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.
Greek Fire Safety Program Summary Chart
| Frequency | Main Player | Supporting Documents or Notes | |
| Fire Safety Checklist | Monthly | Chapter: President, Risk Management Chair, House Manager | Submit this form to Student Affairs by the 5th of the month. |
| Fire Drills | 2x per semester | Full chapter cooperation Millikin: Student Affairs & Public Safety | To be scheduled with Public Safety with Student Affairs assistance. Chapter cooperation required. Chapter must submit fire drill report by end of the week of drills. |
| Fire Inspections | Quarterly | Every quarter Chapter: President + Risk Manager or House Manager Millikin: Student Affairs & Public Safety Every other quarter: include above AND Decatur Fire Department Inspector | Scheduled by Student Affairs with chapter; schedule dependent on DFD every other quarter. |
| Fire Safety Checklist | Annually | Chapter: President, Risk Management Chair, House Manager | Submit this form to Student Affairs by January 25th for the calendar year. |
| Fire Safety Program | Annually | Chapter representative | Chapters must submit the program form and may include the information on their annual or monthly checklists. |
| Summer Fire Inspections | Summer | Chapter: Officer(s) present Millikin: Student Affairs & Public Safety | Only for facilities open during the summer. |
Fire Safety Checklists (FSCs)
The Fire Safety Checklists (FSCs) must be completed both monthly and annually by the responsible chapter officer and signed by the President, Risk Manager, and House Manager to verify authenticity. Monthly FSCs are due to Student Affairs by the 5th of each month. The FSC includes checks of emergency lighting, room smoke detectors, the main fire system, and minor code infractions like exit blockages, damaged outlet covers, extension cords, and flammable materials. It also provides space to record fire drills, inspections, and repairs completed. The Annual FSC is due by January 25th of each year and further details adherence to all code regulations and University safety policies.
Fire Inspections
Greek chapter houses undergo quarterly inspections. The Fire Safety Inspector, certified by the University and the State of Illinois, can enter a building at any time. Student Affairs schedules inspections and notifies chapters one week in advance. The Decatur Fire Department and a university safety officer each conduct two inspections per year. A member of the chapter housing or risk management team must provide full access to the building. If a house stays open in the summer, a university safety officer will inspect it once. Chapters with recent fire safety violations may face additional or more frequent inspections. After each inspection, the inspector sends a written report to the Greek chapter and the original report to the Student Affairs.
Fire Drills
Greek chapters with campus-affiliated chapter houses must conduct two fire drills each semester to test fire alarm systems and reporting procedures. The first drill must occur within the first two weeks of the semester. Drills should happen without prior warning to residents, but the Department of Public Safety, Decatur Fire Department, and the alarm monitoring company must be notified in advance. These drills ensure residents know how to evacuate safely and efficiently in an actual emergency. Chapter officers should meet after each drill to evaluate its effectiveness and discuss any needed improvements and complete the fire drill report, submitted to Student Affairs by the end of the week of the drill.
The fire drill plan must:
- Ensure everyone leaves the building, including residents, guests, employees, and visitors — no exceptions.
- Post diagrams of two exit routes from each room, especially bedrooms.
- Designate an outdoor meeting spot at least 50 feet from the building and away from entrances.
- Identify a nearby way to call 911 without re-entering the building.
- Establish a system to account for those in the building when the alarm sounds.
- In an actual fire, provide emergency crews with information about anyone still inside — only trained personnel should re-enter.
Fire Safety Programming
All Greek chapters must participate in fire safety programming, led either by the chapter or an outside expert. The Decatur Fire Department offers program facilitation. Chapters should record fire safety programs on the Annual and Monthly FSCs and submit a program documentation form to Student Affairs.
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 | Major Infractions |
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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. The chapter will be assigned a task or tasks stipulated by the Division of Student Affairs, 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.