A LIFE OF EXCELLENCE | FRATERNITY RESOURCES
Risk Management Questions and Answers
Living a life committed to excellence means following the law - even when we do not want to. This compilation of inquiries represents some of the more frequently asked questions regarding the MRG and risk management in general, and specifically regarding mass quantities of alcohol. Some of the questions ask for answers that are not specified in the MRG or Enforcement Criteria. The answers to these questions are derived from generally agreed upon standards of risk management. In the truest sense of the word, those “answers” are guidelines, as opposed to the MRG, which is policy. Take time to review each one of these questions and answers. Chances are, if you’re a chapter officer, you’ve heard these questions asked by members. If you’re simply a regular member of the chapter, then perhaps you’ve asked or wondered about some of these questions yourself. Remember, unless otherwise stated, these answers represent the best method for reducing risk in a chapter. The Fraternity supports these recommendations as one of the better ways of reducing risk at a chapter function.
What constitutes a Delt function?
The “general rule “ is that anytime 25% or more of the chapter is present, the gathering could be considered a Delt function. Of course, the possibility always exists that a gathering or event with less than 25% of the chapter could also be considered a Delt function. In fact, some universities and colleges define a fraternity function as having as few as two active members present. Some of the variables to consider include the location, the purpose or intent of the event or gathering, the number and variety of other students present, and the presence and distribution of alcohol. The event itself may not initially be a Delt function but as the night goes on it may quickly appear as one and the MRG should be followed. Delts tend to congregate. If it looks like a Delt function, sounds like a Delt function, then you should treat it like a Delt function. When trying to determine the nature of a function, ask yourself the following question, “Was the event ever discussed in a chapter meeting or was the chapter used as a vehicle to promote or sponsor the function?” If you answer yes to this question, then the link between the chapter and the function is legitimate enough to invoke the Member Responsibilities Guidelines.
How can such circumstances (location and purpose, number and variety of students, presence and distribution of alcohol) affect whether or not our gathering could be considered a Delt function?
Consider the following example. Let’s say that a small group of Delts has a party at an off-campus apartment. This party might look like a Delt function if the chapter has just won the intramural football championship. Likewise, if most of the people who eventually show up at this party were Delts, then it would very easily seem that the party was held on behalf of the chapter. Also, if the party is talked about in a meeting, organized by the social chairman, or if signs appear in the Shelter, then the party could very well be considered a Delt function. Again, if the chapter is used as a vehicle for promoting this function, then it is likely to be considered a Delt function. Remember: when it comes to having a party, the only difference between perception and reality is the spelling. Always take into consideration what an outsider would think if he or she saw a large number of Delts socializing together.
If this sort of activity (off-campus party) can be considered a Delt function, does this mean that the MRG applies?
Yes. If a large group of members pool their money to buy a keg or a tub full of beer for the annex or a member’s apartment, then this violates the MRG. This is particularly true if the reason behind the function is simply because kegs are not allowed in the Shelter. Location isn’t the issue here. No matter where the function is held, if the circumstances surrounding it lead an individual to believe that it is a chapter sponsored function, then the MRG is applicable.
Why can’t we have kegs?
The reasoning behind this policy is sound. The decision to drink alcohol is a personal choice, and when usually less then 25% of your membership is of legal age to consume, having any source of alcohol other then BYOB is increasing the risk of accidents. Also, because someone in the chapter has to purchase the keg it puts them at personal risk for the behavior of everyone who consumes. That is an unfair situation to put any brother in. Even at a BYOB party you still have the responsibility of providing a safe social function!
I didn’t know we couldn’t have kegs in our apartments. This is no different than the chapter house. Chapter parties at apartments have resulted in the same kind of problems as those held at the chapter house. The largest factor concerning the MRG is following the law. Even though the party is at a location other than the Shelter, people will still perceive it as a Delt function even if you claim that it is not a Delt party.
From a risk management standpoint, then, it’s not safe to have keg parties at annexes or apartments?
Correct! What we’re saying, quite simply, is think before you act. Ask yourselves, “If we have this activity at this place and at this time with these people buying the alcohol, then could it be considered a Delt function?” If the answer is yes, then you are putting yourselves at risk and violating what the MRG was designed to accomplish...not to tell you when, where, or how much you can drink, but to minimize your risk. Furthermore, you have to consider the individual risk involved when members have parties where alcohol is purchased and served to guests. Those situations are not covered by the Fraternity’s insurance policy, which puts the individual or individuals in the annex or apartment at a very high level of risk. Consider, too, the fact that if the purpose behind annex or apartment parties is to “get around” the alcohol policy, then the chapter has committed a Level III violation of the Member Responsibility Guidelines.
Can each member bring in a case of beer?
