Policy Introduction

POLICY

The Florida Cabinet has adopted a program for the central purchase of insurance through the Division of Purchasing, Department of Management Services, implementing the authority granted by Florida Statutes. Pursuant to this action, the Division of Purchasing retains the authority to purchase insurance of behalf of the State University System (SUS). Due to the unique nature of the SUS, this authority has been extended to individual institutions like the University of North Florida (UNF). Subsequent actions by the Legislature have embraced the concepts of risk management and created self-insurance programs administered by the Department of Insurance, Division of Risk Management. These include automobile, general liability and workers’ compensation and property (fire fund). 

These actions and the desire to control losses have created the need for planning, development, maintenance and coordination of a comprehensive insurance and loss-prevention program for UNF. Subject to regulations of the Department of Insurance and the Department of Management Services, UNF plans, coordinates and acquires insurance coverage in accordance with its needs and within the policies of the University of North Florida Board of Trustees (BOT). 

UNF has designated certain individual(s) with the responsibility for administration the university’s insurance programs. The department of Environmental Health & Safety (EH&S), Insurance and Risk Management performs all duties relating to the procurement and administration of the university’s insurance needs, with the ability to respond to questions generated within and without the university on coverages provided or available. This office further coordinates claims and policy administration with the UNF Board of Trustees (BOT) and insurance acquisitions with either the Department of Management Services, the Department of Insurance, and private providers. 

PROCEDURES

Unless otherwise stated in the attachments to this Standard Practice, the following procedures shall apply to insurance and self-insurance administration. 

Risk Analysis

Periodically, the university shall survey and analyze categories of risk within the university. This is accomplished on an ongoing basis during written policy updates, Campus Safety and Security surveys, meetings of the Campus Safety Advisory Council, University Police Department surveys audits by the State Fire Marshall, Department of Environmental Protection, Department of Health, and UNF Department of EH&S. 

Coverage Acquisition

UNF arranges for the acquisition of all coverages required in this program through EH&S. It is the policy of the BOT to purchase all commercially provided insurance through the Division of Purchasing, Department of Management Services when in the best interest of the SUS.  

The university shall direct requests for acquisition of insurance as provided for in each section of this program. Prior approval of the BOT is not required for the direct purchase of any insurance by UNF. 

Premium Assessments and Payments

Invoices for any assessment due under the self-insurance program administered by the Division of Risk Management are forwarded directly to the university with appropriate instructions as to the method of payment. EH&S receives these invoices for tracking and record keeping purposes and forwards them to the Controller for payment. 

The university shall provide for timely payment of invoices in accordance with Florida Statutes, for all forms of insurance coverage. 

Claims Procedures

Any occurrence out of which a loss or claim under any category of insurance/self-insurance may arise shall be reported by the involved person(s) to EH&S. EH&S is responsible for transmitting the reported occurrence and filing the claim with the appropriate agency in writing. 

The report shall state as completely as possible the nature of the loss/claim and include police reports, photographs, investigation reports and /or audit reports, as applicable. 

Reporting Channels 

Commercial Insurance

All claims/losses under these insurance policies shall be reported by EH&S to the appropriate insurance agent or as instructed by the policy. 

Self-Insured Funds

All claims in the General Liability, Automobile Liability, and Works’ Compensation area and all losses to property covered by the Fire Fund are handled by the Division of Risk Management. The Division of Risk Management has established reporting procedures for these claims/losses which are followed by EH&S. All of these claims/losses shall be reported directly to the Division of Risk Management, with copies to the Office of the General Counsel. 

The contents of UNF’s Risk Management & Insurance Program encompass the following areas: 

1. Automobile 
2. Boiler and Machinery 
3. Crime Comprehensive Dishonesty, Disappearance and Destruction of Money and Securities 
4. Disability, Accidental Death and Dismemberment
   1. Student Health
   2. Athletic Statewide Camps
   3. Miscellaneous Health Coverages
   4. Law Enforcement, Special Disability 
5. Dishonesty Public Employees Blanket Bond 
6. Fire and Extended Coverage, Flood and Rental Value 
7. Medical, Professional and Premises Liability 
8. General Liability - Civil Rights Actions 
9. Inland Marine Fine Arts Property Miscellaneous 
10. Marine 
11. Worker’s Compensation