Please be reminded that we are not in the business of rendering legal, account, or safety advice; as such, all materials and suggestions should be reviewed with your professional legal, accounting or safety advisor before use.

Introduction

This self-audit risk management for your risk manager may be printed for use as a guide for reviewing the possible risks of your church and/or school. This should be done once each policy year if it is to properly assist you in managing your risk factors. If done each year, it should take less time to complete after the first year. You should retain 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 church and/or school may be presented with. Please add others, as you feel they are needed, and your annotated notes for any items. There is a check-off line, to the left of each item, for your risk manager to initial items which apply and which are completed.

An ongoing and up-to-date risk review will assist us in working  with you to help you apply proper risk techniques to your risks, as well as assess your possible risks. This process should also assist in reducing possible risks, and should provide the necessary data for you to receive the best possible insurance premiums.

Please be reminded this is a team effort; missing risk checks on the form below will indicate possible increased risks you are accepting for yourself and your organization. I promise to do my best for you, and I trust you will do your best also, so that together we can accomplish the needed risk management with 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 with integrity, and who are risk management focused, because they have a clear vision of people, property, litigation, and financial loss. People want to know that they and their children are safe with your organization's programs, transportation, employees and volunteers, property, and that data record integrity is important.  It is most unfortunate today that we live in a society that has far too often chosen to overlook the fact that there are consequences, which can both good or bad, for the choices we make concerning our actions, what we think, say, or whatever else might have an effect on ourselves or the organization we have chosen to be a part of.  This choice often leads us down a path of negligence which is the basis of a lot of property damage, loss of life, limb, moral indiscretions, as well as most litigation today against ourselves and the organizations we are a part of; it is the premise for today's risk management and reason for its necessity.

* 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. Identify 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
************************************************************************
Suggested self-audit areas to review:

• Review handbooks, any written procedures and forms for an area that you use, with updates as you make them. These should include but are not limited to employment and volunteer applications, handbooks, building use forms, building inspection forms, maintenance reports, driver application forms, vehicle maintenance records, vehicle trip inspection forms, etc.
• Review how and what possible affects safeguards have on each specific risk factor.
• Review all programs used by your organization.
• Review all employment procedures, including their training and qualifications for what they do
• Review all volunteer procedures, including their training and qualifications for what they do  
• Review all transportation issues, vehicles, driver qualifications, use, and quality.
• Review all buildings for use and condition.
• Review all personal property for use and condition.
• Review all training procedures for equipment use and care.
• Review security issues for all aspects or the organization, including the use of data.

The five main areas of review:

___I. Property, Personal Property, Landscape & Grounds Issues
___   a. Buildings 
___     1.Is use proper?
___     2. Is design proper for use, and the space proper for activity and number attending?
___     3. Records 
___       a. Are all incidences kept for seven years?
___       b. Is letter by licensed electrician, certifying all electrical is up to code,
             any deficiencies noted and corrections are timely made, sent to us
             annually?
___       c. Is letter by licensed heating and air conditioning company, certifying all
             units are up to code, any deficiencies noted and corrections timely
             made, sent to us annually?
___       d. Is letter by licensed plumber, certifying all plumbing is up to code,
             any deficiencies noted and corrections timely made, sent to us as you
             feel necessary?
___       e. Is letter by licensed roofing company, certifying all roofs are up to code,
             any deficiencies noted and corrections timely made, sent to us
             every several years?
___       f. Is letter by client risk manager sent to us annually, certifying that roof, down
             spouting, eaves, plumbing and general building condition has been
             checked, deficiencies noted, corrections made timely, and all are in
             good condition?
___       g. Is letter by security company--if you have security--, certifying that all systems are
             working properly, any deficiencies noted and corrections timely
             made, sent to us annually?
___       h. Is letter from risk manager sent to us annually, certifying that once a week, they check 

