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V. SOCIAL/ALCOHOL POLICY
A. General Policy
To ensure that the normal academic functions of the University are not disrupted and to encourage the responsible social developments of all students, the following social policies have been adopted.
Social Event Policy

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Outline
I.    Definitions
II.    Registration of Social Functions
A. Conditions Requiring Registration
B.  Additional Approvals
C.  Registration Process
III.   Standards and Restrictions for Social Functions
A.  Days and Times
B.  Guests
C.  Decorations and Physical Facilities
D.  Security and Law Enforcement
F.  Other Regulations
IV.   Use of Alcoholic Beverages at Social Functions
A.  Alcoholic Beverage Permit
B.  Requirements of Sponsoring Organizations
V.     Enforcement

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I.   Definitions - For the purpose of this policy, the terms listed below shall have the following meanings unless a different meaning is clearly indicated by the use of the term in the text.

  • “Guest” shall mean a person who is invited by the student group which is hosting the social event and the guest’s date or spouse.
  • “Member” shall mean those individuals who are considered actives, pledges, or associates in accordance with the student group’s constitution or by-laws.
  • “Permit” shall mean the permit issued by The Office of the Dean of Students, 230 Ferguson Center that allows a student group to host or sponsor a social event at which alcoholic beverages will or may be consumed.
  • “Social Event” shall mean any type of function which must be registered with The Office of the Dean of Students, 230 Ferguson Center, and/or at which alcoholic beverages will or may be consumed.
  • “Student Groups” shall mean a student group or organization that is currently registered with The Office of Campus Activities, as a recognized campus student group or organization.
  • “Common Source” shall mean any alcoholic beverage (beer, wine or liquor) that is provided by a student group, member, or guest and that is made available for consumption by any member or guest at a social event.  A common source shall not include “cash bars” operated by a state licensed third party or an alcoholic beverage brought to a social event by a member or guest for personal consumption.

 

II.   Registration of Social Functions

  • Conditions Requiring Registration
    • Social events or functions to be registered with The Office of the Dean of Students, 230 Ferguson Center include, but are not limited to, band parties or any social event featuring musical entertainment by a band, disc jockey or other performer; swaps; formals; theme parties; step performances and other events as specified.
    • Other on -campus events to be registered with The Office of the Dean of Students, 230 Ferguson Center include but are not limited to the following.
      • Events involving 50 or more people.
      • Events utilizing an expansive area of campus property.
      • Events creating potential traffic congestion.
      • Events presenting a health or safety hazard.
      • Any on-campus social event.
    • Each musical performance by a band, disc jockey or other performer constitutes a separate event and must be registered separately.
    • The University reserves the right to limit the number of events requiring UAPD or approved security personnel assigned by The Office of the Dean of Students, 230 Ferguson Center, based on the number of events scheduled at a given time.  In addition, UAPD reserves the right to disallow security personnel or firm at its discretion.
    • Registration with The Office of the Dean of Students, 230 Ferguson Center of specified social functions shall be the sole responsibility of the sponsoring and/or co-sponsoring organizations.
  • Additional Approvals - Any events held on residence hall grounds or apartments must seek additional approval from the Director of Housing and Residential Communities (HRC) five (5) working days in advance of the event.  All residence hall events must be sponsored by the HRC or RHA.  Any events in close proximity of the residence halls and/or apartments will need to be approved by the Director of HRC or designee five (5) working days in advance of the event.
  • Registration Process - All social functions must be registered in person at The Office of the Dean of Students, 230 Ferguson Center Friday the week before the event. 
    • If the registration deadline is missed organizations may still be able to register events; however, under these circumstances, there is a minimum $1 fine for every member of the organization in addition to the fees required for party registration.  The fee will be increased with each consecutive late registration.  The late fee will be reset at the end of each semester.
    • At the time of registration, all organizations sponsoring or co-sponsoring a social event must submit to The Office of the Dean of Students, 230 Ferguson Center a signed copy of the Social Event Registration Form and must pay all applicable music license and/or other fees.
    • Appropriate BMI/ASCAP entertainment royalty fee, currently $6.00 per performance, must be included with registration.  Notify The Office of the Dean of Students, 230 Ferguson Center for cancellations.
    • All organizations that lease and/or own property on UA campus is required to have health and safety inspections prior to approval for social events.  Following receipt of social registration form, Health and Safety personnel will conduct a safety inspection of the premises.  Organizations are given time to rectify any violations but final approval will only occur after the location has successfully passed inspection.  Organizations should contact the Health and Safety Office at 348-5905 to set up these inspections.  Website: http//:bama.ua.edu/~ehs/.  If registration for the event was beyond the deadline, the organization is required to contact the Health and Safety office to ensure that inspections can occur prior to approval for the event.________________________________________________________

