Sale and Service of Alcohol on Campus

Category: Operations
Number: OPS-110-005
Audience: All individuals and groups on campus
Issued: October 01, 1997
Revised: November 19, 2013
Owner(s): AVP (Facilities Management)
Approved by: VP (Administration)
Contact: Director, Security and Operations - 306-585-4655

Introduction

The University of Regina is committed to promoting safety and responsibility in the use of alcohol in all areas of Campus life. The University has been given 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 permit and identifies the processes to be followed to obtain permission to serve alcohol on campus.

Policy

Only those licensed to do so, and with the authorization of the University, may bring alcoholic beverages onto University property. The use of alcoholic beverages on campus is limited to specific locations and to certain types of functions. Locations Approved for Serving of Alcohol (Appendix A) (205 KB) pdf, identifies the recommended and approved areas for hosting functions serving alcohol. An Application for a Function at Which Alcoholic Beverages will be Served (Appendix B) (30KB) pdf must be completed, approved and displayed at the function site for random inspection by Campus Security or SLGA inspectors.

Private residences, such as Student Residence rooms and the President’s Residence, are exempt from the restrictions of the Special Use Permit; however, SLGA’s 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. The SLGA states that, if a non-resident or minor 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.

University functions for which alcohol service is authorized include events that:

  • Compliment or enhance academic programs;
  • Contribute to the professionalism of or support to academic disciplines; or,
  • Enhance the general goals of the University.

Activities 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, Associate Vice-President, or Director believes it is appropriate and will contribute to the atmosphere of the occasion.  Examples of the types of events that are considered appropriate include:

  • Receptions for guest lecturers;
  • Special awards programs; and,
  • Meetings of professional organizations.

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

Groups that apply to host functions 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 URSU, and other groups must be identified within programs of the University. Attendance at these functions must be limited to those eligible for membership in the hosting group plus a reasonable number of guests. Advertising for the function must indicate these limitations. Attendance must not exceed the rated capacity of the room used or the limits approved for the function.

When hosting functions where alcohol is to be served, hosting groups are encouraged to arrange for the use of facilities designed primarily for that purpose.  This includes the University Club, The Owl, the Multi-Purpose Room (Riddell Centre), areas within the Centre for Kinesiology, Health and Sport (including Fast Break) and areas listed on Appendix A.

The license for the University Club is separate from the University of Regina Special Use Permit.  The University requires authorization for the University Club to provide alcohol service outside of the University Club 2nd floor College West location.

Types of Functions

All functions must abide by SLGA’s regulations in relation to minors, hours of service as required on the license, and the requirement of food served.  Minors must be accompanied by a parent or legal guardian at all functions, with the exception of public athletic events. In all cases, minors must not be served alcohol.

Permanently Licensed Areas

Functions serving alcohol may be held in permanently licensed areas. These locations may serve alcohol at any time without requiring additional authorization from SLGA. 

  •  The University Club (Appendix B not required)
  •  The Owl and adjacent patio area, minors not allowed (Appendix B not required)
  •  The Fast Break Concession and Common Ground Food Services are permanently licensed for special event uses, however University permission (Appendix B) is required for each event.

Extension of Special Use Permit

An extension to the Special Use Permit may be granted for functions serving alcohol in the areas listed in Appendix A. Alcohol used for this type of function must be purchased from an Authorized Service Provider. University permission (Appendix B) is required. Additional authorization from the SLGA is not required. Signed authorization must be visible at the event and provided if requested by members of Campus Security, Regina Police Service or SLGA during an inspection or visit to the site.

Special Occasion Permit

A Special Occasion Permit, obtained from SLGA, is required under the following circumstances:

  • the hosting group wishes to purchase and serve their own alcohol
  • the event is held outdoors
  • at the discretion of the University

SLGA will require proof of University permission (Appendix B), and may also require a certificate of liability insurance.

