Risk Management Strategies for Fire Safety
Program operation
The four components of the Millikin University Greek Housing Fire Safety Program are: 1) Fire Safety Checklists, 2) Chapter House Inspections, 3) Fire Drills, and 4) Fire Safety Programming.
Fire Safety Checklists (FSC's)
There are two standardized Fire Safety Checklists provided to all chapter house managers: 1) The Monthly FSC and 2) The Anuual FSC
Monthly FSC*
- The Monthly FSC must be fully completed each month by the responsible chapter officer. Upon completion, the President, Risk Management Chair, and House Manager must sign off on the document, thereby verifying its authenticity. Monthly FSCs are due to the ISE no later than the 5th of each month. Monthly FSCs include checks of the emergency lighting system, individual room smoke detectors, the main fire system, and checks of minor code infractions such as exit blockages, outlet cover damages, extension cords, and flammable materials. There is also room on the Monthly FSC to indicate fire drills, inspections, and repairs/checks that have been completed during that month.
- Monthly Fire Safety Checklist Documentation Form
Annual FSC*
- The Annual FSC is a detailed document that serves as a checklist for adherence to all code regulations and university safety policies. Annual FSCs are due to the ISE no later than January 25th of each calendar year.
- Annual Fire Safety Checklist Documentation Form
Facilities that are open during the summer months will be required to complete Monthly FSCs during those months as well.
Fire Inspections
A comprehensive inspection of all fraternity and sorority chapter houses will be conducted quarterly. The Fire Safety Inspector has the authority through the University and the State of Illinois as a Certified Fire Inspector to enter a building at any time at his/her discretion. The ISE will schedule inspections, and chapters will be notified of their assigned time slots one week prior to the scheduled inspection. A Decatur Fire Department Inspector will perform inspections twice a year and a university safety officer will conduct inspections twice per year. Access to all areas in the building is required. It is the responsibility of the escort to provide the necessary access. If a chapter house plans on staying open in the summer, they will be inspected once by a university safety officer during the summer. Chapters may opt to conduct inspections more frequently, or inspections may be performed on a more regular basis for those chapters who have had recent violations of the fire safety program.
Following each inspection, a written report of findings will be submitted to the fraternity or sorority. The original inspection report will be directed to the ISE.
Fire Drills
Fire drills are required twice each semester to test fire alarm systems and fire reporting procedures under simulated emergency conditions. It is required that all fraternities and sororities with a chapter house conduct the first fire drill during the first two weeks of the semester. Drills shall be conducted at unannounced times, without prior warning to the house residents. However, the The Department of Public Safety, the Decatur Fire Department, and the chapter's alarm system monitoring company must be informed in advance of the date and time of the drill. Such drills ensure familiarity with exits, so that in the event of an actual fire emergency, house residents will know how to evacuate to a place of safety promptly and in an organized manner. The chapter officers should meet directly after each fire drill to evaluate the success of the drill and discuss any needed improvements in communication or process.
Plan
The fire drill plan must include the following:
- Ensure that everyone leaves the building at the time of the fire drill. This includes all residents, visitors, guests, employees, and attendants. There are no excuses for not participating. Everyone must leave the building during the drill period.
- Diagram and post two routes to the outside from all rooms, especially from bedrooms.
- Designate a meeting place outdoors which is away from the building and clear of entrances. The designated meeting place should be at least 50 feet from the building.
- Locate a nearby method of calling 911 that does not involve re-entering the building.
- Establish a method to account for those known to be in the building at the time the alarm is sounded.
- In case of actual fire conditions, information regarding persons believed to still be inside the building should be made available to responding emergency crews. (Do not return inside. Only trained search and rescue personnel should re-enter an evacuated area.)
Fire Drill Report
Each chapter will complete a Fire Drill Report Form after each drill, to be submitted to the Office of Student Programs no later than one week after the drill is completed. The Fire Drill Report Form is a standardized form available to all chapters. Fire Drill Documentation Form
Fire Safety Programming
All Greek chapters are required to engage in fire safety programming as part of this program. Fire Safety programming may be facilitated by the chapter or may be led by an outside expert. The Decatur Fire Department is available to facilitate programs and discussions. Fire safety programs may be noted on both the Annual and Monthly FSCs and a program documentation form should be submitted to the ISE. Fire Safety Programming Documentation Form
Compliance
All chapters are required to participate in this program and to comply with all codes and regulations associated with the program to maintain good standing with the University. Violations of the fire safety program will be met with disciplinary action. Student Conduct sanctions for fire safety violations are listed below:
Minor infractions:
- Minor code violations during inspections
- Checklist submitted after due date
- Checklist missing signature
- Failure to meet inspector for fire safety inspection
- Failure to allow entrance to rooms in facility for inspection
Major Infractions:
- Failure to turn in FSCs
- False information on FSC
- Failure to complete fire drills
- Major code violations during inspections
- Failure to complete fire safety programming
- Failure to participate in any inspection
- Failure to rectify code violation in allotted time
Sanctions
- 1st offense minor infraction: Warning letter (A written reprimand or admonition informing the organization that any new incident may result in the imposition of more severe penalties).
- 1st offense major infraction: Warning letter, and chapter will be required to engage in one additional inspection and fire drill.
- 2nd offense (of any degree): Developmental Sanction. Chapter will be assigned a task or tasks stipulated by the Office of Student Programs, appropriate to the violation. Sanctions of this type include but are not limited to: service to the community, involvement with an established university program, development of life safety programming, or a research assignment. Additional sanctions deemed appropriate by university or fire department officials may be added.
- 3rd offense: Social Probation of Chapter. Length of probation will be determined by severity of violation.
- 4th offense and beyond: Suspension of Chapter. Exclusion from the University and campus for a specified period of time, with the right to reenter the University or the reinstatement of privileges to be determined by the appropriate university officials.
*More severe disciplinary action may result from repeat violations. Chapters will not regain "good standing" with the University until sanctions or corrections are completed.