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UAA ENVIRONMENTAL HEALTH & SAFETY AND RISK MANAGEMENT SUPPORT |
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FREQUENTLY ASKED QUESTIONS (FAQs)
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If you were acting within the course and scope of your employment, the university will defend you against work-related legal actions and claims (see EHS/RMS Policy 20, Self-Insurance Coverage). This is also described in Board of Regents' policy 01.01.08 Indemnification found at http://www.alaska.edu/bor/policy/1p/p01-01.html .
In the state of Alaska, vehicle owners are required by law to insure for liability. The University will cover liability claims arising out of motor vehicle accidents, occurring during the course and scope of employment, excess the employee's own personal insurance. Physical damage to personal vehicles is not covered by the University. To compensate employees for using their own vehicles for business activities, employees can apply for mileage reimbursement. The reimbursement amount covers the cost of insurance, maintenance, depreciation, fuel, etc. (see EHS/RMS Policy 20, Self-Insurance Coverage).
If you were authorized to rent the vehicle and the accident occurred during the course and scope of your employment, the university will cover the claims costs. However, if you were on a personal errand or were breaking a law, the university reserves the right to deny the claim or initiate actions against you to recover costs. Keep in mind that there is usually a $1,000 property damage deductible on claims. Is your department prepared to cover that potential?
Employees and supervisors should carefully evaluate the need to rent vehicles. Often times, it is less expensive to use airport shuttles and taxis during travel. In addition, most accidents occur when employees are driving rented vehicles in unfamiliar territory. Therefore as a matter of safety, employees should seriously consider using taxis and shuttles instead of rental vehicles whenever practical. (see EHS/RMS Policy 20, Self-Insurance Coverage).
You pay the fine. Receiving citations is not within the course and scope of your employment. However, if the citation is for a vehicle deficiency that was not obvious to you when the vehicle was assigned to you, the department claiming control of the vehicle is responsible for paying or mitigating the situation. In those cases, EHS/RMS will provide assistance upon request (786-1351 or ayssg@uaa.alaska.edu).
The responsible department must make arrangements to pay the fines associated with regulatory citations. If the cost of the citation exceeds the financial resources of the responsible department, the department must go through its administrative channels to secure funding. (see EHS/RMS Policy 20, Self-Insurance Coverage). Regulatory actions against the university must be reported to EHS/RMS immediately. EHS/RMS will assist the affected department with mitigation, remediation, and defense if needed. (see EHS/RMS Policy 13, Regulatory Agency Activities).
Unsafe situations and practices should be reported to your supervisor and your department should take appropriate corrective action. EHS/RMS (786-1351 or ayssg@uaa.alaska.edu) will assist departments and employees upon request with addressing safety concerns. EHS/RMS can also provide facility and program safety audits upon request. If employees are uncomfortable with reporting conditions directly to their supervisors, they can report directly to EHS/RMS. However, it is EHS/RMS’s policy to involve supervisors in addressing concerns whenever practical. In some cases, attempts at preserving anonymity will be made. Keep in mind that EHS/RMS is not a regulatory or police agency. Except in cases of imminent threat to life or property, EHS/RMS’s authority is vested in its advisory role only. Even in extreme situations, EHS/RMS defers enforcement actions to emergency responders such as the University Police Department.
The first persons to discuss this matter with are your department head and dean or director. Deans and Directors have authority to sign off on memoranda of agreement. A sample MoA can be found in the Grants and Contracts Appendix section of the Administrative Services Manual. Keep in mind that you must consult with EHS/RMS (786-1351 or ayssg@uaa.alaska.edu) prior to agreeing to any indemnification or insurance requirements. Per the General Counsel, the Univeristy is not to enter into agreements that require the University to indemnify, defend or hold harmless other persons or entities from liability or damages unless such agreements are both necessary and the wording has been approved by the General counsel's office in the context of the particular situation.
In addition, Grants & Contracts (786-1557 or anskh@uaa.alaska.edu) must be consulted if the agreement or program involves any grant activity. Procurement Services (786-6500 or anbk@uaa.alaska.edu) must also be consulted if the agreement involves the expenditure of university funds no matter what the source. Procurement Services must also be consulted on facility lease agreements. Facilities Project Services (786-4900 or anrds@uaa.alaska.edu) must be consulted on all construction, remodeling, or facility modifications. Often times, other university departments may need to assist you with contract negotiations so please provide as much lead time as possible.
No. The University is self-insured and we cannot name additional insureds on a commercial policy that we do not have see EHS/RMS Policy 20, Self-Insurance Coverage).
As long as no potentially hazardous foods are sold to the public, no special permit is required. Potentially hazardous foods are those foods that spoil easily without refrigeration or special preservation (some salad dressings, cream pies, meats and meat products obtained from non-commercial sources, etc.). In general, you're usually safe with dried baked goods and prepackaged, shelf storage items. Refer to EHS/RMS Policy 6, Food Service for further advice.
