[Stuorg-rep] Events and Programs

Thu Mar 21 10:45:19 CDT 2019

Good Morning, Afternoon and Evening... (Whenever you read this e-mail)

First let me introduce myself, to those that have not met or made contact with me yet.
My name is Eddie Pinckard and I am the new Risk Manager on campus, and I have been observing the common practices on programs and events and speaking with people on what their concepts are on the requirements of holding an event on campus and off.  I have noticed that many groups use outdated or do not complete the proper forms when necessary to staging an events.
I am going to attach the most current forms and go over some of the protocols that will keep us in compliance not only with the University but A&M System and the Hunt County Health Department.
*Please, remember that there are avenues we can take if you are wishing to hold an event and it does not fall into the standard parameters, just contact me and we will go over it step-by-step.*
Events that serve food, please remember that if you are housing an event, check and make sure that the on-campus food provider Sodexho does not have a prior arrangement to provide services in that building.
Any booking questions and questions on the aforementioned statement can go to RSCScheduling at tamuc.edu

1.       If that is not the case, remember food has to follow the parameters set forth in the on-campus paperwork (see attached)

2.       The food must come from a certified approved vender in Hunt County, see their Health Permit.

a.       There are some exemptions, just contact me if you have specific questions

3.       If you are serving certain kinds of food, you must have someone on staff with that organization that has a food handlers permit (see attached forms), below is a link for the permit, it last for two(2) years.

https://urldefense.proofpoint.com/v2/url?u=https-3A__www.learn2serve.com_texas-2Dfood-2Dhandler-2Dcertificate-3Futm-5Fsource-3Dgoogle-26utm-5Fmedium-3Dpaidsearch-26utm-5Fcampaign-3DF-2526B-2520-2D-2520L2S-2520-2D-2520TX-2520-2D-2520Food-2520Handler-26utm-5Fcontent-3D284065491780-26utm-5Fterm-3Dfoodhandler-26gclid-3DEAIaIQobChMI-5FPHHtt784AIVCo5pCh1gdAFGEAAYAiAAEgKSxvD-5FBwE&d=DwIFAg&c=oqyuZuih6ykib6aKiBq22_bich4AVfYGoLertJN0bEc&r=fVY6O2Z1zVQn0Ryb7fw7dkWsvXlGam0zfYrUhyONkBU&m=EL7hOVYUYDWkSG5kl9jFX0DbnRzyu4Cg97WAQvMj0Ms&s=hdv0IT1gY7Mgxw2jWLJQQS_f1FvxD7OojcMAsqfZ3-o&e=

4.       There are regulations and time tables to hold certain events and when the paperwork must be summited (see attached)

**Risk Assessments must be done if the waivers associated with an event are to be recognized**

Remember faculty/staff you must be an approved driver through the University to use any mobile conveyance for events (below is the link)
http://www.tamuc.edu/facultyStaffServices/riskManagementSafety/transportation/fleet-management/Driver%20Certification%20Form%20.aspx

Now the Insurance, there has been some misconceptions that I have heard from certain organizations. Every event is different and most can be covered by the Risk Assessment forms and the waivers.
Insurance is obtained when something that you are doing has an increased risk of injury to a student, outside the reckless behavior, that will not be covered... (See below examples)
Conference that only incorporates driving to the Hotel or Convention Center, Dinner and then driving back- Most Likely No Insurance Needed, BUT
If you are going to a Hockey game, Trail Rides or some extra-curricular activities that increase the chance of injury....YES

Study Abroad or International Travel Insurance: This is mandatory and must be done for any students traveling on these trips. Obtaining this CISI Insurance can be assisted by the Office of International Programs            Main Number: 903-468-6034          Fax: 903-468-6036
*Please remember that as a Faculty/Staff you are also able to obtain this Insurance, because the University's Insurance is not accepted everywhere or the accepting facilities might be a distance from your location*

I will be trying to assist everyone into following these protocols so we can have everyone on the same page come the Fall (2019) semester, I understand this is a process and I will help out along the way there to get there during the rest of this semester and during the Summer.
These processes are in place to protect the University and the Students and events that do not follow the protocols could be delayed or cancelled if these procedures are not followed.

Thank You, Very Much If there are any questions please contact me at your earliest convenience.

Eddie

Eddie Pinckard M.S.
Risk Manager A&M-Commerce
Department of Campus Operations & Safety
Eddie.Pinckard at TAMUC.Edu
(903) 468 3287
Ferguson Social Sciences B102D

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