Risk Management

UAF Risk Management

The Risk Manager’s goal is to assist and support faculty, staff, and students in identifying and mitigating the risks associated with work at the University and to protect the University from loss.

Insurance Coverage & Claims

The University of Alaska is self-insured for major types of coverage (auto, liability, property, workers’ compensation, etc.) through a pool of funds maintained by the System Office of Risk Services. Throughout the year, claims are paid from the risk pool, which is replenished annually by assessments to each MAU based on various exposure bases (property values, number of employees and vehicles, etc.) and claims history.

For a list of covered and excluded items, click here.

Filing a claim

All claims should be filed through Origami. Click HERE, then click on the Online Incident Reporting box.

Submit the following documents to the Risk Manager:

Once received, the RM will review for insurance needs based on the agreement and route to SW Risk Services for processing and issuance of the COI.

If insurance is required from your organization or your visiting performer, we will ask for a Certificate of Insurance (COI) with the following stipulations:

  1. The University of Alaska Fairbanks listed as Certificate Holder
    • Under the Certificate Holder:
      University of Alaska Fairbanks
      C/O UAF Risk Management
      PO Box 758145
      Fairbanks, AK 99775-8145

  2. The University of Alaska shall be listed as Additional Insured in the ‘description of operations’ or as a separate endorsement; whichever is required of your insurer.

  3. The contracting agent's insurance shall be primary and the University of Alaska shall be non-contributory.

  4. The UAF department, UAF group or UAF facility that is being covered through the COI and Contract should be indicated under the ‘description of operations/locations/vehicles’ section.

  5. A Contractual Agreement signed by the organization or performer to support the Certificate of Insurance – this can be the Short Form Contract or the Event Space Rental Agreement. 

Student accident insurance coverage is available, upon request, to University of Alaska students by direct application for coverage through the System Office of Risk Services for this type of coverage.

Coverage is only available for University of Alaska programs that are:

  • University scheduled;
  • University sponsored; and
  • University supervised (by UA staff member)

For activities outside of this description see Event Insurance tab.

For claims, fill out the Student Accident Claim Form. It is recommended that you fax related claims documents directly to the carrier rather than mail, as claims MUST be submitted within 20 days of the accident.

For events using UA facilities:

Typically, outside entities utilizing UA facilities are required to carry insurance covering that use whereas affiliated entities using UA facilities are covered by the University's self-insurance or student accident insurance. If your group doesn't already carry liability insurance, this coverage can be purchased, at cost to the user, through the University's Tenant User Liability Insurance Program (TULIP) provider.

Click here to obtain a quote and purchase event insurance.

Click here for information on Sports Camps insurance.

Additional information about events coverage can be found on the System Office of Risk Services's Insurance webpage. If you are not sure which type of insurance is necessary for your event or activity, consult with the Risk Manager.

There are additional insurance requirements for events involving minors. Please consult the Protection of Minors Program page for more information.

Workers’ Compensation is a state-mandated program that provides benefits to employees who suffer injuries or occupational disease in the course and scope of employment.

The University of Alaska is self-insured for Workers’ Compensation benefits and claims are handled in-house by System Office of Risk Services claims adjusters in accordance with Title 23 of the Alaska Statutes and Title 8 in the Alaska Administrative Code.

For a certificate of our worker's compensation self-insured status for disbursement of display, click here.

To begin the claims process or report an unsafe condition, click here.

Information about other types of coverage can be found on the System Office of Risk Services's Insurance webpage. Coverages described include, but are not limited to: 

  • Study Abroad - information only
  • Foreign Visitor - for purchase
  • Travel Accident Insurance - for employees only
  • Athletics
  • Art
  • Automobile
  • Aviation
  • Crime
  • Employment Practice Liability
  • Foreign Liability
  • General Liability
  • Marine
  • Property

Driving

Driving University Vehicles or on University Business

All cited requirements are in accordance with the UA Transportation Safety Guidelines and applicable UAF, UA, and BoR policies and regulations.

(Note: the policies and guidelines regarding driving are currently being reviewed by the System Office of Risk Services and EHSRM stakeholders, and are subject to change.)

Individuals must complete the UA driver authorization process when they meet any of the following conditions: 

  • Driving on UA business is required by the official job description
  • A UA vehicle has been assigned for their use
  • A rental vehicle is being secured using UA funding
  • Where a CDL license is required for UA work
  • Drivers who will be required to drive for a period exceeding 14 (fourteen) consecutive days
  • For long distance travel (greater than 50 miles one way)
  • Drivers who will transport groups, students, minors, and/or other non-UA affiliated persons

 

For employees for whom driving on UA business is only occasionally required and who utilize personal vehicles  in the local area for those tasks:

There are no requirements to complete at this time. However, driving a personal vehicle for business purposes is undertaken at your own risk as UAF does not provide insurance coverage for employees driving their own vehicles. You must maintain private auto insurance on personal vehicles used for business purposes. 