Short Answer: NO! Long Answer: Do you honestly believe that each of these members is going to drink a case of beer? Personal consumption (BYOB) means what you will consume yourself. Most people will not and the excess winds up in a beer drop where anyone else can consume. This then becomes a central source at a chapter function with the chapter’s funds, and the chapter will be liable. Further, this expectation contradicts our low-risk guidelines described in DTAA.
Why is it that we can’t have lots of individual cans or bottles of beer instead of a keg?
This is still a common source. BYOB means purchased for your own personal consumption during the function - not for anyone and/or everyone.
Why is it wrong to take up a collection for alcohol?
When this takes place, it is Delt that is buying the beer and it is Delt that could be held responsible, and the purchase is usually going toward a common source.
When is it considered purchasing alcohol with chapter funds?
Any type of collection taken by members, and/or so called “social dues,” for the purpose of purchasing alcohol is considered to be a chapter function with chapter funds. Also, any time members are required or requested to bring certain amounts of alcohol to a function, then they are providing alcohol on behalf of the chapter.
What is an open party and why can’t we have them?
An open party is any event where anyone can be admitted. This prohibits us from monitoring numbers and preventing problems. We are in the Fraternity business not the bar business. You can more easily control your members and their guests than you can control John Q. Public. This is where the majority of problems arise. He doesn’t care about your chapter, your members, or your reputation. All he wants to do is party.
How many guests can be invited to a Delt function?
In order to limit the number of people at your function to a manageable number, we recommend that each member of the chapter only be allowed to invite up to three other persons to the function. Invitations should be such that they are not easily duplicated. The name of the guest as well as the name of the member should appear on the invitation. Likewise, the invitation is matched with a master guest list when the guest enters the function. For chapters without a Shelter, you should consider the size of the facility where the function is to be held. Often, the space being rented or used has an occupancy limit set by local city ordinances.
How much alcohol can/should be brought into a Delt function by an “of-age” guest?
While the MRG does not state specific quantities of alcohol, we recommend no more than three (3) twelve ounce cans of beer or two (2) wine coolers, but in no case should it exceed six (6) cans of beer or four (4) wine coolers per person. No hard alcohol of any kind should be served and no glass bottles should be used. Wine coolers should be poured into cups provided by the chapter.
How is the alcohol to be distributed?
Each guest will check in his/her alcohol with a “bartender.” The bartender is preferably a third party, i.e. not a Delt, hired by the chapter. If this is not possible, then he must be of legal drinking age. He will, in turn, provide the guest with a punch card with the name and amount of alcohol brought in by the guest. (These can be created using any desktop publishing software.) When a guest wishes to retrieve his/her alcohol, he/she simply presents the punch card to the bartender, who punches the card accordingly, and provides the guest with a drink. Guests are limited to one beer or wine cooler at a time and must produce their empty beer can or their plastic cup in order to receive another drink. Prior to admittance to the function, all guests must be carded for proof of legal drinking age. Also, only allow those of legal drinking age to bring alcohol into a function.
What’s the best way to ensure that only twenty-one year olds have access to the alcohol?
As each guest enters the function, he/she is “I.D.’d.” Once carded, a guest of legal drinking age will receive a wristband that must be worn and visible when receiving alcohol from the bartender. Carding should be performed by an off duty police officer or hired security guard. If this is not possible, the person checking for I.D.’s should be over twenty-one and refrain from drinking alcohol during the event. It is not a good idea to have your youngest, least experienced members “manning” the door. You can also achieve greater control by restricting where alcohol may be consumed to a certain area or room at the function, i.e. basement, etc.
What’s the best way to keep the event under control?
The chapter should employ a system of sober monitors, i.e. members of the chapter whose job it is to maintain order during the event. Their responsibilities include monitoring for underage or excessive drinking, and clearing the Shelter or other location when the event ends. Each chapter should have one (1) sober monitor for each fifteen (15) to twenty (20) guests. Likewise, one member of the executive committee should be a sober monitor during each event. You might also explore the possibility of hiring an off-duty police officer to assist with the monitoring of the function. Many chapters also employ the services of a local security company to aid in crowd control. Often this official presence is enough to remind your guests that proper behavior is expected.
That’s a great message for right now, but what about the alumni who come back at Homecoming?
All they do is show up with a lot of booze, tell “war stories” and make it even more difficult for us to follow the MRG. Prior to Homecoming (or any alumni event) you need to let your alumni know what the rules are! This can be done through your alumni newsletter or some other method of communication. Sometimes your chapter advisor or house corporation officers may best communicate it. Most of the resistance comes from the alumni who remember the way it was. For these alumni, there’s no quick fix. Stick to your guns, though, and they’ll get the message. Sure, they might not stop by the Shelter for a few years, but just as attitudes go in cycles, so do alumni. They eventually come to realize the necessity for abiding by the MRG. If you’re having a tough time with one alumnus in particular, have him talk with your chapter advisor, or a member of your house corporation. Remember it’s usually best to have alumni work out these types of problems with other alumni; after all, they are now his peers.
