UNIVERSITY OF NORTH DAKOTA Reporting a Loss & Filing a Claim

CLASS OBJECTIVES: Assist departments in understanding the importance of maintaining and completing accurate inventories for insurance purposes. Importance of Location codes when reviewing inventory. Better understand the process of filing a claim. To minimize losses for the University and recover maximum dollars when losses occur.

TYPES OF INSURANCE: State Fire & Tornado deductible is $5,000. (state- owned bldg. & property) Inland Marine deductible is $2,500 for off campus and outside campus equipment & $5,000 for non-owned bldgs. Boiler & Machinery deductible is $5,000 (covers boilers, pressurized vessels, electrical and electronic machinery) Flood coverage is limited to specific buildings.

Terrorism Coverage The University has terrorism coverage through State Fire & Tornado and through our Inland Marine policy. The term “act of terrorism” means any act that is certified by the Secretary of Treasury, in concurrence with the Secretary of State, and the Attorney General of the United States-to be an act of terrorism; to be a violent act or an act that is dangerous to human life property, or infrastructure; to have resulted in damage within the U.S., or outside the U.S. in the case of an air carrier or vessel or the premises of a U.S. mission; and to have been committed by an individual or individuals acting in behalf of any foreign person or foreign interest, as part of an effort to coerce the civilian population of the U.S. or to influence the policy or affect the conduct of the U.S. government by coercion.

IMPORTANCE OF NOTIFICATION: Important to notify UND Office of Safety of losses so they can better assess the losses as a whole for the University and to receive maximum reimbursement from insurance. Better assessments can be made as to the insurance needs for the University in the future.

OUTLINE FOR PROCEDURES: WHEN A LOSS OCCURS: Break-In If criminal involvement is a factor, call the UND Police at Water Damage Shut off the water source, if possible, and/or make temporary repairs to prevent further damage. Contact Operations Center at to have someone from the Facilities Mgmnt. come to assess the damages. If computers/equipment have suffered water damage, contact Office of Safety at Steamatic needs to be contacted immediately. They will dry out the equipment and sometimes they are able to dry the equipment out with no damage. Costs are recoverable under insurance. Fire Damage Limit movement in the affected area to prevent further damage. Close doors in affected areas to localize smoke odors as much as possible. Do not turn on any light switches, TVs, stereo or electronic appliances until they have been checked and cleaned. Take photos of the damaged area or call Office of Safety at and someone from this office will take the photos for you.

CLAIM FORM Fill out a Departmental Building/Property Loss Report which is available online form to or fax to

INVENTORY GUIDELINES: How to list old equipment? Departments receive desks, file cabinet, etc. from surplus property should be inventoried. Review and delete minor inventory that the department no longer possesses. Items that are leased/rented and valued under $100,000 do not need to be placed on inventory sheets. Departments should tag for tracking purposes. Worldwide transit coverage if inventory is coded as Off Campus or OnAreaCam. Equipment is insured anywhere in the world up to the reported value including transit. If item is being taken off campus or overseas but is not coded Off Campus or OnAreaCam, must contact Office of Safety to get it insured with our Inland Marine provider. Outdoor equipment must have location code of “OnAreaCam” not under a building location. Personal Property that is not intended to be used within, to maintain or service the building or structure on its premises must be coded Off Campus if it gone from campus more than 7 consecutive days. It is insured thru Inland Marine. Personal Property that is intended to be used to maintain or service the building or structure on its premises must be coded to the building it is normally stored in if gone from campus for ninety (90) consecutive days. It is insured thru State Fire & Tornado.

University Property/Equipment Check-Out Forms To assist departments in tracking equipment that is being checked out by a student, employee, or another department, please have one of the forms completed. The forms are located on this web site: safety/riskmanagement.cfmhttp://und.edu/finance-operations/office-of- safety/riskmanagement.cfm

IMPORTANCE OF INVENTORY SHEETS: When a loss occurs, you may be asked to provide documentation showing that the item/items are listed on your inventory sheets. Claims can be denied if we do not have an accurate inventory listing. May create a substantial financial loss to the department and to the University.

PREVENTATIVE MEASURES What can your department do to prevent a loss? Secure items in a locked closet. Complete the Equipment Check-out forms located on this web site: Place plastic covers over computers and equipment if possible at night. Put Kensington locks on electronic equipment if it has to sit out in the open. Ex.: CILT putting out electronic equipment for other departments doing classes or workshops.

FAQ’s For additional assistance, contact Thank you for your attendance.