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Risk Management Forum Monday, November 28, 2011

Risk Management Forum Monday, November 28, 2011. Contracts, Procurement, & Risk Management. Phone : 756-2232 or 756-6755 riskmanagement@calpoly.edu David Carroll, Risk Manager, 6666 Melissa Swanson, Risk Analyst, 6755. Risk Perception, Communication, and Management. Today’s Topics.

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Risk Management Forum Monday, November 28, 2011

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  1. Risk Management ForumMonday, November 28, 2011

  2. Contracts, Procurement, & Risk Management Phone : 756-2232 or 756-6755 riskmanagement@calpoly.edu • David Carroll, Risk Manager, 6666 • Melissa Swanson, Risk Analyst, 6755

  3. Risk Perception, Communication, and Management

  4. Today’s Topics • University Volunteers • Driving on University Business • Field Trips • University Release Agreement

  5. Topic #1: University Volunteers • As of July 1, the Volunteer program is administered in CPRM – Risk Management • A VOLUNTEER is: • “an individual who performs work or provides services to the University without remuneration of any kind” • Non-State employee driving on University Business

  6. Volunteer Identification Form (HR – V1)

  7. Volunteer Identification Form

  8. Volunteers • Approved by Department Head or designee • Designee must be on file as such with RM • Authorized by College Dean or Designee • Designee must be on file with RM • Must be renewed each fiscal year

  9. Topic # 2: Drivers • Who can drive? • When is it state business? • Who’s car are we taking? • Vans and rentals

  10. What constitutes driving on “University Business”? • An activity within the course and scope of your job • Driving a state vehicle as a non-state employee • i.e. Corporation/ASI employee, student, community member • Authorized volunteer when driving

  11. Cal Poly Driving is administered by Environmental Health and Safety 756-6665

  12. Driver Safety

  13. Request to Operate Vehicles on University (State) Business

  14. Defensive Driver Training Program

  15. Only if you will be driving your OWN vehicle on State Business: This stays in your department files and is signed annually STD. 261 (REV 3-95)

  16. Recap: To Drive on University Business • Must be a state employee or volunteer (form to CPRM) • Must submit “Request to Drive on University Business” form to EH&S (Bld. 80) • Must complete Defensive Driving Training • If driving more than once a month • Must Complete Form 261 to drive personal vehicle on State Biz (Dept. retains form)

  17. Vans and Rentals • 15 passenger vans require the driver to have a “Class B” license • Rentals should go through Enterprise using the University contract as insurance is included automatically • Rentals not from Enterprise – purchase the insurance!

  18. Topic # 3: Field Trips • Executive Order #1062 • Voluntary or required? • Day trip or extended? • Foreign or domestic? • Transportation, Vans and rentals

  19. Field Trip Risk Documentation • Required (under 3 days) • University Field Activities Notification • Required (over 3 days) • University Field Activities Notification • Student Participation Agreement • Voluntary • University Release Agreement

  20. University Field Activities Notification

  21. Field Trip Transportation • STUDENTS should be responsible for arranging transportation to and from a field trip location. • Faculty members SHOULD NOT: • Specify the type of transportation students should use • Arrange transportation for any student • Organize the students into groups for the purpose of driving with a classmate • Attempt to check the driving record or insurance of any proposed driver

  22. BUT if you do arrange transportation….. • Charter a bus • Students designated as drivers must complete: • “University Volunteer Form” • “Request to Operate Vehicles on University Business” • “Authorization to Use Privately Owned Vehicle on State Business” • NOTE: Student is considered a University Volunteer only while driving

  23. CSU Executive Order # 1062 Cal Poly to create a campus Field Trip Policy

  24. Topic # 4 : Waivers

  25. University Release Agreement • Field Trips • Voluntary participation in potentially hazardous activity • Recreation, sports, academic endeavors • Students, visitors, public participants

  26. University Release Agreement AFD Website

  27. Release of Liability, Promise not to Sue, Assumption of Risk and Agreement to Pay Claims

  28. Release of Liability, Promise not to Sue, Assumption of Risk and Agreement to Pay Claims

  29. Liability Releases • Should be in clear language, reasonable font, specific to activity – not hazards • Provide informed consent for participant • Each participant is responsible for themselves • Voluntary activity

  30. Liability Releases • Keep waivers on file for 3 years in your department • Must be able to produce when needed, archive and storage • Electronic Copies • E-signatures (coming soon….) • Provide a copy to Risk Management with any injury/incident report • The FACTS will determine liability

  31. Questions?

  32. Contact Information • David Carroll, Risk Manager • Phone: 756-6666 • Melissa Swanson, Risk Analyst • Phone: 756-6755 • CPRM website • Email: riskmanagement@calpoly.edu • Main Phone: 756-6755 or 756-2232

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