QUEEN’S UNIVERSITY CAMPUS ALCOHOL POLICY 2005

UPDATE: View the 2012 document here (pdf)

University Council for Substance Abuse Prevention:

Office of the Dean of Student Affairs

Preface

The first Campus Alcohol Policy was developed over the 1996-97 academic year. From the beginning, one of the requirements of the current policy has been that it be reviewed annually and revised as necessary. The first revision occurred in 2001.

In 2004 a thorough review was conducted under the auspices of the University Council for Substance Abuse Prevention in consultation with students, faculty, staff and the Centre for Addiction and Mental Health. Significant revision was made to the information on all-ages policies and events; a new section on off-campus events was introduced, and the material on best practices was moved to give it more prominence. It was a desire of the Council to see a document that not only gave guidance in the area of policy but was also instructive as to procedures that should be followed. Students don’t simply want to know what the rules are around holding events, they also want to know how to go about planning them. It is our hope that this edition adds some of this practical information or at least points to where it can be found.

Special thanks goes to Diane Nolting, the Chair of the Council and the inspiration behind the Campus Alcohol Policy. She works tirelessly to ensure a safe and healthy campus for all students.

Bob Crawford,

Dean of Student Affairs

November 2004

Contents

1.FUNDAMENTALS

1.1 Philosophy

1.2 Purpose

1.3 Objectives

1.4 Best Practices

2. UNIVERSITY COUNCIL FOR SUBSTANCE ABUSE PREVENTION

2.1 Mandate

2.2 Committee Structure

2.3 Overview

2.4 Queen’s University Initiative to Reduce Harmful Drinking

3. MANAGEMENT OF ALCOHOL

3.1 Residences

3.2 Pubs

3.3 Catered Events

3.4 Under-Age Students in Licensed Facilities/ Licensed Events

3.5 Special Occasion Permits

3.6 Off-Campus Events

4. ADVERTISING AND SPONSORSHIP

4.1 Policy Considerations

4.2 Advertising

4.3 Sponsorship

5. SUPPORTING DOCUMENTS (will open in a new window)

5.1 Appendix A: Current Contact Information

5.2 Appendix B: Risk Criteria for Events Serving Alcohol

5.3 Appendix C: Alcohol Service at Major On-Campus Events

5.4 Appendix D: Alcohol Service at Major Off-Campus Events

5.5 Appendix E: University Council for Substance Abuse Prevention

5.6 Appendix F: All-Age Policy Campus Bar Service

5.7 Appendix G: AMS Event Approval Process (adobe pdf)

5.8 Appendix H: SGPS Event Approval Process

5.9 Appendix I: Residence Organized Events Policy

5.10 Residence Alcohol Policy

5.11 University Beverage Services policies & procedures

5.12 Permit template

5.13 Application to hold a licensed event

5.14 AMS Access sticker policy

5.15 Alcohol Review committee document

5.16 Tripartite agreement (sample)

5.17 Pub policy document (sample)

5.18 Alcohol and Gaming Commission of Ontario: Advertising Guidelines - http://www.agco.on.ca/pdf/Non-Forms/3099B.e.pdf

5:19 Off-Campus Activity Safety Policy: www.safety.queensu.ca/pol.htm

FUNDAMENTALS

1.1 Philosophy Queen’s University is committed to fostering a campus environment that promotes the adoption of health enhancing attitudes and behaviors. It recognizes that personal well-being enhances academic success and may set a pattern for life long, healthy living.

With respect to alcohol, we endorse policies and programs that promote responsible choice and take into account the following:

Generally speaking, the most effective campus initiatives for promoting low risk drinking behavior and a safe environment are multi-faceted and endorsed by the stakeholders. Multi faceted initiatives include:

q Up-to-date policies

q Educational programs

q Timely access to treatment

q Provision of alcohol free events/services of particular interest to younger students and those who choose not to consume alcohol and

q Enforcement of sanctions.

Alcohol is a potentially addictive drug. Using alcohol safely requires an individual to have a general knowledge of its action as well as an understanding of his/her personal attitudes and reactions to its use.

The decision to consume or not consume alcohol is a personal one. However individuals are responsible for their actions while under the influence of this drug.

