**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 



                          UNIVERSITY OF VIRGINIA
              FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE: APPROVAL FOR SERVING ALCOHOL                 POLICY:  XI.C.1x                      
       AT UNIVERSITY EVENTS


SUMMARY

A policy is established through which certain University events may
be approved for serving alcohol when University employees are among
those attending. University officials who can grant such
authorizations are identified, and conditions for authorization are
described.

BACKGROUND

APPLICABLE POLICIES: CLASSIFIED EMPLOYEES

The Employee Standards of Conduct, which apply to all classified
salaried employees and are recorded in the Personnel Policies and 
Procedures Manual, cite several alcohol-related offenses that 
when committed by an employee are subject to a range of administrative 
actions.

Alcohol-related offenses are classed in the two most serious
offense groups. "Reporting to work when under the influence of or
when ability is impaired by alcohol, or the unlawful use of
controlled substances" represents Group II offenses. The penalties
include written notice, possible suspension up to 10 work days
without pay, and termination of employment upon a second offense in
Group II within three years.

"Use of alcohol or unlawful use or possession of controlled
substances while on the job" represent Group III offenses. Such
offenses normally warrant termination of employment. Less severe
penalties from Group III offenses range from a written notice,
which remains active for four years, to suspension for up to 30
days without pay. Both Group II and Group III offenses could
result in demotion or transfer.


APPLICABLE POLICIES: ALL OTHER EMPLOYEES, INCLUDING FACULTY

The Policy Statement on a Drug-Free Workplace (Amended November 21,
1989), which is consistent with the above Standards of Conduct in
its implications for classified salaried employees, broadens
prohibitions on alcohol and drug-related activity to all employees,
including part-time, temporary and student workers, as well as all
faculty.

As the policy states: "The use of alcohol while on University of
Virginia-owned or -controlled property, including meal periods and
breaks, is absolutely prohibited except when authorized by the
University for approved University functions. No employee will
report to work while under the influence of alcohol or illegal
drugs. Violation of these rules by an employee will be reason for
evaluation/treatment for a substance use disorder or for
disciplinary action up to and including removal."

Although the University does not encourage the use of alcoholic
beverages and strongly discourages the illegal or otherwise
irresponsible use of alcohol, there are some official University
activities at which alcohol may be served and consumption by
employees may be permitted. Despite that exception, it is
important to reiterate that the University expects no employee to
report to work while under the influence of alcohol. Generally,
"under the influence" can be defined as a condition in which the
affected employee is impaired in the performance of his or her
duties due to consumption of alcohol.

The purpose of the following policy is to outline a method by which
permission may be granted for an event involving employees to
include alcohol. Even when such events are approved by this
policy, they are regarded as acceptable, not desirable, by the
University.

APPROVED POLICY

The following policy describes how to request authorization
allowing the presence and consumption of alcohol in and on
University-owned or -controlled property with University employees
in attendance. The policy contains six primary elements:

1. Activities by students, student organizations, and contracted
independent organizations (CIOs) are subject to the review of
the Vice President for Student Affairs and responsibility for
authorization of the serving of alcohol at such events is
delegated to that Vice President. Section Two of the
University Non-Academic Rules and Regulations (printed in the
University Record), titled "Alcohol," provides greater detail
about regulations applying to students. Organizers of events
involving alcohol on the University Grounds, when such events
are intended to include both students and University
employees, must seek approval both from the Vice President
for Student Affairs and appropriate officials identified in
this policy.

2. Certain University locations and operations may request prior
multi-event approval and are not required to make separate
requests for individual events. Such locations include, but
are not limited to, the Colonnade Club, the President's
residence, and Carr's Hill. Multi-event approvals are not to
be presumed and require written notice from the appropriate
University official. Multi-event approvals may be granted
for up to one calendar year, and generally will take effect
on January 1, with expiration on December 31 of the same
year. Students, student organizations, and CIOs holding
events in multi-event authorized locations still must seek
approval for specific events through the Vice President for
Student Affairs.

3. Functions within private, non-student residences on 
University-owned or -controlled property are not subject to
this procedure or the policy on which it is based, except in
the case of an "open" invitation (in which invitations are
not individually addressed) to a group or groups of students. 
For example, if a faculty member who lives on the University
Grounds wishes to invite all the members of a particular
residence hall to a social event that involves alcohol, that
faculty member must seek approval from the Vice President for
Student Affairs.

4. Requestors from areas reporting to the Vice President for
Health Sciences should seek approval from that Vice
President. Requestors from all other University operations
except those reporting to the President should seek approval
from their appropriate vice president. Requestors reporting
to the President should seek approval from the President. 
Requestors at the University of Virginia's College at Wise 
should seek approval from the Chancellor. In each case, the 
identified official may designate an administrator reporting 
directly to that official as the person responsible for 
administering the procedure. Regardless of any delegation of 
the decision process, each official identified above is 
responsible for ensuring that such decisions are consistent 
with this procedure and the policy on which it is based.

5. Requestors should complete the request forms as models for
the information to be provided for each request, and should
address the request to the appropriate University official.

"Approval Request for Alcoholic Beverages at a University Function" 
forms are available for single events and multiple events on the 
University Web Forms Directory. These forms are PDF documents.

6. Any request involving the use of space controlled by a
University unit, department, school or division should be
accompanied by an indication of approval from the appropriate
deans and department heads.

Any approved University function is expected to be conducted in
accordance with University Non-Academic Rules and Regulations
referring to alcohol and with Virginia state laws concerning the
purchase, possession, consumption, sales and storage of alcoholic
beverages, including but not limited to the following.

a. Any sale of an alcoholic beverage requires an ABC license.

b. Alcoholic beverages are not to be given or sold to persons
under the legal drinking age.

c. Alcoholic beverages are not to be given or sold to persons
who are intoxicated.

d. State law prohibits drinking in public; possession of an
alcoholic beverage by a person under the legal drinking age;
falsely representing one's age for the purpose of procuring
alcohol; and purchasing an alcoholic beverage for a person
who is under the legal drinking age.

EXEMPTIONS

Some locations on the University Grounds but not operated by the
University, such as Sponsors Hall and the Judge Advocate General
School's officers' club, are not subject to this policy. Functions
within private, non-student residences on University-owned or 
-controlled property are not subject to this policy, except in the
case of an open invitation to a group or groups of student as noted
on element three above.

RESULTS OF VIOLATION OF APPROVAL POLICY

Violation of this policy by planning or organizing an event without
seeking appropriate approval to allow the serving of alcohol will
result in disciplinary action directed at the planners or
organizers. Appropriate disciplinary action will include the
entire range of options up to and including removal.

While this process and the policy on which it is based are directly
primarily at the concept of the "workplace," the disciplinary
consequences for an employee who reports to work "under the
influence" of alcohol are much more broad in nature. The
consequences of "reporting to work under the influence" of alcohol,
or of consuming alcohol (even at authorized events) while on duty
to the point of working "under the influence," should be regarded
as applying to any employee who is engaged in the work for which he
or she is paid by the University regardless of location.

Also, at no time is the storage or display of alcoholic beverages
or their containers on University property acceptable, except when
associated with activity satisfying the conditions listed above or
when they are part of substance abuse education programs. 
Violations may result in any of the full range of disciplinary
actions, up to and including removal.


ISSUED BY: Office of the University President 05/01/1990
REVIEWED: 12/01/1999