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Risk Management (E-43.5)

Original Implementation: August 2, 1994
Last Revision: October 19, 2006

POLICY STATEMENT

The administration of Stephen F. Austin State University recognizes the significance of providing a safe working and teaching environment for both employees and students. Fulfilling educational philosophies and protecting facility assets are important priorities.

Institutional planning, with an emphasis placed on practical approaches to problem solving and risk control, are standards commonly adhered to in a University environment. Policies and procedures address controlling the total cost of risk while meeting the goals of conserving the physical and financial resources of the institution. The ultimate benefit is a reduction in the total cost of risk. Additionally, the University is a safer place for employees, students and the public to work, study, and congregate.

It is the responsibility of the University administration to communicate the Risk Management Policy to University personnel. In so doing University personnel are educated on the concepts of safety and risk management. By demonstrating the ability to analyze exposure to loss and by implementing measures to control these losses, the image of the University is improved in the market place and in the community.

The function of risk management is to minimize the adverse effects of events, be they physical or financial, through the implementation of three basic tools:

Avoidance. Risk is avoided by refusing to assume it. This is not always wise or possible as it may mean an end to an operation in a specific area.

Loss Prevention and Reduction. When a risk cannot be avoided, it can often be reduced and the severity of losses lessened through the proper training of staff, maintenance of equipment, updating of policies and procedures, and the proper implementation of adequate emergency procedures.

Transfer. If a risk cannot be avoided, it can be transferred to others. In negotiating contracts, the risk manager may recommend an insurance clause be included requiring evidence of the other party's insurance coverage. This type of document is a "certificate of insurance" and where appropriate, the institution may need to be named as an additional insured under the contractor's policy.

RISK MANAGEMENT PLAN

Loss or claim reporting procedures

  1. Personnel

    Faculty, staff, or student assistant injuries that occur during the scope of employment may be covered by Workers' Compensation. The employee must inform his/her supervisor and contact the University Claims Coordinator (Assistant Safety Officer). Refer to University Policy and Procedure Manual, Workers' Compensation Coverage, Index E-55.

    The University does not maintain liability insurance for student or visitor injuries.

  2. Property

    3. Whenever a property loss occurs from fire, theft, explosion, flood, earthquake, vandalism, or any other such cause, a loss report is submitted to the University Police Department (UPD) and the Environmental Health, Safety, and Risk Management Department (EHS&RM) by the area supervisor.

  3. Students and Visitors

    1. Occurrence: Whenever there is an accident or injury on University premises, a loss or injury to a student, visitor or company, or any other unplanned event, the UPD and EHS&RM is notified. UPD will  submit incident or accident  reports to the Environmental Health, Safety, and Risk Management Department.

    2. Procedure: The appropriate vice president is notified of all incidents that involve a contractor, vendor, student, or visitor .

      1. Once all of the facts have been documented, General Counsel is notified.

      2. Employees are advised to discuss the case with no one until consulting with General Counsel.

      3. No statements are made admitting liability or authorizing medical treatment unless cleared through General Counsel.

      4. If any machine, product, or object is involved in the accident, it is preserved, as is, in a safe place until it can be examined.

SAFETY AND LOSS PREVENTION

  1. Safety Network

    1. The University Safety Committee and the Environmental Health, Safety and Risk Management Department are charged with the general oversight of the University Safety program. Communication channels that connect each operating unit of the University with the Safety Committee are necessary for an effective safety program. Each unit of the university system (Item I - F),shall designate a Safety Representative who will act as the intermediary between the unit and a designated member of the Safety Committee. The Chair and members of the Safety Committee will be appointed by the Vice President of Finance and Administration (See Health and Safety Policy D-17).

      (NOTE: The purpose of this network is not to relieve the unit members of the general responsibility to recognize hazards in their areas of activity and take positive action to reduce or eliminate those hazards, nor is it to relieve the faculty and staff members of their responsibility to educate their students and employees about proper job procedures and recognized hazards before making task assignments.)

    2. Communication Pathway: The procedure for channeling safety information to the Safety Committee is as follows:

      1. Any individual who discovers a safety problem shall notify the Safety Representative and/or their Supervisor.

      2. The Safety Representative shall advise the appropriate supervisor, and the safety problem will be resolved at that level if possible.

      3. If further action is necessary or if help is needed to clarify the problem and recommend a solution, the Safety Representative will refer the problem to the Safety Committee member assigned to that unit. The Safety Committee member will advise the Safety Committee of the problem.

      4. The Safety Committee Chair will take the issue under consideration.

      5. Before action by the Safety Committee, the Department Chair and the Dean of the School or the Administrator of the unit shall be consulted, and every effort will be made to resolve the problem without committee action.

      6. Should the scope of the problem be such that it is one of university-wide concern, or that resolution of the problem cannot be achieved at the department or unit level, the Safety Committee will consider the problem and recommend a course of action to the President of the University.