All drivers must meet the following qualifications: 

  • Must have a minimum of 3 years licensed driving experience
  • Be in compliance with licensing and insurance requirements
  • Have not been convicted within the last three years for:
    • Two or more moving violations
    • Two or more at fault accidents
    • Driving under the influence of alcohol or drugs
    • A pattern of moving violations or reckless driving behavior which is demonstrated by the accumulation of more than five points against their drivers’ license
  • Individuals that will drive groups of minors must also meet the criteria of being at least 21 years of age.
    • NOTE: This is ONLY for driving GROUPS of minors for UA(F) business purposes and/or in a UA vehicle. It is not acceptable at any time to drive alone in a vehicle with a minor. 

If the driver does not meet the basic qualifications for Authorized Driver status (i.e. less than 3 years of driving experience, etc.) contact Risk Manager for guidance.

Prior to completing the Driver Authorization form, all drivers should have the following documentation prepared in an electronic, uploadable format:

  • A photocopy of driver's license- front and back;
  • A screenshot of the completed UAF Driver Training quiz with a 100% score - the quiz is linked in the training slides (must be updated once every three years); and
  • Current DMV records for all states the driver resided in the last 3 years: these can usually be requested online through your state’s DMV website (Alaska DMV) and must include record from the state in which the driver is currently licensed. These records must be updated annually.
    • New UA(F) employees whose background checks contained a MVR check can get a note of confirmation to upload for their first year in lieu of their DMV records. 
    • UA(F) employees can obtain their Alaska MVRs at no cost to the department. The MVR request form for employees is linked below in the Resources and Links menu. 

 

You may need additional documentation under the following circumstances:

  • If you will be driving a van or transporting more than eight passengers, you will need to upload proof that you have successfully completed the Passenger Van Safety training. If you do not have access to MyUA, please contact the Risk Manager for alternative access to the training.
  • If you will be towing a trailer, you will be asked to upload proof you have completed training. There is not currently training available for this driving activity, so please upload proof of your UAF Driver Training a second time when prompted for this documentation.
  • If you are driving a UA(F) vehicle while conducting business on behalf of another organization, you will be required to upload a current Certificate of Insurance (COI) from home institution or organization showing coverage for worker’s compensation and general liability (if possible, the COI should name UA(F) as an additional insured or, for public institutions, as a certificate holder with respect to general liability coverage).
  • If you are a volunteer for UA(F), ensure your UA(F) supervisor has completed a Volunteer Checklist on your behalf.
  • If you will be transporting minors, please contact the Protection of Minors Manager to ensure you are compliant with all requirements.
  • If you are court-ordered to have an SR-22, you will be required to upload a copy of the SR-22 document.

Helpful Hints:

  • The Driver Authorization form times out in 45 minutes, and your work will not be saved. Please have all required documents prepared prior to attempting to complete the form.
  • Any forms missing required documentation will be returned to the driver for correction. 
  • Any drivers who will be transporting minors will not be approved to drive until their Protection of Minors requirements are met in their entirety.

Driver Authorization forms must, at a minimum, be submitted and approved annually as long as an individual is required to be an authorized driver. Effective February 20, 2026, the previously utilized Category I and Category II forms will no longer be an acceptable format for authorizing individuals to drive. 

For individuals who have a UA single-sign on (SSO) account:

Use the SSO Driver Authorization Form.

 

For individuals who do not have a UA single-sign on (SSO) account:

Use the Non-SSO Driver Authorization Form.

Helpful Hint: You must click the 'Submit' button at the bottom of the form to trigger the review process. Your work will not be saved if you do not submit the form. If a 'Submit' button is not present on the form, that is an indication that you missed a required item. Please review the form carefully to determine which item or checkbox was not completed.

If you encounter difficulties with either version of the form or require a format accessible to someone without internet access, please contact the UAF Risk Manager.

You can check the status of any forms with which you've interacted in your NextGen dashboard. If you are not familiar with accessing your dashboard, you can go to this OIT help page and access the dashboard from there. In the dashboard, you can click on the menu item “My Forms/Portal” and access your "My Forms History" button on the main section of the page. You should be able to view your form in PDF or HTML format to determine if it has been approved, as well as save or print a copy if you'd like. 