Excessive alcohol use carries an increased risk of negative outcomes for both consumers and for others who come into contact with them. Excessive use is neither a safe nor healthy practice and should not be implicitly or explicitly sanctioned.

The University has an obligation to ensure that all legal requirements are followed and that best practice procedures are in place to safeguard the well being of those present at all Queen’s sanctioned events where alcohol is served.

1.2 Purpose

To provide Queen’s University with a framework within which to deal with alcohol related practices including education, management and legal liability.

1.3 Objectives

1. To promote low-risk drinking behavior through the delivery of educational programs, the development of a campus climate that encourages self-responsibility and concern for the safety of peers, and ensures access to resources for those concerned about their alcohol use.

2. To establish the criteria under which organizations and groups may operate under the University’s liquor license.

3. To provide appropriate procedures and education to individuals or groups wishing to hold events on campus and /or off-campus or in affiliation with the university in order to ensure that all legislation pertaining to events where alcohol is being consumed is properly understood and strictly complied with.

4. To ensure that all service and consumption of alcohol in licensed establishments on campus conforms to the provisions of the Alcohol and Gaming Commission of Ontario and the Liquor Licence Act of Ontario, as well as specific Queen’s Pub agreements.

5. To ensure a balance of wet and dry facilities and programs so that all student/staff consumers and abstainers will be adequately served and protected.

6. To address appropriate liability issues with the aim of protecting members of the Queen’s community from harm and the University from litigation.

7. To provide guidelines for alcohol related advertising on Queen’s campus.

1.4 Best Practices

It is incumbent upon the organizer of any event at which alcohol is served to follow best practice procedures in order to promote a safe drinking environment and minimize any legal liability. With this in mind the University provides a number of tools to assist event organizers in their planning. Event organizers should contact the office of the Director of Residence and Hospitality Services with questions or concerns. (See Appendix A for current contact information)

The Risk Criteria for Events Serving Alcohol (Appendix B) helps the organizer identify factors which may contribute to higher risk of alcohol related injuries or problems. When the level of risk is of particular concern the University is more prescriptive and provides procedures to be followed. (See Appendix C and Appendix D) Event organizers are encouraged to consult with venue managers to ensure that the best practice requirements are met whether the venue is on or off campus.

2. University Council on Substance Abuse Prevention

2.1 Mandate

The University Council for Substance Abuse Prevention is a committee with representation from students, staff, faculty and the Centre for Addiction and Mental Health. Its goal is to promote low risk consumption, reduce the negative outcomes of excessive use and provide advice and support to groups dealing with alcohol–related issues.

In particular, the Council is responsible for:

· Developing campus policies on alcohol and other substances

· Ensuring campus-wide awareness of the Campus Alcohol Policy

· Reviewing, on an annual basis, the Campus Alcohol Policy

· Providing a forum for discussion of alcohol issues on campus

· Providing advice to the Dean of Student Affairs and /or the License Holder on special event requests.

· Ensuring the development and implementation of campus educational programs for alcohol and other substances.

· Ensuring that help for those concerned about their alcohol or substance use is available.

· Evaluating the effectiveness of policies and educational activities.

The Council reports annually to the Dean of Student Affairs.

Administration of this policy shall be the responsibility of the Office of the Dean of Student Affairs.

2.2 Committee Structure Please see Appendix E for information about the membership, meeting requirements, quorum and selection of the chair.

2.3 Overview Based on site-specific research findings the Council has clearly defined its long-term goals and the main components of its work. The process and outcome objectives required to meet the goals are illustrated in the Queen’s University Initiative to Reduce Harmful Drinking logic model.

3. Management of Alcohol

The Policy addresses the use of alcohol on campus as well as off-campus events at which alcohol is served.

There are three contexts in which, as a matter of policy, alcohol may be permitted on campus.

· Queen’s Residences, subject to the Queen’s University Residence Alcohol Policy.

· Pubs: well-managed facilities on campus are likely to provide a safer environment than off-campus facilities, as well as offering opportunity to encourage responsible choices regarding alcohol use.

· Catered events: are events held throughout the campus at which alcohol is permitted on request. Normally such licensed services will be provided under the University’s liquor license.

