University Standard: 07-005 Alcohol Service
Policy Category: Risk Management, Safety, and Facilities
Responsible Office: Insurance and Risk Management Services
Responsible Executive: Vice President for Finance and Administration
Download the Policy: (PDF)
Effective Date: 10/14/2020
Last Revised: 10/14/2020
1. Policy Statement

1.1. Alcohol service is only permitted in accordance with this university standard, and with respect to university events, only for events that support the university’s mission of teaching, research, and outreach and engagement.  

1.2. All university and non-university events involving the service of alcohol are subject to applicable unit rules, guidelines, contracts, facility use agreements, or other arrangements. Such rules and agreements must accord with this university standard and may include additional restrictions on alcohol service and consumption.

2. Reason for Policy

2.1. Oregon State University (“university”) strives to promote student success, faculty and staff excellence, and public health by fostering a culture of healthy living that encourages sound judgment, accountability, responsible behavior, and informed decision-making in all areas of life. The misuse of alcohol and other drugs remains a top public health concern on college campuses and can result in a multitude of adverse personal, social, professional, or academic consequences. The university is committed to maintaining a secure environment that is conducive to the health, safety, and overall welfare of its students, faculty, staff, and visitors. In keeping with these principles, this university standard sets restrictions on and describes requirements for how alcohol may be served and consumed at university and non-university events.

2.2. The university is dedicated to preventing the abuse of alcohol and other drugs in its community and cautions against the excessive consumption of alcoholic beverages. The university expects that all persons of legal drinking age who choose to consume alcohol will do so responsibly.

3. Scope & Audience

3.1. This university standard applies to all university employees, students, contractors, volunteers, visitors and anyone on university-owned or -controlled property. This standard also applies to university events held on property not owned or controlled by OSU.

4. Definitions

4.1. Insured and licensed vendor: A business entity that holds an annual liquor license and any applicable temporary licenses to serve alcohol off-premises, issued by the Oregon Liquor Control Commission (“OLCC”), and that carries general liability and liquor liability insurance at minimum limits satisfactory to the University Director of Insurance and Risk Management Services.

4.2. University event: An event sponsored by a university office, department, unit, program, or other university entity that takes place either on or off university-owned or -controlled property.

4.3. Non-university event: An event sponsored by a third party or non-university entity that has undergone an event approval process to be hosted on university-owned or -controlled property.

5. Responsibilities & Procedures      

5.1. General Restrictions and Prohibitions

5.1.1. No person may consume alcohol or carry an open container containing alcohol in any form, or serve alcoholic beverages on university-owned or -controlled property, except as provided in this university standard and in accordance with other applicable laws, university policies or standards, rules, and guidelines.

5.1.2. No person may bring their own alcohol to drink or serve at a university event, or carry or consume alcohol on university-owned sidewalks, streets, and parking lots, with the exception of tailgating activities as separately permitted by the Department of Intercollegiate Athletics on game days (https://static.osubeavers.com/custompages/gameday/#tailgating).

5.1.3. Purchase of alcoholic beverages or employee reimbursements related to the purchase of alcoholic beverages must be in compliance with the university Fiscal Policy Program (https://fa.oregonstate.edu/fiscal-policy-program/03-140-505-meals-refreshments-and-events-non-travel).

5.1.4. Games or devices that encourage or facilitate the rapid and/or excessive consumption of alcohol are prohibited.

5.1.5. Alcohol service is restricted to beer, wine, and cider; liquor service is generally not permitted.  

5.1.6. Generally, alcohol service is prohibited during university business hours.

5.1.7. Events where Alcohol is Prohibited. Alcohol is prohibited at the following events:

a. University events that do not support the university’s mission of teaching, research, outreach and engagement;

b. Informal social gatherings held on OSU-owned or -controlled property by departments, employees, or student groups;

c. Events taking place at or near locations where child care services are provided, including, but not limited to, the Azalea Child Care Center, Child Development Center, Our Little Village locations, and Beaver Beginnings;

d. Events where a significant number of attendees (50% or more) are under the legal drinking age, or when adequate measures are not in place to prevent unlawful service to minors; or,

e. Events that have not met the approval and registration requirements set forth in Section 5.3 of this university standard.

