The University of Toledo

Risk Management Policies and Procedures

Reporting Procedures

The Office of Risk Management will be contacted of all claims or potential claims for property or casualty loss. All reports of incidents will be reviewed within one business day of receipt by Risk Management.

When a claim arises, Risk Management will determine whether insurance coverage is available, notify the appropriate company(s) of the claim, and serve as liaison to the insurance company(s), keeping them advised of claim status.

For non-professional liability incidents, Risk Management will maintain an accurate file for accidents and incidents, including work related accidents and serve as a liaison with the Office of Legal Affairs in reporting, investigating, assessing, and monitoring claims having potential third party liability. The Department of Safety and Health will perform or cause to be performed an investigation and analysis of each serious accident involving bodily injury or property damage and provide information to the appropriate campus officials to take necessary corrective action.  A record of the Department of Safety and Health's findings and recommendations will be maintained.

For professional liability incidents, Risk Management will coordinate the investigation to determine the potential for a compensable events and work with the Office of Legal Affairs in reporting, investigating, assessing and monitoring claims that have the potential to be compensable.  Risk Management also collaborates with the Quality Improvement Department on patient events.

The date an insurance company receives actual notice of claims affects the coverage. Therefore, it is absolutely essential that the University notify its insurance company(s) as soon as any employee receives either written or oral notice from any party that it is the intention of such party to hold the University or its employees responsible for actions or statements which caused an alleged bodily injury or property damage or other loss.

Personal Injury Accident

If an injury occurs to any person (non-patient) while on The University of Toledo's premises, contact the University Police (419-530-2600), give details of the injury and the victim's location. The University Police will respond and prepare a report. Notify the Main Campus Risk Management Office (419-530-3655) within 72 hours of the incident.  If the University Police cannot be reached, dial 911, provide pertinent details and stay with the victim until help arrives. Within 72 hours of the incident, submit to Safety and Health via fax (419-530-3606), email or campus mail (Mail Stop #405), a written document which provides a personal assessment of the incident. 

Motor Vehicle Accidents - University Vehicle

On or near Campus:

• Contact the University Police (419-530-2600). Assist the Police Officer at the scene by giving needed information for the accident report. Obtain the Officer's name and badge number.
• Unless physically unable, within 72 hours after the accident, the driver of the University vehicle will contact Main Campus Risk Management  (419-539-3655) and submit a completed driver accident report form (located in the glove box of University vehicles) to the Main Campus Risk Management Offfice (Mail Stop #220).  A copy of this form can be downloaded here (pdf).

Off Campus/in Another Municipality:

• Contact the appropriate law enforcement agency in the area. Assist the Police Officer at the scene by giving needed information for the accident report. Obtain the Police Officer's name and badge number.
• Unless physically unable, within 72 hours after the accident, the driver of the University vehicle will contact the Main Campus Risk Management  (419-539-3655) and submit a completed driver accident report form referenced above to the Main Campus Risk Management Office (MS #220).
• Obtain a copy of the Police accident report at the scene or attain the information required to fax a copy.  Within 72 hours, forward the Police Accident form to the Main Campus Risk Management Office (MS #220) or Fax to 419-530-3650.
   

Loss of Personal Property

Since the University has no insurable interest, personal items such as money, checks, and securities, books, wall hangings, pictures, and clothing belonging to employees, students, and visitors are not covered by University insurance. Such items are on the premises at the owner's risk. Upon discovery of a loss, notify the campus police at (419-530-2600) and file a report, which you can use for file a claim with your insurance company.

Damage To/Theft of University Property

• Contact the University Police (419-530-2600) so that an investigation and report can be completed. In case of fire, trip the nearest fire alarm, evacuate the area, and direct responding police and/or firemen to the scene of the fire.
• Notify the Main Campus Risk Management Office of the loss by telephone (419.530-3655) or in writing to brenda.humberston@utoledo.edu  
• Report loss of tagged property to Property Control, 419-530-1386 or Fax: 419-530-8711.

Loss of University Money and/or Securities

• Upon discovery of a loss due to employee dishonesty or forgery, or a loss of money, checks, or drafts due to disappearance, destruction, or robbery notify the University Police (419-530-2600) and request that an incident report be completed.
• Notify the Health Science Campus Office of Risk Management of the loss by telephone (419-383-4570) or in writing to tom.claire@utoledo.edu.