Risk Assessment

The safety and wellbeing of the Loyola community is of the utmost importance.  To ensure the health and safety of all participants home prepared foods of any kind are prohibited for sale and/or distribution.  Student Organizations are encouraged to work with Loyola University Chicago’s food service provider, Aramark, when catering or providing food for the University community.

Any RSO sponsored event must follow the below guidelines:  

• DO NOT PREPARE ANY FOOD AT HOME (includes residence halls) - home prepared foods are strictly prohibited.

• Food must be purchased or donated from a vendor listed on the Preferred Vendor List. Special accommodations can be arranged for an RSO to prepare food on campus in partnership with Aramark.

• Only prepackaged, store bought or donated items may be sold.

• To prevent contamination it is expected that RSO representatives serve all food while wearing gloves, whether being distributed or sold.  The only exception is when food items are individually wrapped.  

• All baked goods must be from authorized food establishments and must be portioned out for single servings.  

• Gloves must be worn when selling or serving food.

• No seafood of any kind.

• No eating, drinking or smoking is allowed while engaged in food handling.  Wash hands after eating, drinking or smoking before resuming food handling.

• All food transported must be protected from contamination at all times (use food shields, covers, keep off of the ground, etc.).

• Provide trash containers and recycle bins positioned conveniently throughout the duration of the event.

• Any event being held in an Aramark space during hours of operation must use Aramark services (Information Commons - 4th floor, Palm Court, Piper Hall, Donovan Reading Room)

• Cookouts or grilling is prohibited unless Aramark or a Center for Student Engagement approved vendor is used as the food service provider.  Vendor must supply and cook food.  Students may serve food but are required to wear gloves.     

Student organizations are expected to exercise good judgment in planning and promoting their activities; therefore, they are responsible for assuring compliance with procedures and policies as outlined in the Recognized Student Organization Handbook and the Community Standards. Additionally, when hosting an event or activity where alcoholic beverages may be served and/or consumed by individuals 21 and older, it is expected that the Loyola University Chicago Alcohol and Other Drugs Policy be followed and enforced. Notably, RSOs are required to submit the set guest list (including name/birthdate of all attendees and designation of the organization’s sober representative) to CSE at least 3 business days before the event. 

All recognized student organizations are subject to the regulations concerning alcohol when hosting sponsored events on or off-campus. This includes any event an observer would associate with the student organization.

Registered student organizations must register all activities with the Center for Student Engagement through the Activity Request Form; which includes activities requiring transportation. Work with Campus Transportation to arrange transportation services or for additionalinformation visit www.luc.edu/transportation. All RSOs must read and abide by, as applicable, the University’s Motor Vehicle Records and VehicleUsePolicy, which can be found here. 

Private Vehicles

• Participants that are driving in private vehicles must complete a Driver Agreement Form at least one week prior to their departure.  This agreement will state that the participant understands that their personal insurance will be used to cover any claims made.

• Participants that are driving in private vehicles must obtain a copy of the Glove Box Accident Form. In the case of an accident follow the instructions on the form.  You must also submit a copy of the Glove Box Accident Form to CSE within 24 hours of the accident.

• The following items are recommended to have in your vehicle during the trip:
  • First Aid Kit
  • GPS (if driving)
  • Flashlight
  • Cell phones for each vehicle/group leader
  • Credit cards for emergencies
  • Maps of your route and destination location
  • Jumper cables

Rented Vehicles

• RSO needing to rent a vehicle for RSO activities must work with Loyola’s Campus Transportation Department, www.LUC.edu/transportation.

• When renting vehicles through Loyola’s Transportation Services Department, drivers are expected to go through driver training and will also be provided with a copy of the Glove Box Accident Form. In the case of an accident follow the instructions on the form.  You must also submit a copy of the Glove Box Accident Form to CSE within 24 hours of the accident.
• The following items are recommended to have in your vehicle during the trip:
  • First Aid Kit
  • GPS (if driving)
  • Flashlight
  • Cell phones for each vehicle/group leader
  • Credit cards for emergencies
  • Maps of your route and destination location
  • Jumper cables

Domestic Travel over 100 miles

• RSOs traveling over 100 miles from the University’s Lakeshore Campus must submit a Travel Information Form through LUCommunity at least 10 business days in advance of travel date.

• Each RSO participant traveling must sign a Waiver Form available for download through LUCommunity.  A Liability Waiver Form must be submitted to the Center for Student Engagement, DSC 127 no later than 48 hours prior to travel date.

International Travel

Any RSO with the intent to travel outside of the United States under the Loyola University and/or RSO name must adhere to the University’s International Travel Policy (www.LUC.edu/oip/pdfs/luctravelpolicyfinal.pdf) in addition to following the steps listed below:

• RSOs traveling internationally must submit a Travel Information Form through LUCommunity at least 8 weeks in advance of travel date.

• Once Travel Information Form is on file, CSE will assist the RSO in coordinating a Health & Safety Orientation through the Office of International Programs.  This orientation must occur at least 6 weeks prior to the travel date.  

• Each RSO participant traveling must sign a Liability Waiver Form available for download through LUCommunity.  A Waiver Form must be submitted to CSE, DSC 127 no later than 1 week prior to travel date.

• Each participant must purchase CISI Health Insurance, visit www.LUC.edu/oip/travelcenter to enroll.  Proof of enrollment will be collected at the Health & Safety Orientation.

• If a trip includes non-Loyola participants (recent graduates, alumni, friends or family of Loyola or visiting students), they will be required to participate in the Health & Safety Orientation and purchase Loyola CISI insurance in addition to any existing personal health and travel insurance.