 

III.   Standards and Restrictions for Social Functions

  • Days and Times
    • The Office of the Dean of Students, 230 Ferguson Center will not register events at which the presence of alcohol is planned or anticipated during the week, defined for purposes of this policy as Sunday through Wednesday.  For those Thursday social events involving alcohol, consumption of alcohol will only be permitted between 9:00 p.m. and 2:00 a.m.
    • The hours for indoor social functions are restricted to the following times:

Sunday-Wednesday                5:00 p.m. - 11:30 p.m.
Thursday                                 5:00 p.m. - 2:00 a.m.
Friday                                      5:00 p.m. - 2:00 a.m.
Saturday                                  1:00 p.m. - 2:00 a.m.

    • Indoor musical entertainment (bands, disc jockey, individual performers or combos, audio/video systems) at on-campus  events may begin no later than 10:00 p.m. and must end no later than the designated times above.  Provided no disturbances or violations of University policy occur, the members and guests have the prerogative to remain on the premises until choosing to leave.  Bands are not permitted at Thursday social events where alcohol is present.
    • The hours for outdoor social functions involving musical entertainment as above are restricted to the following times:

Friday                          5:00 p.m. – 12:00 midnight
Saturday                      1:00 p.m. – 12:00 midnight
Sunday                        1:00 p.m. – 5:00 p.m.

    • Outdoor social functions not involving musical entertainment are restricted to the same times as indoor social functions.
    • No social events may be registered to occur during the five (5) day period immediately preceding the beginning of final exams for the fall and spring semesters or during the two (2) week day period preceding final exams of the summer term.
  • Guests
    • Social events sponsored by student organizations must be limited to members, guests, and other invited students with valid college IDs.  A sign shall be conspicuously displayed at all event entrances indicating the event is restricted to members and invited guests, stating ending time of the event, and that no glass bottles are allowed.
    • Any form of public advertising off-campus to encourage attendance at social event is strictly prohibited, unless it is to include other college/university campuses or is alcohol free.  Campus advertising should indicate that a valid, photo college ID is required for admission.
    • Student organizations wishing to charge admission to approved events must adhere to the following:

a)  UAPD police or approved security personnel are assigned when appropriate at the expense of the organization.
b)  Total tickets sold/admission charged and/or invited guests present must not exceed the designated capacity for the facility.  The number of organizational members must be included when determining total attendance.
c)  Events must be limited to inside the designated facility.  Outside events will be permitted on premises secured and contained by a permanent fence or wall.

