10.45: Sale and Service of Alcohol on Campus

PURPOSE

The University of Regina is committed to promoting safety and responsibility in the use of alcohol in all areas of Campus life. The license from the Saskatchewan Liquor and Gaming Authority is issued to the University of Regina. Full compliance with the regulations of the Saskatchewan Liquor and Gaming Authority and of the University policy is required.

POLICY

The University of Regina maintains a Special Use permit from the Saskatchewan Liquor and Gaming Authority. This policy governs the sale and service of all alcoholic beverages at the University of Regina under that license. The use of alcoholic beverages on campus is limited to specific locations and to certain types of functions. This policy identifies the procedures to be followed to obtain permission to serve alcohol on campus. Appendix A identifies the recommended and approved areas for hosting of alcohol functions. Appendix B is the application form required to be completed when alcohol is served and must be displayed at the function site for random inspection by Campus Security or Saskatchewan Liquor and Gaming Inspectors.

Definitions

Minor – for the purposes of this policy a minor is defined as a person who is under 19 years of age;

Procedures and Regulations

Functions at which alcohol service is authorized are to:

Complement or enhance academic programs,
Contribute to the professionalism or academic disciplines, or
Enhance the general goals of the University

Activities that bring students or faculty together, or those that bring faculty and students together in a pleasant, collegial manner are generally considered to contribute to the goals of the University. Permission may be given to serve alcoholic beverages if the Dean or Director believes it is appropriate and will contribute to the atmosphere of the occasion. Examples of the types of events that would be considered appropriate would be:

Receptions for guest lectures,
Special awards programs, and
Meetings of professional organizations

The University will consider each request but reserves the right to establish guidelines and regulations as to the frequency and the circumstances of the events for which permission to serve alcohol is granted.

When hosting social events where alcohol is to be served, members of the University Community are encouraged to arrange for the use of facilities designed primarily for that purpose. This includes the University Club, Lazy Owl Pub, the Multi-Purpose Room (RC) and areas within the Centre for Kinesiology, Health and Sport (including the Fast Break).

The license for the University Club is separate from the University of Regina Special Use License. The University of Regina requires authorization for the University Club to provide alcohol service outside of the University Club location.

Types of Functions

There are three approved levels of license for serving alcoholic beverages on campus:

1. The first level grants permission to the following three areas that are permanently licensed by the Saskatchewan Liquor and Gaming Authority:

a. The University Club

b. The Lazy Owl Pub and adjacent patio area (minors are not allowed)

These areas may serve alcohol at any time without requiring specific authorization for service. All areas must abide by Saskatchewan Liquor and Gaming regulations in relation to minors accompanied by a parent or legal guardian, hours of service as required on the license, and the requirement of food served. (Appendix B is not required for this level.)

c. The Fast Break and Common Ground Food Service areas are permanently licensed for special event uses. Both require event-by-event authorizations for service

The second level of permission is an extension of the regular license. After receiving permission from the appropriate University official (Appendix B), alcohol may be served in one of the areas listed in Appendix A. Additional permission from the Saskatchewan Liquor and Gaming Authority is not required. Alcohol used for this type of function must be purchased and provided by one of the three permanently licensed areas listed in paragraph 1 above. Signed authorization at the event and provided if requested by members of Campus Security, Regina Police Service or Saskatchewan Liquor and Gaming is a random inspection.

The third level of permission is a Special Occasion Permit. After receiving permission from the appropriate University official (Appendix B) and obtaining a special occasion permit from any Liquor Board Store (or the head office of the Saskatchewan Liquor and Gaming Authority if the event is to take place outdoors) alcohol may be served in an approved University location. A certificate of liability insurance may be required as well.

The difference between an Extension and a Special Occasion Permit relates to who is providing and serving the liquor.

Alcohol that is obtained from and served by one of the 3 authorized service providers on campus (Lazy Owl Management, University Food Services and the University Club) only requires an extension. Groups who wish to purchase and serve their own alcohol require a Special Occasion Permit.

*Please note that one of the requirements associated with all levels of the permits issued by the Saskatchewan Liquor and Gaming Authority, specifically identified in the University's policy, is that a parent or legal guardian of the minor must accompany that person in attendance at the events where liquor is served. The exception to this would be public athletic events. In all cases, minors may not be served alcohol.