Before having a bake sale, be sure to consult with the appropriate building manager about concerns that they might have. In addition, the proceeds from bake sales must be used and controlled in accordance with acceptable university cashiering practices (786-1495 or anmam2@uaa.alaska.edu) . Also keep in mind that the university has exclusivity contracts with food service providers and we do not want to incur contract violations. So if you’re planning something big, please consult with Housing, Dining and Conference Services (751-7200 or ayuhdcs@uaa.alaska.edu). No permits are required for small office parties and other events that are closed to the public. However, departments should still follow good sanitary procedures.
Licensed food service providers are responsible for assuring compliance with all pertinent sanitarian regulations and permit requirements for events that they are catering. EHS/RMS can inspect contracted food service providers to assist with sanitation standards compliance. Extraordinary janitorial efforts required to clean up after a bake sale or office party may be charged back to the individuals, departments, or clubs responsible for the event.
Contact EHS/RMS at 786-1351 or at ayssg@uaa.alaska.edu. There is no charge for this service. In fact, budget assistance may be available through Loss Prevention Funding to purchase workstation upgrades. Comfortable and healthy employees are more productive so we want to whatever we can, within our means, to provide our employees with safe and healthy workplaces.
Arrangements to dispose of hazardous waste can be made by contacting EHS/RMS at 786-1351 or at ayssg@uaa.alaska.edu. See EHS/RMS Procedure 2, Hazardous Material Management for further details. Disposal of hazardous wastes at the Hiland Road facility must be pre-authorized by EHS/RMS.
Currently we have no cheap and easy mechanism to dispose of acutely hazardous waste (see Appendix 21, EPA's P-List). Any generation and disposal needs associated with acutely hazardous waste is the responsibility of the generating department. In addition, disposal of acutely hazardous waste will cause UAA to change generator status and the same department will be held responsible for paying the overall increase in hazardous waste disposal costs for all of UAA. That cost could exceed $20,000! If you have potential hazardous waste that is listed on Appendix 21, please contact EHS/RMS immediately and assistance will be provided in exploring alternative management and disposal techniques.
Infectious waste disposal is the responsibility of the department generating the infectious waste and is usually accomplished through a licensed service provider. See EHS/RMS Procedure 14, Disposal of Medical and Infectious Waste for further details.
Since the university is self-insured, we do not issue certificates of insurance. Instead we issue letters evidencing coverage against a contract or agreement. To obtain a letter of coverage, send a copy of the contract or agreement to EHS/RMS (fax: 786-1391 or ayssg@uaa.alaska.edu). Letters of coverage will not be issued without EHS/RMS first having reviewed the contract or agreement. A current copy of the contract is required even if you are simply renewing an old contract. Electronic versions are preferable over hard copies. See EHS/RMS Policy 20, Self-Insurance Coverage for further details. Often times, a copy of that policy will satisfy the requestor in lieu of a letter of coverage.
The best place to start is by calling Facilities Maintenance Services (FMS) dispatch center at 786-6980. By calling there first, maintenance crews will be able to provide quicker service especially if there is a mechanical problem. FMS will contact EHS/RMS for assistance if the problem is not something that they can easily rectify or requires a more in depth analysis.
Some of the most common causes of indoor air quality problems are: HVAC systems not operating properly, plants and potting soil (mildew, molds and pollens), perfumes and aftershaves, vehicle exhaust, scented cleaning products, scented candles, low or high humidity and temperatures, outdoor conditions, annoying and often times subliminal noises, and poor lighting conditions. Before calling the dispatch center, you should investigate the area by first looking for obvious problems associated with the most common causes of IAQ problems. Your investigation will be especially helpful when the problem is transient.
Many specialists also attribute a high percentage of IAQ problems to socio-political pressures within the workplace. Examples of this might be: unreasonable deadlines, long work hours, short notice changes in shifts, crowded and cluttered workplaces, negative interactions with colleagues and supervisors, and problems at home.
There are many distinct programs and areas of responsibility associated with both offices. For the most part, SWORM handles:
UAA's EHS/RMS handles most of the health and safety issues and assists SWORM and the General Counsel's office with investigations and policy development. EHS/RMS also provides risk assessments and provides advice to UAA administration and other employees.
