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Stephen F. Austin State University

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Risk Management (E-43.5)

Original Implementation: August 2, 1994
Last Revision: October 22, 2012

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 Worker’s Compensation. The employee must inform his/her supervisor and contact the university claims coordinator (safety officer) as soon as possible. Refer to university policy Workers' Compensation Coverage (E-55).



2. Property
   
   

   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 department supervisor. EHS&RM will file the necessary paperwork for insurance claims.
   
   

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, the general counsel is notified.
      2. Employees are advised to discuss the case with no one until consulting with the general counsel.
      3. No statements are made admitting liability or authorizing medical treatment unless cleared through the 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 Communication Network
   
   

   The University Environmental Health, Safety and Risk Management Department (EHS&RM) is charged with the general oversight of the university safety program. Communication channels that connect each area of the university with the EHS&RM Department are necessary for an effective safety program. Each division of the university shall designate a safety representative or representatives who will act as the liaison(s) between the division and the EHS&RM Department. The purpose of the safety communication network is not to relieve the division members of the general responsibility but 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. The safety communication network serves to create:
   
   

   1. A Communication Pathway: The procedure for channeling safety information to the EHS&RM Department is as follows:
      1. Any individual who discovers a safety problem shall notify his/her supervisor. The supervisor shall notify the appropriate division safety representative.
      2. The division safety representative shall coordinate with the appropriate individuals, 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 division safety representative will refer the problem to the EHS&RM Department. The EHS&RM Department will assess the safety issue and assist with the resolution.
      4. 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 division level, the EHS&RM Department will recommend a course of action through appropriate administrative channels to the president.
   2. Alternate Communication Pathway: The plan as outlined does not preclude a person from directly contacting the Environmental Health, Safety and Risk Management Department; however, the problem should be presented to the appropriate division safety representative for resolution at that level if possible.
   3. Other functions of the safety communication network:
      1. The network will serve as a means of communicating safety concerns from the EHS&RM Department through the division safety representative to faculty, supervisors and employees.
      2. A division or department that operates in an environment that presents high risk shall review its working conditions and the hazards associated with them to establish a safety liaison between the department and EHS&RM
      3. In order to maintain continuity of the safety communications network, the term of the division safety representative will be indefinite, but subject to review by the respective department or division head. -
      4. Departments that engage in high risk activities - shall set aside 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 division safety representative. The division safety representative's name, office number and phone number shall be posted on the bulletin board.
   4. Safety Suggestion Program
      
      

      The Safety Suggestion Program allows employees to voice their safety concerns and have a direct input into the safety program. Safety suggestions are to be directed to the director of EHS&RM. Suggestions may be anonymous; however, satisfactory resolution of the safety problem may depend upon discussions with the person.
      
      

2. Safety Management
   
   

   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.
   
   

3. Instructional Program
   
   

   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 when appropriate or required by law.
   
   

4. Monitoring
   
   

   The EHS&RM Department will update or modify the Health and Safety Manual as needed. EHS&RM will be charged with the responsibility of reviewing problem areas such as recurring injuries, accidents or safety violations.
   
   

5. Travel and Vehicle Use Policy
   
   

   Refer to Rental of University Vehicles (B-30).
   
   

6. Insurance
   1. The purchase and renewal of insurance are the responsibility of the vice president for finance and administration.
   2. The vice president 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, or
      3. Required by contractual agreement.
         
         

      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.

      The State Office of Risk Management must approve all insurance prior to purchasing. The appropriate approval forms must be initiated through the EHS&RM Department.

   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 the 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.

 

Cross Reference: Workers Compensation Coverage (E-55); Rental of University Vehicles (B-30); Health and Safety (D-17); Tex. Civ. Prac. & Rem. Code Ch. 104

Responsible for Implementation: Vice President for Finance and Administration

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

Forms: None

Board Committee Assignment: Finance and Audit