This self-audit risk manager form may be printed for your use as a client for use as a suggested guide for reviewing the possible risks of your business. We suggest that you complete this once each policy year retaining a copy in your file and forward a copy to our office for our review and discussion with you.This suggested audit is in no way suggesting that this may cover all possible risks that your business may be presented with. Please add others as you feel they are needed. There is a check off line to the left of each item where the risk manager can initial the items that apply and are done correctly.
Please note that this information is not provided for this self-audit as legal advice but as suggestions to assist with the review of your risks.
An up to date risk review will assist in providing you with proper coverage, reducing possible risks, and help you meet requirements for possible premium discounts.
Please be reminded this is a team effort, missing risk checks will indicate possible increased risks you are excepting for yourself and the organization. I promise to do my best for you and I trust you will do your best so that together we will accomplish the needed risk management for the best possible results for you.
Risk Management, is the foundation for all insurance without which, you are building on quicksand in our litigious culture of today. Today we need leaders that have integrity, are focused with risk management, because they have a clear vision of people, property, litigation, and financial loss. People want to know they are safe and their children are safe with your organization's business programs, transportation, employees and volunteers, property, and data record integrity.
* Risk Management defined. The process of making and implementing decisions that will minimize the effect of accidental loss on an organization. * The Risk Management process. 1. Indentify the possible risk exposures. 2. Analyze the potential impact of the risks. Note potential Frequency Note potential severity 3. Select the best management technique. Avoid the risk Reduce the risk Retain the risk Share the risk Transfer the risk 4. Implement the selected risk management technique. 5. Evaluate the risk management with feedback. 6. Modify as needed. * Risk Management for Churches and Schools by James F. Cobble,Jr. and Richard R. Hammar ************************************************************************ Self-Audit areas to review: Please include handbooks, any written procedures, and forms for an area that you use with updates as you make them. Sample forms may included employment,volunteer, building use, maintenance reports, driver, vehicle maintenance, vehicle trip inspection, etc. You need to clearly review how and what possible affects safeguards have on each specific risk for each of the five main areas. I. Property Issues II. Business Operations III.Employees & Volunteers IV. Transportation Issues V. Data & Information Record integrity ************************************************************************
___I. Property, Personal Property, Landscape & grounds Issues ___ a. Buildings ___ 1.Use proper? ___ 2. Design proper for use, space proper for activity and number attending? ___ 3. Records ___ a. All incidences kept for 7 years? ___ b. Letter by licensed electrician certifying all electrical is up to code and any deficiencies noted and corrections timely made, sent to us annually? ___ c. Letter by licensed heating and air conditioning company certifying all units are up to code and any deficiencies noted and corrections timely made noted, sent to us annually? ___ d. Letter by licensed plumber certifying all plumbing is up to code and any deficiencies noted and corrections timely made, sent to us you feel necessary? ___ e. Letter by licensed roofing company certifying all roofs are up to code and any deficiencies noted and corrections timely made, sent to us every several years? ___ f. Letter by client risk manager sent to us annually that roof, down spouting, eves, plumbing and general building condition has been checked deficiencies noted and correction made timely and all are in good condition? ___ g. Letter by security company if you have security that all systems are working properly and any deficiencies noted and corrections timely made noted, sent to us annually? ___ h. Letter from risk manager sent annually that they check once a week the furnace rooms and mechanical rooms to see if they are free of clutter and all flammables? __ 4. Security ___ a. Central station alarm for fire, burglery, person intrusion? ___ b. Monitors for high-risk issues and locations? ___ 5. Procedures ___ a. Outside entities that may use the building complete proper forms and provide proof of insurance? ___ b. Any entities which you contract with for services as snow removal,lawn care or janitor must provide you with a certificate of insurance and list your organization as an additional insured. (send copy to our office and kept a copy in your files annually) ___ c. Do you have a fire drill at least once a year? ___ d. Do all rooms have exit routes clearly mark at eye level at the door handle? (suggested forms is white paper black outline of building exits routes in red) ___ e. Are fire extinuishers checked annually and are there a proper amount in your buildings in proper positions? ___ 6. Maintenance ___ a. Building maintenance is done according to accepted practice? ___ b. Roof checked annually for wear and replaced when needed or past warranty? (most roofs should to be replaced every 20 years) c. Down spouting and eves checked annually for wear and replaced when