Obtaining Approval for Serving Alcohol

Attached as Appendix B is the form used to obtain and document University approval. Approvals for the use of the space must first be obtained from the Dean or administrative head responsible for the space. A request for permit is to be submitted to the Director, Campus Security (or designate) at least seven working days prior to the date of the function. If the Director, Campus Security (or designate) is unavailable, the permit may be approved by the Associate Vice-President (Facilities Management), or directed to the President's Office. The person or group providing the alcohol service must ensure completion of the approval process.

1. For all approval for space use by the respective contact person for the area being used is required. Summarized instructions are provided in Appendix C.

2. The use of the Multi-Purpose Room in the Riddell Centre is to be co-ordinated through the Students' Union. The License that covers this area requires University approval for each use of the Multi-Purpose Room involving the use of alcohol. This includes University groups as well as groups not affiliated with the University.

3. Adequate liability insurance must be carried by the Students' Union, University Club and the University of Regina to cover events hosted by these agencies. External groups must provide a certificate of liability insurance up to $5 million and have the University of Regina named as an additional insured when requested to do so by University administration.

SPECIFIC REGULATIONS PERTAINING TO ALCOHOL ON CAMPUS

General Regulations

1. Only those licensed to do so, or those with the authorization of the University, may bring alcoholic beverages onto University property. Under the regulations of the Sask. Liquor and Gaming Act, only permanently licensed facilities (lazy Owl and the University Club) may store alcohol on campus. All other hosting groups must have just in time delivery and alcohol must be removed from the licensed premises to an off campus location immediately following the function.

2. Those spaces on campus classified as private residences are exempt from the restrictions of the Special Use Permit, however Saskatchewan Liquor and Gaming Regulations are still in effect. Residence Common Rooms may be used for an event providing the applicable approvals have been obtained in the same manner as for any other space on campus. Saskatchewan Liquor and Gaming Authority states that if a non-resident can potentially access the room unaccompanied, the room cannot be considered as an extension of living space. This applies to the College West Activity room.

3. Groups that apply to sponsor events on campus where alcoholic beverages are to be served must be bonafide organizations or arrange for sponsorship through Conference Services. Student groups must be recognized and sanctioned by the University of Regina Students’ Union and other groups must be identified within programs of the University.

4. Groups that are hosting social events where alcoholic beverages are being served will be held legally responsible for full compliance with the regulations of the Saskatchewan Liquor and Gaming Authority and of the University.

5. All servers of alcohol should be suitably instructed and supervised. Formal Server Intervention training is recommended. At least one trained person must be in attendance at all special occasion permit functions. Those who have been suitably trained will be required to be in attendance at events where alcohol is served. Generally one server for every 50 patrons is required.

6. The University reserves the right to refuse permission to hold a function and/or cancel an approved function without notice. Campus Security officers are empowered to terminate a function if violations occur. A violation is defined as not adhering to Provincial or University regulations with regard to an extension of the regular license or a Special Occasion Permit.

7. Admission to these functions must be limited to those eligible for membership in the sponsoring group plus a reasonable number of guests. Advertising must so indicate.

8. Attendance must not exceed the rated capacity of the room used, or the limits approved, for the function.

9. Reference to the availability of alcohol, or direct promotion of an alcoholic product at these functions, is not permitted by the Saskatchewan Liquor and Gaming Authority. If email lists can go to minors then advertising of brand alcohol or specials is prohibited by email.

10. Alcohol functions may not be approved for areas where and when classes are taking place. Normally functions held in academic buildings may not commence before 4:30 p.m. on weekdays. All functions must terminate by midnight on weekdays and by 2:00 a.m. on Fridays and Saturdays. The Saskatchewan Liquor and Gaming Authority license, which takes precedence where more restrictive, provides the following maximum hours:

Monday to Saturday 9:30 AM to 2:00 AM, tolerance to 3:00 AM

Sunday 12:00pm to 2:00am tolerance to 3:00am

December 31 9:30 AM to 2:30 AM, tolerance to 3:30 AM

December 31 (if it falls on a Sunday) 12:00 noon to 2:30 AM, tolerance to 3:30 AM

Special Days - Good Friday, Remembrance Day, Christmas Day 12:00 noon to 2:00 AM, tolerance to 3:00 AM

11. Normally, the maximum duration of a special event is six hours. If there is a need to host a student function longer than four hours, approval of the Dean of the Faculty in consultation with the Director, Campus Security is required.

12. If it is necessary to keep a building open beyond normal operating hours, the sponsoring group shall pay for the additional labour costs incurred. Similarly, any costs necessary to repair and/or clean the premises, regardless of the time of the event, are the responsibility of the sponsoring group.

