Alcohol at Events

Alcohol at Student Organization Events

As part of its educational mission, the University is committed to providing an environment which promotes academic, social, and personal development, and recognizes that faculty and staff all contribute to learning. The University holds the belief that the illegal use and abuse of alcohol, and the use of illegal drugs, poses a direct threat to its learning environment.

All University policies, local, state and federal laws must be followed at University-sponsored events.

Per OUS Fiscal Policy .220 no state funds (SFC/SOC funding) can be spent on alcohol or catering charges related to alcohol including bartender, bar set-up, and corking fees.

A. Use and Sale of Alcohol Alcohol use by individuals under 21 is illegal, and this law will be enforced. Alcohol use on University-owned property and grounds is prohibited without the approval from the Vice Provost (or designee), and the Vice President for Finance and Administration (or designee) for student events and the Vice President for Finance and Administration for all other events.

Guidelines for obtaining this approval and other provisions for serving alcoholic beverages are outlined on the Request for Approval to Serve Alcoholic Beverages. All requests should be completed 30 days prior to the event for full consideration. A copy of the request approval must be posted at the event. It is strongly encouraged that promotional materials of events where alcohol will be available include notification that alcohol and non-alcohol alternatives will be served. This permits participants to take appropriate precautions, for example, not bringing children to the event, or not attending the event if they are in recovery and feel this may threaten their ability to maintain sobriety.

It is the express policy of Portland State University to prohibit alcoholic consumption by employees, officers, or volunteers during normal working hours (or when performing normal job duties). Any exceptions to this provision will/must be approved in advance by the Vice President for Finance and Administration (or designee). Any behavioral problems resulting from the use of drugs/alcohol during normal working hours will be addressed as part of the disciplinary process.

All dispensing of alcoholic beverages at University-sponsored events held on or off-campus or community-sponsored events held on University property shall conform to provisions of applicable State, County, City, and University rules, directives and policies. This includes conforming to ALL licensing requirements directed by OLCC and coordinating with the OLCC license holder. Anyone providing his or her own alcoholic beverages is also subject to all policies and directives.

Events promoted in terms that suggest the primary focus of the event is to consume alcoholic beverages (e.g., "kegger") or encourage over-consumption ("all you can drink," "happy hours," "free drinks") are not consistent with the University's philosophy and are prohibited.

Whenever alcoholic beverages are served at University events, a variety of non-alcoholic beverages are to be offered and featured as prominently as the alcoholic beverages. For example, the non-alcoholic beverages will be sufficient and accessible, and presented as attractively as the alcoholic beverages, easily visible, and when possible, at a separate location. At such events, food must be available in quantities reflecting the number of persons to be served. If food or non-alcoholic beverages are no longer available, serving of alcohol will cease. Container sizes/servings will not exceed: one-ounce hard liquor, twelve-ounce beers, and six-ounce wine servings. Alcoholic beverage service will cease 30 minutes prior to the scheduled event's completion time.

For events on campus, alcohol should be handled through University Food Services, which has a permit to serve alcoholic beverages at catered events.

C. Sanctions

All alcohol related violations by students on campus and at University sponsored events off campus may be handled by the procedures outlined in the Student Conduct Code. If an employee's use of alcohol results in impairment of his or her ability to perform his or her duties as assigned, he or she may be sanctioned according to the appropriate disciplinary procedures. Violations of state and federal laws may be referred to the appropriate authorities.

E. Waiver

The President retains the sole prerogative for waiving any or all provisions of this directive.

Student Organization Alcohol Guidelines and Provisions

All University guidelines and provisions will be followed as well as the guidelines and provisions outlined below as directed by the Dean of Students, last approved July 1, 2008. These guidelines and provisions apply to all student-organization sponsored events on or off campus. A student-organized event is one in which any student organization funds are spent and/or the student organization is listed as a primary sponsor on any promotional materials for the event.

Use and Sale of Alcohol

Identification must be checked by a paid staff member of the caterer or the venue at every event in which alcohol is being served. For events that are 21 and over, identification must be checked at the door. For events that allow for people under 21, there must be a roped-off section and someone checking identification for entrance.

Alcohol may only be served by a licensed staff person of the caterer or the venue. It may not be served by a student organization member even if they are licensed to serve alcohol. PSU Dining is the sole license carrier at Portland State University. You must use PSU Dining to serve alcohol at any on-campus event. No other caterer may be used at an on-campus event in which alcohol is served.

There must be a meal offered at the event as well as non-alcoholic beverages. If the alcohol is free, the group must provide free food and non-alcoholic beverages as well.

It is required that at least three student organization members will abstain from drinking alcohol during the event in order to be the responsible, sober event coordinators. All three must stay through the entire event.

The use and/or sale of alcohol at the event must be consistent with the mission of the student organization and the purpose of the event. It must be clear on how alcohol will enhance the success of the event. The student organization may not be on probation at the time of the event.

Process for approval of alcohol at a student organization event

1. Student fills out the Preliminary Alcohol Request Form and turns into the Advisor at least six weeks prior. Late submissions will not be accepted.

2. Students responsible for coordinating the event schedule a meeting with the Advisor a minimum of four weeks prior to the event.

3. If the Advisor determines that the student organization will be able to meet all of the guidelines and provisions for alcohol at an event, the scheduler will schedule a Pre-Event meeting with Scheduling, Campus Public Safety Office, the student organization, and University Dining Services (for on campus events) or the venue (for off-campus events).

4. The student organization will need to bring to the Pre-Event meeting completed copies of the following: the Preliminary Alcohol Request Form, University Alcohol Request Form, a catering confirmation with menu, a copy of the advertisement, drawing of the event set-up, student responsibility forms, and a copy of the location confirmation.

5. The entire packet will be submitted for approval and must be approved by the student organization Advisor, the Dean of Students, the Vice Provost for Student Affairs, and the Vice President.