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Risk Management 101 https://safety.uoregon.edu/risk - management - and - insurance

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Page 1: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Risk Management 101

https://safety.uoregon.edu/risk-management-and-insurance

Page 2: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

UO Insurance Program

UO’s insurance portfolio: 23 lines of coverage

• Department: $5,000 (no change)• UO deductible: $250,000• Insurance Carrier: AIG

Property• Department: $5,000 (no change)• UO deductible: $500,000• Insurance Carrier: United Educators

Liability

Page 3: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Reporting Claims and Incidentshttps://safety.uoregon.edu/claims

Property A loss to university propertyVehicle A loss to a university, Motor Pool, state, rental, or third-party vehicleGeneral Liability A loss associated with a breach of a legal duty (also known as tort claims)Incident Reporting Injury or damage to visitors, guests and students.

Page 4: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Property Claim

https://safety.uoregon.edu/property

Page 5: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Vehicle Incident

https://safety.uoregon.edu/vehicle-claims

Page 6: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Liability Claims Claims Process: Third Party claims

Injuries or damages to UO Visitors, Guests, Students, and/or the Public for which they are alleging UO’s negligence.

Damage or Loss to Property not owned by UO or if UO was in Care, Custody and Control of the property.

If questions arise regarding payment for damages or medical expenses – direct the 3rd party to Risk Management

Page 7: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Liability Claims Claims Process: Third Party claims

1) Document the incident by completing the 3rd

party incident reporting form, gather witness information, take pictures

2) Direct Third Party to contact Risk Management 3) Department contact Risk Management to give us

the heads up4) Third Party will file a claim with Risk5) Office of Risk Management and Office of General

Counsel evaluates the merit of each claim

Page 8: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Incident Reporting Third Party Incident Report should be completed by UO department witness or representative within 24 hours.

Complete the appropriate reporting form, if they are a Third party

Collect key information!Contact informationAny witnesses?Take photos of the areaWas there any UO property damage?

Page 9: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee
Page 10: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Mitigating your Departments Risks

Volunteer ProgramWaivers of LiabilityCertificates of InsuranceAlcohol on CampusDrones (UAS)EventsYouth Programs

Page 11: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Volunteer Forms

Page 12: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Volunteers http://safety.uoregon.edu/content/volunteers

Page 13: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee
Page 14: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Volunteer OverviewA person appointed to perform official university duties without compensationWe provide liability coverage for our volunteers but no workers compensation coverage. If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee to perform the same duties.

Questions on stipends and compensation: Contact Human Resources.

Page 15: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Waivers of Liability

Page 16: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Why is a waiver of liability used?

Inform prospective participants of potential risks involved with an activityAllow an individual to voluntarily choose to incur risksSecure an agreement from the individual to hold the university harmless

Page 17: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

When to use a waiver…Required Minors

Strongly Recommended

International travelOvernight travelOut-of-townHigh risk

May be Appropriate

Elective/voluntary tripsRecreational activitiesShort-distance travel

No Waiver

Required for class creditAn event or activity in which faculty/staff is acting in the course and scope of employmentActivities with little riskVolunteer (see volunteer forms)

Page 18: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

https://safety.uoregon.edu/waivers-liability

Page 19: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee
Page 20: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Certificate of InsuranceA certificate of insurance provides proof of insurance coverage to another party. They are often necessary when executing contracts.

Page 21: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Contracts: Insurance Requirements for Contractors/Vendors

Minimum Requirement: $1Million/$2 Million Aggregate

Commercial General Liability: property damage, bodily injury and personal & advertising injury that may be caused by the contractor’s negligent acts.

Professional Liability (or Errors and Omissions): damages that may have resulted from errors in professional judgement

If contractor will be driving, Automobile Liability (property damage and/or bodily injury caused by the contractor’s use of a vehicle)

If contractor has employees,Workers’ Compensation and Employer’s Liability Insurance (for bodily injury suffered by the contractor’s employees while performing their duties)

Page 22: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Contracts: Insurance RequirementsWaiver of Insurance Requirement Contract Review Process

Email [email protected] a PDF copy

mailto:[email protected]
Page 23: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Alcohol Service on Campushttps://safety.uoregon.edu/request-serve-alcohol

Page 24: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee
Page 25: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Drones on Campushttps://safety.uoregon.edu/drones-campus

Page 26: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Drones on Campus

Page 27: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Drones on Campus

Approved drone flights can be found at https://map.uoregon.edu/drone-flights

Page 28: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Events and InsuranceAll events on campus are required to have a contract or facility use agreement in place.

Third parties using UO facilities must provide general liability insurance.

Page 29: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Resources and Traininghttps://uomytrack.pageuppeople.com/learning/

United Educators provides a myriad of training tools and resource guides on a variety of topics relevant to both students and university employees.

Training provided by United Educators will require a UO Duck ID in order to access the skill soft portal.

Page 30: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Resources and Traininghttps://uomytrack.pageuppeople.com/learning/

Data Security: MalwareData Security: PhishingProtecting Children Learning Program - United EducatorsProtecting Children: Identifying and Reporting Sexual Misconduct - UO SpecificProtecting Children: Hiring Staff Who Work With MinorsProtecting Children: Shine a LightDriver Safety TrainingHIPAA: Protecting Patient Data (Students)HIPAA: Protecting Patient Data (Employees)FERPA: Protecting Student PrivacyYouth Athletics: Heat Illness PreventionYouth Athletics: Concussion Recognition and ResponseTeaching Science SafelyHeathy Relationships and Dating ViolenceCrisis Response PlanningContractingAlcohol Awareness and Prevention: Know Your LimitConcussion Awareness for AthletesConcussion Awareness for Coaches and Athletic StaffAvoiding Supervisory Pitfalls

Page 31: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Protection of Minors Policy

Page 32: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Youth Programs on Campus Highlights

• Policy and Procedures implemented March 2017

• Youth Program Summary 2017 Audit-100% Submitted

• Non-athletic 111, Athletic: 89

Total: 200 camps/clinics in 2017

Page 33: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Protection of Minors on Campus Steps to Compliance

Page 34: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Protection of Minors on CampusEmployees of the University of Oregon are, by law, mandatory reporters of child abuse and neglect.The university has additional reporting and training requirements for university-affiliated youth programs and activities. The university is committed to providing a safe campus environment for participants in these programs. This policy intends to outline responsibilities related to the protection of minors at the university.