	     furnace rooms and mechanical rooms to see if they are free of clutter and all flammables?
___     4. Security
___       a. Central station alarm for fire, burglary, person intrusion?
___       b. Are there monitors for high-risk issues and locations?  
___     5. Procedures
___       a. Did outside entities who may use the building complete proper forms and
             provide proof of insurance?
___       b. Any entities, which you contract with for services such 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 keep a copy in your files annually) 
___       c. Do you have fire and storm drills as law dictates?
___       d. Do all rooms have exit routes clearly marked at eye level at the door
             handle? (suggested forms are white paper, black outline of building,
             exits routes in red)
___       e. Are fire extinguishers checked annually, and is 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 eaves 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. Are furnace rooms and mechanical rooms regularly checked to see if free of
             clutter and all flammables?
__        i. Are storage rooms regularly checked for orderliness?  
___     7. Insurance 
___       a. Are all buildings listed, including any building gifted to you or purchased
             recently?
___       b. Any remolding done that we should know about which might affect value?
___       c. Any additions that you forgot to tell us about which affect value?  
___   b. Personal Property   
___     1. Are use and space proper?
___     2. Records
___       a. Are maintenance records kept for seven years?
___       b. Are use records kept?
___       c. Is excel spread sheet of inventory kept and a copy sent to our office?
___       d. Are staff/volunteer owned personal property inventory used with work?
___       e. Is Letter sent to us annually from risk manager, that all scheduled property, both
             organizationally owned and staff/volunteer owned, that general personal
             property inventory is current and listed properly, that this info has been
             provided to our office, any deficiencies noted and corrections timely
             made?
___     3. Security
___       a. Is proper power provided for security issues and persons?
___       b. Are there alarms as needed for high-risk property provided? 
___       c. Is 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. Is 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? (this can reduce possible fire
            risks from over heating, or possible bodily injury from a malfuncting piece of equipment)
___       b.Trained and qualified persons doing maintenance work?
___     6. Insurance 
___       a. Proper values for personal property?
___       b. Is property that is in the open, on the property, listed on schedule?
___       c. Is property that is removed from premises at times, listed on schedule?
___       d. Are appraisals done every several years for scheduled property?            
___   c. Landscape and grounds
___     1. Is use proper, and is there enough space for buildings and activities?
___     2. Are records kept?
___       a. For incidence of breach?
___       b. Maintenance records? 
___       c. Is letter by client risk manager sent to us annually, stating that all parking lots
             walkways, and signs have been checked, deficiencies noted and
             corrections timely made?
___       d. Is Letter by client risk manager sent to us annually, stating that all grounds
             and playgrounds have been checked, 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. Is there a 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 schedule? 
___II. Ministry Programs
___    a. Children & Youth issues with
___      1. Records
___        a. All incidences medical, sexual misconduct, abuse kept for seven years?    
___      2. Procedures
___        a. Do handbooks for children and youth outline responsiblities and
              expectations, and are read by parents and signed off for?
___        b. Medical and activity release forms signed when trips are done or
              when activities that are of a high-risk nature?
___      3. Insurance coverage
___        a. Is medical coverage in place for premises and is adequate? (Minimum $10,000)
___        b. Event medical insurance for trips off the premises more than 72 hours?
___        c. Foreign travel medical and life insurance when trips are out of the
              USA? 
___      4. Security safeguards
___        a. Two adults rule for proper adult/child ratio for activities and such, and
              when over 20, an added adult is necessary?
___        b. Check time of day and activity for its proper application for the age
              attending?
___        c. Check location and building for safety issues?
___        d. Open doors and windows, and door with windows for safeguards?
___        e. Monitors as felt necessary for safeguards?
___        f. Check transportation for safety issues?
___        g. Check all equipment for safety issues?
___        h. Are all proper medical and activity parental sign-offs on record?
___        i. Proper pickup and drop off procedures in place for safeguards?        
___    b. Communications
___      1. Records        
___        a. For published materials as newsletters and website, 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 security, 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 annual reviews kept permanently, digitally, or
            in paper form with backups?

___      4. Are proper records kept for OSHA and other Governmental organizations?

___    b. Procedures
___      1. Handbooks and forms used, read, understood, and signed off 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. Grievance 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?
___      7. Have OSHA regulations been reviewed for compliance?
___      8. Have Department of Health regulations been reviewed for compliance?
___      9. For Clients in Ohio, have The Bureau Of Workers' Compensation been reviewed for compliance? 
___    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 permanently?
___      2. Outside audit done every other year?
___IV. Transportation Services
___    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 who 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, noted 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?   
___      5. Proper maintenance of other equipment? 
___    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?
___      5. Outside audit done every other year?