13. Functions to be held in the University Club, Multipurpose Room and Lazy Owl Pub, require approval by the respective contact person for each of these locations. Functions held in locations other than these require the permission of the dean or the administrative head responsible for the space, who will determine the appropriateness of the sponsor group and the type of social function.

14. At any function within the University at which alcohol is being served, a suitable non-alcoholic beverage must also be made available. Coca-Cola Bottling Ltd. is the official soft drink supplier on Campus.

15. Alcohol should only be purchased in reasonable proportion to the number of people attending the event.

16. Failure to comply with these regulations may result in the sponsoring group members being charged and prosecuted under the Saskatchewan Liquor and Gaming Authority Regulations of Saskatchewan. Student groups failing to comply with these regulations may be required to appear before the Assoc. Vice President – Student Affairs under the Non Academic Misconduct Policy.

17. A copy of the approved application (Appendix B) will be distributed to Security Services, Conference Services, Custodial Services and appropriate administrative unit if applicable.

18. Identifiable security personnel may be required to be in attendance at all events at the expense of the hosting group and at the discretion of the Director, Campus Security. For functions with high proportion of alcohol consumption expected or where previous problems have existed, security may be required (normally at a minimum ratio of one security person to 100 patrons). The University reserves the right to require additional security personnel and approve companies or persons performing this task (if not hired through Campus Security). The hosting group will pay costs.

Delicensing of Permanently Licensed Locations

19. Any requests for delicensing of permanently licensed areas for functions where unaccompanied minors may be present requires special permission from the Saskatchewan Liquor and Gaming Authority and the locking up of all alcoholic beverages. Any permanent or temporary licensing or delicensing requests will be done through the Director, Campus Security.

Special Occasion Permits

20. Where a Special Occasion Permit from an outlet of the Saskatchewan Liquor Stores (or head office if the event is outdoors) is required for an event, the sponsoring group must have University of Regina approval (See Appendix B). This written approval from the University is required by the Saskatchewan Liquor and Gaming Authority. The Saskatchewan Liquor and Gaming Authority may require five working days notice prior to issuing the necessary Special Occasion Permit. The bill of sale of alcohol purchased and the University’s approval must be attached to the Special occasion permit and visible at the function.

Outdoor Functions

21. Functions held in outdoor spaces require University of Regina Permission (Campus Security), Special Event permit from Wascana Centre Authority and Special Occasion Permit from Saskatchewan Liquor and Gaming Authority (Head Office - 8th Floor 2500 Victoria Ave.). Campus Security will forward function correspondence to Wascana Centre Authority (WCA). See Outdoor Event Policy.

22. For events outdoors, snow-fencing outlining the event area must be erected in conjunction with WCA. WCA drops off the fence for the group to put up, and generally will outline the area and assist the group to get started. The group is responsible for erecting the fence and taking it down. WCA may require a deposit for the tools and fencing and may charge a fee for use of the fencing. The deposit is returned upon return of the supplies.

23. Where a barbeque is to be held, protective coverings must be placed under the barbecues to protect the surface of the ground.

Food Service

24. Food sufficient for a light meal must be available to those attending any function where alcohol is served. Snack foods such as potato chips and pretzels are not considered to be sufficient food. To maximize food safety on campus. University Food Services must be contacted regarding the food for any function, before using an outside agency. Refer to catering policy #60.20.10.

25. Where food is to be prepared (e.g. a barbeque) a Health Certificate must be obtained from the Regina Qu’Appelle Health Region. Information on the safe preparation of food is provided with the certificate. At the current time there is no charge for this certificate.

Extension of Permit

26. The person named in the approval of the extension of the regular license or Special Occasion Permit, must be present and available to Campus Security officials, law enforcement officers or Sask. Liquor and Gaming inspectors throughout the duration of the function. Where Food Services, the University Club, or the Students’ Union employees make the application they are to indicate on the form which business they are representing.

27. When an extension of the regular license, issued to the University, is desired the sponsoring group must obtain permission from the University a minimum of seven working days in advance of the event.

Price Minimum/Advertising

28. Following the provisions and regulations of the Saskatchewan Liquor and Gaming Act, drink price minimums must be maintained at permanently licensed facilities. Advertising of free or below minimum drink prices is not permitted and the advertising must not promote over-consumption of alcohol. Advertising of alcohol beverage brands is only allowed within a licensed facility. E-mail advertising including brands is not allowed.