TEXAS STATE TECHNICAL COLLEGE WEST TEXAS COLLEGE OPERATING PROCEDURE

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1 TEXAS STATE TECHNICAL COLLEGE WEST TEXAS COLLEGE OPERATING PROCEDURE No. 235 Page 1 of 5 Effective Date: 07/08/2010 DIVISION: SUBJECT: AUTHORITY: Administration Risk Management System Operating Standard GA.1.6 STATUS: Approved by President s Cabinet 07/08/2010 HISTORICAL STATUS: Revised 7/10 Approved by Administrative Council 02/10/2004 PRACTICE: It is the practice of Texas State Technical College West Texas to provide a safe and healthful work environment for all employees, students, and users, in compliance with the risk management mandates pursuant to Article 8308, Texas Workers Compensation Act. PERTINENT INFORMATION: Definitions as contained in Risk Management for Texas State Agencies published by the State Office of Risk Management: Risk Management Risk Management is a process. That is, risk management is progression or series of actions that are taken with the purpose of minimizing losses or injuries in the organization. These actions may be set forth as a series of steps that lead to the goal of reduced losses and injuries. The five steps in the risk management process are as follows: 1. Identify Perils and Risk Exposures 2. Access the Significance of the Exposure 3. Select an Appropriate Risk Management Method(s) 4. Implement the Chosen Risk Management Method(s) 5. Evaluation of the Risk Management Program Peril- the cause of a loss Hazard- the condition or situation that significantly increases the likelihood loss will occur. Exposure- the possibility of a loss Concurrent Compliance Requirements Risk control measures designed to ensure compliance with safety and Health program, return-to-work, and federally-mandated programs such as OSHA, ADA, and FLSA, are mandatory and exclusion based upon risk assessment is not an option. Measures to address compliance in these areas must be included in the indicated outcomes. 1

2 RESPONSIBILITY: Departmental/employee responsibilities relating to the risk management process are delineated in Appendix A of this document. PROCEDURE: I. Annual risk Management Review A. Identification of Perils and Risk Exposures The Risk Management Committee (RMC) will meet annually with the specific intent of the identifying all perils and risk exposures at all TSTC West Texas locations. The RMC will assess perils and risk exposures attributed to College operations within the context of the following framework: 1. Perils and Hazards a. Acts of Nature b. Human Acts c. Economic Forces d. Legal Perils 2. Exposures a. Property Exposure b. Legal Liability Exposure c. Worker s Compensation Exposures d. Loss of Revenues, Production and Performance The identification process should be sufficiently comprehensive to identify all risk discernable within the realm of daily operations, as well as those risks that can be reasonably anticipated by a professional during the conduct of daily business. The methods utilized should closely parallel those outlined in the document Risk Management for Texas State Agencies published by the State Office of Risk Management on their website at A concurrent objective of this phase of the RMC review process will be evaluation of the results of prior year Risk Management efforts. The standard or threshold of acceptable outcomes to be applied to the process is very simple no losses. If injuries or uninsured financial or property losses occurred within the period under review, measures should be identified by the RMC in the current period to prevent or minimize the occurrence of similar future losses. If losses occurred despite the application of prior year risk control methods, more effective methods should be considered by the committee of implementation. II. Risk Analysis Once a list of identified hazards and perils has been complied, the risk must be thoroughly analyzed before the proper loss control techniques can be applied. Risk analysis quantifies exposures and losses so that probabilities of future losses can be projected. The risk analysis process is described in the document Risk Management for Texas State Agencies published by the State Office of Risk Management on their website at III. Selection of Appropriate Risk Management Methods Risk Control 2

3 Once a risk exposure or loss potential has been identified and analyzed, an appropriate method must be chosen for eliminating or controlling the negative impact which a loss would have on the organization. Selection of appropriate risk control techniques applicable to an identified risk should be accomplished within the following framework: A. Risk Avoidance B. Risk Prevention C. Risk Reduction D. Risk Transfer This phase of this risk management process involves a diversity of potential risk control techniques, each often times unique to the particular functional area to which they apply. The RMC should, therefore, to the best of its ability utilize a diverse cross-section of functional professional expertise to provide input into the process and to develop appropriate strategies. Risk control techniques are described in the document Risk Management for Texas State Agencies published by the State Office of Risk Management on their website at IV. Implementation of the Risk Control Methods Selected In most cases, implementation of a particular risk control method will involve revision or creation of current college procedures tailored specifically to address the targeted risk. As an example, the risk control method identified might indicate the need to process claims for damages to student vehicles more quickly. If a College Operating Procedure on the topic currently exists, revision should be in order; on the other hand, if no procedure exists, formulation of a new College Operating Procedure will be clearly indicated. When indicated, formulation or revision to particular College Operating Procedure remains the responsibility of the department to which the procedure applies. The RMC bears only the burden of identification, communication and reporting of unaddressed risk control needs. Unfortunately, not all risk controls are so direct. In many cases, criteria for application of the measures are maintained elsewhere and necessarily within the jurisdiction of TSTC West Texas. Insurance purchases, as an example, are specified by TSTC System within the criteria established by System policies and procedures. Since the RMC has no ability to directly impact such actions, it is imperative in these situations that clear communications of deficiencies occur between the cognizant agency or office and all West Texas locations. V. Risk Financing Risk control attempts to eliminate or prevent losses from occurring, or at least to reduce the frequency and severity of losses that do occur. When losses do occur, they must be financed. The RMC will, as a final step in the annual risk management review, identify the method of finance and probability of any losses considered both potentially unavoidable and likely to occur. Risk financing options are discussed in the document Risk Management for Texas State Agencies published by the State Office of Risk Management on their website at VI. Annual Review of Risk Management Documentation Upon completion of the annual risk management review process, the RMC will review the risk management 3