needed? (The cause of most building dampness and mold issues) ___ c. Electrical checked annually by qualified licensed electrician deficiencies noted and corrections timely made and noted. ___ d. Plumbing checked annually by qualified licensed plumber deficiencies noted and corrections timely made and noted. ___ e. Hot water heaters checked annually and replaced timely? ___ f. Air conditioning units checked annually by qualified licensed company deficiencies noted and corrections timely made and noted? ___ g. Heating plant checked annually by qualified licensed company deficiencies noted and corrections timely made and noted? ___ h. Check regularly furnace rooms and mechanical rooms to see if free of clutter and all flammables? __ i. Check regularly storage rooms for orderliness? ___ 7. Insurance ___ a. Are all buildings listed, any building gifted to you, or purchased recently? ___ b. Any remolding done that we should know about that might affect value? ___ c. Any additions that you forgot to tell us about that affect value? ___ b. Personal Property ___ 1. Use and space proper? ___ 2. Records ___ a. Maintenance records kept for 7 years? ___ b. Use records kept? ___ c. Excel spread sheet of inventory kept and copy to our office? ___ d. Staff/volunteer owned personal property inventory used with work? ___ e. Letter annually from risk manager that all scheduled property, both organizationally owned and staff/volunteer owned, general personal property inventory is current and listed properly that we have been provided to our office, any deficiencies note and corrections timely made? ___ 3. Security ___ a. Proper power provided for security issues and persons? ___ b. Alarms as needed for high-risk property provided? ___ c. Inventory audit of personal property done every other year? ___ 4. Procedures ___ a. Approved staff and volunteers use only? ___ b. Training for staff and volunteers done? ___ c. Scheduled property list checked for valid listing every policy year? ___ d. Inventory of building personal property done and kept current? ___ e. Excel spread sheet copy of personal property sent to our office as an alternative copy for security and integrity? ___ f. Excel spread sheet copy of staff/volunteer property? ___ 5. Maintenance ___ a. Manufacturer recommended maintenance done as suggested? ___ b.Trained and qualified persons doing maintenance work? ___ 6. Insurance ___ a. Proper values for personal property? ___ b. Property that is in the open on the property listed on schedule? ___ c. Property that is removed from premises at times listed on schedule? ___ d. Appraisals done every several years for scheduled property? ___ c. Landscape and grounds ___ 1. Use proper, enough space for buildings and activities? ___ 2. Records kept? ___ a. For incidence of breach? ___ b. Maintenance records? ___ c. Letter by client risk manager sent to us annually that all parking lots walkways, and signs have been checked for deficiencies noted and corrections timely made? ___ d. Letter by client risk manager sent to us annually that all grounds, and playgrounds have been checked for deficiencies noted and corrections timely made? ___ 3. Security provided? ___ a. Proper lighting provided and working? ___ b. Proper care of weather related issues for walkways and parking lot? ___ c. Security monitor or monitor person for landscapes and parking lots, especially during operation hours and other activities as presented? ___ 4. Procedures ___ a. How work is to be done and by whom? ___ b. Approved staff and volunteers? ___ c. Trained staff and volunteers? ___ d. Weather related issues dealt with, by whom, how, and when? ___ 5. Maintenance ___ a. Shrubs, lawns, and ground maintained properly and timely? ___ b. Parking lot and walking area in good repair? ___ c. Property items in open, retaining walls properly maintained? ___ d. Playgrounds maintained properly and timely? ___ 6. Insurance ___ a. All property listed properly, including vacant land? ___ b. Equipment in open not attached to property listed on scheduale? ___II. Business opertions ___ a. Daily transactions and such ___ 1. Records ___ a. All incidences medical, sexual misconduct, abuse kept for 7 years? ___ 2. Procedures ___ 3. Insurance coverage ___ a. Medical coverage in place for premises and adequate?(Minimum $10,000) ___ b. Foreign travel medical/life insurance when trips are out of the US? ___ 4. Security safeguards ___ a. Open doors and windows and door with windows for safeguards? ___ b. Monitors as felt necessary for safeguards? ___ c. Check transportation for safety issues? ___ f. Check all equipment for safety issues? ___ h. Outside audits done every other year? ___ b. Communications ___ 1. Records ___ a. For published materials as newsletters and web site are proper releases signed and copyrights in place? ___ b. Emails that need kept, are they properly kept? ___ 2. Procedures ___ a. Crises communication how handled and by whom? ___ 3. Insurance coverage ___ a. Risks reviewed and covered? ___ 4. Security Safeguards ___ a. How handled and by whom in place? ___ b. Web pages and email are proper secruity, copyrights, and releases in place, have backups been done? ___III. Employees and Volunteers ___ a. Records ___ 1. All sign offs by employees/volunteers kept permanently digitally or in paper form with backups? ___ 2. All applications for employees/volunteers kept permanently digitally or in paper form with backups? ___ 3. All employee/volunteer annually reviews kept permanently digitally or in paper form with backups? ___ b. Procedures ___ 1. Handbooks and forms used, read, understood, and signed off on as such? ___ 