Forms, Applications, Policies, and Publications

Forms and Applications

Policies and Publications

Miami University Fraternity Fire Safety & Property Maintenance Program

Purpose

The purpose of the Fraternity Fire Safety program is to promote life safety and property maintenance in off campus fraternity housing at Miami University. The program is designed to create a shared responsibility for education and enforcement of fire safety and house management between students living in fraternity houses, the university, and the City of Oxford. The program includes inspections, educational programs, enforcement, and recognition.

Partners

City of Oxford, Oxford Fire Department, Interfraternity Council, and the Cliff Alexander Office of Fraternity and Sorority Life.

Program Goals

  1. Reduce fires in off-campus fraternity housing
  2. Maintain a positive fraternal image based off continual property maintenance
  3. Create a consistent fire department and City of Oxford presence with fire prevention and safety
  4. Engourage and assist fraternities in taking responsibility for ensuring their structures are safe

Inspections

Fire Department Inspection: The purpose of the Fire Department Inspection is to check building fire protection systems and to ensure the building meets the standard building fire code compliance. Life safety and other correctable code violations will be examined and recommendations will be made to students and property owners at time of inspection.

City Inspection: The purpose of the city inspection is to ensure that life safety components of the building are present, functional, and up to date. The city also inspects the property maintenance and housing codes.

Each chapter facility will have a total of four (4) inspections a year based off of the following schedule:

July Joint Fire and City Inspection for Property Owners: To make sure home owners and property managers are in communication with the town and fire department and to address any concerns with the property prior to the students moving back in August. In attendance must be: house corporation representative/property manager. A summer resident is highly encouraged to be in attendance if available.

October Fire Department Inspection for Students: To make sure students understand the importance of fire safety within their chapter house. In attendance must be the fire marshal or house manager and/or the chapter president.

February City Inspection for Students: To allow an opportunity for the city to go through the fraternity properties mid-year and make sure they are all up to code. In attendance must be the fire marshal or house manager and/or the chapter president.

April Fire Inspection for Students: To make sure students understand the importance of fire safety within their chapter house. In attendance must be the fire marshal or house manager and/or the chapter president.

Training and Educational Programs

Trainings and educational programs will be held twice a year. They will be coordinated by the Cliff Alexander Office of Fraternity and Sorority Life, the Interfraternity Council Vice President of Facilities, and the City of Oxford.

A Checklist for House Managers and Fire Marshals

  • Appoint Fire Marshal or House Manager
  • Attend Fire Safety/House Manager Training in August and February
  • Sign up for Inspections
  • Complete self inspection prior to scheduled inspection by outside party
  • Fire Marshal/House Manager and/or the Chapter President must be at the house before and during the entirety of the inspection
  • Conduct a fire drill once a semester during the first two weeks of the semester
  • Show the fire safety video at a chapter meeting each semester (contact The Cliff Alexander Office of Fraternity and Sorority Life to borrow a copy)
  • Prepare or revise a permanent fire safety evacuation plan and post in the hallway on each floor
  • Have kitchen fire suppression system inspected bi-annually; you will find the necessary contact information and the date of last inspection on the tag located on the system
  • Maintain the following records:
    • Fire drills
    • Monthly self inspections
    • Official inspection documents provided to the fraternity by the City of Oxford and Fire Department
    • Fire evacuation and safety plans

Failure to Comply

Fines will be assessed for the following:

  • Failure to attend the fire marshal/house manager trainings in August and January ($200)
  • Failure to submit the self inspection form ($50)
  • Failure to submit the inspection log form ($50)
  • Failure to be at the house at the time of scheduled inspection ($200)
  • Failure to complete result of inspection requests; if the fire deparment has to return more than three times in one semester due to repeated violations ($500)
  • Anyone found to be on the roof ($750 per chapter)

All fines will be collected into the Fraternity Fire Safety Fund and be used for programming and safety initiatives.

Campus Dance Policy

Miami University's dance policy applies to all non-seated events that are open to the general public. Closed events with an invited guest list are not subject to this policy.