Roles and Responsibilities

Group Hosting a Function where Alcohol is to be Served (Hosting Group)

  • arrange a location and obtain permission for the function (Appendix B)
  • obtain a Special Occasion Permit when required
  • if the function is to be held outdoors, comply with the policy on Approval of Outdoor Events
  • ensure appropriate non-alcoholic beverages and food sufficient for a light meal are available
  • pay additional security and labour costs incurred by the University for the function as required
  • provide additional liability insurance when requested by University administration
  • comply with SLGA’s Regulations

Dean or Designate

  • give faculty permission for the function by signing the application (Appendix B)
  • in consultation with the Director of Security and Operations, approve student functions expected to last longer than four hours

Academic or Administrative Head Responsible for Space

  • determine the appropriateness of the sponsor of  the host group, if required, and the type of social function
  • give permission for use of the space by signing the application (Appendix B)

Director of Security and Operations or Designate

  • review the application (Appendix B) and approve the function
  • advise the hosting group if a Special Occasion Permit is required (e.g. over 100 people expected to attend)
  • advise the hosting group of additional requirements (e.g. security, liability insurance)
  • notify Conference Services and Custodial Services of the function
  • return a copy of the approved application to the hosting group representative, Conference Services, Campus Security staff, Custodial Services, and the appropriate administrative unit if applicable
  • for outdoor functions, request permission from WCA

Campus Security

  • maintain records of functions in the  event of inspections
  • provide periodic inspections of alcohol functions on campus
  • terminate a function if violations occur

Consequences for Noncompliance

Failing to comply with the University policy and the SLGA’s Regulations may result in Campus Security officers or SLGA inspectors immediately terminating the function.

Violations will be investigated by Campus Security and referred to the Associate Vice-President (Student Affairs) (students) and/or Human Resources (staff/faculty) for sanctions.  Failure to comply with this policy and SLGA’s Regulations may result in the sponsoring group members being charged and prosecuted under the provisions and regulations of The Saskatchewan Liquor and Gaming Act. Student groups failing to comply with this policy may also be required to appear before the Associate Vice-President (Student Affairs) under the Non Academic Misconduct Policy. Employees failing to comply with this policy may be referred for discipline as per employment agreements.  Visitors failing to comply may be restricted from the University of Regina.

Processes

Obtaining Approval for Serving Alcohol

Before the Function

  1. Choose a location for the function.
  2. If the location is not a permanently licensed area (University Club or The Owl), complete the Application for a Function at Which Alcoholic Beverages will be Served (Appendix B).
  3. If the hosting group is not a bonafide organization, arrange for sponsorship through Conference Services. Where Food Services, the University Club, or URSU makes the application as a sponsor, the hosting group they are representing must be indicated on the application (Appendix B).
  4. Obtain faculty permission for the function by getting the Dean or designate’s signature on the application (Appendix B).
  5. Obtain permission to use the space:
    • University Club, contact directly
    • The Owl, contact URSU
    • Multi-Purpose Room in the Riddell Centre, contact URSU (Appendix B required)
    • All other spaces, contact Academic or Administration Head (Appendix B required).
  6. Submit the application (Appendix B) to the Director of Security and Operations (or designate) at least 7 days in advance of the function. If the Director is not available, the application will be referred to Associate Vice-President (Facilities Management) or the Office of the President.
  7. For an indoor function where a Special Occasion Permit is required, obtain the permit from an outlet of the Saskatchewan Liquor Stores. SLGA may require 5 working days’ notice prior to issuing the permit.
  8. For all outdoor functions, obtain a Special Occasion Permit from the Head Office of The Saskatchewan Liquor and Gaming Authority (2500 Victoria Avenue, Regina). SLGA may require 5 working days’ notice prior to issuing the permit.
  9. For all outdoor functions, obtain approval from the University and a Special Event permit from WCA as outlined in the policy for Approval of Outdoor Events at least 1 month before the event date for large events, or 1 week for small events.
  10. Where food is to be prepared by food providers other than a University authorized provider (e.g. a barbeque), obtain a Health Certificate from the Regina Qu’Appelle Health Region and follow the directions on safe food preparation provided with the certificate. Refer to the policy on Catering.

