New College Risk Assessment Process (RAP)Instructions
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Revised: September 2012

New College is committed to fostering a safe and enjoyable campus environment while offering the highest quality support and programming for students. The Risk Assessment Process sets out a framework that will work to ensure that student-run events, on- and off-campus, are well-planned, safe and inclusive. This framework covers procedures and protocols that are to be considered when planning and running events in order to minimize risk for student groups, individual students, and other university members.

Events that fall under this process may include, but are not limited to: on-campus events, off-campus events, licensed events serving alcohol, large scale campus-wide events, events using various transportation methods.

I) Goals and Objectives:

By completing the New College Risk Assessment Process (RAP) students will be able to:

  • Plan, coordinate, and execute their events thoughtfully and purposefully
  • Reflect on past events in order to make improvements for future events
  • Consult with appropriate resources that can support their event
  • Recognize and exercise their responsibility in student safety
  • Identify, evaluate, and reduce risks through outlined procedures

II) Scope:

This process applies and extends to all NewCollege, University of Toronto student groups and organizations (i.e. Student Unions, Course Unions, Clubs, and Councils) that plan and hold events, offer programming, and deliver training.

Disclaimer:
It is expected that individuals involved in the planning and implementation of an event or a program will have the support and freedom to exercise their own critical analysis and action to reduce any risk to the health and safety of all participants when necessary.

New College Risk Assessment Process (RAP)Instructions
Office of Residence and Student Life
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September 2012

IV)Related Policies:

This process is meant to be read in conjunction with the following policies and statements:

a)Student Code of Conduct (

b)New College, Residence Life Policies and Procedures (

c)Criminal Code of Canada (

d)The Liquor License Act (

e)All Policies that are legislated by the University of Toronto Governing Council(

Including, but not limited to:

  1. Alcohol Policy
  2. Health and Safety Policy
  3. Information and Protection of Privacy Act
  4. Recognition of Campus Groups Policy

f)New College Student Council (NCSC) Recognition of Student Groups (

V) Attached Form and Resources:

The necessary (identified by an asterisk “*”) form must be completed in full and submitted to any of the signatories (see page 4) at least ten (10) business days prior to the event. All forms submitted past this deadline are subject to invalidity and dismissal.

  1. *Risk Assessment & Responsibility Form

Additional Resources:

  • Event-Planning Check-List
  • Event Evaluation Form

VI) Risk Management Guidelines:

a)Roles and Responsibilities:

Members of the New College, University of Toronto Community

  • All members of the NewCollege, University of Toronto Community have the responsibility to create a safe environment for students

New College Administration

  • New College Administration is responsible for developing, reviewing, and updating policies and procedures related to Risk Assessment.
  • Being consistent when addressing and implementing policies and procedures related to Risk Assessment.
  • Providing support to students following the RAP and planning events.

*Primary Event Organizer:

  • The Primary Event Organizer is responsible for ensuring that all requirements of the Risk Assessment Process are followed.
  • Being present, accessible, and free of alcohol consumption during the entire event.
  • Appropriately addressing any issues that may arise leading up to and during the event.

*Failure to fulfill any of the Primary Event Organizer’s responsibilities could result in an immediate cancellation of the event, and he/she is subject to further sanctioning under the policies listed previously.

b)Procedures

Training:

  • At least two (2) student group executives (or elected representatives) must attend a mandatory risk assessment training session before planning or offering any student-run event.
  • Risk assessment training will be provided twice per academic year (once in the Spring and Fall).
  • Each student group will receive a copy of the Risk Assessment Process Instructions and will be responsible for reviewing and meeting the guidelines within the RAP.
  • Any student not affiliated with a NewCollege student group will need to receive training through coordination with the Student Life Office.

Forms, Waiver, and Contracts:

  • All outlined forms, waivers, or contracts must be completed and submitted to one of the signatories at least ten (10) business days prior to the scheduled event date. Any forms submitted after this deadline will not be accepted.
  • If there are any concerns, questions, or modifications to be made, the designated signatory will contact you within 72 hours of receiving your RAP forms.
  • Events are only permitted to occur if a designated RAP Signatory has granted permission via signature/stamp on the Risk Assessment and Responsibility Form. Only permission from one signatory is necessary for approval.

Signatories:

  • Simon Wilmot, Dean of Students
  • Emily Reed, Associate Dean, Student Life and Leadership
  • Virginia Kostianiuk, Associate Dean, Residence Life

Office of Residence and Student Life

40 Willcocks Street

Fax: 416-971-3072

Signatories (con’t):

  • Brenda Registe, Alumni Development Officer

Alumni Development Office

300 Huron Street, Rm. 118

Fax: 416-978-0554

  • Sally Walker, Assistant Principal and Registrar
  • Paul Russell, Associate Registrar (Student Services)
  • Donna Chang, Associate Registrar (Administrative)

300 Huron Street, Rm. 107

Fax: 416-978-0554

Office of Residence and Student LifePage 1