Modules & Post-Tests: Once an authorized representative completes component A (see above), he or she must go on-line and complete eight (8) modules including the end-of-module quiz addressing the following risk management topics:

• Hazing Prevention
• Alcohol Possession/Abuse
• Drug Possession/Abuse
• Student Organization Travel
• Sexual Assault
• Sexual Harassment
• Behavior at Parties and Other Events
• Fire and Life Safety

An authorized representative will not be able to access the system until they have completed component A. Each authorized representative must individually complete all eight of the required on-line modules. An authorized representative should complete all of the modules at least 48 hours before he or she attends the in-person workshop. Authorized representatives should verify that there are green checkmarks on their Student Leader Training Profile next to each module. If all of the online training modules are not completed when an authorized representative arrives for their scheduled in-person workshop, they will be turned away and held accountable for not having completed the required student leader training by the established deadline.

C) Complete the In-Person Workshop: Once an authorized representative completes components A and B, he or she must physically attend the entire in-person workshop and actively participate in assigned individual or group activities. Click here or visit https://www.utexas.edu/student/dos/pses/hb2639rmep/leaderprof.php to verify the date of your scheduled workshop or when this component has been completed.

D) Complete the Follow-Up Survey: About four (4) weeks after the three (3) authorized representatives of an affected organization have completed the in-person workshop (component C), they will receive an email directing them to go on-line to complete a follow-up survey. Each authorized representative is individually required to complete the survey.

E) Complete Spring Semester Student Organization Registration Process: Your organization will be required to go on-line, follow the instructions, and complete the student organization re-registration process including:

• Complete the following things on-line
  • Fill out "Authorized Representative Form"
  • Fill out "Legal Responsibilities Form"
  • Upload a copy of your organization's current constitution and bylaws
  • Upload a copy of your organization's membership roster (names and UT EIDs of all pledge/new/probationary members and all active/full members)
• Submit the following things to the Student Organization Center
  • Fill out and return "Property Form" (if applicable)
  • Pay $10 registration fee (cash, check, or IDT letter)

F) Present Information to Organization's Full Membership: Following completion of the student leader training (on-line modules and in-person workshop), the authorized representatives and student organization advisor will have until the last class day of the semester (in which the student leader training was taken) to complete the following:

• Make a presentation to the organization's full membership using the required PowerPoint and handouts;
• Complete, sign, and return the Presentation Certification Form (pdf);
• Submit an attendance sheet containing the names, UT EIDs, and signature of all members of the organization who were in attendance for the meeting.

G) Complete Fall Semester Student Organization Registration Process: Your organization will be required to go on-line, follow the instructions, and complete the student organization re-registration process including:

• Complete the on-line re-registration forms
  • Fill out "Authorized Representative Form"
  • Fill out "Legal Responsibilities Form"
  • Upload a copy of your organization's current constitution and bylaws
  • Upload a copy of your organization's membership roster (names and UT EIDs of all pledge/new/probationary members and all active/full members)
• Submit the following things to the Student Organization Center
  • Fill out and return "Property Form" (if applicable)
  • Fill out and return "Sponsorship Form" (if sponsored)
  • Pay $10 registration fee (cash, check, or IDT letter)

For a detailed checklist of the steps your organization must take to complete the entire program, please click on the semester that your student organization is assigned to complete the student leader training (components A, B, C, and D):

• Fall Semester
• Spring Semester

5. When will the in-person student leader training workshops be offered?

Click here or visit http://deanofstudents.utexas.edu/pses/hb2639rmep/wkshpsched.php for a list of workshop training dates for the current long semester. Authorized student representatives will have their choice of attending one of several training workshops scheduled during the semester in which their organization is required to complete the student leader training (components A, B, C, D).

Availability of a specific workshop is based primarily on enrollment limits and on the order in which a registration is received. We recommend registering early and making arrangements for all of your organization's representatives to attend the same workshop together. Participants should plan to arrive at least 15 minutes prior to the start of the workshop for check-in.

NOTE: Authorized student representatives will only be able to access the HB 2639 Risk Management Education Program Workshop Registration System during the semester in which they are assigned to complete the student leader training (components A, B, C, and D).

6. What do I need to bring with me for the in-person, student leader training workshop?

All participants must physically attend the entire risk management education program workshop and actively participate in assigned individual or group activities during the workshop. To have the best educational experience possible, each participant should make sure to bring the following items with them:

• UT ID card (you will not be permitted to enter without one)
• Pen or Pencil (you can also bring highlighters or colored pencils)
• Extra clothing (you may want to bring a pullover or cardigan to wear)

Please do not bring large items, laptops, or other valuables. You will not be allowed to use any digital and/or electronic device such as a cell phone, BlackBerry, pager, personal digital assistant, iPod, MP3 player, camera or other photographic equipment, during the training.

7. When is the deadline to register for the in-person, student leader training workshop?

For affected organizations assigned to the fall training semester, registration for the workshops may be accessed online beginning September 1, 2009 by visiting http://deanofstudents.utexas.edu/pses/hb2639rmep/wkshpsched.php or by clicking here. The deadline for authorized representatives to register for a workshop is 5 p.m. on September 18, 2009.

For affected organizations assigned to the spring training semester, registration for the workshops may be accessed online beginning January 25, 2010 by visiting http://deanofstudents.utexas.edu/pses/hb2639rmep/wkshpsched.php or by clicking here. The deadline for authorized representatives to register for a workshop is 5 p.m. on February 8, 2010.

NOTE: You must register for a workshop before you will be permitted to complete the on-line modules.

