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Risk Management FAQs

What is the different between the Office of Risk Management and Health Sciences Risk Management?

Health Sciences Risk Management provides specialized patient care risk management to Health Sciences, UWMC and HMC.

We have had an emergency. Who do we notify?

Call UWPD at 911. If there has been a fatality, also call the UW EH&S at 543-7388. If there is serious property damage, call the Office of Risk Management at 616-3455 or e-mail Shari Spung.

I need a certificate of insurance for an event my department is holding off campus. How do I get one of those?

The Office of Risk Management (543-3659 or e-mail Katrina Day) issues those certificates. Provide us with the name of the event, the dates and place where it will be held and the name of the sponsoring UW department. Also provide us with the name, address (or fax number) of where to send the certificate.

Equipment Insurance

My computer was stolen. Is it insured?

Equipment insurance is optional. If your department enrolled on-line for equipment insurance for this computer, then the loss may be covered. Call your department administrator or email the Office of Risk Management at rmequip@u.washington.edu for more information.

I need a certificate of insurance for an equipment lease/contract.

The Office of Risk Management (e-mail rmequip@u.washington.edu) issues those certificates for items insured under the Equipment Insurance program. Once the item is entered in the equipment insurance program, send us the Equipment ID number, information about the subject of the contract and where to send the certificate.

Liability Claims and Accidents

If I use my own car for a University-sponsored trip and get into an accident, am I covered? Will my auto damage be covered? What if I use a rental car?

Your personal insurance is your primary source of liability coverage, and the UW would cover you only if your personal policy is exhausted. You should contact your personal auto liability carrier. Your personal insurance is your only source of coverage for damage to your vehicle. As for rental cars, unless coverage is provided under the State Automobile Rental Agreement, whoever rents the vehicle must accept the CDW offered by the rental company. See UW Administrative Policy Statements 14.1, Section 3 for full details. Also, see the Car Insurance Coverage chart.

My car/property was damaged by a UW vehicle/employee. What do I do now?

You need to complete a University of Washington claim form and, if it was an automobile accident, a University of Washington Vehicle Accident claim form. Once we receive the completed form(s), we will investigate your claim.

I was driving a UW vehicle and had an accident. The person I hit is calling me. What do I do now?

You need to complete a State of Washington Vehicle Accident Report (Form SF137), which you can download or get from UWPD or Motor Pool. Send a copy to UWPD, and keep a copy for your records. Refer the person who is calling you to the Office of Risk Management, 22 Gerberding Hall, 543-3657, or by e-mail at claims@u.washington.edu.

I am here to serve a Summons and Complaint. Who should I give them to?

You need to serve the Attorney General's Office, which is in 101 Gerberding Hall.

How long until I receive my settlement check?

You will receive your check approximately ten days after we receive the original, executed release back from you.

My property was lost/stolen. Will UW cover the loss?

The UW does not provide coverage for lost or stolen property unless the loss is clearly the result of UW negligence. You may file a claim and we will evaluate it.

I have a contract/agreement that I urgently need to have reviewed for insurance and liability requirements. Who can help me with this?

Contact the risk consulting staff, informing them of the timeframe in which this review needs to happen, then send or fax (543-3773) the entire contract or agreement to the Office of Risk Management, Box 351276.

UCIRO

What types of complaints does UCIRO investigate?

UCIRO investigates complaints that UW employees violated some UW policy or procedure. You may refer to Administrative Policy Statement 46.3 for a description of the procedures UCIRO uses to investigate complaints, as well as information about the subject and time limitations placed on UCIRO's investigative scope.

Can you investigate student complaints that do not involve employment-related problems?

No, these complaints aren't within UCIRO's purview. You may contact the Vice Provost for Student Life's office, located at 476 Schmitz Hall, 543-4972.

Can a UCIRO investigator attend a discipline meeting with me as my representative?

No, UCIRO investigators cannot act as an employee's representative.

My manager is not discriminating against me, but he/she has poor management skills. Can you investigate this issue or help me in some other way?

No, issues related to an employee's management style are not within UCIRO's scope. You may, however, contact the Ombudsman's Office, located in Room 301 of the HUB, or your HR representative for guidance.

Can UCIRO investigate a complaint regarding UWPD's behavior if it is unrelated to my employment (e.g. I'm upset that UWPD has not "aggressively investigated" my report of theft on campus, etc.)?

No, these types of issues are outside of UCIRO's purview. However, you may file a community complaint with UWPD and they will investigate your concerns.

Can I attend a meeting with a UCIRO investigator during work hours?

Yes, you are allowed reasonable release time from your regular work schedule to meet with the investigator after notifying your supervisor.

Workers' Compensation

I’ve been hurt on-the-job, what do I do?

UW classified, professional, faculty, temporary or volunteer staff who are on-shift (full or part time) are eligible for State Fund workers’ compensation coverage. Residents and student workers being paid through payroll are covered. The State Fund/Labor & Industries (L&I) claim forms are provided at the doctor’s office. UW Office of Risk Management does have additional forms, if necessary. A University Accident/Incident/Quality Improvement Report should be completed as an additional record of the incident.

