Risk Management
Distributed with permission from Bob Sedivy, Vice President—Finance, Collegiate School
This list is not a recommended outline for a risk management policy, and schools are not required to develop policies and procedures addressing each topic on this list. This lists is intended to suggest ideas, which schools may wish to consider in areas that are applicable to their campus and program.
ABSENTEE POLICY
§ communicate policy to parents & teachers
§ truancy
§ seriously ill student accommodations
§ related disciplinary policies
ADMISSIONS
§ affirmative action
§ discrimination
§ foreign students - SEVIS
§ financial aid - NAIS guidelines - fairness & reasonableness
§ ADA - reasonable accommodations
§ disability arising after admission
ART ROOMS
§ MSDS
§ spill control
§ ventilation
§ security of chemicals
§ kilns
§ OSHA standards as guidance
§ faculty access after hours
ATHLETICS
§ types of sports
§ age of participants
§ trainers/first aid; certification standards
§ certified football helmets
§ protective equipment for other sports
§ padded poles/walls for indoor sports
§ anchoring soccer goals, batting cages, etc
§ football goals
§ keeping buildings secure
§ keeping exits clear
§ golf carts & similar equipment
§ supervision in general
§ supervision of players & fans at events
§ supervision of weight/fitness rooms
§ coaches handbooks, policies, and procedures
§ safe field conditions
§ training for volunteer parent coaches
§ workers comp for volunteers
§ track & field events: hammer, discus, javelin
§ fences and safety nets when appropriate
BOARD OF TRUSTEES
§ excessive compensation & benefits to officers/insiders
§ intermediate sanctions standards
§ safe harbor compliance
§ conflicts of interest
§ directors and officers insurance
§ code of ethics for Board (and employees)
§ indemnification policy
§ is board composition mission appropriate?
BRIDGES
§ vehicle
§ pedestrian
§ regular inspections
CELL PHONE USE
§ by bus drivers
§ by other employees on school business
§ emergency availability
§ by students - when and where
§ are student camera phones permitted?
CHILD CUSTODY QUESTIONS
COMMUNICATION
§ with media, need designated spokesperson
§ communication plans & equipment
CONTRACTORS
§ liability acceptance/waiver
§ certificate of insurance/limits of coverage
§ additional insured status
CONTRACTS
§ who is authorized to sign?
ELEVATORS
§ inspection
§ alternate exits in fire situations
§ help for handicapped people
EMERGENCY (CRISIS) PLANS
§ separate checklist needed
EMPLOYMENT/HUMAN RESOURCES
§ employment application
§ personnel screening/fingerprinting/background checks
§ eligibility for employment
§ student workers
§ job descriptions
§ timely employee performance evaluations
§ discrimination & harassment
o employee vs. employee
o employee vs. student
o student vs. student
o student summer workers
o policy & procedures
o training, initial & ongoing
§ records confidentiality/accessibility/security
§ HIPAA requirements
§ FMLA requirements
§ COBRA requirements
§ equal treatment for benefits including remission
§ pay equity
§ retaliation-complainants & whistle blowers
§ conflict of interest
§ wrongful termination
§ pregnancy policy/discrimination
§ employee handbook not a contract
§ employee vs. independent contractor
§ employee classified exempt vs. non exempt (FLSA)
§ Workers Comp insurance
o policies
o practices
o claims management
o safety emphasis in employee meetings
o claims management
o designated health care providers
§ workplace violence/threat of violence policies & procedures
§ Federal, state, and local labor law & similar notices
§ discipline/discharge procedures
§ distribution of benefits documents to employees
§ electronic distribution of documents
EVENTS
§ building and room capacity limits
§ sufficient clear exits
§ emergency assistance
§ needs of handicapped & elderly guests
§ special needs of balloon rides, pony rides, etc.
FACILITIES MAINTENANCE
§ safety of buildings
§ safety of bleachers; regular inspection & maintenance
§ slip & fall prevention & response
§ loss control inspections
§ locked roof access
§ AHERA plan, updates, & notifications
§ workshop safety
§ hearing, eye, and breathing protection
§ MSDS
§ snow & ice removal
§ OSHA standards
§ golf carts & similar equipment
§ environmental impact/contamination
FACILITIES - HVAC SYSTEMS
§ boiler inspections
§ outside air standards
§ humidity control
§ indoor air quality
FIELD TRIPS
§ how far
§ by what means
§ overnight?
§ chaperones-who & how many
FIRE SAFETY
§ alarms (local, fire department; monitoring service)
§ drills
§ alternate exits
§ inspections
§ building capacity
§ exit door hardware
§ extinguisher inspections
§ fire sprinklers (inspection & monitoring)
§ handicapped people (employees, students, visitors)
FOOD SERVICE
§ license/health inspection
§ safe preparation/handling standards
§ temperature checks
§ equipment safety/security
§ fire extinguishers/extinguisher hood
§ procedures for kitchen fire
§ handling food brought in by parents
FOREIGN TRAVEL
§ policy
§ supervision
§ school rules
§ emergency communication
§ State Department information
§ hold harmless clause/liability agreement form
§ travel and health insurance abroad
§ kidnap & ransom coverage
HEALTH/MEDICAL
§ nurse?
