Comprehensive Administrative Unit Program Review Worksheet

Transcription

1 Administrative Unit Area: Risk Management Comprehensive Administrative Unit Program Review Worksheet Prepared By: Kara McGee Academic Year: I. Administrative Unit Description A. Mission Statement Provide the department/division mission statement that includes its primary functions, modes of delivery, and target audience. The role of Risk Management is to protect the human, financial, physical and reputational assets of the District. Working against accidental loss through: Identification and mitigation of loss exposures by performing risk assessments and analysis with departments, evaluation and selection of appropriate risk management techniques, management of claims involving bodily injury, property damage, automobile and other types of losses, administration and management of workers compensation, liability, property, and other efforts through insurance programs. The primary functions of Risk Management are: contract evaluation for risk, liability and protection of District property, management of Property & Liability Insurance, administer student & athlete accident Insurance, responsibility for Worker s Compensation Insurance and reducing worker s compensation claims as well as handling Occupational Health and Safety programs and Ergonomics. The District actively participates in two joint powers associations (JPA) through our Insurance carrier, Keenan & Associates. Within this JPA are two organizations the District participates in; Riverside Schools Risk Management Authority (RSRMA) and Statewide Association of Community Colleges (SWACC). These organizations assist with supporting the District through trainings offered on site and via their electronic training module, Keenan Safe Colleges. Other benefits include bringing services for property and liability claims administration, safety and loss control expertise and pooling with other Districts through the largest member of the Protected Insurance Program for schools and Community Colleges (PIPS). As far as forms of communication, the risk management department delivers information and communication via electronic mail and from our risk management web page Occasionally, the team will need to send paperwork via US mail however that is used as a last resource. The target audience stretches from Faculty, Staff and students and extends to the public who visit our campus for a variety of events ranging from fundraisers to sporting events.

2 B. Organizational Chart Provide an organizational chart of your unit Interim Director of Support Services & Risk Management Kara McGee Professional Expert- Risk Barb Oberg Director of Support Services & Risk Management Kara McGee Risk Management Coordinator Vacant

3 C. Staffing (Full, Part Time, Temporary, Consultants/Professional Experts, Student Workers, etc.) List and briefly describe each position in the unit. Name Title Location Description Kara McGee Interim Director of Support Services & Risk Management SJC & MVC Implement programs to reduce worker s compensation claims, Chair Safety committee and bring forth updated policies and procedures to ensure risk mitigation. From contract evaluation to determine risk to assisting the coordination of filing claims for the District to ensure proper use of Liability for District property protection, Student & Athlete Insurance claims and assisting in providing a safe and healthy workplace through ergonomics and valuable trainings and resources. Risk team members are presently located at each site to provide faculty, staff and students immediate access to a risk professional. Barbara Oberg Professional Expert SJC Clerical support for risk related programs, assist with compliance reporting, schedule and attend meetings along with arranging location and equipment. Serves as contact for injured students and workers to ensure forms are collected and properly completed. Follows up on ergonomic requests and routes completed reports. II. Administrative Unit Needs Assessment A. DEPARTMENTAL/DIVISION DATA AND RESEARCH i. Summarize Key Indicators for Department/Division Report the number of customers served and/or provide a general description of the population(s) served by the department (students, faculty, staff, community, etc.) in academic year Item Reported worker s compensation injuries from The Company Nurse Reported Student and Athlete injuries Reported injuries from PD via incident reports (note, these numbers could and probably are duplicated from the WC and Student athlete/student injuries) Amount of customers Methods of communication served for Academic year 38 Injuries could be reported in a variety of ways, mostly via The Company Nurse phone triage system. 12 Student athletes and Injuries reported to both Athletics and Risk 9 non- athlete students management 55 Incident reports are forwarded upon the request of risk, if we know about the incident.

4 Employees identified through Keenan Safe Colleges 1774 Trainings are scheduled through Keenan Safe Colleges Website hits on the risk mgmt. 559 MSJC Website Portion of the Bus. Serv. page. (NOTE: Risk has its own page now) Safety committee participants Average between people attending every monthly safety meeting. Arrange meetings via and meet in person with linked conference rooms on both main campuses. Ergonomic Evaluations 15 requested through online program Review of contracts 50 and/or hand write notes NOTE: The data above does not include the daily s involving assessment and analysis of risk from a variety of other departments. Additionally, risk is a department that promotes preventative measures so the goal is to have low numbers in the incident groups (reported injuries) and high numbers in the preventative measures (training and website). ii. Has there been any change in the status of your unit (since the last program review cycle)? The risk management department has grown significantly since the last review cycle. As the District continues to move toward a growth, the representation and information related to risk grow in concert. The population served by the area of risk management includes: faculty, staff, students and visitors. From refining processes to increasing communications, the risk unit continues to inform, mitigate and educate through resources and access of information to prevent and reduce risk to the District. iii. Have activities in other areas of the district impacted your unit? With more activities happening both on and off campus, risk mitigation is necessary to ensure proper insurance coverage is attained. B. DEPARTMENTAL/DIVISION ASSESSMENT i. Administrative Unit Outcomes and Assessment a. Number of defined administrative unit outcomes: There are three defined administrative unit outcomes b. List all Administrative Unit Outcomes for the Department/Division 1) In support of students, risk management will increase training opportunities to create a culture of safety. 2) In support of students, the risk department will work to refine processes for programs to mitigate and reduce risk. 3) In support of students, the risk management team will continue to improve communication about risk practices at the District by holding trainings and workshop to inform the campus community about pertinent risk related items, updating Administrative procedures as necessary and update our website regularly. ii. Assessment Reports

