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Risk Management

The Office of Student Activities & Leadership supports the planning and execution of student events. To that end, there are times when events may take on a higher level of risk due to certain factors. Members of the staff are trained and able to assist students in reducing the amount of risk within their event. Below is a quick guide for students who have elements of risk within their programs.

If you'd like to schedule a risk management meeting to discuss a specific event or general concerns for your student organization, please fill out a POP (Program Operations Plan).  At the end of the form, you will be prompted to the risk management appointment calendar. 

For a more detailed look at Risk Manger training, check out this Risk Manager Training Google doc. 

Being a Risk Manager

Risk Manager Description

The Risk Manager of an organization is responsible for: 

  • Implementation of and adherence to campus and organizational risk management policies. You can pursue a care-focused role by helping members set goals for programming success. Similarly, as the organization sets goals and creates an activities calendar, ensure members balance all student responsibilities.
  • Meeting with a staff member in the Office of Student Activities & Leadership (SA&L) to develop an appropriate risk management plan for programs or services which include high physical activity, travel, minors or alcohol at events. To serve as a liaison to the SA&L in attending a variety of risk management workshops.
  • Discuss the campus, and organizational policies which impact the programs, events and services with all event managers. In addition, invite members to consider their own boundaries and how they can feel supported rather than pressured when those boundaries are challenged.
  • Discuss examples of healthy versus unhealthy risks, as well as healthy versus unhealthy stretching of personal boundaries. Ensure everyone clearly understands where personal boundaries may conflict with the organization’s boundaries and discuss solutions for how to align those boundaries.
  • Serve as a role model for healthy risk-taking. Recognize that members will look to you for confirmation regarding what is acceptable. They will observe whether your actions consistently align with the policies you preach.

Questions to Consider as a Risk Manager:

  • Do members have a clear understanding of university policies which might impact our programs, services & events?
  • Have I clearly communicated all risk-management policies, procedures, and boundaries through the lens of well-being?
  • Do I spend more time policing or coaching?
  • Is our organization’s calendar balanced between academic, social, organizational, etc. responsibilities?

Risk Manager Training Sessions

All Risk Managers should complete one training session every academic year.  This training requirement can be completed either via a Campus Groups online training module or by attending and in person training session hosting by the Office of Student Activities & Leadership.

The Campus Groups training checklist can be accessed in two ways:

  1. Going to this website: https://community.case.edu/student_checklists?checklist_id=13782
  2. You can also find it on your CampusGroups home page under "My Activity" and "My Checklists."

In person trainings will be held at the beginning of each semester via Zoom or can be done one on one throughout the year by request.

If you have any questions about the risk manager training sessions, please contact Marc Hartmann (mxh814@case.edu).

Setting Up a Risk Management Meeting

Use this form (Program Operations Plan) to set up all risk management meetings. This form can also be used for any event specific questions your organization may have regarded all facets of your events/meetings.  This form should be submitted at least two weeks prior to an event. 

Elements of Risk

Alcohol

The university expects responsible behavior of all members of the community who choose to drink alcoholic beverages and requires an environment free of coercion for those who choose to abstain. Therefore, all must adhere to guidelines provided by the university for responsible and legal consumption of alcoholic beverages. Individuals must accept responsibility for their own behavior and should demonstrate a concern for the safety and well-being of others in the university community.

To serve alcoholic beverages at CWRU-sponsored events, coordinators of the events must identify a sober monitor who will complete an Alcohol Use Report (AUR) and participate in a risk management meeting with appropriate staff. During this meeting, policies will be reviewed and a risk management plan discussed. After the meeting, the form will be approved by the staff member and forwarded to the Office of Student Affairs for final approval. Once the group receives the full approved form, it must be posted at the event.

Next Steps

If you have any questions about the form or process, please contact the Student Activities & Leadership Office. Additional information and guidance is available from the Office of General Counsel.

Travel

Student organizations who wish to rent vehicles for travel to events or programs MUST arrange to meet with Rachel Stegemann in the Office of Student Activities & Leadership to make arrangements. Student organizations should have had the expense approved by the Undergraduate Student Government prior to making any arrangements for travel. For more information, read the complete University Travel Policy. In addition, students must meet with a staff member to create a risk management plan and waiver.

Minors at Events

Student Organizations often invite to campus or engage with area youth. For each program where minors (under the age of 18) are present student leaders must meet with a member of the Student Activities & Leadership staff to create a plan for managing risk, completing the approval form for hosting minors and following the University's Youth Programs Policy.

Events Involving Physical Activities

Student Organizations who are sponsoring an event with intense physical activity must meet with a member of the Student Activities & Leadership staff to create a plan for managing risks associated with the activity and to create a waiver for the event.

Hazing Prevention

Starting for the Fall 2022 semester, ALL students will need to complete an anti-hazing training module in order to be eligible to join an organization. Entering students will complete the module during orientation and returning students who are joining new orgs will need to go to the link below and complete it. 

More information about the CWRU Anti-Hazing Policy can be found here: https://case.edu/studentlife/university-policies/anti-hazing-policy 

To access the Hazing Prevention Module:

The faculty/staff link: https://casewestern-oh.safecolleges.com/admin/main

The student link: https://casewesternstudents-oh.safecolleges.com/training/home

Waivers

Student organizations are required to have waivers (see below) available for participants to sign. Waivers are primarily used in two circumstances:

  1. If a student organization is traveling off-campus for an event or program that they have sponsored.
  2. If a student organization is sponsoring an activity that is considered physical in nature (Powder Puff football, basketball, etc.)

If an event falls into one of these two categories, representatives from the organization must meet with a member of the Office of Student Activities & Leadership to create a waiver specific to that event. The organization will obtain signatures for the waivers prior to the event and retain them for the duration of the event. After the event, the waivers need to be returned to Student Activities & Leadership. For questions or for more information about waivers, please email the Office of Student Activities or call 216.368.2679.

Miscellaneous Risks

Film and Movie Rights

Organizations are not permitted to host advertised events with showings of rented or downloaded movies due to copyright laws. If you plan on showing a movie or show for a student organization event, you will need to work with Student Activities & Leadership of Film Society (filmofficers@case.edu). 

Not sure if you need film rights? Check out the diagram below! 

flowchart for film rights

Additional Support & Resources

CWRU Police

Office of Equity

  • case.edu/equity
  • Nursing Research Building: 2120 Cornell Road, Suite 1180
  • 216.368.3066

University Health & Counseling Services

Flora Stone Mather Center for Women

  • case.edu/centerforwomen
  • Tinkham Veale University Center: 11038 Bellflower Road, Suite 248
  • General: 216.368.0985
  • Confidential Advocate: 216.368.2536