Council and Panhellenic Council Risk Management Policy
The Interfraternity Council (IFC) and Panhellenic (Panhel) Council at Hope College
are responsible for being the main governing body over all Greek organizations.
The Hope College Greek community is a unique community that provides a valuable
Greek experience to its members through leadership, scholarship and service.
The uniqueness is attributed to the fact that the organizations have remained
local fraternities and sororities for many years. As IFC and Panhel have
been established to govern these organizations, many policies and procedures
have been developed that best suit the needs of the entire Greek community.
and Panhel have again answered to this call to develop a policy that best
fits the needs of the Greek community. Over the last several years, many
changes have occurred with regards to the way that Greek organizations can
and should conduct New Member Education, Rush and event planning. The expectations
have been made clear in regards to federal, state, local and College policy
in regards to these events. Also, a rise in awareness about insurance coverage
and event planning has also defined some definite expectations. In order
to hold Greek organizations accountable for their actions and to provide
a clear understanding of the risk management that Greek organizations will
practice, this policy has been developed.
House/Cottage: The physical property of a Fraternity or Sorority that is
referred to as property of an organization or assigned by Hope College
through the Organization Housing Agreement. This also includes any off
campus housing that is referred to as the organization's off campus house.
Event: Any gathering of people that is sponsored by an organization, occurs
on an organizations property, funded and/or publicized in any way by the
organization, or construed by a reasonable person to be an event of the
Duty to Care: An organization has the responsibility to care for its members
or any persons present at an organization's event. This is a duty to care.
If organizations do not fulfill this duty, they may be found of negligence
in a court of law.
Risk Management: The act, manner or practice of reducing risk for your
organization and any members or guests.
Actions of Risk Management
Organizations must follow all federal, state and local laws.
Organization must follow all Hope College Policies.
Designating an Event
Every event shall have a start and end time to designate when the event
will occur. All events must end by 2:00am.
b. Events will have a designated area for invited guests only, such as
a room or sectioned off area. There should be restricted access to non-members
of the organization.
c. Events will be approved by the organization's faculty/staff advisor.
d. No organization may enter into agreement or co-sponsorship of an event
with an alcohol distributor, charitable organization or tavern (tavern
defined as an establishment generating more than half of the annual gross
sales from alcohol) where alcohol is given away, sold or otherwise provided
to those present.
e. Publicity for an event must be consistent to the educational mission
of Hope College and the Greek community.
Publicity must not convey that consumption of alcohol is the
purpose or reason for the event or refer to the amount of alcohol.
ii. This includes flyers, table tents, T-shirts and other forms
Events may be designated if it is announced in the forum of a business
or social meeting, email or listserv, fax, phone calling to the organization's
phone list or announced at the end of an event.
Travel to and from the event must be within the set start and end time
for the event.
b. It is encouraged that organizations provide a central means of transportation
such as rented buses for travel.
c. If members are driving their own vehicle, these requirements must
The driver has proof of insurance of $100,000 to $300,000 coverage.
ii. The driver has signed a designated driver form.
If treacherous weather has been reported, the event must be cancelled
or held on campus.
There will be one (1) monitor for every 50 people present at the event.
Party monitors should:
Be older members of the organization.
ii. Be a collegiate member in good standing.
iii. Be sober before and during the event.
iv. Be marked or designated as a monitor prior to the event.
v. Be present during the entire event.
Emergency numbers will be given to the President for use in the event
of an emergency. The Greek Advisor should always be notified of emergency
situations. Always call 911 when in doubt. Public safety can be reached
24 hours a day in case of emergency.
c. A plan should be created by each organization as to a response should
an incident occur.
d. The President and event planner should keep a list of all members
and guests present at an event. If the event is out of the Holland area,
this list should be turned in to the organization's faculty/staff advisor
and the Student Development Office.
Events with alcohol must follow the guidelines set forth in the Third
Party Vendor or BYOB Checklist provided by Student Development. These
may be found in appendix A.
b. No members, collectively or individually shall purchase for, serve
to, or sell alcoholic beverages to any person who is under the legal
drinking age of 21.
c. There is to be no alcohol present at any Rush or New Member Education
events, or the weekend following New Member Education.
d. No alcohol may be purchased through organizational funds. Nor may
the purchase of alcohol for members or guests be undertaken or coordinated
by any member in the name of, or on behalf of, the organization. This
also includes "passing the hat."
e. No common containers may be used to distribute alcohol. This includes
kegs, beer bongs, party balls, trashcans or cases of alcohol.
f. There may not be any liquor present at the event. Only beer and wine
may be present at an organization's event.
g. The service of beverages must end forty-five (45) minutes before the
end of the event.
h. If a member or guest is intoxicated they should not be served any
other alcoholic beverages.
i. No event shall include any drinking contest or encourage rapid consumption
of alcohol in the activity or its promotion.
j. Non-salty food and non-alcoholic beverages must be present at any
event where alcohol will be present. The food items and non-alcoholic
beverages must be featured as prominently as the alcoholic beverages.
k. Non-alcoholic beverages must be in a closed container, be free of
charge and enough for every member or guest who is underage. A vending
machine or water fountain is not acceptable.
Hazing is defined as any action taken or situation created, by one group
or individual toward another group or individual, intentionally or unintentionally,
whether on or off campus, to produce mental or physical discomfort, embarrassment,
harassment or ridicule. Hope College prohibits conduct, which creates
an unreasonable or substantial risk of physical, mental, spiritual, or
academic injury to another person or group. Causing or permitting a person,
incident of initiation into or membership in a society, club, or similar
organized group, to participate in any activity that subjects that person
or others to risks of physical injury or mental distress or personal
indignities of a highly offensive nature, whether or not such person
has consented to participation in the activity, is prohibited.
2. The "Regulations Governing New Member Education" and "New
Member Education Policies" are documents that address hazing and should
be followed at all times during New Member Education. Failure to do so
will result in charges being filed against the group or member. These documents
may be found in Appendix B.
3. No initiation or new member activity shall constitute any emotional
and/or physical hazard, physical exertion and/or exhaustion or physical
This policy will be enforced and maintained by the Greek Advisor, IFC and
B. Any violations of this policy will be referred to the Greek Judicial Board.
The Board will then decide where the case will be heard. Please see Appendix
C for Greek Judicial Board Procedures.
C. Each organization and advisor will assume responsibility for the actions
of any individual or group affiliated with the organization (new member,
member auxiliary or alumnus/a), when the individual or group activity occurred
with the knowledge or consent of the organization or was performed by an
officer as a part of the officers duty.
D. Each organization must work with the Greek Advisor and IFC or Panhellenic
President to develop a written Risk Management Plan and program for their
This program will include how the members of the organization will be
educated about the policy.
2. The organization should also indicate how they will hold members accountable
to the plan and program.