        • Organizations must have taken measures to ensure that the crowd does not exceed fire code capacity specifications set by the Health and Safety Office.
        • All state of Alabama laws regulating loitering on University property apply at all on-campus social events.  The sponsoring organization, with the assistance of the UAPD, will be responsible for identifying and dispersing loiters.
  • Decorations and Physical Facilities
        • Any construction for themes for social functions must be approved by the Office of Health and Safety and plans be shown to Construction Administration prior to beginning construction.
        • No pools will be allowed at anytime.
        • Groups decorating for parties such as theme parties are not allowed to use bamboo that has not been commercially grown.  Please check with Health and Safety personnel or The Office of the Dean of Students, 230 Ferguson Center if there are any questions.
        • No construction may begin prior to one week before the event.
        • All front yard remnants/decorations of this party must be removed from the property the Monday following the event.  Backyard remnants/decorations must be removed the Tuesday following the event.  This includes removal of all materials involved in party decoration construction. (i.e. sand, lumber, flags, etc)
        • Should the fire alarm go off during the event the organization should immediately vacate the location.  No one should be allowed back in the location until cleared by the Fire Department.
        • All outdoor social events must be held within enclosed area with monitored entrance.  Permanent fencing is preferred.  However, temporary, quick removal fencing may be accepted.  Fencing must be a minimum of six feet tall.
          • Security and Law Enforcement Personnel
        • All groups must obtain security event personnel from bonded private security firms or off-duty law enforcement to work security at events.  Appropriate bonding verification should be presented.
        • Number of security required for an event will be determined by the anticipated attendance and nature of event by The Office of the Dean of Students, 230 Ferguson Center.
        • Organizations are responsible for maintaining control of members and guests and their events and identifying and eliminating high risk behaviors, including but not limited to the consumption of alcoholic beverages.  Organizations should notify The University of Alabama Police Department at 348-5454 of potential problems and/or legal violations.   Appropriate emergency contact information must be easily available at visible bulletin board at the event.
        • Security event personnel are hired for security reasons.  Anytime law enforcement is needed (to ensure local, state, and federal laws are being followed and to deal with uninvited guests who will not leave), The University of Alabama Police Department must be contacted immediately at 348-5454.
        • Appropriate dress is required with visible badge for security personnel and off-duty law enforcement.  Security personnel are prohibited from carrying firearms.
        • Security personnel must be present at least one (1) hour prior to an event and one (1) hour after an event concludes.  Security should provide assistance to the organization to ensure that crowds disperse no later than 30 minutes after the events ends.  Bands and DJs must stop playing at the event ending time.
        • The Social Event Chair of the organization must be available at the door to assist with access and be available immediately to the security personnel.  This individual  must be at least 21 years of age and must remain sober during the event.
        • Organization should meet with the individuals responsible for access along with the security prior to the event to go over the additional expectations for the event including access control.  Organizations are responsible for assisting door personnel and security with uninvited guests and crowd control around the door.
        • Student groups will be responsible for providing any specific instructions to security officers; such information must conform to rules, bylaws, and requirements of any national organization as applicable over the student organization.
          • Other Regulations - All organizations that have oversight from national governing bodies must abide by the regulations of their national organization and be able to present those regulations when social registrations are submitted to The Office of the Dean of Students, 230 Ferguson Center.