5.1.8. Residence Halls and Dining Facilities. Alcohol service and consumption is restricted in residence halls and dining facilities. In general, events taking place at residence halls may not serve alcohol. Exceptions to allow alcohol service for events in dining facilities may be made in limited circumstances by the Director of University Housing and Dining Services or by the Associate Vice President for Finance and Strategic Planning at OSU-Cascades. For more information on the limits of alcohol use in residence halls (including for student residents over the age of 21 to drink or possess alcohol), please see the UHDS Student Policy and Information Guide.

5.2. Events where Alcohol may be Served

5.2.1. Athletic Events. Alcoholic beverages may be served and consumed at athletic facilities, as approved by the Director of Athletics, if served with food and non-alcoholic beverages by the insured and licensed vendor in accordance the regulations of the OLCC and where otherwise consistent with this policy.

5.2.2. Educational and Research Purposes. Alcohol may be served and consumed as part of research studies if the study adheres to applicable university policies, standards, or rules; is approved by the university Institutional Review Board, Institutional Biosafety Committee, or the Institutional Animal Care and Use Committee, as applicable; and accords with federal and state laws. Alcohol may be manufactured, served, and consumed as part of a recognized educational activity so long as such activity is done in compliance with applicable federal, state, and local laws and regulations, including the regulations of the OLCC.

5.2.3. University Events. Alcohol service is permitted at events that support the university’s mission of teaching, research, and outreach and engagement. Examples of university events where the service of alcohol is permitted include, but are not limited to, gallery openings, fundraising activities for university programs, banquets to honor university employees for their service and contributions to the institution, or formal conferences or symposiums organized by departments, colleges, divisions, etc.  

5.2.4. Non-University Events. Alcohol service is permitted for approved non-university events, such as weddings, receptions, fundraisers, or other events held by third parties on university-owned or -controlled property, provided that the event adheres to all applicable university policies or standards, as well as federal, state, and local laws.

5.3. Procedures and Requirements for Alcohol Service

5.3.1. Approval. The Senior Associate Vice President for Administration, or designee, approves requests to serve alcohol and may consult with relevant university leaders, as necessary. The Athletics Director, or designee, approves alcohol service for athletics events and may consult with relevant university leaders, as necessary. The Associate Vice President for Finance and Strategic Planning at OSU-Cascades, or designee, approves requests to serve alcohol for the OSU-Cascades campus and may consult with relevant university leaders, as necessary. 

5.3.2. Registration. All events where alcohol is to be served must be registered with Insurance and Risk Management Services (https://risk.oregonstate.edu/alcohol-service). Events must be registered at least 21 days prior to the event in order to assure adequate time for review. A licensed and insured vendor, approved by the university, must be named as the server. The vendor serving alcohol must provide a certificate of insurance meeting the minimum standards as outlined by Insurance and Risk Management Services. There must be an OLCC license for the event, if one is required under applicable law.

5.3.3. Laws. Adherence to all applicable federal, state, and local laws and regulations, including the regulations of the OLCC, is required.

5.4. Exceptions

5.4.1. Exceptions to this university standard may be made by the Athletics Director for athletic events, provided that they are documented and shared with Insurance and Risk Management Services. Other exceptions are considered on a case-by-case basis and may be granted by the Senior Associate Vice President for Administration, by the Associate Vice President for Finance and Strategic Planning for OSU-Cascades, in consultation with relevant university leadership, or in limited circumstances by the Director of University Housing and Dining Services. All such decisions will be documented and shared with Insurance and Risk Management Services.

5.4.2. Interview meals, retirement celebrations and other university events held at restaurants are exempt from certain requirements under this policy, including registration. Details of the exception are maintained by Insurance and Risk Management Services.

5.5. Enforcement

5.5.1. Any person or entity violating this university standard is subject to:

a. Institutional disciplinary proceedings, if a student or employee;

b. Forfeit of deposits or ticket costs; or,

c. An order to leave the immediate premises or property owned or controlled by the university by a person in charge of university property.

5.5.2. Persons failing to comply with an order by a person in charge to leave or to remain off the immediate premises or property owned or controlled by the university are subject to arrest for criminal trespass.

