Risk Management Services works with each campus department on a continuous basis to assure our entire fleet of vehicles is properly reported to our insurance company and that all the necessary coverage is in place. The University’s automobile insurance is part of a master policy issued to The State of North Carolina. All University-owned vehicles, trailers, and mobile equipment are covered under this one policy.
Campus departments have the option to insure individual pieces of University-owned computer or other business equipment with all-risk insurance. Having the option to selectively decide what to insure allows campus departments to pay a premium for only those items. Coverage for these items is handled through the State Property Fire Insurance Fund.
Risk Management Services purchases a campus-wide fine arts insurance policy that covers all our owned works of art, rare books and other historic collections. This policy also extends coverage to on-loan exhibits. Our campus regularly hosts on-loan art exhibits and we work with all interested parties to assure these exhibits are properly protected and insured.
Risk Management Services can help explain statutes and provides consultation to campus customers regarding The Defense of State Employees Act. As an agency of the State of North Carolina, our University is subject to different and sometimes more complex rules on when it comes to employee liability and certifying our coverage. These rules are outlined in The Defense of State Employees Act found in our General Statutes.
Risk Management Services’ insurance responsibilities include protecting our greatest assets – our employees and students. We assure that all employees are covered against claims or lawsuits that may arise out of the scope of their employment. Certain employees and students require more personalized attention against professional liability exposures. We work directly with all health affairs areas to assure their practitioners and students in training are individually covered against medical malpractice situations.
Risk Management Services assists campus departments with assuring their property is properly insured. Included with this service is identifying property that may be qualified for all-risk insurance and helping them to place this coverage when it is cost-effective to do so. All-risk is the most comprehensive property insurance offered to campus departments, protecting against loss or damage to property arising from any fortuitous event, except such as may be specifically excluded. All building and contents located on campus has a minimum of fire and lightning coverage. In order to insure locations away from campus, it would be necessary to contact Risk Management Services to add the location to our policy.
Risk Management Services provides a Student Internship Liability Insurance Program to campus departments in order to protect their interning students. Our student interns are put into professional settings and given professional responsibilities. However, in many situations, they may not have professional liability insurance protection. A student intern also can be subject to a malpractice claim. Our Student Internship Liability policy offers general and/or professional liability protection.
Our risk management responsibilities are not limited to the confines of campus. With increasing student and faculty international travel, the challenge of assuring their protection and safety increases too. We offer a Travel and Study Abroad Insurance Program available to students, faculty and their families while traveling abroad. In the event of injury or sickness, this program facilitates and pays for their medical treatment while in the foreign country. Another program benefit includes medical evacuation services if there are not adequate medical facilities within close proximity.
On behalf of our campus customers, Risk Management Services obtains Certificates of Insurance from our insurance carriers and produces them as evidence of our compliance. Certificates of Insurance are required for nearly all contracts, agreements and formal partnerships the University may be involved in.
Risk Management Services performs cost-benefit analyses to determine the most appropriate deductible levels for our insurance policies or when it is proper to retain risks. We also assure the necessary internal funding requirements are in place for the University’s deductible or retained portion of a loss. Many of the University’s insurance programs are self insured or have large deductibles.
Risk Management Services serves as a clearinghouse for all the University’s insurance premiums. On behalf of the entire campus, we deal directly with our insurance brokers and carriers to negotiate the best coverages and prices. And once coverage is purchased, we pay the insurance carrier directly from our accounts.

This process serves the interest of our campus customers in several ways. Using our experience, it assures that the proper insurance coverage is being purchased and that the premiums are paid in a timely fashion with no lapse in coverage. And it relieves campus departments of this administrative duty so they can focus on their educational missions.

Although we initially pay the premium, these insurance costs are ultimately allocated back to the campus department that requested the coverage. This internal charge-back program is done electronically through ConnectCarolina. By making campus departments responsible for their “cost of risk,” they take greater ownership and fiscal responsibility.