    3. Alternate Communication Pathway: The plan as outlined does not preclude a person from contacting the University Environmental Health, Safety and Risk Management Department, Safety Committee Members, and/or the Safety Committee Chair directly; however, it will be policy to refer the problem to the department or unit Safety Representative for resolution at that level if possible.

    4. Other functions of the Network:

      1. The network will serve as a means of communicating safety matters and concerns from the Safety Committee to the unit Safety Representative and thence to the faculty, supervisors, and employees.

      2. A list of all Safety Committee members and their assigned areas of network responsibility will be provided to all unit and department Safety Representatives. A unit or department that operates in an environment that presents high risk shall establish a safety committee chaired by the Safety Representative, and the unit administrator (or a designated representative) shall be an ex-officio member. Each unit shall review its working conditions and the hazards associated with them to determine the need for a unit safety committee.

      3. In order to maintain continuity of the Safety Communications Network, the term of the Safety Representative will be indeterminate, but subject to review. Each department or unit administrator shall send the name of the safety representative and names of the unit or departmental Safety Committee members, if appropriate, to the Chair of the Safety Committee by September 15 each year.

      4. Each unit or department shall set aside at least four square feet of bulletin board space to be designated "SAFETY NOTICES," and it shall be maintained exclusively for safety information. The bulletin board will be the responsibility of the Safety Representative. A description of the SAFETY COMMUNICATION NETWORK, the Safety Representative's name, office number, and phone number shall be posted on the bulletin board.

    5. Safety Suggestion Program

      1. The Safety Communication Network will serve as the pathway for the Safety Suggestion Program to allow employees to voice their safety concerns and have a direct input into the safety program. Safety suggestions are to be directed to the Chair of the Safety Committee. Suggestions may be anonymous; however, satisfactory resolution of the safety problem may depend upon discussions with the person.

    6. Unit Designations

      1. For purposes of the Safety Communications Network, each academic department and the Library is considered to be a unit. The offices of the academic deans are a part of a department designated by the dean. Other unit designations are Austin Building, to include all persons who work therein; Computer Center(Boynton Bldg); University Center; Health Clinic; Purchasing, to include Central Stores and the Warehouse; Physical Plant Administration and Shops; Motor Pool; Buildings and Grounds; HOP; University Police Department; Printing Services (Rusk Bldg.).

  2. Safety Management

    1. There are varying risks associated with activities and occupations at a University. The Environmental Health, Safety and Risk Management Department serves the University community by identifying the areas of greatest risk and by making recommendations regarding elimination, substitution or reduction of those risks. Recommendations are based on the numerous federal, state, and local regulations, codes, and standards that have been developed to assure public health and safety. Employees are encouraged to play an active role in the University safety program by identifying and reporting hazardous conditions. Refer to the University Health and Safety Manual and the Fire and Safety Manual for Residence Halls and Apartments.

  3. Instructional Program

    1. Structured safety training such as new employee, defensive driving, specialized, high interest areas, or specific subject matter, and information concerning the Hazardous Communication Act will be offered to employees as deemed appropriate.

  4. Monitoring

    1. The Safety Committee will meet quarterly to update or modify this document as needed. This committee will be charged with the responsibility of reviewing problem areas such as recurring injuries, accidents, or safety violations.

  5. Travel and Vehicle Use Policy

    1. Refer to the University Vehicle (Rental) Policy, Index B-30.

  6. Insurance

    1. The purchase and renewal of insurance are the responsibility of the Vice President for Finance and Administration.

    2. The VP of Finance and Administration and the campus Risk Manager will evaluate campus risks of loss and insurance needs.

    3. Insurance shall be purchased if:

      1. Required by law,

      2. The cost of insurance is judged to be preferable to leaving the risk uninsured,

      3. Required by contractual agreement,

      4. Insurance will not be purchased if state or federal law prohibits the purchase of insurance. Insurance coverage is limited to what is allowed by state law. 

    4. Insurance Claims:

      1. Any incident that may be covered by insurance must be reported to the Environmental Health, Safety and Risk Management Department so that the incident may be evaluated and reported to the appropriate insurance carrier; and

      2. The Office of General Counsel will be notified of all claims and consulted for guidance.

  7. Employee Indemnification

    Employees are indemnified within the course and scope of employment to the extent provided by state law. Refer to Chapter 104, Civil Practice and Remedies, Vernon's Texas Codes Annotated.

Source of Authority: Vice President for Finance and Administration

Cross Reference: Workers Compensation Coverage Policy, Index E-55; University Vehicle (Rental) Policy, Index B-30; Health and Safety Policy, Index D-17.

Contact for Revision: University Director, Environmental Health, Safety, and Risk Management. 

Forms: None