Department of Risk Management
Mission Statement
Downloads
WCPSS Approved Charter Bus Service Providers (2011-12) |
It is the mission of the Risk Management Program to provide and support quality management systems to prevent and reduce the loss of resources
Overview
Risk Management administers district-wide programs and processes to identify potential loss exposures and plans for the negative consequences of any decision, process or action by using whatever means feasible to control the chance of financial loss. Our staff works closely with employees, students, parents, and all community partners to provide a safe and secure educational and work environment for all. Programs include Risk Management and Loss Control, Health & Safety Programs and Employee Safety Training, Emergency Response Preparedness, Environmental Management, Life Safety Management, Insurance Programs, Workers’ Compensation Administration, Hazardous Materials/Waste Management, and Motor Fleet Management.
The Risk Management Department manages and processes claims filed against the Wake County Public School System (WCPSS). This includes the major exposures to loss i.e., general liability, professional liability, property, automobile, and workers’ compensation. In addition, risk management is concerned with risk control (avoidance, separation & duplication, contractual transfer, and loss control) by preventing, making less sever, and speeding recovery from accidental losses through training, orientations, and work site interventions.
The following charts reflect the current Risk Management Department Staff, their respective phone number and their responsibilities. Staff members in Human Resources, Environmental Health & Safety with risk management related responsibilities are included as follows:
Risk Management
| Name | Assigned Responsibilities | Phone Number Email Address |
Curtis Grogan |
|
Phone: 919-850-1765 |
| Robert (Robin) Pace
Safety Administrator |
|
Phone: 919-856-8141 |
| Robin Langley Processing Technician |
|
Phone: 919-850-1808 |
Counseling and Student Services
| Name | Assigned Responsibilities | Phone Number Email Address |
Kelly Creech |
|
Phone: 919-856-8145 |
Human Resources – Employee Relations
| Name | Assigned Responsibilities | Phone Number Email Address |
| Martha Freeman Director |
|
Phone: 919-854-1759 |
Beverly Longmire Workers’ Compensation Claims Specialist |
|
Phone: 919-854-1757 |
Tammi Ziccardi Workers’ Compensation Coordinator |
|
Phone: 919-854-2382 |
Other Departments
Environmental Health & Safety (EHAS)
School Health Advisory Council (SHAC)
Loss Control & Comprehensive Safety
The mission statement of the WCPSS Safety Committee is: To create and maintain a school climate that provides for the safe, orderly, & secure work, educational & recreational environment for staff, students & visitors.
The Department of Risk Management is concerned with the liability exposures that are around the district and how to minimize or eliminate them. Risk Management is also concerned with the process of providing the financial protection to the District whenever unexpected loss events occur.
The Risk Management Department is concerned with the safe work, education and recreation environment for our employees and students. The program is also involved with the physical safety of the general public when they use the district facilities.
The Risk Management program also works with the Human Resources Department in the guidance and administration of the Wake County Board of Education’s Workers’ Compensation Program. This program strives to assist employees injured on the job with loss of wages, recovery and, if possible, returns to work.
The District is committed to reducing accidents in every area of operations utilizing loss control best practices. The Risk Management Department is primarily responsible for this effort. This can only be accomplished with the support of every person in the district within a system wide comprehensive safety program. Every school, division, department, and community!
If you have concerns, questions, or suggestions, please contact Robin Pace, Safety Administrator at (856-8141), rpace@wcpss.net.
Risk Management Policy Statement
Activities of the Risk Management Department are influenced by the Wake County Public School System (WCPSS) need to protect its assets against catastrophic loss or a series of losses (or to provide financial restitution if such loss should occur) and the expense involved in such protection. Risk Management is a critical part of the total management of the WCPSS.
Risk Management is a specialized discipline intended to provide decision-making management with data pertinent to the identification, analysis, evaluation, and alternative treatment of exposures to loss for both program review and planning new undertakings. In these management areas, the WCPSS will utilize the services of qualified risk management and safety specialists on staff and through the use of external consultants applying the Risk Management Guiding Principles to risks of accidental loss. These guiding principles call for the systematic and continuous risk assessment of exposures to loss in terms of frequency, severity, and predictability. In addition, the applications of sound risk control, and risk administration consistent with financial and human resources to eliminate or reduce as far as practicable the conditions and practices that cause losses.
When risk cannot be eliminated or reduced to workable levels, the Risk Management Department will develop sound risk financing, taking advantage of all available financial resources through insurance or noninsurance risk funding techniques.
In carrying out these responsibilities, the Risk Management Department requires the cooperation of people throughout the system for information, risk identification and analysis, and coordinated implementation. Curtis N. Grogan, Risk Management Director.