Risk Management Services plays a key role in the management of the University’s entire portfolio of risks. We recognize that many other campus units share in this responsibility, and we partner with those units to achieve an enterprise-wide, coordinated and synergistic approach to managing all University risks. By providing this team-oriented approach, our campus customers are assured they have the full force of the University’s risk management resources behind them. We further recognize the risks we face constantly change so our strategies must remain fluid. This ongoing and rigorous process involving our entire campus allows us to prioritize and efficiently use our risk management resources.
In order to minimize our contractual liability, Risk Management Services reviews hold harmless and indemnity agreements to assure the proper hold harmless, indemnity and insurance language is in place and that all parties are in compliance. As the University’s sponsored research, outside partnerships, vendor relations and other public service missions increase, written agreements must be in place to properly document the terms and conditions of these arrangements.
Risk Management Services handles any insurance claims that may arise out of the University’s insurance programs. We serve as a liaison between the campus unit that incurs an insured loss and the insurance company to assure the claim is adjusted in a fair and timely basis. Our aim is to remove the administrative duties of the claim from the campus unit so they can continue with their missions.
With our large, decentralized organization, each campus unit has unique risks. We work with units in a proactive fashion, helping to identify and assess the risks that are specific to them. Once identified, we determine the most responsible and cost-effective ways to manage these risks. The risk management techniques we use include any combination of risk prevention, risk acceptance, risk avoidance or risk transfer strategies. Although departments each have unique risks, we attempt to avoid a silo approach to risk management where each department remains isolated to what the rest of the campus is doing. Accordingly, we institutionalize our risk management programs so that the entire campus takes ownership and shares a consistent risk profile. This ownership and consistency brings greater transparency to our stakeholders.
One of the first requirements to a successful risk management program is identifying the risks that impact our University. Risk Management Services records campus-wide risk data in our Risk Management Information Systems. The information collected in this database can be a valuable resource to your department. With it, you can identify loss tends, perform cost-benefit analysis for your department’s risks, benchmark your loss progress, track insurance values and calculate your “Cost of Risk.”
Risk Management Services continuously works with all campus units to assure we are current with fire insurance due to the acquisition of new buildings and that our entire portfolio of property has been reported to the State Property Fire Insurance Fund. Our University is required by General Statute to insure its property in the Department of Insurance’s State Property Fire Insurance Fund.
When the University experiences damage to its property or vehicles from a responsible outside party, Risk Management Services provides the subrogation and recovery resources and expertise to help recover our costs from the responsible party or their insurance carrier.
Our office is responsible for promoting business continuity planning throughout the entire campus—each School, each department, each unit. We assist campus departments in defining critical functions for themselves, and help to ensure that financial and material resources are conserved and used effectively before, during and after a disaster or serious interruption of business activities.

Essential functions vary by department, but they are generally defined as those tasks or activities that must be maintained in order to ensure financial or operational survival. Asking, “What is the minimum level of service or activity my department can offer and still consider myself to be ‘in business,’” can assist with identifying essential functions. Resilience is defined by the ability to absorb the impact of a business interruption and continue to provide a minimum acceptable level of service. Our office can help define these functions and strategize with campus units to ensure they have the resources necessary to maintain essential functions during a disaster.

Our office will provide campus units with and guide them through the completion of COOP templates, which detail how each unit’s essential functions will continue and/or resume should the work place be affected by a disaster or significant interruption. The Business Continuity Office has developed three specific COOP templates to address the most significant losses of any disaster: human resources, loss of work area, and/or loss of information technology/utilities. Each unit on campus is expected to complete all three of these templates. Participation in these efforts ensures the entire campus is well prepared to meet any interruptive challenge.

Campus units are not expected to complete these templates alone; in fact, your COOPs are coordinated with all other University departments’ COOPs to ensure the best management of resources. The Business Continuity office will assist you in identifying your essential functions, determining potential locations for work area recovery, and developing work-around procedures.
Upon activation of a COOP, or any other business continuity plan, it is appropriate to call the Business Continuity office. We will provide you hands-on assistance when possible, and help coordinate your efforts with other University units.

Prior to an interruption or disastrous event, the Business Continuity office assists University units in assessing disaster recovery services from outside vendors and helping units secure appropriate contracts for large scale recovery if appropriate. We will also help develop and manage reciprocal agreements between campus departments to better promote our campus-wide business continuity planning.