What about the other fraternities on campus?
Don’t they have the same alcohol policy as Delta Tau Delta? Yes, but just called a different name. The majority of fraternities on your campus and across the country utilize the risk management policy developed by the Fraternity Insurance Purchasing Group (FIPG). Delta Tau Delta’s Member Responsibilities Guidelines (MRG) and FIPG share many of the same basic tenets, i.e. prohibiting kegs or other bulk quantities of alcohol, requiring BYOB and third party vendors for all chapter functions, restrictions on the use of chapter funds for the purchase of alcohol, etc. The only major difference between the MRG and FIPG is the way in which violations of the rules are reported.
“Why can other fraternities have kegs and we cannot?”
They cannot. If you know of any incident please notify the Central Office immediately so we can inform their respective office and take steps to end these violations. Your identity will be kept confidential.
What should you do when you know that another fraternity on your campus is blatantly violating the FIPG guidelines?
Each of the 63 NIC member fraternities and several of the NPC sororities have pledged their resources to reprimand those chapters who fail to abide by their alcohol policy. Each headquarters has agreed to a system of mutual reporting. If you know for a fact that one or more fraternities are violating their alcohol policy, then you should call the Central Delta Tau Delta Office (317-284-0203) at your earliest convenience. We’ll contact the headquarters of the offending chapter and do the reporting for you. All sources of information remain confidential so you don’t have to worry about the incident coming back to haunt you.
Who’s supposed to enforce this policy?
The opening lines of the MRG Enforcement Criteria states it best. “It is the responsibility of every undergraduate chapter member and alumnus volunteer to see that the Guidelines are upheld, and more importantly, that the spirit of the Guidelines is met.” The spirit of the Guidelines is to help reduce risk. Of course, undergraduate chapter members shoulder the day to day issues regarding enforcement. The MRG is best understood when based on the understanding that this is a policy that reinforces individual responsibility and accountability. You should know, as well, that every representative of the Fraternity, i.e. chapter advisors, house corporation members, division vice presidents, Central Office staff, Arch Chapter members, even other chapter officers, will help any chapter enforce this policy. Developing a dependable support network for enforcing the MRG is quite likely the most important part of a chapter’s management strategy. By keeping this network informed of your successes and obstacles, you tend to avoid problems more often. Remember that your network’s ability to aid your chapter depends on your willingness to share ideas and work through problems. When you get down to it - the MRG tells you one thing - follow the law. If you are under 21, don’t drink. If you are over 21, do it in accordance with our low-risk guidelines, and don’t buy alcohol for minors. If you violate these laws, then don’t be surprised if you are held individually accountable and liable for your actions.
Which policy should we follow...the college/university policy or the MRG?
While the MRG is the only risk management policy for the Fraternity, it’s not uncommon to find that a college or university has a more stringent policy regarding risk management. If this is the case on your campus, then the stronger of the two policies applies. In reviewing your campus policy and the MRG, you’ll probably find many similarities between the two, allowing for an easier implementation.
Won’t continued policies such as these put all Greeks at a competitive disadvantage?
Absolutely not. In fact, we need policies like these now more than ever. With membership numbers down across the country, Greeks need to take a hard look at the type of product we are offering. Not only does the MRG play an integral role in reducing risk, but when followed, it demonstrates a chapter’s level of maturity and willingness to address a chapter management issue riddled with emotion.
Aren’t we a “social” fraternity?
By definition yes, but you should interpret the word “social” in its broader meaning. You will live in the society of man, and as a person of more than ordinary intelligence, character, and ambition, you should accept a special responsibility to serve that society well. The Fraternity will expect you to be a leader in your chapter, on campus, and in the greater society. Socializing happens regardless of the presence of alcohol. Some fraternity chapters have reached the point where alcohol must be present in order for social interaction to occur. The concept of a social fraternity is one that reflects the values and mores of the local community, university, the International Fraternity, as well as society at large. The fraternity should mirror society and allow members the opportunity to grow academically, intellectually, spiritually, as well as socially. It is our role to better prepare our men for society without a dependence on alcohol, hence social fraternity. So in our case, “social fraternity” does not mean non-stop partying. The parties are but a small part of a much bigger picture. But it does mean you must take care to plan carefully all the events you host. A successful chapter is aware of this fact and strives to emphasize all facets of fraternal life in chapter programming. In the end, no matter how you define “social,” no definition can ignore the law.