Statement of Safety Values
The safety and health of the Wake County Public School System employees is very important. To best serve employee safety and health and provide for the protection of people, property and other assets, we have established and fully support a comprehensive safety program. It’s our intention to provide a safe workplace for all employees and we expect each employee to participate in accomplishing the goals of our safety program. Participation includes acting responsibly and complying with established safety policies and procedures. Our risk management department is responsible for developing the safety program. Supervisors and employees are responsible for its implementation. Our safety goals can only be achieved with everyone’s cooperation. Your commitment to this program will be appreciated and you will benefit personally by not having an accident. Robert L. Pace, Jr., Risk Management Safety Officer
Comprehensive General and Professional Liability Insurance
Wake County Public School System (WCPSS) maintains liability insurance to protect the Board of Education, the system and system employees from liability incurred in the performance of their duties (Board Policy 8710). These policies provide indemnity and a legal defense if required. In order to satisfy the timely reporting terms of the coverage, it is vital that all accidents or other injures and tort claims which occur on any WCPSS property be reported to the risk management office as soon as possible.
A STUDENT/VISITOR ACCIDENT REPORT (Form 2903) should be promptly completed by school personnel whenever a student, volunteer, or visitor is injured at school, on a field trip, on a school bus, or during a school sponsored activity. A copy of “Form 2903” is to be retained by the school or department and a copy forward by e-mail to rmlangley@wcpss.net and cgrogan@wcpss.net within 24-hours when more than first aid is provided. Or, within 72-hours if no more than first aid is provided.
When completing the Form 2903, please provide as much detail as practical, and the name and status of all witnesses or individuals having knowledge of the incident. Please provide name and phone number(s) of parent or guardian on Form 2903. The school shall keep a copy of the form for 24 months.
Medical expense coverage for students is excluded on policy. The WCPSS is liable for damage or injury as a result of the “negligent acts” (Commercial General Liability) or “wrongful acts” (Professional Liability) of administrators, teachers, and/or other employees.
Definitions:
(1) “Negligent Acts” has been defined in a number of different ways as:
- the omission to do something which a reasonable man would do;
- the doing of something which a prudent and reasonable man would not do; or
- the failure to exercise ordinary care under the circumstances, by either failing to act to protect or assist another or doing something which created an unreasonable risk of invading someone’s interest.
(2) “Wrongful Acts” means any breach of duty, neglect, error, omission, misstatement, or misleading statement in the discharge of “educational institution” duties
Property Insurance (Real and Personal Property)
Losses under this coverage are subject to a $5,000.00 deductible per event for fire, lightning, and extended coverage (wind, hail, aircraft, riot & civil commotion, vehicles, explosion, and smoke). The per event stipulation of the policy is very important since this means that all losses which occur as a result of the passage of a storm system through the county, or any other similar event, would be covered as one event, and therefore subject to one deductible. Any property loss should be reported to the risk management office as soon as possible in order to facilitate the loss investigation and claims processing.
The property insurance described above includes other covered causes of loss, such as collapse, theft, vandalism, transit, and water damage from burst pipe under All Other Perils (AOP) Coverage. This coverage is provided on all owned property and is subject to a $5,000.00 deductible per event except theft & vandalism, which has $2,000 deductible. There is a special deductible applicable to musical instruments and laptop computers for all covered causes of loss subject to $1,000 deductible. Any theft or vandalism related to loss must be reported to the appropriate law enforcement agency, Security Department, Maintenance & Operations and the Risk Management as quickly as it is discovered. A law enforcement agency report must accompany any report of loss in order to file the claim with the insurance company. Whenever possible, every effort should be made to protect exposed property until WCPSS resources can get to the scene with assistance. The school facility manager or school principal must follow through with the necessary request for repair or replacement (Board Policy 8432 and 8720).
The WCPSS property insurance provides an extension of coverage for personal effects owned by officers and employees and property of others, except theft. Settlement is based on the Actual Cash Value of the property at the time of loss. The individual must provide an inventory of all damage or destroyed personal effects with replacement value and age or date purchased.