The University has a single liquor license for the campus. As a matter of policy, the University holds the liquor license for student operated campus pubs and is responsible for sanctioning all events on campus at which alcohol is served.

The following general principles govern the management of alcohol on campus.

· The Ontario Liquor License Act governs all consumption of alcohol on campus.

· No marketing practices may encourage increased consumption, e.g., oversize drinks, double shots, drinking contests, volume discounts.

· Alcohol may not be served in public places without a license or special permit.

· Pub managers, Special Event sponsors, and Residence Event sponsors are required to document and report all incidents.

· The consequences of failing to comply with this policy, with the Liquor License Act or with other related legislation are suspension of privileges or closure of premises, as appropriate.

3.1 Residences

The possession and consumption of alcohol in Residences is governed by the Queen’s University Residence Alcohol Policy, as approved by the Ban Righ Board and relevant sections of the Liquor License Act. Contact the Director of Residence Life for a copy of this document. (See Appendix A for current contact information)

3.2 Pubs

The University allows five licensed on-campus locations (The Queen’s Pub, Alfie's, Clark Hall Pub, Grad Club Inc. and the University Club) to maintain regular operating hours. The University Club holds its own license and is responsible for its own operations.

The other pubs are licensed under the University's liquor license and managed by student societies. The terms and conditions under which this management takes place are contained in Tripartite Agreement (see 5:15) that set out the relationship between the parties regarding the operation of the pubs. Additionally, the agreements contain Policy and Procedure Documents (e.g. Alfie’s Policies and Procedures, see 5:16) stating specific operating practices agreed to by the parties.

3.3 Catered Events

The service provided by the University Beverage Service includes receptions, table service at banquets, bar service at dances, concerts, outdoors activities, etc. Depending on the size and nature of the event, the license holder will adjust the level of supervision accordingly. For example, the presence of underage students at an event (see 3.4) would require a greater level of supervision.

3.4 Under-age students in licensed facilities / at licensed events

The Liquor License Act allows persons under the age of 19 to be present in licensed facilities. Under-age persons may only be present at licensed facilities/events under the All-Age Policy for Campus Bar Service (see appendix F) and the University’s Campus Alcohol Policy.

3.5 Special Occasion Permits

Subject to the approval of the License Holder, application for a Special Occasion Permit (SOP) may be made by organizations, departments and others affiliated with the University. It is the position of the Liquor License Board of Ontario that a License Holder, particularly where a catering endorsement has been granted, should on the majority of occasions utilize their license when serving alcohol. However, where events of community significance are concerned, the University may support an SOP application. The decision to support will reflect the size, timing and nature of the event. No person or organization may apply for a SOP on-campus without the permission of the License Holder.

Although the University may set conditions and guidelines for the sale and service of alcohol during a SOP event, it is the organizer who is responsible for meeting the obligations under the Act and is considered the licensee for that event.

To discuss an application for a Special Occasion Permit contact the office of the Director of Residence and Hospitality Services. (See Appendix A for the current contact information) For the benefit of all parties, special event requests and requests for permission to apply for a SOP should be made well in advance of the activity to allow for proper consideration, consultation and planning. Processing a SOP request normally takes 6 to 8 weeks.

3.6 Off-Campus Events

The University has an interest in off-campus events and activities that are organized by University groups or are advertised on campus.

Organizers of events taking place off-campus must be cognizant of their responsibilities under the Off-Campus Activity Safety Policy (see 5.19). Off-campus events that are not sanctioned (by Queen’s University, by the AMS or by the SGPS) are unsanctioned. As such, organizers may not advertise or sell tickets on campus or make other use of the campus or its facilities in organizing or running the event.

Student groups holding off-campus events require the approval of either the AMS or the SGPS or University Residences. The expectation of organizers and the approval process they must follow is outlined in the Appendices. See Appendix G for the AMS, Appendix H for the SGPS; Appendix I for the Residences Organized Events Policy. These processes are approved by the appropriate persons to ensure consistency with Queen’s Policies and to meet insurance requirements.

Appendix D outlines the specific requirements pertaining to alcohol service at major off-campus events where alcohol plays a significant role. Event organizers are responsible for ensuring that events adhere to these requirements.

