University Policy on Alcoholic Beverages

The university policy concerning alcoholic beverages on campus is established in UPPS No. 05.03.03, "Alcoholic Beverage Policy and Procedure," a copy of which is on file in the Dean of Students Office or the Alkek Library. UPPS No. 05.03.03 provides that:

Policy

A. The Dean of Students/designee is responsible for ensuring that the sale, service, and consumption of alcoholic beverages during on-campus* events is done in accordance with Regent’s Rules, university policy, and state law. Any person or organization that sponsors an on-campus event must obtain the prior approval for the sale, service, or consumption of alcoholic beverages from the Dean of Students/designee.

*"On-campus" means all property and facilities owned or controlled by the university.

B. The Director of the University Police is responsible for determining the need for the presence of off-duty law enforcement officers at an on-campus event at which alcoholic beverages will be sold, served, or consumed. If the Director determines that officers should be present, he will select those officers, and the number thereof, that he determines should be present, after considering all the relevant factors regarding the planned event. In determining the need for officers, the Director will use the following guidelines:

1. Officers must be present at events sponsored by university students, registered student organizations, and all events not sponsored by a university academic or administrative office unless the Dean of Students and Director of University Police agree that such security is not necessary.
2. Officers may be present at events sponsored by a university academic or administrative office, and events sponsored by university-related groups.

C. Sponsors of such events will pay each university officer in attendance time and a half, with a four-hour minimum for each officer. When university funds are used, payment to university officers will be by payroll. Officers, other than university officers, will be paid directly by the Payroll Office by an approved bill head.

D. If employees of the university's food service contractor are used to serve the alcoholic beverages, the sponsor will pay such employees $12.50 an hour. Payment will be made directly to the university's food service contractor.

E. When alcoholic beverages are sold on campus (exclusive of the University Camp), the university's food service contractor will furnish all personnel (to include ID checkers, bartenders, beverages ticket salesperson(s), exit and entry personnel, if needed, and servers) at all functions catered by the university food service contractor.

F. The university’s food service contractor will utilize a stamp system to identify all attendees 21 and older. No one under 21 will be served alcoholic beverages. It will be the responsibility of the university's food service contractor to provide all necessary stamping material.

G. The sponsor is responsible for the conduct of those persons attending the event. The sponsor is also responsible for leaving the facility used in a clean and sanitary condition and in a good state of repair after the event. When the services of the university's food contractor are not used, it shall be the sponsor's additional responsibility to ensure that the consumption and use of alcoholic beverages is limited to meal functions and that no one under the age of 21 is served alcoholic beverages.

H. No appropriated funds may be used to purchase alcoholic beverages. Auxiliary funds may not be used to purchase alcoholic beverages unless those funds are derived from the sale of tickets to a university function and a portion of the ticket price is used to purchase the alcoholic beverages to be consumed at the function. The university's food service contractor must hold valid permits from the Texas Alcoholic Beverage Commission to cater and dispense the alcoholic beverages served at the function.

I. No alcoholic beverages may be sold or served in the LBJ Student Center unless it is purchased from and served by the university food service contractor.

J. Sale or consumption of alcoholic beverages is prohibited in classrooms, athletic playing fields, stands or spectator seating areas, theatrical and musical productions, art shows, and other performances held in academic areas.

K. University food service contractor will not contract or state an intention of contracting to serve liquor to any organization, agency, person, or activity unless the event receives the explicit approval of the Dean of Students/designee.

L. Alcoholic beverages will not be authorized for personal use in Sewell Park. Keg beer will not normally be authorized at any outdoor campus location for student groups. The Dean of Students may approve alcoholic beverages at social gatherings if all the following conditions are met:

1. the function is requested by a recognized faculty, staff or student organization, department or division, and
2. the faculty/staff sponsor assuming responsibility for the event is present for the entirety of the activity, and
3. the majority of those in attendance are 21 years of age or older, and
4. food is served and an alternate non-alcoholic beverage is provided

M. Nothing contained in the UPPS will be construed to allow the sale, service or consumption of alcoholic beverages on campus in violation of State Law or order of the Board or Regents, Texas State University System.

Procedure

A. A request for approval of service and consumption of alcoholic beverages at an on-campus event will be directed to the Dean of Students/designee at least 10 working days before the date of the event. Sponsors initiating such requests should obtain and complete an "Alcoholic Beverage Permit" form from the Dean of Students/designee. The Dean of Students/designee will advise sponsors of university policy and procedures regarding the event and will assist sponsors in routing their applications.

B. At least 10 working days before the date of the proposed event, the sponsor should take the completed form to the director or coordinator of the facility sought to be used. The director or coordinator of the facility will inform the sponsor of any specific policy, procedure or limitation regarding the use of the facility. If the director or coordinator of the facility approves the proposed event, he should execute the "Alcoholic Beverage Permit" form and return it to the sponsor.

C. If the university’s food service contractor is to be used for obtaining or dispensing the alcoholic beverages, the sponsor must contact the contractor thereof at least 10 working days before the proposed event. The university's food service contractor should inform the sponsor of all requirements for service on the proposed date, and will coordinate the event with all proper law enforcement and regulatory agencies. The university's food service contractor will assess the cost involved, including the cost of the alcoholic beverages and employee wages. If the contractor approves the scheduled event, he will then sign the form and return it to the sponsor.

D. The sponsor should then contact the Director of University Police in order to determine the need for law enforcement officers at the scheduled event. The Director will assess the number of officers and assess the costs expected to be incurred at least nine working days before the scheduled event. If he approves the scheduled event, the Director will then sign the "Alcoholic Beverage Permit" form, and return it to the sponsor.

E. The sponsor will then personally deliver the form to the Dean of Students/designee. If the Dean of Students/designee is satisfied that these procedures have been followed, and if he approves the event, he will execute the form, notify the sponsor, and send copies to each office involved in the coordination of the activity.

F. The Dean of Students/designee has discretion to disapprove consumption of alcoholic beverage at any event.

G. It will be the responsibility of the university’s food service contractor to ensure that all alcoholic beverage commission-required permits and/or licenses are approved prior to the activity.

H. The Coordinator of Student Center Services, upon receipt of the notification that the planned event has been approved, will then place the event on the permanent university calendar maintained in the LBJ Student Center.

I. If a planned event is canceled, the sponsor is responsible for notifying the Dean of Students/designee, Texas States food service contractor, the Director of Texas State Police, and the Director or Coordinator of the facility involved. Such notification will be made as soon as it is practical after the sponsor determines that the event will be canceled. All costs incurred up to the time of the cancellation are the responsibility of the sponsor.