Please be reminded that we are not in the business of rendering legal, account, or safety advice, as such, all materials and suggestions should be reviewed with your professional legal, accounting or safety advisor before use.
Introduction
This self-audit risk management form for your risk manager may be printed for use as a guide for reviewing the possible risks of your church and/or school. This should be done once each policy year if it is to properly assist you in managing your risk factors. If done each year, it should take less time after the first year to complete. You should retain a copy in your file and forward a copy to our office for our review and discussion with you. This suggested audit is in no way suggesting that this may cover all possible risks that your church and/or school may be presented with. Please add others as you feel they are needed and your annotated notes for any items. There is a check off line to the left of each item, for your risk manager to initial items which apply and which are completed.
An on going and up to date risk review will assist us in working you to help you apply proper risk techniques to your risks as well as assess your possible risks. This process should also assist in reducing possible risks, and provide the necessary data for you to receive the best possible insurance premiums.
Please be reminded this is a team effort; missing risk checks on the form below will indicate possible increased risks you are accepting for yourself and your organization. I promise to do my best for you, and I trust you will do your best also, so that together we can accomplish the needed risk management with the best possible results for you.
Risk management is the foundation for all insurance, without which, you are building on quicksand in our litigious culture of today. Today we need leaders with integrity, and who are risk management focused, because they have a clear vision of people, property, litigation, and financial loss. People want to know that they and their children are safe with your organization's programs, transportation, employees and volunteers, property, and that data record integrity is important. It is most unfortunate today that we live in a society that has far to often chosen to overlook the fact that there are consequences which can both good or bad, for the choices we make concerning our actions, what we think, say, or whatever else might have an effect on ourselves or the organization we have chosen to be a part of. This choice often leads us down a path of negligence which is the bases of a lot of property damage, loss of life, limb, moral indigressions, as well as most litigation today against ourselves and the organizations we are a part of, it is the premise for today's risk management and reason for its necessity.
* Risk Management defined The process of making and implementing decisions that will minimize the effect of accidental loss on an organization.
* The Risk Management process.
1. Identify the possible risk exposures.
2. Analyze the potential impact of the risks.
Note potential Frequency
Note potential severity
3. Select the best management technique.
Avoid the risk
Reduce the risk
Retain the risk
Share the risk
Transfer the risk
4. Implement the selected risk management technique.
5. Evaluate the risk management with feedback.
6. Modify as needed.
* Risk Management for Churches and Schools
by James F. Cobble,Jr. and Richard R. Hammar
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Suggested self-audit areas to review:
- Review handbooks, any written procedures, and forms for an area that you use with updates as you make them, the subject and revision date should be on each page. These should include but are not limited to employment and volunteer applications, handbooks, building use forms, building inspection forms, maintenance reports, driver application forms, vehicle maintenance records, vehicle trip inspection forms, etc.
- Review how and what possible affects safeguards have on each specific risk factor.
- Review all programs use by your organization.
- Review all employment procedures including their training and qualifications for what they do
- Review all volunteer procedures including their training and qualifications for what they do
- Review all transportation issues, vehicles, driver qualifications, use, and quality.
- Review all buildings for use and condition.
- Review all personal property for use and condition.
- Review all training procedures for equipment use and care.
- Review security issues for all aspects or the organization, included the use of data.
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The five main possible areas of risk for your organization are:
I. Property Issues
II. Ministry Programs
III. Employees and Volunteers
IV. Transportation Services
V. Data and Information Record integrity
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Initial each line of risk that you feel is successfully completed please add any annoitations as needed. All review forms, sample letters, etc., mentioned below should be found by clicking on this page link
___I. Property, Personal Property, Landscape & grounds Issues
___ a. Buildings
___ 1.Is the use proper for the building?
___ 2. Design proper for use, space proper for activity and number attending?
___ 3. Records
___ a. All incidences kept for 7 years?
___ b. Review by an electrician to report that all electrical is up to code
and any deficiencies noted and corrections timely made, return our form to us.
___ c. Review by heating and air conditioning company reporting that all
units are up to code and any deficiencies noted and corrections timely
made and noted. Send info to our office on company letterhead?
___ d. Review plumbing reporting that all plumbing is up to code,
any deficiencies noted and corrections timely made, note to us.
___ e. Review all roofing, that all roofs are in good condition,
any deficiencies noted and corrections timely made, note to us.
___ f. Review by client risk manager sent to us annually, that all roofs, down
spouting, eves, plumbing and general building condition has been
checked, deficiencies noted, corrections made timely.
___ g. Review by risk manager that the security alarms are working properly
any deficiencies noted and corrections made. Note us annually.
