SECTION: GENERAL INDEX: A-41

SUBJECT: ALCOHOLIC BEVERAGE USE ON CAMPUS

POLICY

The possession, consumption and/or distribution of alcoholic beverages is prohibited on campus unless for an approved sponsored event where alcohol may be legally distributed. Distribution agreements for alcoholic beverages must be reviewed and approved prior to the event by the President or either Vice President. Any event at which alcoholic beverages are to be consumed may not have consumption as the main focus of the event. Failure to adhere to university policy and procedures may result in denial of future requests and disciplinary action by the University.

DEFINITIONS

Provider - The identified group or other entity that will be selling or serving alcoholic beverages on behalf of the sponsor; i.e. caterer, campus food service, community group, student group; licensed or permitted as required.

Sponsor - The individual, group or other entity that is hosting the event where alcoholic beverages will be served; i.e. UHV, the Student Senate, Staff Council.

Alcoholic Beverages That May Be Distributed

Alcoholic beverages including beer, wine, and mixed drinks containing hard liquors may be served on campus for pre-approved events providing the permitting and licensing requirements of the Texas Alcoholic Beverage Commission (TABC) are met.

Events That Qualify for Distribution of Alcoholic Beverages

• Events for students (including events planned by staff or faculty for students and events sponsored by student groups or organizations registered with the Office of Student Relations);
• Faculty and staff events authorized by the President or either vice president.
• External community events authorized by the President or either vice president. 

Who May Serve Alcoholic Beverages At Campus Events

The following groups may serve alcoholic beverages at campus approved events if they meet licensing or permit requirements of the TABC and evidence of insurance.

• Campus food service contractors, if licensed to sell alcoholic beverages
• Community groups
• Commercial vendors contracted with by the University
• Registered student groups or organizations
• Faculty or staff groups or individuals

Alcoholic Beverage Distribution Agreement

A Campus Alcoholic Beverage Distribution Agreement  (Attachment A) should be submitted at least fifteen days prior to the event for review, clarifications, approvals and notification of other departments as needed. Only the President or Vice Presidents can authorize changes from the standard agreements. All parties must initial changes. Signatures indicate the responsibilities of both the Sponsor and the Provider and their compliance with the University’s policies and procedures on the distribution of alcoholic beverages as well as compliance with applicable laws.

If approved, the original agreement and attachments must be forwarded to the Campus Risk Liaison, Office of Business Services. A copy of the signed agreement and this policy must be provided to both the Provider and the Sponsor.

Responsibilities of the Sponsor and/or Provider

The Sponsor and/or the Provider have certain responsibilities as indicated on the Campus Alcoholic Beverage Distribution Agreement:

• The Provider shall require proper identification for proof of age by checking driver’s license or other identification. Legal age drinkers may be identified by the use of a hand stamp, wristband, or other means of identification.
• Either the Sponsor or Provider will make available a non-alcoholic beverages throughout the duration of the event. If alcoholic beverages are being distributed free, then nonalcoholic beverages other than water must be available at no charge;
• Either the Sponsor or Provider will provide food items in sufficient quantities for the number of persons expected to attend;
• The Provider will not serve alcoholic beverages to anyone who appears to be intoxicated. Civil liability may attach to a host who serves alcohol to an intoxicated individual who later injures himself or another.
• Either the Sponsor or Provider will post signage to the following effect at the site if the event is open to the public or student population:

"ID Required. No Alcoholic Beverages Sold (Served) To Anyone Under 21."

• The Provider is responsible for compliance with federal, state and local laws including permitting and license display as required by the Texas Alcoholic Beverage Commission (T.A.B.C.).
• The Provider may be required to provide a certificate of insurance including General Liability and Liquor Liability coverage in the amounts specified, if indicated on the Distribution Agreement.
• The Provider or Sponsor must provide a licensed security presence throughout the duration of the event if the event is open to the general student population or the community.
• The Provider will end the service of alcoholic beverages at least thirty (30) minutes prior to the official end of the event.
• At student events, food and non-alcoholic beverages must be provided as long as alcoholic beverages are being served.

Times When Alcoholic Beverages May Be Sold

Alcoholic beverages cannot be sold prior to Noon on Sunday or after 2 a.m. any night according to State law.

Space and Facilities Use

Space and facilities for the event must be reserved through the appropriate university channels.  Refer to policy H-1, Facilities and Grounds Usage for reservation procedures.  If it is anticipated that alcoholic beverages will be served, room reservation should be confirmed first.

Employee and Student Responsibilities

Employees and students shall:

• not use false ID cards in order to receive alcoholic beverages;
• not provide alcoholic beverages to any minor;
• not consume alcoholic beverages on campus except at approved locations where such beverages are being distributed legally;
• not bring alcoholic beverages into (BYOB) or out of an event where such beverages are being distributed legally.
• accept responsibility for themselves and their guest's compliance with university policy and procedures.

T.A.B.C. Certified Alcoholic Beverage Handlers

The University requires that all servers of alcoholic beverages be certified as a handler by the Texas Alcoholic Beverage Commission (T.A.B.C.).  Certification may lower liability risk to the host sponsor and/or alcoholic beverage provider.

Restrictions Applicable to Student Organization Sponsored Events

• The student organization must designate server(s) who is not drinking alcoholic beverages to pour or serve alcoholic beverages at the event.  The servers must be TABC certified.
• A permanent faculty or staff member must be present at student organization events the entire time alcoholic beverages are being served. Names of these faculty/staff members must be included on the Alcoholic Beverage Distribution Agreement.

Advertising

Advertising must not promote the irresponsible use of alcohol (i.e. "$10 for all you can drink," or contests that promote drinking). Any publicity for the event may refer to alcoholic beverages only as incidental to the event. At the event, alcoholic beverages may not be promoted over non-alcoholic beverages.

Signature obtained               03/06/2000
Karen S. Haynes, Ph.D.  

Origination:    Business Services
Next Review:  March 2002