Effective: January 1, 2015 Page 1 of 5 Alcoholic Beverage Use on KCTCS Facilities Section 4.20.1 -General Section 4.20.2- Approved Locations, Functions, and Forms Section 4.20.3 - Required Licenses Section 4.20.4- Prohibition of Sales Section 4.20.5 - Event and Food Requirements. Section 4.20.6- Guests and Event Promotion Section 4.20.7- Purchase for Instructional Use Section 4.20.8 - Community Education Courses Section 4.20.9- Celebrations, Special Events, College Meals, Etc. 4.20.1 - General The purpose of this procedure is to clarify operational matters related to KCTCS' alcohol policy. The possession and/or consumption of alcoholic beverages on KCTCS property (owned or leased) is subject to Kentucky statutes, county and city ordinances and to the policy and procedures of KCTCS -- specifically KCTCS Administrative Policy 3.3.13.2 and this Business Alcoholic Beverage Use on KCTCS Facilities. As KCTCS desires to promote responsible consumption and use of alcoholic beverages according to all applicable laws and regulations, all members of the KCTCS community are expected to obey the laws and regulations relating to the use and consumption of alcoholic beverages. Further, as KCTCS desires to provide and promote an environment for students where alcohol is not made available, alcohol consumption is not encouraged, and alcohol education and counseling programs are promoted, KCTCS specifically limits where, when, how, etc. alcoholic beverages may be used on its property. In any event, the use of alcoholic beverages on KCTCS property shall be consistent with all applicable laws, regulations, ordinances, policies, and procedures. To provide administrative flexibility and to promote operational efficiency, the KCTCS President delegates to each College President/CEO the administration of the possession, storage, consumption and/or use of alcoholic beverages at his/her respective college.
Effective: January 1, 2015 4.20.2 - Approved Locations, Functions, and Forms The possession and/or the consumption of alcoholic beverages on KCTCS property is permitted only in those facilities or locations approved by the College President/CEO. Examples include but are not limited to the following: convention centers, multi-purpose rooms, conference rooms, performing arts auditoriums and enclosed foyers. Designation of facilities is up to the discretion of the College President/CEO and may include outdoor space. Every event at which alcoholic beverages are served must have a designated sponsor approved in writing by the College President/CEO. The sponsor may be either an individual of at least 21 years of age or an organization or association recognized by the college. Student organizations are prohibited from being a sponsor for such events. Prior to the event: individuals, organizations, or associations recognized by the college shall make a request for permission to serve alcoholic beverages by using Form BA 21, Request for Approval to Serve Alcoholic Beverages. Please see http://www.kctcs.edu/businessservices/forms/#purchasing FORMS If approval to hold the event on college/kctcs property is granted by the College President/CEO, then prior to the event, the sponsor of the event shall sign Form BA 22, Alcohol. Policy Contract stating their understanding and agreement to comply as stated in the contract. The sponsor must also produce a copy of applicable Alcoholic Beverage Control Board (ABC) permits required under Chapter 243 of the Kentucky Revised Statues and must submit a copy of all required local permits prior to the occurrence of the event. Copies of the Request for Approval to Serve Alcoholic Beverages, the Alcohol Policy Contract, appropriate ABC licenses and permits shall be retained and filed with the college's events/facilities coordinator, whether that is a formal position or a person designated by the College President/CEO as the coordinator. 4.20.3- Required Licenses As the use of alcoholic beverages is highly regulated by Federal, state and local government the sponsor must obtain, or ensure that its caterer obtains, the applicable Alcoholic Beverage Control Board (ABC) permits required under Chapter 243 of the Kentucky Revised Statutes, and must submit (prior to the
