Risk Management FAQs

Texas Statute Regarding Risk Management Program For Members And Advisors Of Student Organizations (HB 2639/SB 1138) FAQs

Effective September 1, 2007, the 80th Texas Legislature enacted HB 2639/SB 1138 regarding risk management education for members and advisors of student organizations registered at postsecondary educational institutions. Under the law, it is mandatory for representatives of registered student organizations and individuals selected by the university to complete a risk management educational program.

In accordance with the legislation, the Office of the Dean of Students will implement new policies pertaining to select registered student organizations that will take effect at the beginning of the Fall 2008 semester. These new rules have been created to facilitate compliance with the statute and to help ensure a positive, safe environment for our students and our student organizations.

Below is a list of Frequently Asked Questions about this new law and the risk management programs offered through the Office of the Dean of Students. For further information, please contact the Student Activities and Leadership Development (SALD) area in the Office of the Dean of Students at 512-471-3065. The Office of the Dean of Students is located in the Student Services Building 4.400, The University of Texas at Austin.

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 beginning in Fall 2008:
- Does your organization conduct any large-scale, complex, or outdoor events?
- Is your organization officially sponsored by a university department/college?
- Does your organization have a new member/probationary member education process?
- Has your organization ever been disciplined for violations of the university's Institutional Rules?
- Does your organization facilitate frequent complex events during the year?
- Does your organization require members to travel frequently to and from events?
For a list of those registered student organizations that will need to meet these new risk management requirements beginning in Fall 2008 please visit http://deanofstudents.utexas.edu/riskmgmtlist.php or click here.
Why does our organization have to comply with HB 2639/SB 1138?

As per the law, The University of Texas at Austin is required to comply with this new statute, and therefore, our student organizations also must comply in accordance with Regents' Rules and Regulations and the Institutional Rules on Student Services and Activities. HB 2639/SB 1138 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.
Why do authorized representatives and advisor(s) have to attend the risk management programming?

HB 2639/SB 1138 makes attendance at this risk management training program mandatory for certain individuals. The law specifically mentions advisors and students holding the offices of president, membership chair, risk management chair, social chair, and pledge class or new member chair as potentially being required to attend. Because not every organization that registers each semester at The University of Texas at Austin uses these titles, we must rely on your organization's authorized representatives to fulfill the obligations of this law.
When will this mandatory risk management education program be offered?

The annual risk management education program required under HB 2639/SB 1138 will begin to be offered in the Fall 2008 semester. Authorized representatives and advisors of affected student organizations will receive further communication about the fall training schedule and registration process by the end of the summer semester.
Once our organization members and advisor(s) complete this risk management program, will we need to complete the program again (if we have the same officers the following year)?

Beginning in the Fall 2008 long semester, a minimum of three (3) authorized representatives (students) of the selected registered student organization will be required to complete the risk management program, every year. Any advisor to a registered student organization who has not previously completed the risk management program is required to complete the program at least once. However, advisors are encouraged to complete the training on an annual basis.
What if our organization already has our own risk management program that we do each year/semester?

Regardless of the internal educational programming that your organization may have, your organization and advisor will still be required to complete the annual risk management program administered by the Office of the Dean of Students at the University of Texas at Austin.
As an organization advisor, why am I required to attend the risk management program?

HB 2639/SB 1138 requires each advisor who has not previously completed a risk management training program to do so. An advisor who has previously taken the training is encouraged to complete the risk management program annually.
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.
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 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 student who holds a student academic title or non-academic student title, as defined by Human Resources Services, may serve as an advisor to a student organization.
Once the authorized representatives and advisor complete the risk management program, are we in compliance?
To meet the minimum obligations under this new legislation, selected student organizations must do the following:
1. Attend Training Program:
  A minimum of three (3) authorized representatives and the student organization advisor must physically attend the entire risk management program and actively participate in assigned individual or group activities during the program.
2. Make Follow-Up Report:
  Following completion of the risk management program, the authorized representatives and student organization advisor will have 30 days to complete the following:
  - make a report/presentation on what they learned at a meeting of the organization's full membership;
  - sign and return a signed statement saying that the report/presentation was made; AND
  - submit a copy of the meeting agenda or a flyer detailing the topics covered at the meeting.
3. Provide Governing Documents/Roster:
  Your organization will be required to submit the following documents each long semester as part of the registration/re-registration process:
  - copy of your organization's current constitution and bylaws; AND
  - copy of your organization's membership roster (including all pledge/new/probationary members and all active/full members).
NOTE: Student organizations have many obligations they must meet under state or federal law, as well as university rules. Completing the above requirements 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.
How can I find out if my organization is in compliance with HB 2639/SB 1138?

For more information on whether or not your organization is in compliance with HB 2639/SB 1138, contact the Student Activities and Leadership Development (SALD) area in the Office of the Dean of Students at 512-471-3065.
What will we learn in the risk management program?

HB 2639/SB 1138 requires, at a minimum, that the program to address possession and use of alcoholic beverages and illegal drugs, including penalties that may be imposed for possession of use; hazing; sexual abuse 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 others 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 to the risk management program any topics the institution determines are relevant.
Where can I read HB 2639/SB 1138 in its entirety?

To read the bill text, its background, authors, etc., visit www.legis.state.tx.us/BillLookup/History.aspx?LegSess=80R&Bill=SB1138.
Where can I find out about other risk management resources available to student organizations through the Office of the Dean of Students?
Several program areas within the Office of the Dean of Students offer risk management training, information and consultation for registered student organizations. In addition, any member of a student organization can report an incident involving a student organization (e.g. hazing, harassment, or alcohol) to the Office of the Dean of Students either on-line at deanofstudents.utexas.edu/complaint.php or by calling 512-471-3065.
- Student Activities and Leadership Development (SALD) provides many services to all student organizations, including one-on-one consultations; educational workshops; the "Risk Assessment Matrix"; and publications such as the "Event Planning and Reservation Form" and the Registered Student Organization Manual. For more information, visit http://deanofstudents.utexas.edu/sald/.
- Student Emergency Services (SES) offers presentations on topics such as recognizing troubling or disruptive behaviors and responding to an emergency or crisis. In addition, through the Behavior Concerns Advice Line (BCAL) or walk-in visits, students can discuss issues about another individual's behavior. For more information, visit http://deanofstudents.utexas.edu/emergency/.
- Greek Life and Intercultural Education (GLIE) makes available a number of risk management programs for all fraternities and sororities, including one-on-one consultations or group presentations; educational workshops, such as Greek 101 and Greek Leadership Class; and publications such as the Sorority and Fraternity Information Guide. For more information, visit http://deanofstudents.utexas.edu/gle/.
- Student Judicial Services (SJS) provides presentations and one-on-one consultations on topics that include academic integrity, student civility, appropriate standards of conduct for the university community, and the student discipline process. For more information, visit http://deanofstudents.utexas.edu/sjs/.
- Legal Services for Students (LSS) provides counseling, representation, and referral services on legal issues to all currently enrolled students. Upon request, LSS also provides presentations to student organizations and publishes the Legal Services for Students Student Handbook. For more information visit http://deanofstudents.utexas.edu/lss/.