5.6. Employee and Student Appeals. Appeals related to violations by students and university employees must be made through the applicable student and employee appeal procedures set forth in other university policies, standards, rules, or applicable collective bargaining agreement.

5.7. All Other Appeals. This Section 5.7 establishes the exclusive procedure for an individual (other than a student or employee) charged with a violation of this university standard to appeal an action taken by the university under the authority of this university standard.

5.7.1. Exhaustion of university-level appeals. An allegedly aggrieved individual must timely exhaust all opportunities to appeal an action at the university level under this Section 5.7 before seeking judicial review of the university’s decision or action.

5.7.2. Permissible reasons for appeal. An allegedly aggrieved individual may file an appeal only on the basis that the university violated or is violating federal or state law or university standards, policies, or procedures in the process.

5.7.3. Required contents of written appeal.

a. An allegedly aggrieved individual’s written appeal must fully specify all the reasons and bases for the appeal, including a discussion of all relevant facts and any federal or state laws or university standards, policies, or procedures at issue, and all ways in which the individual has been aggrieved or adversely affected. 

b. The written appeal must include all evidence that the allegedly aggrieved individual wants the university to consider, including copies of any relevant documents.  Failure to include any reason for the appeal or any evidence in support of it will constitute a final, knowing, and voluntary waiver of the right to assert such reason or evidence. Irrelevant and immaterial evidence will not be considered.

5.7.4. University appeal authority and decision. 

a. The Senior Associate Vice President for Administration or that person’s designee has the authority to decide written appeals brought under this section.  

b. In deciding appeals under this Section 5.7, the appropriate university official or designee will consider the contents of the written appeal and the university’s records pertinent to the appeal. The appropriate university official or designee, in his or her sole discretion, also may confer with and seek advice from university staff or university legal counsel about any factual, policy, or legal issues raised by the written appeal.

c. The Senior Associate Vice President for Administration  or designee will issue a final written order on the appeal in a timely manner.

d. The final written order may affirm, reverse, or modify the university’s decision or action at issue in whole or in part. 

5.7.5. Judicial Review. Judicial review of a university action under this university standard is available pursuant to the pertinent provisions of ORS Chapter 34.

6. Forms & Tools 

6.1. Alcohol service registration: http://risk.oregonstate.edu/alcohol-service

6.2. Tailgating map: https://static.osubeavers.com/custompages/gameday/parking.html

7. Frequently Asked Questions

7.1. None.

8. Related Information

8.1. Oregon Liquor Control Commission: https://www.oregon.gov/olcc/Pages/index.aspx

8.2. ORS 845-006 Oregon Liquor Control Commission: https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=212410

8.3. More information is available through the Student Conduct and Community Standards Office, Student Leadership and Involvement, or the OSU Administrative Policies and Procedures Manuals.

8.4. For students who may be experiencing difficulty with addiction and/or the abuse of alcoholic beverages, assistance is available through on-campus resources such as Counseling and Psychological Services (“CAPS”) and the Student Health Services Prevention and Wellness Department, which offers several opportunities for additional support, including participation in the Collegiate Recovery Community and individual sessions with a Certified Alcohol and Drug Counselor (CADC). For faculty and staff, assistance is available through CAPS as well as the Employee Assistance Program. OSU-Cascades students will find support resources at OSU-Cascades Student Wellness.

8.5. Student Code of Conduct: https://studentlife.oregonstate.edu/studentconduct

8.6. Fiscal Policy Program: https://fa.oregonstate.edu/fiscal-policy-program/03-140-505-meals-refreshments-and-events-non-travel

9. History

9.1. Adopted by OSU on July 1, 2014 as University Standard 576-060.

9.2. Amended: January 2019.

9.3. Amended: October 14, 2020.

9.4. Last review date: October 14, 2020.

9.5. Next scheduled review date: October, 2023.

10. Website

10.1. University Standard 07-005 Alcohol Service: http://policy.oregonstate.edu/UPSM/07-005_alcohol_service

11. Contacts

Department: Insurance and Risk Management Services

Phone: 541-737-7252

Website: http://risk.oregonstate.edu/