Risk Management Program

Table of Contents:

Introduction
Policy
Responsibilities:
Risk Management Process

INTRODUCTION

Part of our responsibility as a campus in the California State University System is to address issues of risk management and liability for activities, programs and incidents related to the campus. Our responsibility is for the protection of life and safety of our faculty, staff, students, and visitors in an environment that promotes learning. The security of our campus property from damage or loss is vital to our ability to provide the quality of education and the level of support.

POLICY

It is the policy of California State University, San Bernardino to promote and facilitate a safe and secure learning environment. A risk management policy (9/16/99) has been established to reduce the risk of loss exposures to the university. This risk management program is intended as the process for planning, organizing, leading, and controlling campus activities in order to minimize the adverse effects of losses at a reasonable cost. Please see http://policies.csusb.edu/riskmgmt.htm as well.

RESPONSIBILITIES

Vice President for Administration and Finance

The Office of the Vice President for Administration and Finance (V P A F) maintains operational responsibility for the overall Risk Management Program. The V P A F has delegated program responsibility to the campus Risk Manager, Environmental Health and Safety (E H S), and Human Resources (HR). Campus issues and policy recommendations from the Risk Management Team and the Risk Management Committee are forwarded to the President’s Administrative Council, via the V P A F, for review and approval.

Risk Management Team

The Risk Management Team assists the V P A F in identifying and analyzing campus loss exposures. The team meets regularly to review loss data and establish strategies for risk control and managing identified exposures. Team members are as follows:

Risk Manager (Chair)
Director, Environmental Health and Safety
Workers’ Compensation Manager
Director, Procurement and Support Services

Risk Management Committee

The Risk Management Committee assists the Risk Manager in disseminating information, review, and implementation of policies and procedures. The Committee meets monthly during the academic calendar to discuss current issues, trends and the best process to assist the campus community in minimizing loss exposures. Committee members include the following, but may be expanded with V P A F review:

Risk Manager (Chair)
Director, Environmental Health and Safety
Director, Health Center
Director, Library
Director, Public Affairs
Director, Public Safety
Director, Student Union
Representative, Bargaining Unit
Representative, Academic Affairs
Representative, Information Resources and Technology
Representative, Student Services

Risk Manager

The Risk Manager is responsible for developing, implementing, maintaining and updating campus risk management practices. Other responsibilities include, but not limited to the following:

Identify and assess the risks facing the University and develop methods for controlling their causes.
Provide counsel, information, and coordination leading to the full implementation of risk management functions by all those having program responsibilities.
Assist the university community in identifying risks and hazards.
Develop and implement loss prevention and control programs.
Ensure contracts and documents are reviewed for insurance, insurer ratings and indemnity clauses.
Monitor and anticipate lapses in contractually required insurance policies.
Provide training and education on risk management related issues.
Communicate sound university risk management practices to the university community.
Continually review campus contributions to the CSURMA to assure accuracy.
Provide regular updates to the V P A F and Risk Management Team on liability and claim issues.
Review campus risk management programs and policies annually.

Environmental Health and Safety

The Office of Environmental Health and Safety (E H S) is responsible , as per campus Environmental Health and Safety Policy (2/92), to develop, implement and manage E H S programs. Accordingly E H S is responsible for assisting the campus community in identifying and evaluating risk control procedures that minimizes the frequency, severity, and/or unpredictability of losses associated with campus activities.

Develop, implement, revise, maintain and provide leadership for E H & S programs;
Provide consultation to Deans, Directors, Chairpersons and Designated Safety Coordinator's (D S C) regarding E H & S program compliance;
Provide centralized monitoring of campus wide activities on a regular basis in the areas of E H & S compliance;
Maintain centralized E H & S records, training and policies allowing required employee access;
Develop and manage the D S C committees to ensure E H & S programs are communicated, implemented and evaluated;
Review, formulate and adopt new codes, rules, and standards that govern the university;
University liaison with governmental agencies;
Provide support to administration on newly adopted regulatory requirements to assist the university in maintaining compliance.

Human Resources

Human Resources is responsible for all employee-related benefits programs on campus, including Workers’ Compensation, Unemployment Insurance, Non-Industrial Disability Leave, Industrial Disability Leave, and Catastrophic Leave.

Office of Procurement Services

Procurement is responsible for verifying appropriate language in all procurement documents including leases, affiliation agreements, service and construction contracts, and performance contracts to ensure that liability to the campus is minimized as much as possible.

Employees

Employees are responsible for complying with campus risk management policies and guidelines and identifying and managing risks for their program activities. In order to control losses from student and employee injuries, administrators and supervisors must identify problems and implement policies and programs to eliminate or reduce the exposure. With the assistance of the Risk Manager, administrators and supervisors are responsible for the following:

Provide management support and dedication of financial resources to develop, implement and monitor loss control programs.
Instruct employees on performing tasks in a safe manner including job orientation;
Educate new supervisors on the basics of employee supervision techniques, hazard recognition, employee motivators such as incentives or disciplinary procedures, human resource issues and workers' compensation;
Integrate safety into standard operating procedures;
Establish measurable safety goals in job performance

Employees may be held liable for activities that are outside the authorized scope of employment. Such activities may involve, but are not limited to:

Entering into an unauthorized agreement with another organization (includes other campuses) whether or not the agreement includes use of State funds.
Acts of discrimination or harassment.
Misuse of State funds.
Vehicular accidents.
Any endangerment of another individual.

CSU Risk Management Authority (CSURMA)

The CSURMA provides a funding source to the campus should a loss occur. Workers’ Compensation, Unemployment Insurance, Non-Industrial Disability Leave, Industrial Disability Leave, and Liability coverage are provided through the Risk Management Authority. The campus is responsible for any liability claim, up to the deductible of $35,000.00, brought against the campus and/or its employees who are acting within the scope of their employment.

RISK MANAGEMENT PROCESS

The Risk Manager will develop programs and procedures that address specific campus activities involving risks. A process will be identified to disseminate these programs and procedures to the campus community. The following general process outline will provide the methodology to effectively manage risks at CSUSB.

Identify and Analyze Loss Exposures

The Risk Manager will assist campus administrators and program directors in identifying and addressing campuswide risks. With the assistance of the team and committee, the Risk Manager will examine all areas of the campus in a proactive approach using available sources of risk information.

Feasibility of Risk Management Techniques

While all activities carry some measure of risk, not all risks require intervention. Once identified, the seriousness of identified risks shall be evaluated. Risks are prioritized according to the probability of the risk occurring - the consequences of the risk opposed to the cost and resources required to mitigate the risk.

Select Best Risk Management Techniques

Once a risk has been evaluated and a determination made that intervention is necessary, the best risk management method to eliminate or mitigate the risk shall be selected. Techniques of risk control or risk financing will be determined. This may include the use of third party waivers; hold harmless agreements; vendor contracting; transferring risk through personal liability, health, travel and life insurance; prevention/control of risks through training and supervision.

Implement the Selected Risk Management Technique

Administrators shall ensure that the plan for the selected best risk management technique is implemented. This will include both technical risk decisions, and managerial decisions that are made in a cooperative effort with the campus community.

Risk Management Program Monitoring and Evaluation

The Risk Manager will establish goals and employ both quantitative and qualitative measurements to monitor campus success in meeting those goals. This can be in the form of an annual risk management report addressing goals, issues and activities associated with the campus risk management effort. Review and analysis of this summary can provide the avenue for the campus to improve the program in necessary areas to accommodate the changing university environment.