UID routines: Pubs, parties and alcohol/drug prevention

As a general rule, the consumption of alcohol is not allowed in Umeå University premises, which of course includes Umeå Institute of Design. This applies round the clock, all week days and week ends, for both students and staff. For any occasion where alcohol is going to be sold or consumed at UID, specific rules apply and a special permit needs to be sent to the Head of security at Umeå University. At all other occasions, the security guards patroling the premises during evenings and week ends will confiscate any alcohol being consumed and any opened containers of alcohol, and make a formal report of the incident to UID leadership and Umeå University Head of security.

 

Routines for arranging student pubs

The local section of NTK, Ställverket, can at UID be granted permission to arrange student pubs for UID students. The request shall be made to the vice rector of UID at least 1 week before the planned pub, and the request shall adhere to the rules and routines for student pubs applicable at UID and to the policy for eveningtime arrangements including at Umeå University. If any additional costs arise for UID due to student pubs, such as extra cleaning costs or costs for alarms, the costs shall be covered by Ställverket.

1. All planning and arrangement of pubs shall be carried out through Ställverket, which is responsible for providing the responsible students with all necessary information about rules for pubs, including safety regulations and cleaning and recycling after the pub.

2. Pubs may start earliest after the end of the work day, at 17.00, and shall end at 22.00 (sometimes, after special permission, sales can end at 22.00 and the pub should then be over at 23.00).

3. During pubs, non-alcoholic alternatives must always be available, and food of some kind be served.

4. Representative for Ställverket makes the request to the vice rector for permission to arrange a pub, by handing in the form "Avtal om arrangemang med alkohol" latest one week before the planned pub. Vice rector is responsible for, after giving permission, sending in the form to the head of security at Umeå university with cc to UID caretaker, archive responsible and the student responsible for arranging the pub.

5. Ställverket/the arranging student is responsible for,  after permission for the pub is granted, contacting the UID caretaker well in advance (minimum 3 days in before) to check the situation for alarms and/or unlocking of doors.

6. Ställverket/the arranging student is responsible for making certain that rules for order and safety are upheld during the pub, and shall also be the main contact person for UmU security during the pub. The arranging student shall therefore be able to uphold this responsibility, and shall not be under the influence of alcohol during the pub.

7. Ställverket/the arranging student is responsible for cleaning and putting everything back in order arfter the pub, including taking garbage and bottles/cans to recycling according to UID routines. This also includes replacing furniture etc. to their original location.

8. Any additional costs that arise for UID as a consequence of the pub will be billed Ställverket, for example costs for UmU security controls due to open windows or doors, broken tabs on emergency exit handles, or extra cleaning necessary to order from the UmU cleaning staff due to non-sufficient cleaning by Ställverket. 

 

Routines for arranging parties at UID

The local section of NTK, Ställverket, can at UID be granted permission to arrange parties at UID. The request shall be made to the vice rector of UID well in advance, at least 1 month before the planned party, and the request shall adhere to the rules and routines for parties applicable at UID and Umeå University. If any additional costs arise for UID due to such parties, such as extra cleaning costs or costs for alarms, the costs shall be covered by Ställverket.

1. All planning and arrangement of partiew shall be carried out through Ställverket, which is responsible for providing the responsible students with all necessary information about rules for parties, including safety regulations and cleaning and recycling after the party.

2. In the pre-planning for the party, Ställverket must provide a detailed floor plan of the planned party location, including information on placement of entrance/exit, pub/sales stations, music/lighting equipment in relation to passages and accessibility. Information about emergency exits and evacuation routes must always be included. This floor plan and the number of party participants it allows shall be discussed with the UID caretaker, who signs off on it when it is found satisfactory.

3. Ställverket then presents the floor plan and suggestion for maximum number of participants to the vice rector of UID, and proposes times for the party including time planning needed for preparatory work.

4. When the vice rector has agreed to the floor plan and numbers, this information is confirmed in writing to Ställverket and the UID caretaker.

4. Representative for Ställverket then makes the formal request to the vice rector for permission to arrange a pary, by handing in the form "Avtal om arrangemang med alkohol". Vice rector is responsible for, after giving permission, sending in the form to the head of security at Umeå university with cc to UID caretaker, archive responsible and the student responsible for arranging the party.