It's not important that you understand the differences between the two operations as both offices, including the General Counsel's Office, work closely together and are in constant communication with each other. Rest assured that you could contact any of the offices and your concerns will be addressed by or directed to the office or person who is in the best position and who has the best qualifications to provide the requested service. While it is often more prudent to contact UAA EHS/RMS first for your concerns, the following contacts are provided for your convenience:
DEPARTMENT PHONE FAX E-MAIL
UAA EHS/RMS 907-786-1351 907-786-1391 ayssg@uaa.alaska.edu
SWORM (in Anchorage) 907-786-7755 907-786-1412 sdrisk@alaska.edu
SWORM (in Fairbanks) 907-474-5278 907-474-5634 sdrisk@alaska.edu
General Counsel 907-474-7259 907-474-5574 sylegal@alaska.edu
Because of UAA's stringent hazardous waste management policies, we are classified by EPA as a Conditionally Exempt Small Quantity Generator (CESQG) of hazardous waste. Believe it or not, UAA generates hazardous waste at a level less that that of the average Alaska household! We do this by:
Because we have been able to maintain the most favorable EPA classification, we can use the Hiland Road facility to dispose of our hazardous waste at a substantial savings to the university. If we lost our EPA status and changed our generator category, the cost to the university would increase enormously. Some estimates place that cost in excess of $20,000 per year.
Remember that there are many departments at UAA that generate or potentially generate hazardous waste and what one department does can adversely impact many other departments. Currently there is no charge to departments for hazardous waste disposal, but if the costs dramatically increase, departments would be required to fund those increases.
For additional information on hazardous waste management please refer to EHS/RMS Procedure 2, Hazardous Material Management or contact EHS/RMS at 786-1351 or at ayssg@uaa.alaska.edu.
16. Do I need any special permits to hold an event at UAA?
That all depends on the type of event. Some events may require temporary food service permits from the municipality and/or special assembly permits from the Fire Marshall's office.
If the event is serving food from a licensed food vendor, no special food service permit is needed. If the event serves food prepared in a non-commercial or non-inspected facility, a permit will be needed. In addition, there will be restrictions on what can be served. Refer to EHS/RMS Policy 6, Food Service for more information.
If the event involves the non-traditional use of a facility or a use of a facility that was not listed on the facility's original building permit documents, a special assembly permit from the Fire Marshall's office will be required. This is always true for haunted house activities, especially those involving minors. Since no UAA facilities were originally designated for dance events, all dance events require special assembly permits too. On the other hand, theatrical presentations and events held in the Williamson Auditorium and UAA theaters seldom require permits because those facilities were specifically designed for those types of events. Please consult with EHS/RMS (786-1351 or ayssg@uaa.alaska.edu) well in advance of permit needed events as the municipal authorities sometimes require a few weeks to schedule the inspection process.
Additional information is available in EHS/RMS Policy 12, Special Event Permits and Approval.
17. One of my employees was injured at work. What should I do?
Your first responsibility is to make sure that the injured employee is receiving appropriate medical or emergency care. When in doubt or in the case of a serious injury, call for an ambulance (9-911 within the 786- or 751- system or 911 from outside lines) then immediately call the University Police Department at 786-1120. UPD will assist the emergency responders with locating the injured employee. Unless absolutely necessary, do not transport the injured employee yourself. If you do so and have an accident in transit, your personal insurance might be used to handle any subsequent damage or injury claims.
After looking after the immediate medical needs of the employee, begin to complete the Report of Occupational Illness and Injury form. That form is not available in electronic form, but can be obtained from the Statewide Office of Risk Management (786-7755 or sdrisk@alaska.edu). It is essential that the report be delivered to SWORM within a few days after the accident so the Workers Compensation claim process can be initiated and the State required reporting deadlines can be met. SWORM or EHS/RMS (786-1351 or ayssg@uaa.alaska.edu) personnel will provide advice on completing the form if needed. Fines associated with delinquent reports can be charged to the supervisor's department.
If the injury involves an overnight stay in a hospital, it is critical that you notify EHS/RMS (786-1351 or ayssg@uaa.alaska.edu) as all those types of injuries must be reported to OSHA within 8 hours. Depending on the nature and severity of the injury, EHS/RMS and SWORM may investigate further. Therefore it is important that you keep good notes and lists of witness and contact numbers. At times, it may even be advantageous to take photographs of the accident area to document conditions.
18. What do I do if I see an accident involving a non-employee (student or visitor)?
Your first action is to make sure that the injured person is receiving appropriate medical or emergency care. When in doubt or in the case of a serious injury, call for an ambulance (9-911 within the 786- or 751- system or 911 from outside lines) then immediately call the University Police Department at 786-1120. UPD will assist the emergency responders with locating the injured person. Unless absolutely necessary, do not transport the injured person yourself. If you do so and have an accident in transit, your personal insurance might be used to handle any subsequent damage or injury claims.
Since the police generally complete a report of injury, you are not always required to do one yourself. However, you may be asked for a statement during an investigation so you should consider keeping detailed notes concerning: location, date and time, name of injured person, details of the incident, etc. The following EHS/RMS Appendices (3A through 3D) may be helpful in collecting data and processing claims:
Never admit liability on behalf of the university. Never make any promises to injured parties concerning who is responsible and who is going to pay. That is the job of qualified claims adjustors and General Council. However, if non-employees (third parties) want to file claims against the university, provide them with the appropriate forms (above) or let them contact the SWORM adjustor at 786-7755 or sdrisk@alaska.net.