January 1, 2015 Page 3 of 5 event) a copy of all required permits to the College President/CEO. All servers and users of alcoholic beverages must be 21 years of age or older. 4.20.4 - Prohibition of Sales The sale of alcoholic beverages is prohibited at any event on a KCTCS/College campus except as permitted pursuant to a lawfully issued license in accordance with the provisions of Kentucky Revised Statute 243.033 (governing caterers) or Kentucky Revised Statutes 243.260 (governing special temporary licenses) and the regulations issued pursuant thereto. 4.20.5 - Event and Food Requirements The serving of alcoholic beverages-at all approved events shall be limited to a total of not more than five hours with termination of service of alcoholic beverages at least one hour prior to the end of the event. Where and when alcoholic beverages are served at an event, non-alcoholic beverages and food must also be served. Visibly intoxicated and/or disorderly persons shall not be served or permitted to consume alcoholic beverages. In instances where alcohol is being provided pursuant to a special temporary license issued for a non-profit, charitable event, the College reserves the right to require additional precautions such as the use of trained persons to dispense alcoholic beverages. Stricter limitations on times of service or the use of security to assist in ensuring compliance with this procedure may also be required as deemed appropriate by the College President/CEO. Any additional expense incurred through these additional precautions shall be the responsibility of the event Sponsor. In any and all instances, alcoholic beverages kept on College property for an event shall be stored in a secure locked location. 4.20.6- Guests and Event Promotion Events at which alcoholic beverages are served are closed to the general public. Only those persons specifically invited are to be admitted to the event where alcoholic beverages are served. The college shall require the sponsor to produce a list of invited guests. The guest list for the event shall be submitted to ------- -- - -- -------
January 1, 2015 Page 4 of 5 the college and filed with all documentation retained by the events coordinator prior to the event. Any promotion and advertisement for the event shall not indicate that alcohol will be served or consumed. 4.20.7- Purchase for Instructional Use Alcohol for instructional use in programs of study may be purchased with institutional funds. The purchase of alcohol by the college is subject to approval of the College President/CEO. The request to the College President/CEO shall include the bona fide educational purpose of the use of the alcohol. In each instance the employee shall document in writing (e-mail is acceptable) the bona fide educational purpose prior to the purchase of the alcohol. If approved, the employee is required to make the purchase and seek reimbursement or to make arrangements for the invoice to be direct billed to the College. KCTCS ProCards are not to be used to purchase alcohol even for instructional use. The approval by the College President/CEO shall be attached along with the receipt upon the employee's request for reimbursement. Request for reimbursements without the required documentation are subject to being returned. To avoid possible misuse, upon purchase the alcohol shall be tagged and shall be kept in a secure locked location. It is strongly recommended that an inventory of use be developed and retained by the unit using the alcohol. An example of inventory use might be a departmental log with the date and amount of usage per occasion with a mark on the container with corresponding date. Questions regarding the purchase of alcohol shall be directed to KCTCS System Director of Business Services, or to the Procurement to Payment Services Department. Alcoholic beverages for any other purpose other than instructional use in programs of study must be purchased with non-kctcs funds. 4.20.8- Community Education Courses In an instance that a college chooses to offer a community education course such as "wine or bourbon tasting" it is preferable that the college enter into an agreement with the licensed producer or retailer of the alcohol beverage (e.g., a licensed wine or bourbon maker) to offer the course on the retailer/producer's premises and not the college's property (owned or leased). Should the alcohol
January 1, 2015 Page 5 of 5 related course be offered on the college's campus, all appropriate ABC licenses are required by the vendor with whom the college contracts and/or the college in offering the course. Required licenses shall be obtained prior to the start of the course. Additionally, the college shall obtain all necessary local permits required by the county and/or locality where the course is being held. These events may only be held in facilities located in "wet" territory. The course instructor shall maintain a list of students properly registered for the course, and only those students shall be allowed to participate in the course. As situations and circumstances vary greatly by location and offering, KCTCS Procurement to Payment Services should be consulted at the onset of the planning of a course where alcohol may be used. 4.20.9 - Celebrations, Special Events, College Meals, Etc. From time to time a college may have a celebration, special event, college meal, etc., where the event may include alcoholic beverages. Regardless of the location and the event, alcoholic beverages purchased for consumption must be paid with non KCTCS funds.(foundation or private funds). END OF PROCEDURE