Automobile Insurance (Activity Bus, Driver Education, Utility Vehicle Insurance)
All WCPSS vehicles, except yellow school buses, are insured for liability, property damage, and physical damage through a commercial insurance policy. Since this policy covers system owned vehicles, they are covered without regard to the operator. All incidents or accidents involving WCPSS vehicles should be reported to the appropriate law enforcement agency immediately and to the Risk Management office as soon as possible by using WCPSS VEHICLE ACCIDENT REPORT (FORM 1097). If you are involved in an accident, please attempt to obtain the name, telephone number, address, and license number of any witnesses as well as the insurance exchange information provided by law enforcement. The insurer requires a law enforcement agency report in order to process a vehicle accident claim. Coverage for Physical damage to employee operated vehicle is subject to a $500.00 comprehensive and $500.00 collision deductible that is the responsibility of the school or department that is in possession of the vehicle at the time of loss. A copy of “Form 1097” is to be retained by the school or department and a copy e-mailed within 24-hours of the vehicle accident to rmlangley@wcpss.net and cgrogan@wcpss.net.
Vehicles rented or leased to WCPSS are also covered under the system policy. If you are leasing a vehicle, contact the Risk Management office for assistance in adding that vehicle to the policy. If you purchase a vehicle contact Processing Technician (850-1808) for information needed to add to one of our commercial automobile policies (Activity Bus & Service/Utility Vehicles, and Driver Education Automobiles).
Workers' Compensation Coverage
All claims for work-related injury or illness to Wake County Public School Employees are administered by Human Resource-Employee Relations Department and processed by contract with a Third-party Administrator. For questions or concerns related to workers’ compensation claims contact Beverly Longmire (854-1757) or Tammi Ziccardi (854-2382).
Risk Management Department’s Safety Administrator will assist you with loss prevention, loss reduction, and supervisors (administrators, principals, and assistant principals) accident investigations in an effort to reduce frequency and severity of work-related injury & illness to WCPSS employees. For assistance contact Robin Pace (856-8141.
School Buses and their Service Vehicles (Yellow)
North Carolina Tort Law covers accidents involving school buses and their related service vehicles, and the Attorney General’s Office makes claims settlement. These claims should be referred to the respective WCPSS Transportation Area Manager. For question or concerns about school bus related issues contact –Area Transportation Manager or Tanya Rich (919-857-9671 or trich2@wcpss.net). Refer to Transportation Department’s website for additional information.
Student Accident/Scholastic Insurance
The Wake County Public School system (WCPSS) does not carry medical insurance to cover students’ accidental injuries or illnesses. A voluntary student accident insurance policy is available for purchase on an individual basis and covers accidental injuries based on the coverage options selected. Application and purchase information can be obtained from your child’s school. In addition, parents’ insurance also may provide coverage for injuries to their child(ren). Refer to Board policy 6720 that addresses the insurance requirements for participating in specified activities. In order to participate in these activities, the parent or guardian must complete and return to school the PARENTAL CONSENT –SCHOOL TRIPS/ATHLETIC ACTIVITIES (FORM 1713a) and CERTIFICATE OF ACCIDENT INSURANCE (FORM 1733) and other documentations from the school. Except as indicated below, the coverage is provided on a self-pay basis.
Our vendor American Advantage Marketing Group, Inc, will have UnitedHealthcare enrollment forms delivered to your child’s school prior to school opening for students. These should be distributed to students, faculty, and other employees for their use. Questions from you or parents should be directed to the agent identified in the enrollment form. Parent/guardian may review plans and enroll online at http://www.k12studentinsurance.com
These enrollment forms with premiums payment should be returned directly to the address on the back of the enrollment form. If enrollment form with payment is returned to the school, please mail or return to parent/guardian to mail as instructed on the form. The American Advantage Marketing Group, Inc. shall maintain record of all students that are covered by this accident insurance and send a copy to the Risk Management Department on at least a semi-annual basis. We cannot accept payments. Please do not send any payments to Risk Management Department.
All approved school-time and overnight field trips within the continental United States are covered by a blanket field trip policy purchased by risk management department (Board Policy 5430 School Trips). Field trip coverage is “excess only.” Field trips involving foreign travel may be covered by the policy but will require an additional charge and will be approved on a case-by-case basis. Contact Carolyn Smith or Steve Leonard, American Advantage Marketing Group, Inc. at the telephone number below if you have any questions.
High school varsity interscholastic athletic coverage, which is funded by the school system, is provided as "excess only" coverage. This means that a claim for an applicable injury must first be filed with any other insurance available to the injured student. After all other coverage has been exhausted; the excess may be filed with the athletic insurance carrier (UnitedHealthcare). All other voluntary student accidents insurance products are covered on a primary basis whether there is or not other applicable insurance. The WCPSS purchases catastrophic accident coverage for middle school athletics.
It is important to remember that with all claims, student accident or scholastic, treatment by a doctor must begin within 60 days of the occurrence. Claims must be submitted within 90 days. All claims must be filed on claim form provided UnitedHealthcare Student Claim Form located at http://www.wcpss.net/forms/athletics-insurance-claim.pdf Internet web site. For assistance contact Carolyn Smith or Steve Leonard, American Advantage Marketing Group, Inc. (1-800-232-9601).