5. Ställverket is responsible for,  after permission for the party is granted, contacting the UID caretaker well in advance (minimum 2 weeks before) to confirm which doors need unlocking/locking at which times before, during and after the party. During a party, the main entrances ot UID and the student studio doors shall always be completely locked to prevent persons accessing other UID facilities than the ones allowed for the party.

6. During the party, the stairway from the student kitchen to the UID entry level shall be sealed off to prevent passage. Ställverket is responsible for seeing to that materials are in place for this well in time before the party, and that the sealing off is done during the day of the party.

7. Ställverket is responsible for making certain that rules for order and safety are upheld during the party, and shall also provide a main contact person for UmU security during the party. The student who is contact person shall therefore be able to uphold this responsibility, and shall not be under the influence of alcohol during the party.

8. Ställverket/the arranging student is responsible for cleaning and putting everything back in order arfter the party, including taking garbage and bottles/cans to recycling according to UID routines. This also includes replacing furniture etc. to their original location.

9. Ställverket is responsible for ordering and covering the costs of an extra cleaning by Umeå university cleaning staff after the party (besides the cleaning carried out by the students themselves).

10. Any additional costs that arise for UID as a consequence of the party will be billed Ställverket, for example costs for UmU security controls due to open windows or doors, broken tabs on emergency exit handles.

 

Fire prevention at UID parties

1. The maximum number of participants at UID parties must not exceed the number agreed between UID leadership and the party arranger (an absolute limit is set by the maximum number of persons allowed in the facilities).

2. If an alarm is deactivated for some reason, Umeå university security and SOS emergency must be informed of this by the UID caretaker or UID fire prevention officer.

3. If an alarm is deactivated, it must be reactivated by/on the initative of the arranger of the party. The arranger has the responsibility of providing increased fire and burglary surveillance in the premises during the time the alarm is deactivated.

4. In case of fire, or fire alarm, all sound (music) shall immediately be turned off, lights turned on and evacuation carried out according to routines.

5. The party facilities must have a minimum of 2 emergency exits with a width of min. 1,2 meters. The emergency exits shall not be blocked in any way.

6. At least 2 professional security guards shall be contracted for security surveillance during the party. The arranger is responsible for informing these about safety and security routines, fire prevention organisation, eventual deactivation of alarms, and routines for evacuation. 

 

Routine relating to abuse of alcohol or drugs

The rector is the overall responsible for work environment issues at UID. The vice rector is responsible for the process of handling incidents and situations at UID relating to the abuse of alcohol or drugs. See UID policy regarding alcolhol and drugs, and Umeå University policy.

1. Upon suspicion or indication that someone, student or staff, is under the influence of alcohol or drugs during work hours, the vice rector, rector, work environment representative, member of the EHS group or other UID staff shall immediately be notified. Vice rector shall be informed as soon as possible.

2. It is always the closest teacher, work leader or manager that shall assess and decide if a student or staff member seems to be affected of alcohol, drugs or other (f.ex. sleep depravation) that somehow makes her/him a danger to themself or others. Vice rector and/or work environment representative should be contacted, but if none of these can be reached, the decision to have the student/staff member leave UID temporarily can be made by the teacher/employee/manager .

3. If deemed necessary, an alcohol test can be administrated by vice rector or work environment representative. An alcometer is available at UID in the office of the staff administrator.

4. The person making a decision to have a student or employee leave UID, should control that there is someone to keep that person company in their home. If deemed necessary, someone (a colleague, fellow student or next of kin) can be appointed to accompany the person having to leave UID home.

5. The immediately following day, the closest teacher/work leader/manager shall together with vice rector have a conversation with the person sent home to assess if this was a one time incident or a possible sign of addiction or abuse.

6. Vice rector is responsible for informing the person in question about the support offered by Umeå university, through health care services and other actors.

7. Vice rector is responsible for planning and carrying out follow-up and/or rehabilitation processes, (frequency and structure depending on the circumstances of the situation), and for documenting incidents, goals for meetings, and eventual improvements or deteriorations. It is also important to document incidents between meetings.