§ training/supervision
§ AED-where to locate; regular battery changes
§ privacy of records
§ control & dispensing of prescriptions/other medicines
§ disposal of "sharps"
§ blood borne pathogens. Hepatitis B
§ substitute nurses
o credentials
o policy/procedure training
§ immunization requirements
§ required reporting by psychologists & psychiatrists
§ transporting students for medical care
INSURANCE
§ types of coverage
§ adequacy of coverage
INTERNET/INFORMATION TECHNOLOGY
§ web page
§ parent / student information/ photos on web
§ copyright issues
§ teachers posting grades on web
§ links to other places on web
§ email use
§ email ownership
LEGAL
§ relationship with outsourcing contractors
§ relationship with other contractors
§ insurance certificates
§ Board conflict of interest policy
§ nondiscrimination notices
§ errors and omissions by Board members, staff, volunteers
PETS
§ are pets permitted?
o -on campus
o -inside buildings
o -inside classrooms
§ if so, what type
§ how managed/controlled
PLAYGROUNDS
§ safety standards
§ signs
§ regular inspections
PROMOTIONAL MATERIALS
§ release for photographing students & using pictures policy
§ non discrimination notice requirements
§ can you deliver on promises?
RENTAL TO/USE BY OTHERS
§ safety
§ supervision
§ certificate of insurance
§ additional insured status
RECORDS
§ personnel
§ student
§ divorced parents
§ release of directory information
§ financial
§ medical
§ HIPAA
§ backup and security
§ retention/disposal/shredding of student/employee records
§ I-9 information policy
RESIDENCE HALLS
§ supervision
§ after hours/weekend first aid
§ access to student medical records
§ required medical insurance
§ emergency food & water reserves
§ extra security
§ communication with parents
SCIENCE LABS
§ MSDS
§ safety goggles, gloves, equipment
§ spill control
§ eye wash
§ emergency shower
§ burn blankets
§ ventilation
§ security of chemicals
§ retention/disposal of chemicals
§ security of equipment
§ gas supply shut off
§ fire extinguishers
SECURITY
§ alarms
§ cameras
§ signage
§ changing locks
§ policy for access to keys
§ employees or contractors
§ armed security
§ patrol dogs
§ checking visitors
§ theft, vandalism, & intruder policies
§ trespassing policies & notices
§ arrest/criminal complaint policies
§ sex offenders in the neighborhood
SEVERE WEATHER
§ alarms
§ drills
§ shelter areas
§ alternate shelter areas
§ handicapped people (employees, students, visitors)
STUDENT ACTIVITIES
§ prohibiting some risky activities
§ boats
§ outdoor activities
§ trampolines
STUDENT LIFE
§ counseling standards & staff
§ substance abuse
§ eating disorders
§ libel/slander/freedom of speech & other publications problems
§ suicide prevention
§ bullying, hazing, & similar problems
§ sexual harassment/assault
§ disclosure-type permission forms
§ conflict resolution training
SUMMER PROGRAMS
§ younger children
§ non-students
§ nurses & trainers
§ programs by others at your school
SWIMMING POOLS
§ lifeguards
§ access control
§ slips & falls
§ equipment safety (diving boards, ladders)
TECHNOLOGY
§ Information back up procedures
§ off-site maintenance of important data files
§ firewalls
§ appropriate use policies
THEATERS/AUDITORIUMS
§ capacity
§ exit safety
§ fire retardant curtains
§ limited access to catwalks
§ scene shop safety
o tools
o dust collection/control
o paint & chemicals
TRANSPORTATION - TO/FROM SCHOOL
§ yellow buses
§ driver screening
§ driver training
§ driver testing
§ driver policies & procedures
§ driver records checks
§ student behavior standards
§ spill kit/first aid kit
§ accident protocol
§ loading/unloading procedures
§ carpool procedures in the event of accident or breakdown
§ vehicle safety & replacement policies
TRANSPORTATION - ATHLETICS/ACTIVITIES
§ vehicle safety
§ driver screening
§ driver training
§ driver testing
§ driver policies & procedures
§ driver records checks
§ supervision of students
§ communication to/from vehicles
§ policies on "side trips" and unscheduled stops
§ notification of storm warnings
§ spill kit/first aid kit
§ accident protocol
§ vehicle safety & replacement policies
§ breakdowns out of area
§ student health records
§ parent and student drivers policy
VEHICLES - MAINTENANCE & OTHER
§ vehicles safety
§ driver screening
§ driver records checks
VOLUNTEERS
§ background checks
§ classroom, coaching
§ volunteers in lieu of employees
GENERAL
§ policies & procedures
§ supervision of students
§ accident reports
COMMITTEES
I. risk management
II. safety
III. emergency preparedness