Risk Assessment and Control
The risk management office is here to assist you with any issue involving fire & life safety, playground safety, chemical & toxic material handling, emergency & contingency plan, timely & complete investigation of losses, periodically follow-up on all claims, safety committee activities, and any other type of risk associated with operation of public schools. This calls for a systematic and continuous risk assessment of exposures to loss in terms of frequency, severity, and predictability. If, you have safety issues that have not been resolved, give us a call, we can probably help.
If you think that your staff or organization would benefit from a briefing on any type of risk management, insurance, or safety related issue, we make house calls. When risk cannot be eliminated or reduced to workable levels, we will develop sound risk financing, taking advantage of all available financial resources through insurance or no insurance risk-funding techniques. If you have concerns and want to remain anonymous, you can call the WCPSS Safety Hotline at (713-0588). Robin Pace, Risk Management Safety Officer (856-8141) will monitor the “Hotline” telephone number. Your confidentially is guaranteed!
Nonfinancial Risk Transfer
Risk Management Director participates in all issues involving the nonfinancial risk transfer, which means following existing procedures for review of contracts to ensure the WCPSS is not accepting an inappropriate amount of risk of liability.
Nonfinancial Risk Transfers means shifting the legal and financial responsibility for loss of a particular asset or activity from one entity to another. Its purpose is to ensure proper implementation of risk transfer of the financial exposures of loss to third-party contractual agreement that is adequate and enforceable during term of contract. Types of nonfinancial risk transfers consist of following:
- Contracts & Service Agreements
- Indemnity Agreements
- Insurance Requirements
- Certificates of Insurance
- Non-transferable Liabilities or Responsibilities
Some exposures cannot be transferred to a second party. A list of services and activities that should be considered for transfer to other organizations includes:
- Special Events
- Building New/Renovation Design & Construction
- Playground Design & Maintenance
- Human Services Programs: such as home health care, group mental health care centers, and day care providers require considerable resources and entail significant associated risk to both the clients and the providers. State or federal governments generally mandate these programs.
- Environmental Management Programs: needed to address a wide variety of public concerns. Waste Management/Collections, Indoor Air Quality, Asbestos, Lead Paint, Water Quality are some of the many areas that schools are exposed to risk of financial loss.
Certain Safety Related Guidelines & Procedures
1) Emergency Response Action Plan
The purpose of this Emergency Action Plan is to address emergency situations likely to occur in this workplace. Examples of such emergencies are: fire, tornado/severe weather, hostile intruder, bomb threat, medical emergencies, and other incidents that may reasonably be expected. This plan is prepared in accordance with OSHA 1910.38 Employee Emergency Plans & Fire Prevention Plans.
2) Hurricane & Tornado Preparedness
The Risk Management Department offers the following direction: Plan with our local Emergency Management Office to coordinate disaster plans and share resources. Stock disaster supplies: Portable Cell Phones, Batteries, Radio, Flashlight, First Aid Kit, Essential Medicines, Food, Water, Cash, Camera, Film, Generator, Fuel, Chainsaw, Sand Bags, Tarps. Teach children how and when to call 9-911 and which radio station to tune for emergency information. Teach responsible parties how and when to turn off gas, electricity, and water. Protect property: Precut and drill plywood for windows; Trim dead and weak branches from trees; Bring in trashcans, lawn furniture, etc.; clean gutters and drains; Check roof flashing to ensure the entire roof perimeter is securely fastened. Establish agreements with contractors (outside potential hurricane areas) for supplies and repairs. Photograph both building and content damage for insurance claims.
For more information contact: Robin Pace, Safety Officer, Risk Management Department by phone at (919) 856-8141; by e-mail, rpace@wcpss.net.
3) Charter Bus Services Pre-Qualification
The WCPSS Risk Management Department has spent considerable effort in pre-qualifying and conducting site inspections of motor carriers that passed the pre-qualification minimum standards. The purpose of this process is to assist each school to ensure the safest charter transportation services for students, teachers, chaperones, and parents. Only the charter bus companies shown on the “WCPSS List of Approved Charter Bus Service Providers” are eligible to provide transportation for WCPSS sponsored student field trips (See sidebar, above). If you know of other companies not on the list that have interest in doing business with WCPSS, please have them contact Curtis Grogan by phone (850-1765); Or, by e-mail cgrogan@wcpss.net so that we can send a pre-qualification package and schedule a site visit.