Page 35: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

What is a Youth Program?All events, operations, endeavors, or activities designed for participation by minors and organized by the University of Oregon in which university employees or volunteers are responsible for the care, custody, or control of minors. A minor is any person under the age of 18.

Page 36: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Typical youth programs includebut are not limited to…

…day camps, overnight camps, clinics, instructional programs, and sports camps.

Page 37: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Youth Programs are NOT…Undergraduate or graduate academic programs, classes, or activities in which all individuals under the age of 18 are enrolled students or students admitted for enrollment. Events open to the public that minors may attend, but where the university is not accepting care, custody, or control for the minor(s), as those terms are defined in the implementing procedures.

Page 38: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Youth Programs are NOT…Non-Youth programs where minors are working for the university as employees, volunteers, or interns. University employees and volunteers will be required to comply with the conduct requirements when working with minors.University employees or volunteers who may have incidental contact with minors but do not work directly with minors in a youth program. All university employees will be required to comply with mandatory reporting requirements under this policy and any implementing procedures and under the law.

Page 39: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Youth Programs are NOT…Campus tours, orientation or visits by minors considered to be prospective students.

Activities and programs subject to regulations that already provide for the protection of minors or participants. For example, licensed childcare facilities and institutional review board approved research.Other programs as may be designated from time to time by the appropriate university official in advance and in writing as exempted from this policy.

Page 40: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Youth Programs Procedures The following procedures provide the standards referenced in the Protection of Minors Policy:

Mandatory reportingCriminal background checksConduct requirementsTrainingRegistration of programs

Page 41: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

CRIMINAL BACKGROUND

CHECKS

Page 42: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Criminal Background Checks

The university will conduct criminal background checks for any university employee or volunteer working in youth. Policy number: 03.09.01If a criminal background check reveals information that could affect the individual’s suitability for their role in the youth program, the university will follow its usual policies and procedures regarding confidentiality, assessing the results, informing the youth program and the individual and any other processes.

Page 43: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

CONDUCT REQUIREMENTS

Page 44: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Conduct RequirementsUniversity employees and volunteers shall report known violations of procedures to their supervisor, youth program administrator, or anonymously to the Reporting Hotline 855-388-2710

When working in youth programs, individuals agree to:Conduct themselves in a courteous and respectful manner, exhibit good sportsmanship, and be a positive role model for minorsRespect, adhere to, and enforce the rules, policies, and guidelines established by the youth program, this policy, and the universityEndeavor to provide a safe and healthy experience for all participantsEndeavor to avoid private one-on-one situations with a minor

Page 45: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Conduct RequirementsWhen working in youth programs, individuals agree to:

Refrain from engaging in any criminal activityRefrain from making comments of a sexual nature in the presence of a minor or making sexually explicit materials available to a minorComply with all applicable civil rights laws and policies, including and not limited to equal opportunity and nondiscrimination policiesNot, under any circumstances, physically, sexually, verbally, or emotionally abuse or fail to provide the basic necessities of care applicable to the youth program, such as food or shelter, to participants

Page 46: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Conduct RequirementsSupervision of minors:

The number of supervisors required at a youth program shall be determined by taking into account all aspects of the program, including: participant age, number of participants, nature of activity, and age and experience of adult supervisors. In setting an appropriate ratio, it is recommended that the program administrator consult the American Camp Association (ACA) standards. Youth programs shall establish a procedure for checking minors in and out of the program. Minors who are school age (K-12) may be checked in or out in an alternative way (e.g. transport by bus, walking home) if the minor has written permission of parent or legal guardian to check in and out in the manner described in writing.

Page 47: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

TRAINING

Page 48: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

TrainingYouth Program administrators and sponsoring departments are responsible for confirming that university employees and volunteers working in their youth programs will have training on the following topics:

Child abuse awareness and preventionReporting suspected child abuse and neglectAll requirements of the policy and these procedures

Human Resources and partner departments will provide resources to Youth Program administrators and sponsoring departments to facilitate completion of the training requirements. Such resources are available on the Youth Program: Protecting Minors website.

Page 49: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

REGISTRATION OF PROGRAMS

Page 50: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Registration of programsEach youth program must be registered annually with the Office of Risk Management.Youth programs hosted by third-party contractors must be registered by the university entity facilitating the contract.

https://hr.uoregon.edu/program-registration-and-insurance

Page 51: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Youth Program Summary Report

At least two weeks prior to the start of your program departments must submit the Youth Program Summary Form

Page 52: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Non-compliance

Non-compliance of the Youth Program procedures may result in discipline up to and including termination of employment or volunteer duties.

Page 53: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

Protection of Minors on Campus Steps to Compliance

Page 54: Risk Management 101 - Safety and Risk Services · If volunteer is receiving a stipend, the amount paid to the volunteer must be less than 20% the amount that would be paid to an employee

QUESTIONS?

https://hr.uoregon.edu/minors-campus


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