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Your Summer Risk Management Checklist

May 24, 2022 David Wylie

Risk management checklist with felt tip pen making red check marks in circles

Soaring temperatures and stifling humidity are not the only risks your schools should consider this summer. Forecasters predict another busy hurricane season. Tire blowouts are more likely in the summer, and those long-forgotten chemical storage closets won’t clean themselves.

Use this risk management checklist as the starting point for a comprehensive action plan that protects your productivity, your budget, and most importantly, your staff and students this summer.*

People

Property

Vehicles

Unemployment compensation

Cybersecurity

People

Protect against heat illness

Employee wearing hard hat, safety glasses, and protective gloves while drinking waterMuch of the hard work that goes into preparing schools for fall happens during the hottest months.

Give maintenance staff, custodians, food service employees, and grounds crews the information and equipment they need to protect against heat illness.

Understand coverage risks

  • Can you ask employees and volunteers to sign “hold harmless” agreements if they are injured while  helping with landscaping projects, on-site voting, or other summer initiatives?
  • Is your school liable if someone injures themself?
  • Will the Fund defend you if you’re sued?

Before you welcome employees, students, parents, or community members onto district property to work or volunteer this summer, identify the risks and learn how your coverage addresses those risks.

Take control of your chemical inventory

It’s usually more expensive to compliantly dispose of chemicals than it is to purchase new chemicals. Expired chemicals can also pose serious safety risks. With students gone, add "take control of our chemical inventory" to your summer risk management checklist.

No-cost resources

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Property

Prepare for an active hurricane season

Satellite view of hurricaneHurricane seasons runs from June through November. Even if your organization isn't in a hurricane's direct path, you could experience tornardos, floods, or power outages.

Visit our hurricane season toolkit for the resources you need to protect your people, property, and vehicles.

Protect unoccupied facilities

Roof leaks, loose electrical outlets, and other minor maintenance issues are more likely to escape notice when facilities are unoccupied  for long periods.

Left unaddressed, they can mushroom into major repairs or replacements.

Follow these tips to help ensure your administrative offices, campuses, and other facilities are in good condition and ready to welcome staff and students back from summer break.

Verify the Fund has an accurate inventory of your property

Reporting your property inventory is an important duty of Fund membership. You can also use inventory data to launch a preventative maintenance program that extends the life of your property and saves money for your organization.

No-cost resources

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Vehicles

Take advantage of the CDL waiver by June 30

The Texas Department of Public Safety is offering a waiver for the "under the hood" portion of the CDL testing requirement until June 30, 2022.

Make sure your drivers understand waiver limitations before they apply.

Prevent tire blowouts

Asphalt roads soak up summer sun during the day. All that heat can cause your tires’ internal pressure to expand beyond capacity. 

Proper inflation is key to preventing blowouts:

  • Check the owner’s manual or the Tire and Loading Information Label on the driver’s side door for the proper pounds per square inch.
  • Reference your white and yellow fleet owners’ manuals, as well as the National Highway Traffic Safety Administration, for more tire maintenance guidance.

Besides reducing the risk of blowouts, properly inflated tires save as much as 11 cents per gallon on fuel, and they last an additional 4,700 miles on average, according to the National Highway Traffic Safety Administration.

Verify the Fund has an accurate inventory of your vehicles

Reporting an accurate vehicle inventory is an important duty of Fund membership. You can also use inventory data to implement a fleet preventative maintenance plan that extends your vehicles' lives and saves money for your schools.

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Unemployment compensation

Respond to claim notifications

The TWC gives employers 14 days to respond to most claim notifications:

  • The clock starts ticking when the form is mailed, not when you receive it.
  • The TWC doesn’t consider school holidays a valid reason for untimely responses.
  • If you miss the deadline, you could lose your right to appeal.

Bottom line: Monitor TWC claim notifications online or by regular mail this summer to ensure a timely response.

No-cost resources

Get more tips for protecting your unemployment compensation program in this InsideRM article. 

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Cybersecurity

Comply with the annual training requirement

Computer hacker wearing black jacket with hood, talking on cellphoneUnder state law, your designated cybersecurity coordinator must complete annual training from a Department of Information Resources-approved program. by by August 31 every year.

The training requirement also applies to board members who have access to a district computer system or database and use a computer to perform at least 25 percent of their duties.

Fund members with Privacy & Information Security coverage benefit from a State-approved, on-demand training course at no additional cost.

No-cost resources

Follow these four best practices to boost your cybersecurity program and prepare for your coverage renewal.

*This InsideRM summer risk management checklist provides an overview, not a comprehensive list, of best practices. For more guidance, use the related resources and work with your TASB risk solutions consultant.

Tagged: Auto, chemicals, claims, compliance, coverage, "cyber security", "disaster preparedness", "emergency management", "first report of injury", flood, "severe weather"