___ h. Letter from risk manager sent annually that they check regularly the
furnace rooms and mechanical rooms to see if they are free of clutter
and all flammables?
___ I. Water treatment facility meets health requirements, deficiencies noted, corrections made.___ k. Food preparation areas meet heatlh requirements, deficiencies noted, correctons made.
___ l. Water sporting staff, life guards are certified as are other high risk staff as rope
course, archrie, and horsemanship areas with certificate copies filed with our office.
___ 4. Security
___ a. Central station alarm for fire, burglery, installation certificate necessary to us.
___ b. Monitors for high-risk issues and locations installation certificate necessary to us.
___ 5. Procedures
___ a. Outside entities that may use the building/s complete proper forms and
provide insurance certificate, list you as added insured? Send us a copy.
___ b. Any entities which you contract with for services such as snow removal,lawn
care or janitor services must provide you with a certificate of insurance and
list your organization as an additional insured. (send copy to our
office and kept a copy in your files annually done for each)
___ c. Do you have a fire exit plan in place that is reviewed with each new camp week
How about other criss issues as storms?
___ d. Do all rooms have exit routes clearly mark at eye level near the door
handle? (suggested form is a white paper with black outline of building
with exits routes noted in red)
___ e. Are fire extinuishers checked annually and are there a proper amount
in your buildings in proper positions?
___ 6. Maintenance
___ a. Building maintenance is done according to accepted practice?
___ b. Roof checked annually for wear and replaced when needed or past
warranty? (most roofs should to be replaced every 20 years at least)
c. Down spouting and eves checked annually for wear and replaced when
needed? (The cause of most building dampness and mold issues)
___ c. Electrical checked annually by qualified electrician
deficiencies noted and corrections timely made and noted.
___ d. Plumbing checked annually by qualified plumber deficiencies
noted and corrections timely made and noted.
___ e. Hot water heaters checked annually and replaced timely?
___ f. Air conditioning units checked annually by qualified licensed
company deficiencies noted and corrections timely made and noted?
___ g. Heating plant checked annually by qualified company
deficiencies noted and corrections timely made and noted?
___ h. Check regularly furnace rooms and mechanical rooms to see if free of
clutter and all flammables?
__ i. Check regularly storage rooms for orderliness?
___ 7. Insurance
___ a. Are all buildings listed, any building gifted to you, or purchased
recently that should be listed?
___ b. Any remolding done that we should know about that might affect value?
___ c. Any additions that you forgot to tell us about that affect value?
___ b. Personal Property
___ 1. Is the use and space proper?
___ 2. Records
___ a. Maintenance records kept for 7 years?
___ b. Use records kept for 7 years?
___ c. Excel spread sheet of inventory kept and copy to our office?
___ d. Staff/volunteer owned personal property inventory used with work done, copy to us?
___ e. Form updated at least annually from risk manager that all scheduled property, for both
organizationally owned and staff/volunteer owned. General personal
property inventory is current and listed properly a copy send to our office.
f. Records kept of employees and volunteers trained for the use and care of equipment?
___ 3. Security
___ a. Proper power provided for security issues and persons?
___ b. Alarms as needed for high-risk property provided?
___ c. Inventory current of personal property and sent to us?
___ 4. Procedures
___ a. Approved staff and volunteers use only?
___ b. Training for staff and volunteers done?
___ c. Scheduled property list checked for valid listing every policy year?
___ d. Inventory of building personal property done and kept current?
___ e. Excel spread sheet copy of personal property sent to our office
as an alternative copy for security and integrity?
___ f. Excel spread sheet copy of staff/volunteer property?
___ 5. Maintenance
___ a. Manufacturer recommended maintenance done as suggested, this can
reduce possible fire risk from over heating or bodily injury?
___ b. Trained qualified persons do equipment service and maintenance?
___ 6. Insurance
___ a. Proper values for personal property. inventoried?
___ b. Property that is in the open on the property scheduled?
___ c. Property that is removed from premises at times scheduled?
___ d. Appraisals done every several years for scheduled property?
___ c. Landscape and grounds
___ 1. Use proper, enough space for buildings and activities?
___ 2. Records kept?
___ a. For incidence of breach?
___ b. Maintenance records?
___ c. Letter by client risk manager sent to us annually that all parking lots
walkways, and signs have been checked for deficiencies noted and
corrections timely made?
___ d. Letter by client risk manager sent to us annually that all grounds,
and playgrounds have been checked for deficiencies noted and corrections
timely made?
___ 3. Security provided?
___ a. Proper lighting provided and working?
___ b. Proper care of weather related issues for walkways and parking lot?
___ c. Security monitor or monitor person for landscapes and parking lots,
especially during operation hours and other activities as presented?