    At the Function

  11. Post the approved Application for a Function at Which Alcoholic Beverages will be Served (Appendix B).
  12. Post the Special Occasion Permit, if required, and the bill of sale of alcohol purchased, if applicable, attached to Appendix B.
  13. Ensure the hosting group representative named in the extension request or on the Special Occasion Permit, if required, is present and available to campus Security officials, law enforcement officers or SLGA inspectors throughout the duration of the function.
  14. Ensure alcohol is not delivered before the Start Time and is removed from the premises by the End Time shown on the application (Appendix B).
  15. Ensure attendance at the function does not exceed the Rated Capacity of Room shown on the application (Appendix B) or the limits approved for the function.
  16. Ensure a suitable non-alcoholic beverage is available.
  17. Ensure food sufficient for a light meal is available. Snack foods such as potato chips and pretzels are not sufficient. To maximize food safety, University Food Services must be contacted regarding the food for any function before using an outside agency. Refer to the policy on Catering.
  18. If a barbeque is held, place protective coverings under the barbecues to protect the surface of the ground.
  19. For outdoor functions, in conjunction with Facilities Management, erect snow-fencing that outlines the event area. As required by SLGA, the fence must be a single 6 foot fence or double 4 foot fences. The hosting group may be responsible for erecting the fence and taking it down.

Additional Requirements

  • Identifiable security personnel may be required to be in attendance at the expense of the hosting group and at the discretion of the Director of Security and Operations.  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).
  • If it is necessary to keep a building open beyond normal operating hours, the hosting 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 hosting group.
  • Adequate liability insurance must be carried by the Students' Union, University Club and the University of Regina to cover these functions. The University may require external groups provide a certificate of liability insurance up to $5 million and have the University of Regina named as an additional insured party.

Highlights of SLGA's Regulations Pertaining to Alcohol on Campus

Everyone who accesses University of Regina facilities either inside University buildings or outside on University property, at main campus and College Avenue campus, must fully comply with SLGA’s Regulations (119 KB) pdfand this policy. SGLA’s Regulations that pertain to alcohol on campus include, but are not limited to, the following.

  1. Only permanently licensed facilities (The 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. 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.
  3. Reference to the availability of alcohol, or direct promotion of an alcoholic product at these functions, is not permitted by the SLGA. If it is possible that an email advertising the event may go to minors, then advertising of brand alcohol or specials are prohibited by email.
  4. 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 pm on weekdays. All functions must terminate by midnight on weekdays/Sundays and by 2:00 am on Fridays and Saturdays. The SLGA license lists the following maximum hours. The University reserves the right to exceed this requirement and limit hours as it deems fit:
    • Monday to Saturday 9:30 am to 2:00 am, tolerance to 3:00 am
    • Sunday 12:00 pm to 2:00 am, tolerance to 3:00 am
    • 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
  5. At any function within the University at which alcohol is being served, a suitable non-alcoholic beverage must also be made available.
  6. Alcohol should only be purchased in reasonable proportion to the number of people attending the event.
  7. Games that promote the consumption of alcohol as a part of the game are strictly prohibited.
  8. Any requests for de-licensing of permanently licensed areas for functions where unaccompanied minors may be present requires special permission from the SLGA and the locking up of all alcoholic beverages. Any permanent or temporary licensing or de-licensing requests will be done through the Director of Security and Operations.
  9. 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 the over-consumption of alcohol. Advertising of alcohol beverage brands is only allowed within a licensed facility. Email advertising including brands is not allowed.

1.     Post the Special Occasion Permit, if required, and the bill of sale of alcohol purchased, if applicable, attached to Appendix B.

2.     Ensure the hosting group representative named in the extension request or on the Special Occasion Permit, if required, is present and available to Campus Security officials, law enforcement officers or SLGA inspectors throughout the duration of the function.

3.     Ensure alcohol is not delivered before the Start Time and is removed from the premises by the End Time shown on the application (Appendix B).

4.     Ensure attendance at the function does not exceed the Rated Capacity of Room shown on the application (Appendix B) or the limits approved for the function.

5.     Ensure a suitable non-alcoholic beverage is available.

6.     Ensure food sufficient for a light meal is available. Snack foods such as potato chips and pretzels are not sufficient. To maximize food safety, University Food Services must be contacted regarding the food for any function before using an outside agency. Refer to the policy on Catering.

7.     If a barbeque is held, place protective coverings under the barbecues to protect the surface of the ground.

For outdoor functions, in conjunction with Facilities Management, erect snow-fencing that outlines the event area. As required by SLGA, the fence must be a single 6 foot fence or double 4 foot fences. The hosting group may be responsible for erecting the fence and taking it down.

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