Under no circumstances does the University sanction events by groups that could be reasonably construed as being affiliated with Queen’s where the primary purpose of the event is the excessive consumption of alcohol. This includes mystery road trips, pub-crawls, keg parties in homes, block-parties etc.

4. Advertising & Sponsorship

4.1 Policy Considerations

It is possible for the University to rely on external regulation, particularly as set out in the Liquor License Act. However, there is value to the University in setting out specific policies related to alcohol and in stating the rationale for those policies.

The appearance of alcohol advertising and sponsorship on campus is problematic. On the one hand, promotion of alcohol is inconsistent with the message the University tries to convey through its education and awareness campaigns. On the other hand, the willingness to have pubs on campus, however well motivated, expresses a clear recognition that alcohol is an accepted part of the social life of students. Further, there are tangible contributions such as materials advocating safe-drinking practices and, less altruistically, support of campus media through advertising revenues. Nevertheless, there is clear evidence that advertising does result in some increase in the consumption of alcohol [cf. Response of the Addiction Research Foundation to A Proposed Code for Beverage Advertising (Public Notice CRTC 95-142)], and it would be naïve to assume that Queen’s students are immune to such influences.

4.2 Advertising

Advertising includes posters, flyers, advertisements in campus publications, and announcements or commercials on Queen’s radio or television or other electronic media.[1] All advertising must adhere to: The Liquor License Act

Queen’s Signage Policy

Queen’s Trademarks & Licenses Guidelines

Some Key Restrictions on Advertising Content from the Liquor License Act

Advertisements for licensed events and locations are

· Not permitted to promote drinking

· Not permitted to indicate prices of alcohol

· Not to be targeted to underage drinkers

And unless specifically approved by the AGCO

· Not permitted to picture alcoholic beverages

· Not permitted to name specific brands

When in doubt, check with the License Holder 533-2529

[1] Queen’s policies apply to media for which regulation is reasonable and possible. All posting and flyer distribution on campus fall under this policy as regulated by the Signage Policy. Newspapers that are otherwise allowed to be distributed on the campus are not prohibited by this policy. Only those published by Queen’s or one of its recognized organizations (e.g., AMS, SGPS, etc.) are affected. Similarly, receipt of radio and television broadcasts on campus is not addressed by this policy, but radio or television produced by or using the Queen’s name does fall under this policy.

With these restrictions, the following policies are endorsed:

· Licensed events, whether held on campus or off-campus, whether sponsored by a campus organization or not, may be advertised on campus. Depending on the nature of the event, other requirements may be applied to the advertising by the license holder.

· Campus Pubs may advertise on campus.

· Off-campus pubs may advertise on campus.

· Safe-drinking campaigns may be advertised, provided that the name of the safe-drinking program and its message take prominence over the name of the manufacturer.

· Alcohol manufacturers (breweries, distilleries ,etc.) are not permitted to advertise on campus except in licensed venues. (However, see also sponsorship policy below).

Queen’s Signage Policy

Restrictions on Advertising Distribution

The relevant part of this policy is Section C. Temporary Signs.

Regarding the posting or distribution of printed matter, this section sets out who, what, where and how.

Who may post or distribute?

· Recognized university organizations;

· Non-profit community organizations;

· External organizations with approved room reservations or sponsored by recognized university organizations.

Example 1 – On-campus advertising by an off-campus pub

· Such advertising is permitted by the Campus Alcohol Policy

· The content of the advertising is governed by the AGCO

· The Temporary Signage Clause prohibits the posting or distribution of printed materials.

Therefore, such advertising may only appear as part of an otherwise authorized distribution, such as in a campus newspaper.

Example 2 – On-campus advertising of an off-campus licensed event sponsored by a campus group

· Such advertising is permitted by the Campus Alcohol Policy;

· The content of the advertising is restricted by the AGCO;

· The posting or distribution of printed materials is permitted by the Temporary Signage Clause, with the following caveats [C.5]:

· Admission is restricted to Queen’s students, faculty or staff and their guests;

· The name of the venue is subordinate to the name of the sponsoring organization and the title of the event.