created and updated 09/15/2017 by sgt. glen mccull · event or activity on campus. risk assessments...
TRANSCRIPT
Created and updated 09/15/2017 by Sgt. Glen McCull
WHAT IS A RISK ASSESSMENT?
Risk assessments are forms that are completed by those planning to host an
event or activity on campus.
Risk assessments are used to determine the needs for an event to make sure the
event is safe, meets legal requirements and is successful for those hosting the
event as well as all campus staff, students and guests.
Risk assessments are reviewed by both the police department and Campus
Operations and Safety .
WHAT IS A RISK ASSESSMENT?
A minimum of 7 working days is required on risk assessment submissions. This
provides time for review; as well as scheduling security at the event if needed.
Risk assessments should be completed as soon as possible when planning an
event so that they can be reviewed and any changes needed can be made.
Large events such as concerts and events involving participants or guests outside
of the university may require more notice and the involvement of both the Office
of Safety and the Texas A&M University-Commerce Police Department in the
planning stages.
WHAT IS A RISK ASSESSMENT?
Risk assessments involve issues such as these:
Insurance policy needs/requirements for the event.
Food handling/preparation and permits.
Location of event.
Event safety, including the possible requirements to have security present.
Conflicts with other events being held at the same time.
Needs such as custodial, air conditioning, parking.
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
When alcohol is going to be present at the event.
When the event will have minors present. (Under 17)
When there is cash/money present at the event. (Selling or Collecting)
When there are outside campus groups/events (Ex. Hunt County Hospital Gala)
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
When the event will have a guest speaker.
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
When the event is being held outdoors.
When the event is an all night event.
When there will be dignitaries present (govt. officials, prominent people etc.)
Concerts
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
Dances, Fairs and Festivals.
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
When food is being prepared by anyone but Sodexo.
When participants engage in dangerous activities or heavy physical activities.
Most “after hours” events, major entertainment events and events advertised
externally where non-university public is invited.
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
Other special or unique events or activities.
WHEN DO I NEED TO COMPLETE A RISK
ASSESSMENT FORM?
For all Fraternity and Sorority Events and Fundraisers.
NO RISK ASSESSMENT NEEDED.
Normal academic activities.
Normal group meetings.
Events held off campus may be required to complete a risk
assessment, please contact Campus Operations and Safety if you
have any questions.
NO RISK ASSESSMENT NEEDED.
Tables set up on campus for fundraisers:
Security is not needed; however, there must be 2 people with the money at all
times, and the table must be set up so it is viewable on a campus security
camera. Cash limit $250.00.
RISK ASSESSMENT DEPARTMENT CONTACTS:
Campus Operations and Safety:
John Weatherford
Ferguson/Social Science Building room #B102D
903-468-3287
Police Department:
Sgt. Glen McCull
Henderson Hall Police Department
903-468-3207
REQUESTING SECURITY FOR AN EVENT
Events involving student organizations must be approved by their appropriate
administrator (i.e. Sam Rayburn Student Center, Greek Life or Minority Affairs)
before submitting a request for event security to UPD in the required seven (7)
working days prior to the event.
Security requests are an included part of the risk assessment form, therefore you
only need to submit a separate security request if no risk assessment form is
needed.
REQUESTING SECURITY FOR AN EVENT
Factors considered in determining event security needs include but are not
limited to the following:
the anticipated attendance, complexity of the contractual arrangements, details
and related activities associated with the event, safety and security of the
particular venue/facility, contract price and the history of the performing artist.
Most “after hours” events, major entertainment events and events advertised
externally where non-university public is invited.
Events with alcohol being served and or money present.
REQUESTING SECURITY FOR AN EVENT
Events which do not typically require security include:
Organizational meetings, lectures and in-door films.
Host organizations should be aware that all event reservation requests are
subject to screening by the University Police Department for particular
circumstances that may require event security.
Host organizations are expected to be sensitive to the need for security in
unusual circumstances.
REQUESTING SECURITY FOR AN EVENT
The A&M-Commerce Police Department will determine whether or not security is
required, and if so, how many officers will be present. The host can request
security for an event that would not otherwise require it.