___ 4. Procedures
___ a. How work is to be done and by whom?
___ b. Approved staff and volunteers?
___ c. Trained staff and volunteers?
___ d. Weather related issues dealt with, by whom, how, and when?
___ 5. Maintenance
___ a. Shrubs, lawns, and ground maintained properly and timely?
___ b. Parking lot and walking area in good repair?
___ c. Property items in open, retaining walls properly maintained?
___ d. Water sporting areas maintained properly, meets health checks?
6. Insurance
___ a. Shrubs, lawns, and ground maintained properly and timely?
___ a. All property listed properly, including vacant land?
___ b. Equipment in open not attached to property scheduled?
___II. Ministry Programs
___ a. Children & Youth issues ___ 1. Records ___ a. All incidences medical, sexual misconduct, abuse kept for 7 years?
b. Copy of all handbooks and forms used kept on file indefinately, samples sent to us?
___ 2. Procedures
___ a. Handbooks for children and youth outline responsiblities and
expectations, read by parents and signed off for as read?
___ b. Medical info and activity release forms signed when trips done or for
normal activities?___ c. Pickup of child and drop off forms checked properly?
___ 3. Insurance coverage in place
___ a. Medical coverage in place for premises and adequate? (Minimum $10,000)
___ b. Event medical insurance trips off the premises more than 72 hours?
___ c. Foreign travel medical and life insurance when trips are out of the
US? (Most US medical insurance does not provided needed coverage)
___ 4. Security safeguards
___ a. Two adult rule for proper adult/child ratio for groups of 20 or less
and added adults as such for any over 20 to maintain the 2/20 ratio?
___ b. Check time of day and activity for its proper application for the age
attending?
___ c. Check location and building for safety issues?
___ d. Open doors and windows and door with windows for safeguards?
___ e. Monitor as felt necessary for safeguards?
___ f. Check transportation for safety issues, and child/adult ratio?
___ g. Check all equipment for safety issues?
___ h. Are all proper medical and activity parental sign offs on record?
___ i. Proper pickup and drop off procedures in place for safeguards?
___ b. Communications
___ 1. Records
___ a. For published materials as newsletters and web site have proper releases
signed and copyrights in place? Are proper spoke persons agreed upon?
___ b. Emails, letters, advertizing, newsletters, and other communications kept?
___ 2. Procedures
___ a. Crises communication how handled and by whom?
___ 3. Insurance coverage in place
___ a. Risks reviewed and covered?
___ 4. Security Safeguards
___ a. How handled and by whom in place?
___ b. Web pages and email are proper secruity, copyrights, and releases in
place, have backups been done?
___III. Employees and Volunteers
___ a. Records
___ 1. All sign offs by employees/volunteers kept permanently digitally or in
paper form with backups?
___ 2. All applications for employees/volunteers kept permanently digitally
or in paper form with backups?
___ 3. All employee/volunteer annually reviews kept permanently digitally or
in paper form with backups?
___ b. Procedures
___ 1. Handbooks and forms used, read, understood, and signed off on as such?
___ 2. Applications meet proper guidelines for employees/volunteers, which
sign off for doing screening as needed, release of requested referral by
new employer when necessary or other, that person has not been a
perpetrator of any form of sexual misconduct, harassment, or abuse to
another person, release to gain info from former employee or volunteer
entity or other? All volunteers should have a quality record with their church.
___ 3. Are all expectations and responsibilities spelled out in handbook
or other written form and signed off as read and understood?
___ 4. Annual reviews are done for every employee/volunteer noting quality of
work, timeliness, character, attitudes ability to work with others,
education, training, and abilities proper for position. (a standardized
form is best for this so all are treated equal with scoring 1 - 10 for
areas and instruction for the supervisor)
___ 5. Grevience procedures spelled out properly in employee/volunteer
handbook?
___ 6. Sexual misconduct, harassment issues, etc spelled out in
employee/volunteer handbook and followed for each person equally?
___ 7. Staff orientation meeting before each new camp period or week of camp?This should cover training for equipment they use, review procedures, etc.