When the form is complete, you should also receive an email from DynamicForms that states a co-signer has signed the form. If your supervisor has not yet signed the form, you should let them know to check for the email prompting their review. If they are not familiar with the DynamicForms platform, it may be interpreted as junk mail and get overlooked or deleted.

For SSO Driver Authorization Form users, it may often appear as though not everyone has signed the form. Rest assured, your supervisor is always the last individual in the workflow to review the form. If they have approved and signed the form, then you are an authorized driver!

If you have any questions, please contact the UAF Risk Manager.

Travel

For situations and circumstances not covered here, consult Risk Manager at rwhitman@alaska.edu or 907-474-5487.

For field research or other remote travel,  please see the Field Safety page for more information.

Resources and links for remote travel include but are not limited to: 

Board of Regents regulation R05.020.060 requires prior approval for "use of boat, snowmobile, all-terrain vehicle (ATV), motorcycle, private aircraft, or other non-conventional modes of transportation." EHSRM is the designee for this approval. Likewise, UAF Policy 05.04.020 prohibits the use of off-road vehicles on campus unless specifically authorized.

To make this process as easy as possible, please fill out the Non-Conventional Modes of Transportation form (PDF) and email it to the UAF Risk Manager with any substantiating documents and proof of training for review and determination of approval.

For use of a privately owned air or watercraft, submit the following completed documents in addition to the Modes of Transportation form, to the UAF Risk Manager for review and routing to SW Risk:

Private Aircraft Agreement (PDF)
Private Watercraft Agreement (PDF)

 

International Travel - Staff/Faculty

International Travel Approval Process
All UAF official travel must be approved through Concur. The full process for requesting international travel and recording relevant risk mitigations can be found here.

Any travel to a location with a U.S. State Department Level 3 or Level 4 advisory warning must have a completed and approved International Travel Emergency Action Plan. 

Assistance and Insurance Coverage
Employees traveling internationally have access to AIG's pre-travel planning assistance. Here you have access to immunizations, legal services, medical assistance and evacuation and repatriation information. Go to: AIG (PDF) to see what coverage and assistance you have available to you. 

For more information about Travel insurance coverages carried by UAF, please visit the Statewide Office of Risk Services website. 

Passport copies should be left with your PI or stateside UAF department contact

Register your travel with the STEP (Smart Travel Enrollment Program)

International Travel - Students

Information regarding potential coverage for students traveling abroad can be found on the System Office of Risk Services's Insurance webpage.

For short-term travel:

  • Student Accident Insurance may be available if it meets the criteria for enrollment in the program. 

For study abroad:

  • Insurance for students traveling abroad is limited and specific to your trip's circumstances.
  • Please review the information available on the System Office of Risk Services's website  to assess what personal coverage you may need to obtain.

Loss Prevention Program

Any university employee may apply for Loss Prevention (LP) projects. LP projects can also be requested by department heads or campus environmental, health, safety, and risk management (EHSRM) staff. LP funding is made available to UAF by Statewide Risk (SW Risk) each fiscal year.

Please note that all loss prevention applications must be submitted by March 15th of each fiscal year. The supporting documentation (invoice and banner screen) must be submitted by May 15th to EHSRM for reimbursement and closure.

Ergonomic loss prevention applications must be accompanied by a written Ergonomic Assessment by Bethany Pitts. She can be reached at bjgraves@alaska.edu. The amount available for ergonomic applications is a maximum of $400.

You must submit a complete application to the Risk Manager for it to be processed. This includes a completed and signed application and an ergonomic assessment report which lists your proposed purchase as recommendation. All documents will be sent to EHSRM for review/approval. Once approved EHSRM will provide an activity code for departments to reconcile in banner.

See below for information on how to submit a LP application.

Requests for installation of security cameras are due to EHSRM by December 15th due to the time frames associated with ordering and billing of these cameras. When submitting your application, please include a review by UAF Police to ensure that your camera(s) are located in an area that will provide you with the best coverage. Camera request need to be coordinated with many departments including Facilities Services, Design and Construction, OIT, and others which also takes time to manage. LP funding is available to assist departments with purchasing the cameras and not the cost of installation or additional fees.

See below for information on how to submit a LP application.

