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University of Illinois Springfield

Academic Staff Handbook University of Illinois Springfield

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Alcoholic Beverages Policy

The possession, consumption, delivery, and sale of alcoholic beverages on University property is regulated by state statute, Board of Trustees’ Guidelines, and campus policy. Sale and delivery of alcoholic beverages is in accordance with Illinois Compiled Statutes and Policy and Guidelines approved by the Board of Trustees on October 15, 1987. The Associate Chancellor for Constituent Relations is the Chancellor’s Designee for matters related to the possession, consumption, delivery and sale of alcoholic beverages on campus property.

Alcoholic beverages may be delivered to and sold at ONLY the UIS property specified herein and only provided that with respect to conference and convention activities, alcoholic beverages shall be limited to the use of participants in conventions and conferences, or in cultural or educational activities, and provided further that the faculty or staff of the university or university members of the sponsoring organization are active participants.

The Board of Trustees’ Guidelines for the Sale and Delivery of Alcoholic Beverages, as approved on October 15, 1987 are as follows:

  • The sale or serving of alcoholic liquors would be limited to convention and conference participants and participants in cultural or educational activities provided that faculty or staff of the University or University members of the sponsoring organization are active participants in the conference or convention.
  • The facility directors would be responsible for providing liquor service in accordance with state law and University policies.
  • The sale or serving of alcoholic liquors would be handled exclusively by established campus food and beverage service operating units.
  • The specific approval of the Chancellor would be required on an event-by-event basis to sell or serve alcoholic liquors.
  • The space within a building authorized for the sale or serving of alcoholic liquors would be conducive to control and privacy.
  • Convention and conference participants and participants in cultural or educational activities would not be permitted to provide their own alcoholic liquors.

I. Campus Regulations for the Sale of Alcoholic Beverages: The following policy shall apply to the sale, delivery, possession and consumption of alcoholic beverages at the University of Illinois at Springfield.

A. The sale, delivery, possession and consumption of alcoholic beverages in or on any property controlled by the University of Illinois at Springfield are strictly prohibited, except as otherwise provided in this policy.

B. Campus Regulations for Sale, Delivery, and Serving of Alcoholic Beverages:

The following regulations apply whenever a sale or commercial delivery of alcoholic beverages takes place on campus. Any manner of paying for the alcoholic beverages by participants of an event constitutes a sale. This includes both direct and indirect payments for the alcoholic beverages by the participants. A sale takes place whenever the cost burden for the alcoholic beverages rests with the participants. Examples of indirect payments include payment for a meal the cost of which includes alcoholic beverages and the payment of an admission fee or an event fee, part or all of which covers the cost of the alcoholic beverages.

  1. The sale, delivery, or serving of alcoholic beverages on campus property is limited to convention and conference participants and participants in approved cultural or educational events provided that faculty or staff of the University or University members of the sponsoring organization are active participants in the conference or convention. No alcoholic beverages shall be sold or served to individuals under 21 years of age.
  2. Approved events referred to in B.1., above, must be specific functions, meetings, and/or activities which have a stated professional, educational, or public service purpose.
  3. Alcoholic beverages may be sold or delivered only at the following specified locations:
    a. The Public Affairs Center: The areas of the Public Affairs Center in which alcoholic beverages may be sold, delivered, possessed or consumed include the Hatmaker Room, Pearson Room, Chancellor’s Suite, PAC restaurant, Studio Theatre, PAC cafeteria, atrium, second floor adjacent to auditorium and PAC conference rooms as well as the outdoor areas immediately adjacent to the PAC.
    b. The Student Center: The areas of the Student Center in which alcoholic beverages may be sold, delivered, possessed or consumed include the gymnasium, recreation center and lounge areas.
    c. The Student Commons: The areas in the Student Commons Building in which alcoholic beverages may be sold, delivered, possessed or consumed include all rooms as well as the outdoor areas immediately adjacent to the Student Commons building.
    d. The Health and Sciences Building: The areas of the Health and Sciences Building in which alcoholic beverages may be sold, delivered, possessed or consumed include the Art Gallery on the second floor and the lounge on the first floor as well as the outdoor patio immediately adjacent to the lounge.
    e. The Women’s Center: Alcoholic beverages may be sold, delivered, possessed or consumed in the Women’s Center
    f. Outdoor Areas: Outdoor areas in which alcoholic beverages may be sold, delivered, possessed or consumed shall include any defined area approved for use in connection with an event permitted under the University’s policy regulating use of outdoor areas on campus.
    g. The Recreation and Athletic Center (TRAC): The areas of TRAC in which alcoholic beverages may be sold, delivered, possessed, or consumed include the Hoogland Atrium and adjacent public space, the multipurpose room, and the conference room.*Questions concerning facilities should be directed to the Associate Chancellor for Constituent Relations. Alcoholic beverages must be sold, served and consumed in a physical setting that is conducive to control and reasonable privacy. Participants may not remove alcoholic beverages from this setting.
  4. The campus food service unit designated by the Associate Chancellor for Constituent Relations as the agent allowed shall have exclusive authority to sell alcoholic beverages on the campus of the University of Illinois at Springfield. Participants may not provide their own alcoholic beverages.
  5. Sale, delivery, possession or consumption is limited to those activities for which a written application has been submitted and approved in accordance with Paragraph C below.