IV.   Use of Alcoholic Beverages at Social Functions

  • Alcohol Beverage Permit
    • Each student group or organization that desires to host or sponsor a social event at which alcoholic beverages may or will be consumed must apply for and receive from The Office of the Dean of Students, 230 Ferguson Center a permit prior to the date of the social event.  To obtain a permit a student group or organization must agree to comply with the terms and conditions of the social alcohol policy.  This agreement must be signed by an authorized officer or representative of the student group or organization.
    • Types of Permits:
        • Annual Permit:  An annual permit is available to recognized student groups and organizations that anticipate hosting several registered social events.  An annual permit is valid from August 1 of the year to July 31 of the immediately succeeding year.  The issuance fee for an annual permit is $100.
        • Single Event Permit:  A single permit is available to recognized student groups or organizations, which anticipate hosting only an occasional registered social event.  This issuance fee for a single event permit is $25.00.
          • Permits shall be valid only for the location described on the permit.  If the location of a social event changes, then prior to the social event it shall be the responsibility of the student group or organization to apply for and receive from the  Director of Greek Life an endorsement to the permit indicating the new location of the social event.
            • Requirements of Sponsoring Organizations – A recognized student group or organization that is hosting or sponsoring a social event at which alcoholic beverages will be consumed shall comply with the following requirements:
              • Comply with all noise limitations, ending or concluding times, social event registration requirements, and all other applicable guidelines regulating social events as set forth in the Student Handbook and Social Event Planning Guidelines.
              • Provide and make available to members/guests during the duration of a social event non-alcoholic (alternate) food and beverages.
              • Adopt and implement a plan or method to identify, such as by stamp or other appropriate device, each member/guest in attendance who is twenty-one (21) years of age or older.
              • For the duration of a social event provide and have available transportation by taxi or other similar means for members/guests who are visibly intoxicated or who request transportation.  Post signs with taxi service contact information at the main exit of the party.
              • Social events at which alcoholic beverages will be present shall be sponsored, hosted, or held on a “bring your own beverage” (BYOB) basis.
              • During social events, guests and members are not allowed to consume beverages contained in glass bottles.  Organizations will be cited for a policy violation if glass bottles are found to be in and around the party area.
              • Student groups are required to secure all entrances and exits where the events are held.  Exits that are locked to keep unauthorized guests from entering the facility must be able to be opened from the inside with one turn.  Doors or entrances that are padlocked or double-locked will be considered a violation of fire code and events will be immediately shut down.  Any questions regarding this requirement should be directed to Health and Safety at 348-5905.
              • No fund raising event will be approved if alcohol is present.  Any event that has an admission charge will be deemed fund raising and require additional security.  The organization is responsible for the expense of the additional security.
              • When registering social events, groups designate whether the party is open or closed.  An event where alcohol is present should always be closed.  A closed function requires a guest list of both males and females to be present at the door.  Members and their dates must be listed on the guest list.    Open parties are not allowed where alcohol is present.

(10)Persons who work the doors for social events at which alcohol is present must not    be affiliated with the organization, cannot be consuming alcoholic beverages, and must be 22 years of age or older.        

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V.  Enforcement

    • By registering a social function an organization agrees to abide by the policies governing student conduct.  Any individual student and any student group or organization, which violates any of the provisions in the Social Event Planning Guidelines or policies governing student conduct, shall be subject of all of the disciplinary provisions of the Code of Student Conduct, which is published is the Student Handbook.  In addition to any disciplinary action by the University pursuant to the Student Handbook and/or Code of Student Conduct, student groups or organizations which are member organizations of either local or national groups governed by national organizations, shall also be subject to disciplinary action by those local or national councils or groups for a violation of the Student Handbook.
    • The following acts or omissions by a recognized student group organization shall constitute a violation of the Code of Student Conduct.
      • Level 1 Violations:
      • Failure to comply with the guidelines set forth in the Student Handbook        regulating outdoor social events.
      • Failure to provide and to make available to members/guests during the duration of a social event non-alcoholic (alternative) beverages and food.
      • Failure or refusal to comply with noise limitations set forth in the Student Handbook.
      • Failure to end or conclude social events at the time required by the Student Handbook and/or Social Event Planning Guidelines.
      • Failure to comply with fire code capacity limitation applicable to the site of the social event.
      • Level II Violations:
      • Failure to adopt and/or implement a plan or method to identify, such as by stamp or other appropriate device, each member/guest at the social event who is twenty-one (21) years of age or older.
      • Sponsoring or hosting a social event with an expired or invalid permit.
      • Level III Violations:
        • Failure to provide and make available during the duration of a social event transportation by taxicab, designated driver, duty driver, or other similar means or members/guests who are visibly intoxicated or who request transportation.
        • Failure to register in accordance with the provisions in the Student Handbook and/or Social Event Planning Guidelines a social event at which alcohol will be consumed.
        • Sponsoring or hosting a social event while a students’ group permit is suspended or revoked.
        • Allowing or permitting at a social event the possession or presence of a common source.
        • Failure to comply with the BYOB rule for social events at which alcoholic beverages will be present.