2. Applications meet proper guidelines for employees/volunteers, which sign off for doing screen as needed, release of requested referral by new employer when necessary or other, that person has not been a perpetrator of any form of sexual misconduct, harassment, or abuse to another person, release to gain info from former employee or volunteer entity or other? ___ 3. Are all expectations and responsibilities spelled out in handbook or other written form and signed off as read and understood? ___ 4. Annual reviews are done for every employee/volunteers noting quality of work, timeliness, character, attitudes ability to work with others, education, training, and abilities proper for position. (a standardized form is best for this so all are treated equal with scoring 1 - 10 for areas and instruction for the supervisor) ___ 5. Grevience procedures spelled out properly in employee/volunteer handbook? ___ 6. Sexual misconduct, harassment issues, etc spelled out in employee/volunteer handbook and followed for each person equally? ___ c. Employee/Volunteer Benefits ___ 1. Are all given equal opportunity if they meet qualifications as stated by employee/volunteer application, contract or handbook. ___ 2. ___ d. Directors and officer issues ___ 1. Are all expectations and responsibilities spelled out in writing and signed off as read and understand? ___ 2. Are qualifications written out and all treated equally with them? ___ e. Security Safeguards ___ 1. All sign offs done and kept by organization permeate? ___ 2. outside audits done every other year? ___IV. Transportation Issues ___ a. Owned vehicles and their drivers ___ 1. Records ___ a. Regular maintenance records kept on file for 7 years? ___ b. Trip inspections kept on file for 7 years? ___ c. Approved driver records kept on file for 7 years? ___ d. Safety equipment on vehicle records kept on file for 7 years? ___ 2. Procedures ___ a. Regular maintenance according to recommended automaker? ___ b. Trip inspections done each time vehicle leaves parking lot by driver? ___ c. Only approved drivers drive that are on file with our office? ___ d. All driver MVRs checked each policy year? ___ e. Checked safety equipment on vehicle for working order? ___ f. Driver trained on how to use safety vehicle safety equipment? ___ g. Driver trained in CPR and other first aid? ___ h. Driver reviews each policy year, first aid, CPR, vehicle equipment? ___ 3. Insurance coverage ___ a. Are all owned vehicles listed, including trailers? ___ b. Minimum Liability should be $1,000,000? ___ c. Minimum Medical should be $10,000? ___ d. Minimum Uninsured/Underinsured should be $1,000,000? ___ 4. Security Safeguards ___ a. Regular maintenance according to recommended automaker? ___ b. Two adult rule for proper adult/child ratio? ___ c. Proper required safety equipment on vehicle? ___ d. Driver handbook provided read, sign off sheet kept on file? ___ b. Hired vehicles and their drivers ___ 1. Records ___ a. Proper maintenance records as done sign off? ___ b. Trip inspection records kept for 7 years? ___ 2. Procedures ___ a. Only approved drivers drive? ___ b. Proper vehicle for use? ___ c. Trip inspection done before trip by driver? ___ d. Driver knows how to use safety equipment on vehicle? ___ 3. Insurance coverage ___ a. Coverage on policy or from rental company for physical damage? ___ b. Hired auto coverage on policy with minimum liability $1,000,000? ___ 4. Security Safeguards ___ a. Two adult rule for proper adult/child ratio? ___ b. Proper safety equipment on vehicle? ___ c. Volunteer vehicles and their drivers (non-owned vehicles) ___ 1. Records ___ a. Trip records kept for 7 years? ___ b. Proof of insurance kept on file for trip? ___ c. Sign off for automaker required maintenance done properly? ___ d. Driver sign off sheet for areas kept for 7 years? ___ 2. Procedures ___ a. Only approved drivers drive? ___ b. Driver MVR checked each policy year? ___ c. Sign off for proper safety equipment on vehicle and working? ___ 3. Insurance coverage ___ a. Minimum liability $100/300/100? ___ b. Suggested personal umbrella minimum $1,000,000 for driver? ___ 4. Security Safeguards ___ a. Proper vehicle for use? ___ b. Two adult rule for proper adult/child ratio? ___ c. Proper safety equipment on vehicle and working? ___V. Data and Information Record integrity ___ a. Records ___ 1. Records kept for 7 years of incidence for breaches by virus, security, power failures, etc. by persons or other and corrections? ___ 2. Proper maintenance records kept 7 years? ___ 3. Are documents of history, daily activities, financial reports, etc kept in paper form have backups? ___ 4. All records note before in audit for each area kept for 7 years in a secure place, backed up and integrity checked? (Some items must be kept indefinitely) are storage areas secure for data? b. Procedures ___ 1. Proper backup of data regularly and copies kept off premises? ___ 2. Proper check for data integrity regularly? ___ 3. Proper trained staff and volunteer working with data equipment? ___ 4. Computers proper maintenance done check drives, memory, defrag? ___ 5. Are documents of history, daily activities, financial reports, etc kept in paper form have backups? ___ 6. Proper maintenance of other equipment? ___ 7. Outside audit done at least every other year? ___ c. Insurance coverage ___ 1. Equipment coverage provided for data loss? ___ 2. Equipment coverage provided for equipment failure? ___ d. Security Safeguards ___ 1. Approved staff and volunteer only for integrity and security? ___ 2. Proper UPS protection provided? ___ 3. Proper backups done? ___ 4. Proper power source provided?