Santa Clara University

Risk Management

For risk management purposes, events not approved and sanctioned by the University cannot be promoted with the University's or Organization's name and/or resources. Keep in mind that some events may require a contract and little risk management while others may require substantial risk management without a contract.

Defined: Techniques used to minimize and prevent accidental loss and to ensure a fun safe event.

When events pose a need for risk management, organizations should contact a CSL advisor. You and your CSL advisor may then need to contact Harry Fong, Associate Vice President for Finance and Risk Management. The Risk Management Services office is available to all Chartered and Registered Student Organizations (Clubs) to review programming and activities for risk management issues and concerns.

Risk Management strategies may include:

• Training and Education (FERPA and Sexual Harassment)
• Review of contracts
• Food handling workshops
• Clarification of travel, international travel and vehicle policies
• Review of fire and safety regulations, including emergency procedures
• Safety, security, and crowd control measures
• Instructor/facility certification
• Insurance review of outside agency
• Ambulance service

Risk Management statements may include:

• Disability Statement: "In compliance with the ADA/504 please direct your accommodation requests to: __________ (name of the sponsor/ organizer/ coordinator responsible for the event) at __________ (phone number of the sponsor/ organizer/ coordinator of the event)." Should your organization receive a request for an accommodation, please contact your advisor.
• Speaker's Policy Statement: "The presence of a guest speaker on the campus of SCU does not necessarily imply approval or endorsement by the University of the views expressed by the guest speaker or by anyone else present at the event"
• Transportation Statement: "Santa Clara University is not responsible for transportation to and from this event"

Student Records: The Family Educational Rights and Privacy Act (FERPA) of 1974 protects the confidentiality of students records. Visit the CSL Accessing Student Records website for more information about how FERPA applies to undergraduate student organizations.

The following documentation may be required when contracting events that involve risk:

• Participant Agreement - For use when students are participating in potentially risky activities on or off campus.
• University Driver's Agreement (pdf) - For use when students are driving on official University business.

  Drivers License information is required by the University and the University Insurance Company to ensure that students driving on behalf of the University are safe drivers. If students are drivinig private vehicles, proof of insurance and registration will also be required. Students that do not submit their drivers license information may not drive on behalf of the University in the function of a club in any way including field trips, retreats, events or even errands.

• California State Withholding Tax Form (pdf)