Alcohol Policy

Purpose:

Willamette University is committed to providing an academic and social environment that supports the fulfillment of the academic mission and personal freedoms while promoting individual responsibility, health, and safety. The University complies with Oregon and Federal laws and other applicable regulations governing alcoholic beverages at Registered University Events and University Affiliated Events, both on and off University premises and off-campus. We have a collective responsibility to ensure the well-being of all members of the community and a campus environment free of the consequences of alcohol misuse. This alcohol policy is intended to support this environment and serve the following objectives:

• To promote legal, ethical, and responsible behavior and alcohol use by members of the University community
• To provide standards and expectations for the use and service of alcohol at registered university events, affiliated university events, and for members of the University community with an intent to encourage responsible decision-making and event management aimed at risk reduction and safety
• To ensure the prudent use of University funds and good stewardship of students’ tuition dollars

Definitions Related to this Policy:

Affiliated University Event means any activity involving students or University employees that are held on or off University premises that are sponsored or hosted by a student organization or a University division or unit. These include informal events in which the participants are gathered to attend based on their employment, education, or affiliation with the university, and that does not require registration as a university event. Examples include but are not limited to office or student organization social gatherings, academic or co-curricular conferences, off-campus department outings, department dinners, gatherings at athletic competitions (whether on University premises or away), or end-of-semester class celebrations on or off University premises. Adherence to this policy extends to these events.

Closed University Events means a registered event that is reserved to a limited guest list or requires membership from a particular group or department to participate.

Non-Residential Space means any location on University premises other than a residential space as defined below. Non-residential spaces include, but are not limited to, hallways, kitchens, lounges, bathrooms, and study rooms in residential facilities, campus grounds, athletic fields, student organization offices and facilities, faculty/staff offices, and all other University buildings, grounds, and vehicles in Salem, Portland, and any other University-owned or leased location.

Public University Events means registered events that are open to members of the general public in addition to members of the university community.

Registered University Event means an event on University premises, sponsored by a University department or student organization as part of their employment, education, or student activities that has reserved space and/or has been approved to serve alcohol through the process outlined in this policy. If alcohol is to be served on campus, it must be a Registered University Event. University Community Events, Public University Events, and Closed University Events are specific types of registered events that are differentiated by their designated guests.

Residential Space means a student’s University contracted room, suite, or apartment in a residence hall, University apartments, or University owned houses in Salem, or leased properties such as the Arthouse building in Portland.

Responsible Alcohol Use includes legal and low-risk consumption of alcohol. More specifically, it is the ability to make sound judgements about whether, when and how much to drink, understanding the health issues related to the consumption of alcohol, and avoiding excessive or “binge” drinking (i.e., rapid ingestion of alcohol and/or 4 or more drinks in 2 hours) or any other abuse of alcohol that negatively affects one’s academic, professional, social, or personal activities and health.

University Community Events means events that are open to members of the university community (i.e staff, faculty, and students) that do not require department or group membership to participate, or a guest list, or tags that identify the individuals as attendees.

Policy:

1. Prohibited Use and Possession of Alcohol
   1. State and Federal Law - The use, sale, purchase, transfer, possession, manufacture, distribution, or dispensing of alcohol except as expressly permitted by law (or if out of the United States, by the host country’s laws) and University policy is prohibited. The legal drinking age in the state of Oregon is twenty-one (21) years of age. In accordance with state and Federal law, providing alcohol to any person who is under the age of 21 or who is visibly intoxicated is prohibited. Any person under 21 years of age is likewise prohibited from possessing or consuming alcohol.
   2. Alcohol cannot be consumed on University premises in Non-Residential Spaces unless it is a Registered University Event, regardless of age.
   3. Alcohol guidelines in University Residential Spaces are listed below:
      1. Persons under 21 years of age are prohibited from being present in a University Residential Space where alcohol is being consumed.
      2. Persons 21 years of age or older may only consume alcohol in a University Residential Space when the following conditions are satisfied:
         1. Appropriate Host - A resident of the room or apartment is present and is 21 years of age or older.
         2. No Minors - No persons under 21 years of age are present. Persons who are 21 years of age or older may be implicated when they are in a Residential Space where persons under 21 years of age are consuming alcohol.
         3. The unit’s entry door must be closed during alcohol consumption.
         4. Alcohol storage - Alcohol can only be stored in Residential Spaces, if the alcohol is stored and closed in the original container.
         5. Open containers - Alcohol must be transported in the original unopened or screw-on top container (i.e., no open containers in hallways or in transport).
   4. Possession of common source containers - Possession or use of kegs, mini kegs, or other common source containers of alcoholic beverages, such as trash cans, tubs, or similar containers when used to contain alcohol on university premises, in Residential Space, or in offices, or in connection with a University activity is prohibited.
   5. Drinking games - Facilitating, arranging, or participating in any extreme alcohol consumption game or activity that constitutes, facilitates, or encourages competitive, rapid, or excessive consumption of alcohol when such activity occurs on University premises, in the designated housing of any Willamette University organization or group, or in connection with any University event is not allowed, regardless of age. Actions or situations that involve forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization are prohibited (i.e., hazing activities are prohibited.)
   6. Providing or purchasing alcohol - Employees and students are prohibited from providing alcohol to individuals or groups in circumstances inconsistent with this policy. 
      Details about the conduct review process for students found in violation of the alcohol and other policies can be found in the Student Code of Conduct.
2. Registration for Events with Alcohol Service - Alcohol may only be served and consumed on University premises at an approved Registered Event. To register an event for approval:
   1. Each event must identify a host/organizer. A host must submit an Alcohol Request Form for review by the Alcohol Review Committee. The Alcohol Review Committee includes representatives from: Student Affairs, Campus Safety, University Scheduling, Risk Management, the University’s food service partner (e.g., Bon Appetit), and other members as deemed appropriate for the event as determined by the Vice President for Student Affairs.
   2. For students - Only currently registered students and employees at least 21 years of age may register an employment-related or student-affiliated event that includes alcohol. Proof of age may be required. For student-affiliated events, the university-assigned student group advisor or sponsoring department (e.g., College of Law, PNCA, CAS, AGSM, SCIS, University department) must approve the request in advance before the form moves to the Alcohol Review Committee. Requests must be submitted at least fourteen (14) business days in advance of the event. Scheduling, licensing with Oregon Liquor Control Commission (OLCC), and other considerations determine how much time is necessary for planning. Any proposal submitted less than 14 days before the planned event is not guaranteed a review and approval, and in such case, alcohol may not be served at the event.
   3. The request must confirm the following University rules will be followed:
      1. If there are any charges (for entry, alcohol, etc.), event planners must explicitly outline this in their request in advance of the planned event.
      2. Willamette University Student Fees cannot be used to purchase alcoholic beverages (although they may be used to pay set-up and other associated fees). Alcoholic beverages must be sold on a “no-host” basis and may not be included in the price of admission for events hosted by student organizations.
      3. Guidelines for department funds being used for alcohol must be followed.
      4. Alcohol cannot be the sole focus of the event. Non-alcoholic drinks must be made available in quantity, prominence, and accessibility at least equal to that of the alcoholic beverages to be served.
      5. Food in sufficient quantity and quality must be available for the number of guests anticipated whenever alcoholic beverages are to be served and will be a consideration in the approval process. (Please see the OLCC requirements for more information.)
      6. If minors are present at a University event, it may be necessary to designate an area where alcohol is consumed that is clearly marked with controlled entrances/exits.
   4. The Alcohol Review Committee shall respond in writing informing the host whether the event has been approved as a Registered Event or has been denied. 
      Note: Advertised events involving the distribution of alcoholic beverages must be approved before publicity is distributed. In an event of sufficient size and/or depending on the location (example: Hallie Ford) security may be required as part of the approval process in order to ensure the safety of others and property.
3. Host Responsibilities - Hosting an event with alcohol service, whether on or off University premises, requires careful attention and prior planning, with the safety and well-being of participants at the forefront of event management. Event planners should understand the University alcohol policy and applicable laws to be a responsible host and to manage their events accordingly. University employees who advise student organizations are expected to assist students in making responsible decisions about their events and to facilitate the enforcement of the University's alcohol policy.
   