5 Has the department/division generated any type of report summarizing performance on the Administrative unit outcomes? Yes/no If so, please attach the summary files. Yes, however information is shared through the safety committee website or other in house trainings provided at the District. Dialogue about Assessment Results Summarize the most recent academic year assessment results. (250 words or less) Prompt: What types of dialog regarding assessment results have taken place within the department/division? What specific changes have been made to respond to outcome assessment results? Describe recommendations for the short and long-term. The assessment results are reported out in the following format: weekly manager s meetings, monthly staff meetings and Business Office Leadership Team (BOLT) meetings culminating with the end of year Business Services meeting All Hands on Deck. III. Planning and Resource Requirements To inform the next round of institutional planning, please list and discuss your goals and objectives, along with any additional facilities, staff, technology, equipment, and professional development that would improve effectiveness or increase department productivity. Specifically connect your goals and needs with the analysis of department/division data and assessment above. A. Program Goals i. Identify goals and objectives of your program and describe how you will attain them. Which of these will you begin addressing this year? Preparation for obtaining goals has already started, most have to go through Executive cabinet and the shared governance process and then on an internal monthly goal worksheet that logs current scheduled projects along with projects that are unplanned but need to be addressed. ii. Briefly summarize how department/division goals/objectives support the MSJC Strategic Plan. Please address how the department/division goal supports the Strategic Plan goal(s), what action(s) will be taken, and the timeline for anticipated completion of the action. I believe the goals listed below directly support the goals and objectives of the MSJC Strategic Plan specifically with the last four goals: Goal 7: Promote quality of institution through enhanced communication within the community, Goal 8: Enhance the overall campus life experience, Goal 9: In an effort to serve students, build bridges between instructional services, student services and administrative services and Goal 10: Increase the College s visibility, value and recognition in the service area. GOAL/OBJECTIVE STRATEGIC PLAN GOAL(S) ACTION PLAN TIMELINE FOR COMPLETION

6 Scan all past worker s compensation files Establish annual compliance calendar and publish on Risk website Create and implement Chemical Hygiene Program Create Training matrix for all (Employees, Students, Substitutes, Volunteers and coaches) through Keenan Safe Colleges Updating the field trip request process to include electronic forms/approvals and update AP/BP to ensure wording accurately reflects coverage Goal 5 Reduce paper usage by 15% No defined strategic goal but related to Systematic Planning and assessment. 9.1 Increase professional development across and within all divisions 9.1 Increase professional development across and within all divisions Goal 5 Departments will automate at least one process Request for files to be scanned Collect important compliance dates and create calendar Work with Keenan Loss analyst, deans and faculty of Science depts. On both campuses In progress, updating system with accurate employee information and assigning appropriate job courses relational to position. Have completed draft, will be submitting to EC for approval. July, 2016 Complete by July, 2016 Complete by July, 2016 Start immediately, hoping to implement by Fall, 2016 Start immediately, hoping to implement by Fall, 2016 B. Resource Requirements i. Facilities - Identify facility needs (i.e. new facilities, improvements to existing facilities) based on the data and analysis above that would improve student success and department/division effectiveness. Presently, risk is operating out of the bookstores and is meeting the immediate need to be centrally located on both campuses. In the future, as the bookstore staff increases the risk department will eventually need to relocate and find space at both of the larger campuses. ii. Staffing - Identify staffing needs (i.e. reclassification, new positions) from the data and analysis above that would improve student success and department/division effectiveness. With more support staff, more programs could be implemented therefore the request for an additional full time coordinator position that can devote 100% of the time to following through on the technical pieces of the risk management position would allow the District programs to continue to grow.

7 iii. Technology - Identify any technology needs (i.e. new/updated equipment, new/updated software, etc.) from the data and analysis above that would improve student success and department/division effectiveness. The area of risk needs a new computer, we have a very old and slow computer that needs to be replaced. iv. Equipment - Identify any equipment (i.e. office supplies, equipment too expensive for the department budget) from the data and analysis above that would improve student success and department/division effectiveness? v. Professional Development - Identify professional development opportunities that would improve student success and department/division effectiveness? IV. Budget Allocation RAP (Resource Allocation Proposal) Submissions For which needs identified previously in this program review will you be submitting a RAP? V. Final Summary A. Based on the data and analysis contained in this review, please forward your three greatest needs to your dean/division vice president. B. Discuss any major activities/highlights/achievements and any innovations during the past year. Risk management continues to grow here at Mt. San Jacinto College, one of our greatest achievements was continuing to decrease our worker s compensation claims and mitigating risk at the District. C. Please list all staff who participated in this review. Kara McGee and Barb Oberg D. Any suggestions, concerns or constructive criticism regarding the MSJC program review process? In my opinion, safety and risk are severely underrepresented in the Strategic Plan. It would be helpful to see how this is addressed/accomplished at other College s.