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Risk Management

  • It is a departmental responsibility to ensure that departmental activities are risk assessed and managed.

Property

Notify Estate Management (EM) of:

  • buildings owned or leased by the Department that are not managed by EM
  • occupation of any new buildings (post 2002)
  • departmental moves between buildings

Contents

Administrators should be able to list the contents of a building in case of loss due to an insured peril.

Regularly review the contents held in their departments and notify the insurance section of:

  • occupation of new buildings (post 2002)
  • departmental moves between buildings
  • acquisition of high value items (in excess of £1m)
  • property in excess of £100k (maximum £50k single item) taken off University premises
  • transit of property which exceeds £50k
  • exhibitions (non Fine Art) over 4 weeks in Europe, and all for exhibitions outside Europe.

Check procedures and follow guidance from the University Security Office for holding and transiting money.

In the event of a claim to property and/or contents

  • Take action to prevent further loss
  • Report the matter to EM and the Insurance Section as soon as possible and complete a claim form.
  • Take photographs of damaged items/areas to support claims.
  • Where possible save any damaged items for inspection by the Loss Adjuster.

Vehicles

  • Notify the Insurance Section of any purchase, sale or destruction of vehicles.
  • A photocopy of the motor insurance certificate and claims procedure should be kept in every vehicle.
  • Take a copy of the licence and review age, driving qualifications and driving convictions history of drivers annually.
  • Where members of the department are using their own vehicles on University business, ensure that their insurance extends to business use.

Public Liability Insurance

  • Ensure all complaints and/or claims from the public, students and/or research visitors or consultants and/or their solicitors are reported immediately to the Insurance Section. Do not enter into communication with either the claimant or their solicitors.
  • Ensure that all contractors have appropriate insurance.

Employer's Liability Insurance

  • Display current Certificate of Employer's Liability insurance somewhere prominent in the work place.
  • Ensure all complaints and/or claims from employees and/or their solicitors are reported immediately to the Insurance Section. Do not enter into communication with either the claimant or their solicitors.

Professional Indemnity

  • All complaints re poor advice or education to be forwarded immediately to the Insurance Section. Do not enter into communication with either the claimant or their solicitors.
  • Ensure that all consultants have appropriate insurance.
  • Complete annual questionnaire when requested.

Clinical Trials

  • Ensure appropriate insurance and indemnity has been arranged for research involving humans or human tissues.
  • Ensure all complaints and/or claims are forwarded immediately to the Insurance Section and where appropriate any research partner. Do not enter into communication with either the claimant or their solicitors.

Travel Insurance

  • Ensure all staff and registered postgraduate students have registered their travel plans on the University Travel insurance system and have appropriate risk management plans in place for their travel.
  • Ensure all supervised departmental fieldtrips and overseas group trips have been registered on the University Travel insurance system and have appropriate risk management plans in place for their travel.
  • Ensure travel claims are reported to the Insurance Section immediately.

Fine Arts, Old Books, Artefacts and Valuable Objects

  • Contact the Insurance Section to arrange cover as required.
  • Carefully check all donation agreements for insurance and indemnity responsibilities and put the necessary dover in place.
  • Put 'All Risks' insurance in place for all loans unless an alternative agreement has been reached with the lender.
  • Ensure appropriate cover in place for Exhibitions and Transits.
  • Report damage to insured items to the Insurance Section immediately.

Engineering Insurance and Inspection for Pressure Vessels, Lifting Equipment and Lifts

  • Notify equipment to the inspection service.
  • Establish a system to monitor inspection dates.
  • Ensure that all Statutory Inspections are carried out on or before the due date.
  • Read and act upon inspection reports.