Once the A&M-Commerce Police Department has made the determination, the
event may be held only if officers are available to work the event.
If an inadequate number of officers are available to staff an event in its entirety,
the event will not be approved.
REQUESTING SECURITY FOR AN EVENT
Due to the fact that only A&M-Commerce officers have jurisdiction over events
occurring on Texas A&M University-Commerce property, host organizations may
not outsource for security.
Rates for Campus Departments:
Police officers: $46/per hour. Minimum 2 hours.
Security officers: $26/ per hour. Minimum 2 hours.
REQUESTING SECURITY FOR AN EVENT
Rates for Campus Departments Continued:
Cancellation of event must be forty-eight hours (48 hrs.) in advance or the host
organization will be charged for the minimum per officer.
Request received less than seven (7) working days prior to the event will be
charged an additional $50.00.
Host will be billed by Police Department Officer Manager after the event, for actual
hours worked.
REQUESTING SECURITY FOR AN EVENT
Rates for Campus Departments Continued:
Sunday events will not be approved unless there are extenuating circumstances.
It is preferred that evening events end at 21:30 hours or 22:00 hours to
accommodate for shift change.
REQUESTING SECURITY FOR AN EVENT
Rates for Campus Departments Continued:
If Ferguson balcony is going to be used, it must be listed on the risk assessment
form, as this will require another officer to be present.
Security needs are determined in part by the venue, so a smaller venue may
require less officers.
POLICE DEPARTMENT CONTACT:
Police Department:
Sgt. Glen McCull
Henderson Hall Police Department
903-468-3207
HOSTING RESPONSIBILITIES
The host is responsible for completing a risk assessment form and obtaining approval through the required departments.
The host must include the times the doors open, the time the event starts and the event end time, as well as the expected attendance.
The host must adhere to the times they set for the event as not to inconvenience any staff /custodial working the event.
The host is responsible for adhering to the attendance figures they provide either by tickets/counters if needed, as approval of the event is based off of the figures provided.
HOSTING RESPONSIBILITIES
The host is responsible for ensuring that attendance is not over maximum for venue.
The host is responsible for the actions of the guests and shall stop the event temporarily or permanently if needed, to assure compliance. (Disruptions, standing in aisles, etc.)
Law enforcement’s presence at events is for overall security and law enforcement related issues.
Law enforcement is not responsible for enforcing house rules unless patrons fail to comply with host requests.
HOSTING RESPONSIBILITIES
Law enforcement has the authority to stop the event either temporarily or
permanently for failure to comply with rules or regulations.
Law enforcement has the authority to stop the event for the safety of those
present.
Law enforcement will assist with transport of money collected at events as
needed.
DOOR ACCESS FOR EVENTS
ARE YOU RESPONSIBLE FOR AN EVENT IN THE FUTURE ON CAMPUS?
Normal business hours for the university are Monday – Friday with the exception of university holidays.
In most cases buildings are open from 6 am to 11 pm, there are a few exceptions
In most cases doors are locked or controlled during the weekend
DOOR ACCESS FOR EVENTS
Will this event require the use of a building other than the Sam Rayburn Student
Center, which typically has weekend hours?
Is your event time outside the normal business hours of the university?
If so, have you requested the doors of the building to open for and during your
event time?
Please do so 3-4 days prior to the event!
DOOR ACCESS FOR EVENTS
REQUESTING BUILDING ACCESS
Notification for events and meetings that occur outside normal business hours for
academic and special function areas must be communicated. Example: Mane
Event, Art Exhibits, athletic events, etc.
This request is not a reservation for space or approval of risk assessment but
rather a notification tool to ensure that the rooms or buildings that you have
reserved are accessible when needed.
DOOR ACCESS FOR EVENTS
Submission of this information will notify, Auxiliary Services, Facilities and
University Police Department that doors will need to function differently.
Type the following on the TAMUC website to access the form:
Door Access Management Form
Scroll down and click on “Request Access” and complete and submit the form.
Form Sample
RISK ASSESSMENTS AND EVENTS
QUESTIONS?