Prior to submitting any contract for review and signature (as well as for events without contracts) the Division of Student Life utilizes the following process for risk assessment and management:

  1. As new events (those not previously held at Siena) and/or artists are considered, even before beginning any type of formal agreement process, the professional staff and/or students meet with the Student Life Compliance Officer to identify the appropriateness of a suggested activity. Some proposed activities are discussed and then discarded due to the risk level being extremely high or the activity is not supportive of mission and therefore, doesn’t warrant taking on any risks. Risk to reputation is always considered in addition to risk to persons or property.
  2. Any new event/activity with potential significant reputational risk and or physical risk is always run by the VPSL for concept approval before continuing in the research phase.
  3. If a proposed activity is determined to be worth pursuing, the Compliance Officer and event planners identify what research is to be done and what possible mitigation may be needed if approved. The research includes, but is not limited to, the following:
    • Identifying potential risks and then the event planners are directed to find out exactly what options are available from vendors (or from event planners if no outside vendor is being utilized) to minimize the risks (such as enclosed seats for a Ferris wheel, inflatable walls to prevent falls from inflatable slides and jumps, padding for falls, staffing to provide screening for intoxication before getting on rides, etc. performing artists and their willingness to offer a clean, pg-13 show and their willingness to sign our Performance Speaker Agreement.)
    • The research/vetting also includes getting recommendations/reviews from national organizations (NACA, etc.), talking with colleagues at other colleges and universities, particularly those with a Catholic tradition, to determine how the actual activities/shows went, how the vendors/artists were to work with, what their performances/activities were like as well, what problems occurred, would they consider bringing the vendor/artist back to their campus (why/why not) as well as how they were received by the students
    • We conduct a media review on artists as well as running background checks.
    • We also review all published lyrics for artists from their song portfolios to identify any problematic songs and require an agreement to provide a clean, PG-13 show from each of the artists during the initial bid submission
    • Confirmation of vendor/artist ability to meet insurance requirements is part of this process as well.
    • The Student Life Compliance Officer informs and consults with the College Risk Officer throughout the process as appropriate The Compliance Officer and event planners meet to review findings, often going over extensive strings of email conversations between college representatives and vendors confirming answers to questions and options available. At that time, a decision is made to either move forward on booking/confirming the event or not. The VPSL is kept informed of the progress for those higher risk activities/performers
  4. A similar process is used to vet repeat events as well. In this case, we conduct much of the same research and review for risks and mitigation options; we look at what went well or could be improved from previous events and discuss any new risks or issues.In addition to the pre-approval process, once a specific event or artist or activity is conceptually approved and the research done, the event planners must also complete an Event Planning Risk Assessment form on-line which requires the event planners to identify each risk and how it will be mitigated. Planners must also identify the residual risk level after applying mitigation strategies, and for those events with a residual risk of greater than low, the planners must articulate in writing how the event supports the Franciscan and Catholic mission of the college and/or other particular organization. The Compliance Officer reviews and, if needed, obtains clarification and/or requires additional mitigation strategies. Activities/events may be denied if appropriate mitigation strategies haven’t been identified and applied. For those high risk events/performers, the VPSL must also approve.
  5. Once the Compliance Officer signs off on the risk form or has completed the risk research review, the VPSL is provided the material and must sign off. Then the contract is forwarded to the Contracts Administrator for review and signature.

Updated May 20, 2015