EFFECTIVE DATE: December 20, 2019
PRESIDENT: Juan Sánchez Muñoz
This policy statement describes the guidelines of the risk management program at the
University of Houston-Downtown (UHD) intended to preserve and protect its physical,
human, fiscal, and environmental resources.
2.1 Employee: Any person employed by and paid through the payroll system of the
University of Houston-Downtown.
2.2 Near Miss: An incident that leaves no injuries, no property or equipment damages and
little or no evidence that it even occurred. Near miss reporting enables early
intervention and improves the safety culture by identifying risks before an accident
2.3 Occupational Accident: A sudden, unplanned, unintentional event or occurrence that
interrupts the efficient completion of a work related activity.
2.4 Occupational Exposure: An exposure to a condition or conditions that may result in the
contraction of an occupational illness.
2.5 Occupational Injury: Physical harm or damage occurring to an employee because of an
accident or an event compensable under the Texas Workers’ Compensation Act and
arising out of, or in the course of, the employee’s employment with the University of
2.6 Risk Management: A specialized process used to minimize and control the
University’s exposures and losses.
3.1 The University is committed to minimizing the total cost of managing and mitigating risk
a. Routinely identifying significant known perils and risks to which the University may
b. Avoiding unnecessary or unreasonable exposures to the extent practicable,
c. Taking reasonable and appropriate loss control techniques to control the frequency
and severity of losses that are unavoidable, and
d. In accordance with State law, insuring individual or aggregate exposures that
represent a large potential loss that the use of normal operating funds for coverage
would be prohibitive.
3.2 University Risk Manager’s Responsibilities:
3.2.1 The University Risk Manager serves under the direction of the Vice President
for Administration and Finance, and is responsible for planning, organizing,
coordinating, implementing, monitoring the University's risk management
program in consultation with the University of Houston System Office of Risk
3.2.2 The Risk Manager’s authority and responsibilities shall not cross over into other
functional areas of the University; however, a comprehensive risk management
program touches all functional areas of the University. Accordingly, all
functional areas shall cooperate with the Risk Manager in the development and
implementation of the risk management program.
3.3 Prompt Reporting of Accidents, Incidents, Near Misses and Property Loss
3.3.1 It is imperative that any incident that occurs either on or off campus that could
be considered a claim be reported to the appropriate party within two business
days. This includes, but is not limited to:
a. An employee who is injured while conducting official University business;
b. An individual who is not an employee is injured on campus;
c. An accident involving a University vehicle including low-speed vehicles
such as golf carts, Segways, etc.; and
d. Property damage to University-owned property.
3.4 Employee Occupational Injury, Illness, Exposure or Near Miss
3.4.1 The University is required to fully cooperate with the State Office of Risk
Management to properly administer the state employee workers’ compensation
program. When an employee injury occurs:
a. Contact and forward reports to the Benefits staff in Employment Services
and Operations (ESO).
b. Contact the Office of Environmental Health and Safety (EHS)
representative to conduct a prompt investigation of the incident.
3.5 Accidents Involving a Student, Visitor, Vehicle or Property Loss
3.5.1 Forward all initial information (within two business days) and subsequent
follow-up information to:
a. The University of Houston-Downtown Risk Manager, who in turn will
forward the information to the University of Houston System Risk
3.5.2 Contact the EHS representative to conduct a prompt investigation of the
4.1 Employee Occupational Injury, Illness, Exposure or Near Miss
4.1.1 The University is required to fully cooperate with the State Office of Risk Management
to properly administer the state employee workers’ compensation program. Details
regarding UHD’s Workers’ Compensation may be found in PS 02.A.25, Workers’ Compensation.
4.1.2 Students and/or visitors involved in an accident on-campus must complete the
Student/Visitor Incident Report form, and submit to the Office of Environmental
Health and Safety.
4.1.3 Should the individual involved in the accident be unable to complete the
Student/Visitor Incident Report form initially, the UHD employee and/or
witness should provide an initial assessment of the incident via email or Police
4.2 Vehicle Accidents
Drivers involved in a vehicle accident, whether the vehicle is damaged or not, must complete the
Auto Accident Report form and submit to the Risk Manager to determine if a claim for physical damage is applicable.
4.3 Property Loss or Damage
4.3.1 The University of Houston System Property Loss Claim Report must be
submitted to the Risk Manager when there is property loss or damage.
4.4 General Liability
4.4.1 Accidents or incidents which create a possible liability against the University
must be reported promptly to the Risk Manager.
Responsible Party (Reviewer): Vice President for Administration and Finance.
Review: Every three years on or before May 1
Signed original on file in Employment Services and Operations.
Issue #1: 08/04/99
Issue #2: 07/09/15
SAM 01.C.02 - Risk Management - Allocation of Insurance Premium and ClaimReimbursement
SAM 01.C.13 - Risk Management - Business Use of Vehicles
SAM 01.C.11 - Risk Management - Property Loss Claim
PS 02.A.25 - Workers' Compensation Policy
Student/Visitor/Contractor Accident Report Form
Vehicle Accident Report
Property Loss Report