4 manual, comprised entirely of approved College Operating Procedures and System Operating Standards, to determine if any changes to the manual are required. Particular attention should be afforded changes in responsibility, organizational structure and program offerings. Annual changes to the RMC activity file will include summaries of outcomes of the processes listed above, documented communication to departments of requests for action indicated by the outcomes, and any additional or modified College Operating Procedures resulting there from. Once the manual has been reviewed and changes incorporated by the RMC, updates will be provided to all users via the customary College Operating Procedures and System Operating Standard distribution methodology. A listing of any administrative updates/actions required will be provided to the President along with specific recommendations as to actions required from the appropriate departments. VII. Interim Measures to Accommodate Organizational Change Although the formalized Risk Management Review is designated as an annual process within the context of this procedure, circumstances may arise periodically within the span of a given review year that require prompt action. The Risk Management Administrator is charged with responsibility for monitoring of such circumstances, as well as initiation of corrective measures. In the event circumstances are, in the judgment of the Risk Management Administrator, of sufficient scope and magnitude to require the attentions of the RMC, members will be notified and the committee will meet to address the issue at hand. Otherwise, the Administrator will act on behalf of the RMC when dealing with issues of lesser concern. VIII. Data Collection Risk identification comprises the most critical aspect of the risk management process. In order to accurately assess risk over time, historical data must be maintained and made available to the RMC for use in its assessment process as well as to Vice Presidents and Managers to use in the conduct of daily operations. By utilizing this information, the RMC can determine need for current additional risk control measures, as well as the effectiveness of measures initiated in prior periods. Such information will also facilitate preparation of the annual report on Risk Management losses to the State Office of Risk Management each October. Accident data will be provided to the West Texas College by TSTC System each quarter in a report to the Board of Regents. SUBMITTED BY: Ray Fried TITLE: VP Administrative DATE: CONFIRMED BY: Beverly Campbell TITLE: Records Manager APPROVED BY: Michael L Reeser TITLE: President DATE: DATE: 4

5 Appendix A Key Risk Management Personnel Please provide below the names and titles of the following agency personnel or the person who performs the function of the position. Please provide exact names and the specific title as the person prefers on correspondence. Indicate none if a particular position does not exist. Indicate vacant if the position is currently unoccupied. However, please specify title. Position Name Title Phone Agency Head Michael L Reeser President (325) Mike.Reeser@tstc.edu Systems Risk Jonathan Hoekstra Vice Chancellor (254) Jonathan.hoekstra@tstc.edu Manager Risk Manager Ray Fried Vice President of (325) Ray.fried@tstc.edu Administrative Legal Counsel Ray Rushing General Counsel (254) rrushing@bhesc.org HR Officer Gail Lawrence Executive Asst to President (325) Gail.Lawrence@tstc.edu Systems property David Kofnovec Accounting Supervisor (254) David.kofnovec@tstc.edu Management Property Manager Jessica Chavira Director of Procurement (325) Jessica.Chavira@tstc.edu Supplies Manager Jessica Chavira Director of Procurement (325) Jessica.Chavira@tstc.edu Forms Manager Beverly Campbell Executive Asst to President (325) Beverly.campbell@tstc.edu Records Manager Beverly Campbell Executive Asst to President (325) Beverly.campbell@tstc.edu Security Officer Debrah Merrell Chief of Campus Police (325) Debrah.merrell@tstc.edu Fleet Operations Ray Fried Vice President of (325) Ray.fried@tstc.edu Manager Administrative EDP Manager Francette Carnahan Vice Chancellor (254) Francette.carnahan@tstc.edu Emergency Debrah Merrell Chief of Campus Police (325) Debrah.merrell@tstc.edu Coordinator Worker s Comp Lupe Acosta HOD Associate (325) Lupe.acosta@tstc.edu Claims Coordinator Safety Officer Debrah Merrell Chief of Campus Police (325) Debrah.merrell@tstc.edu Additional Duty Scott Cooper Supervisor-Building (325) Scott.Cooper@tstc.edu Abilene Center Maintenance Additional Duty Tim Rudloff Supervisor of Maintenance (325) Tim.Rudloff@tstc.edu Brownwood Center Additional Duty Rick Glenn Supervisor of Maintenance (254) Rick.glenn@tstc.edu Breckenridge Center Contracts Manager Jessica Chavira Director of Procurement (325) Jessica.Chavira@tstc.edu Special Events Rick Nelson Director Auxiliary (325) Rick.nelson@tstc.edu Coordinator Financial Manager Susan Wallis Chief Financial Officer Susan.Wallis@tstc.edu ADA Coordinators Gail Lawrence Donnie Armstrong Executive Asst to President Coordinator-Counseling (325) (325) (325) Gail.Lawrence@tstc.edu Donnie.armstrong@tstc.edu 5