___ 8. Have OSHA regulations been reviewed for compliance?___ 9. Have Department of Health regulations been reviewed for compliance?___ 10. For Clients in Ohio have The Bureau Of Workers' Compensation been reviewed for compliance?___ c. Employee/Volunteer Benefits ___ 1. Are all given equal opportunity if they meet qualifications as stated by employee/volunteer application, contract or handbook. ___ 2. Are benefits and perks given out equally. ___ d. Directors and officer issues ___ 1. Are all expectations and responsibilities spelled out in writing and signed off as read and understand? ___ 2. Are qualifications written out and all treated equally with them? ___ e. Security Safeguards ___ 1. All sign offs done and kept by organization indeffinately? ___ 2. Outside audits done every other year? ___IV. Transportation Services ___ a. Owned vehicles and their drivers ___ 1. Records ___ a. Regular maintenance records kept on file for 7 years? ___ b. Trip inspections kept on file for 7 years? ___ c. Approved driver records kept on file for 7 years? ___ d. Safety equipment on vehicle records kept on file for 7 years? ___ 2. Procedures ___ a. Regular maintenance according to recommended automaker? ___ b. Trip inspections done each time vehicle leaves parking lot by driver with groups? ___ c. Only approved drivers drive that are on file with our office? ___ d. All driver MVRs checked each policy year? ___ e. Checked safety equipment on vehicle for working order? ___ f. Driver trained on how to use safety vehicle safety equipment? ___ g. Driver trained in CPR and other first aid, if carry groups? ___ h. Driver reviews each policy year, first aid, CPR, vehicle equipment for those that carry passengers? ___ 3. Insurance coverage ___ a. Are all owned vehicles listed, including trailers, golf carts, and such? ___ b. Minimum Liability should be $1,000,000? ___ c. Minimum Medical should be $10,000? ___ d. Minimum Uninsured/Underinsured should be $1,000,000? ___ 4. Security Safeguards ___ a. Regular maintenance according to recommended automaker? ___ b. Two adult rule for proper adult/child ratio for groups? ___ c. Proper required safety equipment on vehicle? ___ d. Driver handbook provided read, sign off sheet kept on file? ___ b. Hired vehicles and their drivers ___ 1. Records ___ a. Proper maintenance records as done sign off? ___ b. Trip inspection records kept for 7 years? ___ 2. Procedures ___ a. Only approved drivers drive? ___ b. Proper vehicle for use? ___ c. Trip inspection done before trip by driver? ___ d. Driver knows how to use safety equipment on vehicle? ___ 3. Insurance coverage ___ a. Coverage on policy or from rental company for physical damage? ___ b. Hired auto coverage on policy with minimum liability $1,000,000? ___ 4. Security Safeguards ___ a. Two adult rule for proper adult/child ratio? ___ b. Proper safety equipment on vehicle? ___ c. Volunteer vehicles and their drivers (non-owned vehicles) ___ 1. Records ___ a. Trip records kept for 7 years? ___ b. Proof of insurance kept on file for trip? ___ c. Sign off for automaker required maintenance done properly? ___ d. Driver sign off sheet for areas kept for 7 years? ___ 2. Procedures ___ a. Only approved drivers drive? ___ b. Driver MVR checked each policy year? ___ c. Sign off for proper safety equipment on vehicle and working? ___ 3. Insurance coverage ___ a. Minimum liability $100/300/100? ___ b. Suggested personal umbrella minimum $1,000,000 for driver? ___ 4. Security Safeguards ___ a. Proper vehicle for use? ___ b. Two adult rule for proper adult/child ratio? ___ c. Proper safety equipment on vehicle and working? ___V. Data and Information Record integrity ___ a. Records ___ 1. Records kept for 7 years of incidence for breaches by virus, security, power failures, etc. by persons or other and corrections? ___ 2. Proper maintenance records kept 7 years? ___ 3. Are documents of history, daily activities, financial reports, etc kept in paper form, have backups? ___ 4. All records note before in audit for each area kept for 7 years in a secure place, backed up and integrity checked? (Some items must be kept indefinitely) are storage areas secure for data? b. Procedures ___ 1. Proper backup of data regularly and copies kept off premises? ___ 2. Proper check for data integrity regularly? ___ 3. Proper trained staff and volunteer working with data equipment? ___ 4. Computers proper maintenance done check drives, memory, defrag? ___ 5. Are documents of history, daily activities, financial reports, etc kept in paper form have backups? ___ 5. Proper maintenance of other equipment? ___ c. Insurance coverage ___ 1. Equipment coverage provided for data loss? ___ 2. Equipment coverage provided for equipment failure? ___ d. Security Safeguards ___ 1. Approved staff and volunteer only for integrity and security? ___ 2. Proper UPS protection provided? ___ 3. Proper backups done? ___ 4. Proper power source provided? ___ 5. Outside audit done every other year?Risk Manager (Please Print) ___________________________ Fax Completed Form to 614-899-6000
Risk Manager Signature _______________________________ Date _______________
Client Name _____________________________ Best Phone Number __________________
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