Student Event Risk Management

Brock University strives to strike a balance between providing space for meaningful, fun, engaging and inclusive activities, and ensuring that the potential for harm to students is low. The Student Event Risk Management and Approval (SERMA) process has been established to create an awareness of planning/safety issues and to protect both the attendees and the organizers of the event.

All students and student organizations must adhere to the SERMA process to use University resources and to conduct/promote events and activities as a student organization.

What is Risk Management?

Risk management is the process of planning, leading, organizing and controlling your activities to minimize risks, including injury or harm to students, event participants, or property.

Risk Management is your responsibility as a student organization. You are expected to plan your events in advance and to consider and understand all associated risks with your event and take steps to prevent or mitigate them. You are also responsible for ensuring you adhere to Brock University policies.

All events have some degree of risk associated with them. The purpose of this process is to outline requirements that will seek to minimize the level of risk for and to student events while also offering open, accessible, quality events, and to help you navigate Brock’s policies and processes and ensure your event has been well planned.

Frequently Asked Questions

The Student Event Risk Management Approval (SERMA) process applies to all Brock University students and student groups organizing events, whether on or off campus, in-person or online. All student events must be approved prior to any promotion, including through social media, word of mouth, posters, or other advertising methods.

An “event” is defined as a scheduled activity organized by students, occurring on or off campus, in person or online, that meets one or more of the following criteria:

  • Sponsored or organized by a Brock University-recognized student group
  • Uses University or Brock University Students’ Union (BUSU) resources, such as rooms or other campus spaces or student organization funds

For example,

  • Club or group meetings qualify as events, as they are scheduled activities organized by recognized student groups
  • General social media or passive information campaigns, and other unscheduled initiatives are not considered events and do not require approval through the SERMA process

Some events may require an an Enhanced Review Process. Please see the information below regarding higher-risk events.

 

Note: Peaceful protests and demonstrations on campus are subject to a separate risk management process. To ensure the safety of the Brock community and support peaceful expression, protest organizers are expected to contact Campus Safety Services in advance to review plans, discuss any necessary safety measures, and address operational requirements or limitations.

Please review Brock’s Freedom of Expression web page and email serma@brocku.ca if you have questions

The SERMA process is built into the event form on ExperienceBU. To submit your event for approval you must have administrative access to a club or group page*:

  1. In the top right, click on the ‘waffle’ icon, which will bring up the Explore/Manage menu and click on Manage
  2. Click on your club/group under My Memberships
  3. From the organization menu (at the top left of the page), click on Events
  4. Click on Create Event

As you complete the event submission on ExperienceBU, not only will you be submitting your event for approval through the required channels, but your event will also be advertised on ExperienceBU.

* If you do not have access to post an event on ExperienceBU, contact serma@brocku.ca and we can support you

Please be aware that some events may require an Enhanced Review Process based on their level of risk.

See the information below regarding large, complex and/or high-risk events.

The submission deadline varies by complexity and level of risk involved with the event.

At a minimum, meetings and other low-risk, low-complexity events must be submitted at least 4 business days prior to the event start date.

Events with complex details, or that have an increased risk to participants should be submitted at minimum 10-21 business days prior to the event start date.  Examples of more complex or higher risk events include: conferences, competitions, fundraisers, and/or events involving: a large number of attendees, travel, speakers or guests, alcohol, or high risk physical activity, just to name a few.

*Note: a business day is Monday – Friday between the hours of 8:30am and 4:30pm.

Please be aware that some events may require an Enhanced Review Process based on their level of risk. Risk assessment includes several factors, such as event size, the presence of alcohol or other substances, public access, event location, guest speakers or entertainers, physical activities, potential impacts on reputation or university operations, and any travel involved. These, along with other considerations, help determine if your event requires an enhanced review. When one or more of these planning factors is assessed as higher risk (levels two or three), Brock University may apply the Enhanced Review Process.

Please review the Brock Risk Assessment Protocol for more information on complex/higher risk events and on events that may require an Enhanced Review Process.

If you are unsure if you event would require an enhanced review, reach out to us at serma@brocku.ca early in the planning stages and we can support you.

NOTE: The Enhanced Review Process required more time. We recommend submitting these events at least 21 business days in advance, with a minimum of 10 business days required. Events not submitted within this timeframe may be denied.

If you do not receive event approval, your event cannot move forward.

Failure to adhere to the SERMA process, including a failure to properly risk manage your event, misrepresenting an event in a SERMA submission, promoting your event prior to approval, or holding an event without approval, is a violation under the Student Code of Conduct and as such can result in a Class A offence notice, possible de-ratification and/or charges under the Code.

We recognize that student organizations are a traditional part of University life and contribute to the intellectual, cultural, social and skill development of all Brock students. Student organized activities contribute to the University’s goal of “providing an engaging campus experience that meets students’ needs and affords social, cultural and recreational opportunities for all students” and supports our value of providing “a unique student experience”.

We are always here to help – our goal is to support you in hosting successful and safe events!

To get started, you can review our Policy and Planning Resources page

If you still have questions, need support, or are planning a complex event, reach out to us at serma@brocku.ca