   To ensure that University events are safe, accessible, and inclusive, departments and organizations are expected to maintain a reasonable balance in their programming between events with and without alcoholic beverages. Departments and organizations may not plan events that promote or encourage the consumption of alcohol.
   
   Event host(s) are responsible for the planning and execution of the event and must be available and able to respond to concerns for the duration of the event. In the case of a student-organized event, at the discretion of the approving administrative office, an event of sufficient size may be required to have multiple individuals fulfilling host responsibilities.
   
   Specifically, for all events, the host(s) for Registered University Events with alcohol agree(s) to ensure:
   1. All applicable laws, policies, and procedures are followed.
   2. Alcoholic beverages are served and consumed in spaces that have been reserved and approved for the function. If minors are present at the event, the area where alcohol is consumed must be clearly marked with controlled entrances/exits.
   3. Events staff or alcohol servers must require proper identification of any guest. Depending on the nature of the event, wristbands may be used to identify those over 21 years of age.
   4. The Registered Event only occurs during the approved time period, not to exceed four hours for alcohol service. Alcohol service should end at least thirty minutes prior to the end of the event and prior to midnight.
   5. Alternative beverages and food must be available whenever alcohol is served. Food must be substantial enough to last the duration of the event.
   6. For events on University premises, the host agrees to ensure:
      1. A copy of the approved registration form (and, if applicable, the OLCC special events permit) must be posted in a readily visible place (i.e., in close proximity to the place where alcohol is likely to be present) at all registered events for the duration of the event.
      2. The entity licensed by OLCC and contracted by the University (e.g., Bon Appetit) is utilized in the sale or distribution of alcohol at events on University premises. An OLCC certified server must be present to dispense drinks. The server is responsible for checking proof of legal age for anyone who wishes to drink alcoholic beverages.
      3. The area used for an activity at which alcohol is served or consumed will be cleaned by users immediately following the activity unless an alternative written arrangement has been made. This includes removal of all alcohol from public areas. The host, or the host’s department or student organization is responsible for damages and cleaning expenses.
4. For off-campus events, the host agrees to ensure:
   1. The entity serving alcohol is licensed by OLCC for the sale or distribution of alcohol. Sale in this context is broadly defined to include any charge or fee for service, membership, admission, cups, club dues, donations, beverages, etc. An OLCC certified server must be present to dispense drinks. The server is responsible for checking proof of legal age for anyone who wishes to drink alcoholic beverages.
   2. Alcohol will not be contracted without an approved certificate of insurance.
5. University Events on University Premises with Alcohol Service - Event planners and hosts must adhere to the following guidelines:
   1. University events held on University premises with alcohol service requires prior approval from the appropriate VP or Dean and the Alcohol Review Committee and registered at least 14 days in advance of the event to ensure time for review and approval by the Alcohol Review Committee.
   2. Licensed Oregon Liquor and Cannabis Commission (OLCC) Alcohol Servers are required to serve at all University events with the exception of events held at a private residence. On the Salem campus, Bon Appetit Management is the exclusive caterer for food and alcohol service. The use of outside vendors for alcohol service in Salem is only allowed when Bon Appetit is unavailable. The alcohol servers cannot be the event hosts or planners. The server is responsible for providing the alcohol and for checking proof of legal age for anyone consuming alcohol.who wishes to drink alcoholic beverages.
   3. Only beer or wine provided in individual servings (i.e., no pitchers or bottles of wine) is allowed at Registered University Events. Self-service of alcoholic beverages is prohibited.
   4. Participants and hosts cannot bring alcohol to Registered University Events. Exceptions may be made when donors or wineries are providing the alcohol, but the alcohol must be served in accordance with this policy.
   5. When alcohol has been approved for sale at an event, drink specials are prohibited (i.e., reduced prices for particular drinks or amounts of alcohol).
   6. An open bar (i.e. unlimited free alcohol) is prohibited at University Community Events or University Public Events. No more than 2 free drinks (most likely provided through the distribution of tickets) may be allowed at Closed University Events.
   7. Any University event that includes alcohol service requires prior approval from the appropriate VP or Dean and the Alcohol Review Committee.