Pre-event Arrangements

  1. The sponsoring student organization will reserve the space and register the event with the Office of Student Activities through The Hub.
  2. The sponsoring student organization will notify the Miami Police Department and complete the registration with Student Activities at least 14 days in advance of the event. Events are not confirmed until they have been approved by both of these departments
  3. A meeting will be initiated 10 days before the event. Participants will be:
    • Student organization representatives and advisor who will be present during the registered event
    • Student Activites and the Cliff Alexander Office of Fraternity and Sorority Life staff
    • Miami University Police
    • Facility representatives (Shriver Center, Armstrong Student Center, Recreational Sports, etc.)
  4. The agenda of the meeting will include:
    • Expectations of all parties during the event
    • Submission of an event advertising plan which must be agreed upon by all parties
    • Submission of a guest list verification process which must be agreed upon by all parties (See below for specific expectations)
    • Agreement on reentry policy, start and end of admission time, and the event end time
  5. The sponsoring organization must view the instructional video on the proper use of the metal detectors and wands. No one will be allowed to operate the equipment unless they have viewed this. This can be completed after the pre-event meeting.
  6. MUPD will assign at least two police officers to work the event, depending on the sponsor's desires, expected attendance (estimated number should be given to MUPD in advance), and how widely advertised the event is. If the event is over 200 attendees then the sponsoring organization must wear similar clothing to identify that they are the hosts. The sponsoring organization is responsible for the staffing costs. Cancellation notice will be at least 24 hours before the scheduled event by notifying the police dispatcher at 513/529-2222. If MUPD is not notified 24 hours prior to the event, the sponsoring organization will be charged half the cost of police services. If the sponsoring organization fails to notify the police dispatch for a second event cancellation, the sponsoring organization will be charged the full cost of police services.
  7. The sponsoring organization will include language in the contract with the DJ that the event will end at the scheduled time or a fee will be deducted from the payment of the DJ. The sponsoring organization is responsible for communicatio with the DJ about the process for shutting down an event if necessary.
  8. The sponsoring organization is required to get organizational insurance.
  9. Wrist bands will be provided and distributed by the National Pan-Hellenic Council and Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life 

Day of Event

  1. The sponsoring organization will designate at least two individuals to set up the venue (metal detectors, tables, signs) before the event. These two individuals will meet with the police supervisor at least 30 minutes before the event begins.
  2. The facility will post signs stating the re-entry policy, start, and end times.
  3. There will be no re-entry allowed once the event has started. At 1:00 am doors will be closed, and no more guests will be allowed to enter the event.
  4. The sponsoring organization should provide MUPD with a list of invited guests (including invited members of organized groups).
  5. MUPD will determine the appropriate level of lighting. Proper planning and cooperation will be used to eliminate the use of furniture and fixtures that may be used in the event that there is an altercation.

During the Event

  1. The advisor wo attended the pre-event meeting must be present during the ENTIRE event. The event will not begin until the advisor arrives. Should the advisor leave, the event will be concluded. Upon arrival the advisor should introduce him/herself to the MUPD and facility staff.
  2. Admission to the event will require presentation of a valid college phot I.D. Guests of Miami students or those on the invitation list must also present a valid photo I.D. card to be admitted. There will be no more than two non-Miami students allowed into the event for every one Miami University student. A member of the sponsoring organization will be responsible for recording the name of each patron on an electronic guest roster (swipes, computers, etc.). Handwritten guest lists are not acceptable.
  3. The sponsoring organization is responsible for the administration of the guest recording process. The sponsoring organization will create and implement a system for guest list and guest accountability which:
    • Ensures that a picture ID is verified for each guest on the guest list
    • Records attendance for each guest on the guest list
    • Identifies both the name of the gues and the Miami student responsible for any guests not on the pre-submitted guest list
    • Educates Miami students that they are responsible and may be held accountable through OESCR should their guest violate university policy
  4. The number of patrons will not exceed the stated building occupancy of the space. Once the building occupancy has been reached, no other patrons may enter until an equal number of patrons exit. The sponsoring organization will provide wrist bands to all patrons who have paid the admission fee.
  5. Weapons of any kind are strictly prohibited. Members of the sponsoring organization will be responsible for the operation of metal detectors with support and training from MUPD. Exceptions will be determined by a team of three individuals designated by the Miami University Police Deparment, the Dean of Students Office, and Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life. Signs will be posted outside of the event by the sponsoring facility indicating that metal detectors will be used.
  6. Alcohol and other drugs are prohibited. Persons under the influence of alcohol or other drugs will not be admitted.
  7. Strolling will not be permitted after 1:00 am. The Miami University Police Department reserves the right to end the event if conflicts start as a result of stepping/strolling.
  8. A member of the sponsoring organization will be responsible for ensuring the wristbands are placed on patrons' wrists before entering the dance
  9. Movements by an individual or articles with my cause injury are prohibited.

End of the Event

Members of the sponsoring organization will assist with the dispersing of the crowd. The DJ for the event will be cued 30 minutes prior to the scheduled end of the event and will end 15 minutes prior to the scheduled end time of the event.

Organizational Responsibility 

If a student, student organization, fraternity, or sorority breaks a law that also violates the University standards of conduce, that student, student organization, fraternity, or sorority may be held accountable by both civil authorities and the University. The University may, at its sole discretion, elect to pursue disciplinary action against the student, student organization, fraternity, or sorority prior to, at the same time as, or following criminal proceedings, even if criminal charges involving the same incident are pending, have been dismissed, or were reduced.

Sanctions for violation of this policy may include loss of the privilege of holding non-seated events open to the general public.

The event may be cancelled if the sponsoring organization fails to comply with any portion of this policy.

A reminder from the VPs for Service and Philanthropy Interfraternity Council and Panhellenic Association:

Please be reminded, philanthropy events cannot have anything related to alcohol or alcohol establishments. This means they can't be in a bar and no prizes or incentives can be related to alcohol. Please review the Philanthropy Planning Guidelines.