Procedure for Requesting Permission to Serve Alcoholic Beverages at University-Sponsored Events

Title

University of North Carolina at Chapel Hill Procedure for Requesting Permission to Serve Alcoholic Beverages at University-Sponsored Events

Introduction

Purpose

This procedure describes how Departments and Units may request permission to serve alcohol at University-sponsored events.

Scope of Applicability

The following procedures apply to all UNC-Chapel Hill Academic and Administrative Departments and Units.

Procedure

Any University Administrative Unit wishing to serve Alcoholic Beverages at a University-Sponsored Event that includes guests under the age of 21 or wishing to serve and allow for the display and consumption of Alcoholic Beverages in a facility or open space on University Premises other than those listed in Section II.A.d. of the UNC-Chapel Hill Standard on Serving Alcohol at University-Sponsored Events or on University Premises must request permission from the Provost and must meet the following three criteria:

1. The planned function is a private, University-Sponsored Event that is invitation-only;
2. Approval is received from the Dean of the academic unit or from the appropriate Vice Chancellor (if a non-academic Unit); and
3. Approval is received from the Executive Vice Chancellor and Provost or the Provost's designee.

To serve Alcoholic Beverages, University Departments and Administrative Units must:

1. Complete the request form attached to this Procedure,
2. Have the department chair or director of the University Administrative Unit hosting/sponsoring the event, and the Dean of the Academic Unit or appropriate Vice Chancellor (if a non-academic unit), review the request and approve the request form.
3.  Submit the form to the Office of the Provost for review.

Upon receiving a completed request form from a University Administrative Unit to serve Alcoholic Beverages, the Executive Vice Chancellor and Provost or the Provost's designee must:

1. Review the details of the request, including what controls are in place to ensure only guests age 21 or over can access or consume Alcoholic Beverages, and weigh the anticipated benefits of approving the request against the legal, financial, and reputational risk to the University if individuals violate the University’s Alcohol Policy at the event. University expertise, such as staff from University Counsel and Student Wellness, should be consulted if there are questions or concerns stemming from this review.
2. The Office of the Provost’s will communicate approval or denial of the request to the originating University Administrative Unit via email and maintain a record of approved events.

University Administrative Units must obtain all required approvals prior to the event.

Exceptions

Special consideration for the use and/or provision of de minimus amounts of alcohol for University research and/or training will be made when such research/training:

1. Has obtained appropriate IRB or other necessary approvals and
2. Has been approved, in advance, by the Dean or Department Head responsible for the unit performing the research or training.*

*A note on use for Training - there may be antiquated training approaches not supported by current research standards and efficacy. Use of alcohol for such trainings should not be used when more effective alternatives are available. Deans and Department Heads should consult with University Counsel before approving training exercises involving the use of Alcoholic Beverages.

Definitions

Please see the Definitions in the UNC-Chapel Hill Alcohol Policy.

Related Requirements

University Policies, Standards, and Procedures

• University Alcohol Policy and Standard on Serving Alcohol at University-Sponsored Events or on University Premises
• Procedures for Adjudication & Response to Student & Student Organization Violations of the UNC-Chapel Hill Alcohol Policy

Contact Information

Student Affairs

Jonathan Sauls, Senior Associate Vice Chancellor for Student Affairs
Office of the Vice Chancellor for Student Affairs
jsauls@email.unc.edu
919-966-4045

Director of Student Conduct
919-962-0805

Carolina Housing
919-843-2782

Office of the Provost

Executive Vice Chancellor and Provost
919-962-2198