  1. Review Loss Prevention Guidelines and Information
    Note:Applicants will no longer provide a department specific fund and organization account codes when submitting LP requests. EHSRM will provide applicants a specific activity code, once the LP request is approved by EHSRM and SW Risk to purchase LP items. Applicants can expect longer LP approval periods, but departmental specific funds will not be used to make LP purchases. **LP purchases made prior to EHSRM/SW Risk approval will not be reimbursed, and will be the responsibility of the owning department**

    LP Guidelines and Information (PDF)

  2. Identify the problem and develop a plan to mitigate the risk
    Examples of prior projects include: video surveillance cameras; a sanding unit to reduce slips, trips and falls across campus; portable welding fume hood; key swipe cards to provide safe access; machine guards; hiring CSOs for safety reasons at various campus functions; training for protection of minors issues; and replacement of an art material with a safer option.

  3. Provide supporting evidence for your application
    This can be completed by a risk assessment through risk management or previous incident reports, police reports, Cause of Loss Reports, or any other supporting data available.

  4. Calculate costs and savings that will arise out of the LP project
    In many cases, this will be a rough estimate. However, please do your best to develop and clearly demonstrate direct or indirect costs and savings that could be realized as a result of implementing your proposed LP project. If you are purchasing a piece of equipment, requesting training, buying supplies or other items, please provide a copy of the estimated cost of these items with your application.

  5. Fill out a Loss Prevention funding application.

    Loss Prevention funding application form (PDF)

    You only need to fill out the first page of the application and attached your backup. The scoring portion will be completed by Risk Management.

  6. Get approval signature from your appropriate department head or supervisor.
    This step is to confirm that management can support your plan as well as provide additional funding that may be necessary if the plan exceeds the LP funding limit or matching funding is required.

  7. Submit your application to campus EHSRM office.
    Please e-mail the complete application to rwhitman@alaska.edu. EHSRM will perform the initial review and approval. Once approved by the campus EHSRM office, the application will be forwarded to the System Office of Risk Services (SW Risk) for review and final approval. EHSRM will notify you of approval and provide an activity code to assist with reconciling the purchase in Banner.


    NOTE: ERGONOMIC LP APPLICATIONS WILL GO THROUGH BETHANY PITTS PRIOR TO SUBMITTING TO EHSRM.     All ergonomic applications will be funded for a maximum of $400.

  8. If approved,you can implement the project at any time with the accounting codes provided by EHSRM. Once complete you will need to submit a copy of the invoicing for the project. EHSRM will a acquire a banner screen showing that the invoices were paid from UAF Financial Services. Once receipts and banner screens are received, they will be submitted to SW Risk for reimbursement and closure with UAF Financial Services.

Volunteers

18 & Older:

  1. Review the Guidelines on Using Volunteer Services
  2. Provide Information to be Given to UA Volunteers to your volunteer
  3. Fill out a Volunteer Qualification Checklist, then send to the following for approval if required:
    • Dean/Director - always required
    • Risk Management - required if Questions 1, 2, 4, 5, and 6 on page 2 of the form are 'yes'
    • Human Resources - if Question 4 on page 2 of the form is 'yes'
  4. Keep a copy of the Volunteer Qualification Checklist on file in hard copy for 3 years, and in electronic format for an additional 4 years.
  5.  Ensure the volunteer completes Title IX training.

Minors:

Contact UAF Protection of Minors Manager at 907-474-6015 or UAF Human Resources 907-474-7000 for information and additional requirements.

This checklist is the initial step to provide the legal worker's compensation coverage that volunteers would be afforded while doing work for the university.

Yes, each volunteer should have an accompanying checklist. If you have 10-20 volunteers with the same answers, doing the same work, with the same UAF supervisor; then you can fill out one checklist and send a list of all the volunteers' names and addresses that go with that checklist.

This is a common mistake. A collaborator is someone who works for another organization or institution, or is self-employed who is working or collaborating with UAF in order for both parties to benefit in some way. Typically guest speakers or key note speakers are not volunteers.

Another example would be a sponsor of a program, who works for another organization, who is volunteering their time on behalf of their company, they are a collaborator.

You do not fill out a volunteer checklist for collaborators.

No, volunteers cannot be supervised by someone they are related to or a cohabiting couple supervising one another. Volunteers must follow the policies that are required of employees with regard to supervision.

The checklist requires that volunteers be under the direct supervision of a university employee. Volunteers should be supervised in order to be sure that they are acting on behalf of the university at all times that they are volunteering for the university. They should be held to the same standard as an employee would be.

In order to be sure that the volunteer is representing the university's interests, direct supervision of their work is required.

No, to have a volunteer drive on behalf of the university you must send in a written request for a waiver.  Contact the risk manager for additional requirements.

Agreements and Contracts

Event Space Rental Agreement - Google Docs 

Short Form Contract for Guest Speakers, Performers, and Miscellaneous Services

Contact information

Contact

Becca Whitman
Risk Manager

907-474-5487
rwhitman@alaska.edu