I have an employee who has been hurt on-the-job and have an L&I claim form to complete. What do I do with the form?

Claim forms should be handled carefully because they contain confidential medical information. Please forward to the Office of Risk Management, UW Campus Box 351276, to be completed.

I’ve been off work but haven’t received payment from L&I.

Call UW Office of Risk Management at (206) 543-0183. We’ll check with L&I to make sure they have a record of your claim and that your physician has submitted all the information necessary to pay you for the time you are unable to perform you job.

Who do I notify for an Emergency Event (i.e., chemical spill, fire, medical, etc.)?

For an urgent event, be sure everyone is safely evacuated from the area. Then, report the incident to the UW Police at 9-911 and UW Environmental Health & Safety Department at 543-7388. If there is property damage contact the UW Risk Management Insurance Coordinator at 543-3419.

What is the Buy Back Program?

The University of Washington is required to have a buy back program for eligible workers who are paid sick leave hours from the University and also receive timeloss payment from L&I for the same period of time. The Buy Back Program reconciles this “double payment” and allows for reinstatement of a proportionate amount of leave to your leave record. Frequently Asked Questions/Procedure About Buy Back.

I can return to work, but I am not able to do my full job yet.

Contact the Office of Risk Management and your Human Resource Representative about your release to return to work. If your department is able to temporarily modify your duties while you recover, you will be allowed to return to work with restrictions for a specified period of time. If your department is unable to modify your work, you may be eligible for continued time loss from L&I.

How do I reach my Claim Manager at L&I?

You can call the Seattle office of the Department of Labor & Industries at (206) 515-2819. You should have your claim number available when calling. You will be able to get information regarding the status of your claim or be transferred to your claim manager if you need to discuss your claim in more detail. The L&I Seattle office fax number is (206) 515-2820.

My claim closed and I’m still receiving medical treatment - what do I do?

Some exposure claims do close while the employee is still receiving treatment. For other types of claims you have 60 days from the date of closure to protest L&I’s decision to close your claim. If you do not protest, the order will become final. Notify L&I in writing that you are still being treated. Ask your doctor to submit a current treatment plan to substantiate your request. You must be receiving current and curative treatment for your claim to remain open.

How do I account for time away from work for appointments related to my claim?

L&I does not compensate workers for time missed due to doctor appointments, physical therapy, etc. You must use your own accrued leave time to cover these absences. If possible, schedule these appointments at either end of the day or during your lunch break to minimize the amount of leave time you must use.

Who is responsible for ergonomics at the University of Washington?

As with all health and safety issues at the University, responsibility and accountability for assuring the employee’s workplace meets regulatory requirements rests with the Deans, Directors, Chairs and Supervisors. As noted in the University Handbook, everyone with supervisory responsibility is expected to directly participate in assuring that safe working conditions are maintained. Supervisors provide training for those working under their direction and each employee is required to comply with occupational health and safety regulations, including reporting unsafe conditions to his or her supervisor. See UW Environmental Health & Safety (EH&S) web page for Frequently Asked Questions.

The University Health and Safety Committees are also initiating ergonomics awareness at the organizational unit level. Since these groups report to Deans, they can also provide significant “local” assistance. Deans and other administrative personnel can look to their own administrative units for assistance in fulfilling their responsibility.

EH&S has ergonomic information available.

Additionally, you can look at the L&I website on ergonomics.

What if I am experiencing pain or discomfort?

Contact your health care provider to report your discomfort. Complete the UW Incident/Accident Form which can be printed directly from EH&S web page.

What ergonomics assistance is currently available?

EH&S can provide guidance to individuals and organizational units on how they can begin to address their ergonomics issues. EH&S has traditionally provided and continues to provide ergonomic awareness training, specific training focused on back protection, and some limited technical assistance and consultation regarding ergonomic issues. For further information, contact EH&S at 206-543-7262 or www.ehs.washington.edu.

What happens if I can no longer perform my job?

If your health care provider indicates you are permanently unable to perform the essential functions of your job, but you are released to work at least 50% time and are medically stable, the University will attempt to identify an open alternative position in which to place you. This is called the alternative job search process.

Who will identify alternative positions for me?

The Disability Services Office and Human Resources work together to identify alternative positions in which to place employees. The search process places priority on identifying open and available positions for which you meet the minimum qualifications. A university-wide search will be conducted with the goal of identifying a non-competitive job in which to place you.

How is it determined that an employee can be accommodated in a job identified during the alternative job search process?

A thorough assessment of the job is conducted in order to understand what the essential functions are and what assistive devices and/or equipment may enable the employee to perform all the job tasks. The Disability Services Office provides the cost of these devices when necessary. If reasonable accommodations cannot be made, the job will not be considered a placement option.

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