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All clubs and events must adhere to all of the ¹û½´ÊÓƵ Policies and Student Engagement Guidelines. 

Levels of Risk

There are four levels of risk identified in the from our General Liability Policy for student clubs and events. Please read through this to identify your risk level. If you have questions about where your activity or club falls, please email student-engagement@reed.edu.

Levels 1-2 (Low to medium risk)

• Clubs
  • Register your club with the Office for Student Engagement.
  • Contact Michael Lombardo, Director of Athletics, Fitness, if your club is based on a sport or physical activity.
  • Register your club with Treasury if you plan to apply for student body funding.
• Events
  • Register your event in IRIS. 
  • Discuss plans with the Office for Student Engagement for approval to move forward if automatic approval is not granted.

Level 3 (High risk)

• Clubs
  • Register your club with the Office for Student Engagement.
  • Register your club with Treasury if you plan to apply for student body funding.
    • Level 3 clubs may need to request additional funding during funding pool or at a weekly Treasury finance committee for increased costs of insurance (up to $500 in some circumstances). 
  • Contact Michael Lombardo, Director of Athletics, Fitness, if your club is based on a sport or physical activity.
  • Discuss plans with the Office for Student Engagement for approval to move forward.
  • Submit a for approval.
  • Obtain additional liability insurance (if needed). Work with Student Engagement or Risk Management to obtain this. 
  • Off-campus trips or events must obtain waivers for each participant, and turn them in to the Office for Student Engagement. 

• Events
  • Register your event in IRIS. 
  • Discuss plans with the Office for Student Engagement for approval to move forward.
  • Submit a for approval.
  • Obtain additional liability insurance (if needed). Work with Student Engagement or Risk Management to obtain this. 
  • Off-campus trips or events must obtain waivers for each participant. 

Level 4 (Prohibited, with some exceptions)

• Level 4 clubs and events are prohibited at ¹û½´ÊÓƵ unless they are:
• contracted out with a third party vendor with liability insurance and approved by the Office for Student Engagement and/or relevant departments;
• or if events are institutionally sponsored (such as Gray Fund events). 
• Off-campus trips or events must obtain waivers for each participant. 

Procedure details

1. Policies - All clubs/events must adhere to all ¹û½´ÊÓƵ Policies and Student Engagement Guidelines. 
2. Leadership and membership - All aspects of the club must be run by current ¹û½´ÊÓƵ students. 
3. Travel - All club travel must be approved in advance by the Director of Student Engagement.
4. Event approval - All club events must be approved two weeks in advance by filling out an . The Office for Student Engagement (and pertinent partner departments, such as Community Safety, Grounds, Risk Management, etc.) will ask for a follow up discussion and/or approve your event after review.
5. Facility use - Clubs/Events may be permitted to use ¹û½´ÊÓƵ rooms, supplies, and facilities, with the proper authorization from department managers who oversee spaces and facilities. 
6. Physical Activity and Sports Clubs - Contact Michael Lombardo regarding your club sport activity proposals. 
   1. Physical activity and sports clubs will be vetted on an annual basis (August/September) based on mentorship and leader expertise including but not limited to safety and well-established standards for safety protocols for training and certifying of instructors. 
   2. All physical activity and sports clubs (basketball, judo, etc) must identify space to perform club functions.
   3. All physical activity and sports clubs will be regularly reviewed and regulated by AFOP department staff. Additional insurance may be required depending on sport activities/leadership experience. 
7. Safety plan - All high risk clubs/events (Hazard 3) must in conjunction with the Office for Student Engagement, Risk Management, and Community Safety. This plan can be incorporated into an overarching club handbook. Safety plans are not required for clubs/events that are hosted by a third party contracted vendor with additional insurance. 
8. Waivers/releases - All high risk clubs (Hazard 3) and any off-campus trip or event must obtain waivers for each participant. 
9. Additional liability insurance - All clubs must account for the potential need to obtain event liability insurance, as specified by ¹û½´ÊÓƵ’s General Liability Policy. OSE and Risk Management can assist with the process of filing for insurance, as needed. 
   1. Level 3 clubs may need to request additional funding during funding poll or at a weekly Treasury finance committee for increased costs of insurance (up to $500 in some circumstances).