   8. Event advertisements should not emphasize the availability or consumption of alcohol.
   9. If the Alcohol Review Committee determines additional security is required at an event, the sponsor is responsible for the fees incurred for this service.
6. Affiliated University Events Off University Premises with Alcohol Service
   1. Sponsors or hosts of Affiliated University Events that are held off University premises do not have to submit an Event Registration Form. Examples include events in restaurants/entertainment venues, rented or donated facilities, and at private homes.
   2. Event requirements for Affiliated University Events off University premises include:
      1. At a restaurant or external rented venue, the venue or caterer must employ OLCC certified servers.
      2. At events at a private home, no licensed bartender or server is required provided that the host takes responsibility for monitoring alcohol consumption of attendees.
      3. Those present at the event should be of legal drinking age in the jurisdiction where the event is held.
      4. The VP or Dean should approve the event in advance.
7. Guidelines for University Employees’ Ethical and Responsible Use of Alcohol - Employees over the age of 21 may consume alcohol at Registered University Events and Affiliated University Events or in the course of official University business with an understanding that they make safety for themselves and their colleagues the highest priority, especially when driving, as well as exhibit ethical decision-making, responsible behavior, and good judgment when representing the University.
   Specifically:
   1. Employees must always be fit to perform their duties during working hours and at University events.
   2. In the presence of students, University employees are expected to model responsible behavior by either abstaining from the use of alcohol or consuming alcohol in moderation. At no time should a University employee be intoxicated in the presence of students or at a University event.
   3. University employees may not purchase alcohol for students – even if the student is of legal age to consume alcohol. This prohibition applies both on and off-campus, including restaurants, bars, athletic events, alumni events, events with cash bars and study away/ abroad trips.
   4. University employees should not accompany students to venues where they are aware that underage drinking is taking place or where students are intoxicated.
8. Use of University Funds to Purchase Alcohol - To prudently manage University resources and promote good stewardship of students’ tuition dollars, the University advocates limiting the purchase of alcohol with University Funds. A Vice President or Dean may implement a more restrictive policy regarding the use of funds from the division or unit to purchase alcohol than those set forth in this policy.
   1. The University prohibits the use of University Funds to purchase alcohol in the following circumstances:
      1. When the majority of anticipated attendees at an event will not be of legal drinking age in the jurisdiction where the event is held.
      2. When the event is a Public University Event as defined by this policy meaning open to the general public.
      3. When the source of University Funds is Student Activity Fees, including graduate Student Activity Fees.
      4. When the source of University Funds is federal or state grant or contract funds.
      5. At offsite meal and entertainment meetings between University employees. Alcohol is not reimbursable for personal meals while traveling.
      6. Alcohol is not reimbursable for purchases for consumption by students, unless purchase is for an approved registered event.
   2. The University permits the use of University Funds to purchase alcohol in the following circumstances:
      1. For research or teaching purposes and for purposes that do not include personal consumption (e.g., using alcohol as an ingredient in the preparation of food or for cleaning).
      2. University-affiliated business events (i.e. hosting donors, alumni, candidates for employment, or guests of the University) involving individuals who are of legal drinking age in the jurisdiction where the event is held with VP or Dean approval.
      3. Exceptions may be made for Closed University Events (i.e. retreats or receptions) among employees or university guests of legal age approved by the appropriate dean or vice president.
9. University Resources for Community Members - The University has resources to educate members of the University community about the dangers of alcohol abuse and available resources for alcohol counseling, rehabilitation, and employee assistance programs. For more information see the Alcohol and Drug Abuse Policy in the Willamette University Portal.
   
   Note: For further information or questions on this policy and the procedures described, please consult with the Office of Student Affairs. Campus Safety officers or other authorized University staff members may terminate any event if they determine that the event does not adhere to this policy or other Campus rules.

Effective Date: September 01, 2023
Responsible Person/Primary Contact: Vice President for Student Affairs
Responsible University Office: Student Affairs