8. What will we learn in the risk management education program?

Texas Education Code Section 51.9361 requires, at a minimum, that the program to address the possession and use of alcoholic beverages and illegal drugs, including penalties that may be imposed for possession or use; hazing; sexual assault and harassment; fire and other safety issues, including the possession and use of a firearm or other weapon or of an explosive device; travel to a destination outside the area in which the institution is located; behavior at parties and other events held by a student organization; and adoption by a student organization of a risk management policy. The law also permits The University of Texas at Austin to add any topics the institution determines relevant.

9. Once our organization's authorized representatives, members, and advisor(s) complete the HB 2639 Risk Management Education Program, will we need to complete the program again (if we have the same officers the following year)?

Yes. Affected student organizations (including their authorized representatives and members) will be required to complete the HB 2639 Risk Management Education Program every year (even if a member or officer of the organization has completed the program previously). Any advisor to a registered student organization who has not previously completed the program is required to complete the program at least once. However, we encourage advisors to participate in the program on an annual basis.

10. What if our organization already has its own risk management program that we do each year/semester?

Regardless of the internal risk management strategies educational programming that your organization may have already implemented, your organization and advisor will still be required to complete the annual HB 2639 Risk Management Education Program administered by the Office of the Dean of Students at the University of Texas at Austin.

We do encourage your organization to apply for the "Best Risk Management Program" Swing Out Award given each spring by the University of Texas Leadership and Ethics Institute. For information about the Swing Out Awards visit http://deanofstudents.utexas.edu/sald/leadership_swingout.php or click here.

11. As an organization advisor, why am I required to attend the risk management education program?

Texas Education Code Section 51.9361 requires each advisor who has not previously completed the risk management education program to do so. An advisor who has previously completed the program is encouraged to participate in the risk management education program annually.

12. What if our student organization does not have an advisor?

Currently, only registered student organizations sponsored by an academic department or administrative office (i.e. sponsored student organizations) are required to have an advisor.

Beginning with the 2010-2011 school year, all student organizations required selected to participate in the HB 2639 Risk Management Education Program must have an advisor.

13. Who can serve as an advisor for my student organization?

Per the statute, any current full-time or part-time faculty or staff member at The University of Texas at Austin OR a representative of a national organization that is associated with a student organization may serve as an advisor for your organization, with the following EXCEPTIONS:

• No one under 21 years of age may serve as an advisor.
• No UT student who holds a student academic title or student non-academic title (including RAs, TAs, and AIs) may serve as an advisor.

Additional information regarding employees ineligible to serve as an advisor (i.e. student academic and non-academic employees) including prohibited job codes and titles may be found at http://www.utexas.edu/hr/student/compensation.html or by clicking here.

14. Does our organization have to turn in governing documents and a membership roster every semester?

Yes. All registered student organizations required to participate in the HB 2639 Risk Management Education Program must electronically upload current copies of governing documents (such as a constitution, bylaws, or operations manual) and a membership roster (first name, last name, UT EID, and status) as part of the student organization re-registration process each long semester (even if the information has not changed from the previous semester). Please be aware that your organization will not have its registration for the semester approved until both of these documents are submitted. The system will accept the following file formats: .pdf, .doc, .xls, .rtf, and .txt.

NOTE: If the file size of your governing document or membership roster is greater than 1 MB, please contact Program Safety Education Services (PSES) in the Office of the Dean of Students at 512-471-5017 or SafetyEducation@austin.utexas.edu before re-registering your organization.

15. What happens if my student organization does not make sure that all of the required authorized student representatives complete the student leader training (components A, B, C and D) of the HB 2639 Risk Management Education Program by the established deadlines?

Under Section 6-202(6) all registered student organizations at The University of Texas at Austin agree to conduct all of their organization's activities in accordance with local, state, and federal laws, the Regents' Rules and Regulations, University regulations, and administrative rules. Consequently, an affected student organization that does not ensure that all three authorized student representatives complete the student leader training (components A, B, C, and D) will receive the following consequences:

A) The individual authorized student representative(s) who did not complete the training will receive a bar(s) on their university record; AND

B) The student organization will also receive a bar on its university record.

NOTE: As per the law, these bars will not be removed until all the required authorized student representative(s) complete the training.

16. What happens if my student organization does not complete all the requirements under the law, including turning in required documents and completing required components, by the established deadlines?

Under Section 6-202(6) all registered student organizations at The University of Texas at Austin agree to conduct all of their organization's activities in accordance with local, state, and federal laws, the Regents' Rules and Regulations, university regulations, and administrative rules. As per the law, an affected student organization that does not ensure all components of the HB 2639 Risk Management Education Program are met by the established deadlines will receive the following consequences:

A) The organization itself will be referred to the Student Activities and Leadership Development (SALD) area of the Office of the Dean of Students for discipline; AND

B) The authorized student representatives of the organization may be referred to the Student Judicial Services (SJS) area in the Office of the Dean of Students for further discipline.

17. Where can I read Texas Education Code Section 51.9361 in its entirety?

To access the codified section in the Texas Education Code, visit http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9361 or click here.

To read the original bill, its background, authors, etc., visit http://www.legis.state.tx.us/BillLookup/History.aspx?LegSess=80R&Bill=HB2639 or click here.

18. How can I find out if my organization is in compliance with Texas Education Code 51.9361 for the current academic year?

To determine whether or not your organization is in compliance with the annual HB 2639 Risk Management Education Program go to http://deanofstudents.utexas.edu/pses/hb2639rmep/orglist.php and then click on your organization's name. You can also contact Program Safety Education Services (PSES) in the Office of the Dean of Students at 512-471-5017 or SafetyEducation@austin.utexas.edu.

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