How Can I Help My Department Manage Liability Risk?

How Can I Help My Department Manage Liability Risk?

March 1, 2013

IRM programs are designed to assist your department in eliminating or minimizing losses and the effects of losses by working with departments to formulate and implement "risk-aware" decisions.

By identifying potential events and providing tools to manage outcomes, Insurance & Risk Management (IRM) enables UCLA departments to manage risk associated with their objectives. By creating effective risk management strategies at the operational level to reduce our largest cost drivers, we can reduce our loss exposure and protect the resources which enable the mission of research, teaching and public service to continue.

Risk

Steps to Take

Injury/Illness to Employee

Prevention

Provide Benefits

  • Provide appropriate and immediate medical attention.
  • Report the injury or illness within one day of notice.
  • Maintain communication. Employees need to know they are important and that we care about their well-being.

Mitigation

When an employee is given time off of work due to an injury or illness, it may be possible to provide temporary work within their restrictions under the Transitional Return to Work program.

Liability Programs

Manage claims against UCLA for:

  • damage to the property of others
  • injuries to visitors and the public  
  • improper employment practices
  • liability assumed under a contract and damage to third party vehicles

Employees with a job-related limitation or disability

Job Accommodation & Interactive Process

Once the University is informed or becomes aware of the need for an accommodation, the University will coordinate the interactive process.

  • Contact Employee Disability Management Services to help facilitate the process. 
  • Analyze the job requirements and identify essential and non-essential job functions.
  • Identify job-related limitations by consulting with the employee and by reviewing medical notes documenting functional limitations.
  • Identify possible reasonable accommodations that may include:
    • modifying the job within the employee's limitations
    • ergonomic adjustments
    • time off for medical visits
    • modification of work tools or equipment
    • modified work schedule
    • leaves of absence
    • assistive devices
    • modification of existing facilities
    • reassignment to an alternate position
  • Accommodations can be temporary (transitional) to allow employee to continue working during the healing process.
  • Implement the reasonable accommodation.

Ongoing Follow Up

Monitor the effectiveness of the reasonable accommodation. The interactive process is an ongoing obligation. If a given accommodation is not effective or no longer effective, the University and the employee must continue to engage in the interactive process to identify possible alternatives, or additional accommodations.

Documentation

A written record should be kept of the interactive process and any reasonable accommodation that is considered and/or implemented.

Property Damage

Coordinate claims for theft, damage, and loss of UCLA-owned property, including UCLA-owned and leased vehicles.

For UCLA property losses that involve interruptions to services and operations (teaching, research, business, etc), report your lessons learned so that we can learn from our past experiences and improve our planning.

Risk Financing and Departmental Charges

Charging and allocate self-insurance program costs; per-claim deductibles; and insurance premiums to UCLA departments and projection of future self-insurance program costs for departmental budget purposes.

Loss Control and Training Programs

Recommending and implementing effective loss control programs including review of business contract provisions, and training in risk management practices.

    For drivers using vehicles on UC business, ensure access to safe driving trainingprograms with IRM and Fleet Services

      Lost time/productivity due to disruption (fire, flood, IT outage, etc.)

      Create a business continuity plan using the UC Ready Tool. This tool will help you identify your vital records, equipment, and staff necessary to continue critical operations. It will also help you to identify tasks that can be completed in advance to prevent losses or disruption. Contact the Business Continuity Planner, Tara Brown to help you with your plans. Contact: tbrown@irm.ucla.edu, (310) 794-9423.

      Please share your experiences with this property loss and any interruptions to your services and operations so that we can prevent similar interruptions in the future. Information gathered here will be used to learn from past experiences and to strengthen our planning efforts. Please use this form here

      Injuries to students or the public and property damage including lost time to recover

      Prevent injury and property claims from occurring by recognizing and removing hazards.

      Report auto, property damage, student or public injury claims immediately by calling 800-416-4029, or by calling IRM (310) 794-6948.  You can also report a claim via e-mail to glreports@irm.ucla.edu.

        Report problems to the UCLA Trouble Call Hotline (310) 825-9236.

          In contracts, assuming the negligence of parties other than the Regents

          Request a review of the contract by the GL Program representative.

          Morale and lost productivity related to employment actions

          Involve Campus Human Resources, Campus Counsel, Staff and Faculty Counseling Center, Labor Relations, or Insurance and Risk Management from the onset of a potential claim.

          Preventing Violence or Threats of Harm

          Early intervention and awareness are the keys to preventing, and minimizing the possibility of, workplace violence. We strongly encourage you to share the BIT Brochure with employees in your departments and organizations. The brochure will be distributed at New Employee Orientation sessions, and for those who do not have access to a computer, printed versions of the brochure are available in Campus Human Resources. Contact Chris Silva, Behavioral Intervention Team Coordinator, at ccsilva@chr.ucla.edu for more information on the brochure.

          Events

          If you are interested in managing your department's Liability Risk, please contact the appropriate program manager at IRM.