C. Permission to sell, deliver, possess or consume alcoholic beverages in any of the areas described in Paragraphs I.B.3.a-g may be sought by submitting an application (Alcohol Waiver Form A) to the Associate Chancellor for Constituent Relations, who is the Chancellor’s designee for purposes of approving Alcoholic Beverages Requests. Arrangements may not be finalized until this approval has been obtained in writing. There will be no standing approvals. Prior to submission to the Associate Chancellor for Constituent Relations for final approval, applications shall first be submitted for review and recommendation for approval to the appropriate University official, to wit:

  1. Faculty, academic support staff and faculty/academic organizations shall submit applications to the Vice Chancellor for Academic Affairs.
  2. Administrative support staff and organizations shall submit applications to the Associate Chancellor for Constituent Relations.
  3. Students and recognized student organizations shall submit applications to the Vice Chancellor for Student Affairs.
  4. Individuals and groups not associated with the University shall submit applications to the Associate Chancellor for Constituent Relations.
  5. The Chancellor’s Office, the Foundation, and the Alumni Association shall submit applications to the Chancellor or the Chancellor’s designee.
  6. Events involving requests for the sale, delivery, or serving of alcoholic beverages must comply with all other requirements set forth in Regulations Governing the Use of University Facilities.

The Associate Chancellor for Constituent Relations exercises authority as the Chancellor’s designee and the Chancellor has inherent authority to grant or deny final approval.

II. Campus Regulations for Possession and Consumption (Not Sale) of Alcoholic beverages: The following regulations apply to the possession and consumption of alcoholic beverages when a sale of such beverages is not involved; that is, when the cost burden for such beverages is not borne directly or indirectly by the participants.

A. Possession and consumption only are permitted in private living areas in accordance with the following:

  1. Private living areas shall be defined to include the Chancellor’s house and the individual apartments or patio areas of university housing units, but shall not include any lounge, recreational area, multi-purpose area or general television room in said university housing units.
  2. Possession and consumption are limited to residents and/or invited guests who are 21 years of age or older.
  3. Possession and consumption are limited to personal use or a private party not involving a cover charge or other exchange of money for alcoholic beverages.

B. Alcoholic beverages may be possessed and consumed at approved events. To be considered an approved event the function must:

  1. Be approved in writing in advance of the event by the Dean or Director of the Academic or Administrative Unit (Alcohol Waiver Form B), and submitted to the Associate Chancellor for Constituent Relations for final approval;
  2. Be hosted and/or controlled by a University unit;
  3. Be closed in the sense that there are specific invitees;
  4. Be conducted at a location specified in Paragraph I.B.3.a-g above and in a physical setting that is conducive to control and reasonable privacy;
  5. Be of a social or educational nature, such as a reception, dedication or recognition program, rather than of a recreational or entertainment nature; and
  6. Must not have either a direct or indirect charge to participants for alcoholic beverages.

C. Funding of Alcoholic Beverages Purchases. University policies governing the use of University funds for the purchase of alcoholic beverages are as follows:

Alcohol may be charged in reasonable and proper amounts when associated with University activities. Alcohol may be charged only to gift accounts; self-supporting (Ledger 3) accounts may be used when the participants of the event pay a fee to cover the cost. Under no circumstances can state appropriated (Ledger 1), grant accounts (Ledger 5), or student fee accounts be used for the purchase of alcoholic beverages.

Reasonable and proper is defined as twice the meal allowance, including alcoholic beverages. Vouchers which exceed the reasonable and proper amount are reviewed by the Accounting Office and require the approval of the Vice Chancellor or Dean.

A request for an exception to any U of I policy should be sent to the Accounting Office for review and appropriate referral.

III. General Regulations and Principles: The following regulations apply to sections I and II above:

  • Where permitted under these policies, the use of alcoholic beverages on the University campus shall be considered a privilege and use may be refused or withdrawn if the use interferes with the decorum and academic atmosphere of the campus. Alcoholic beverages possessed in violation of this policy may be confiscated and those responsible for the violation may be subject to administrative and/or civil action.
  • No state funds (including student fees) shall be expended for the purchase of alcoholic beverages sold, delivered, possessed or consumed on campus under this policy.
  • Individuals and/or organizations sponsoring activities at which alcoholic beverages are sold, delivered, possessed or consumed are responsible for their own conduct and for insuring compliance with these policies and with all applicable laws. Persons or organizations violating either applicable laws or these policies are subject to the university disciplinary action and/or prosecution under State law.
  • The University assumes no responsibility or liability for individuals or organizations conducting events at which alcoholic beverages are served or consumed.
  • The University reserves the right to withhold approval of possession, consumption, delivery and sale of alcoholic beverages to any organization, group, or individual at any time and for any reason deemed appropriate by the University. That decision is discretionary and lies wholly with the University which will base such judgments on what the University believes to be in its best interest.
  • The offices of the vice chancellors for academic affairs and student affairs, the chancellor’s office, the management of the facility in which a function is held, the function sponsor, and the University police share within their own areas of jurisdiction responsibility for the enforcement of this policy.
  • As the Chancellor’s designee, the Associate Chancellor for Constituent Relations is responsible for obtaining and renewing the liquor licenses and the dram shop insurance coverage, performing monitoring functions and submitting related reports, and for obtaining the necessary funds to pay the insurance premiums and liquor license fees.

Initial policy approved 1996

Revised policy approved 10.15.14

Updated 10.27.14

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