Report from an Evaluation of the Florida Agricultural and Mechanical University Loss Prevention Program REPORT NUMBER SFLPP-33-15/16-FAMU April 14, 2016 Issued by: Department of Financial Services Division of Risk Management Bureau of Risk Financing and Loss Prevention 200 East Gaines Street Tallahassee, Florida 32399-0337
CONTENTS Page EXECUTIVE SUMMARY... ii 1.0 INTRODUCTION AND SCOPE OF REVIEW... 1 1.1 AGENCY REVIEW PROCESS OBJECTIVE AND SCOPE... 1 1.2 AGENCY REVIEW PROCESS METHODOLOGY... 1 2.0 AGENCY BACKGROUND... 2 3.0 OBSERVATIONS AND CONCLUSIONS... 2 3.1 ADMINISTRATION... 3 3.2 SAFETY... 11 3.3 WORKERS COMPENSATION... 24 4.0 ATTACHMENTS... 30 5.0 SIGNATURE PAGE Department of Financial Services Agency Review Report Page i
EXECUTIVE SUMMARY Pursuant to the requirements of Section 284.50(4), Florida Statutes (F.S.), the Division of Risk Management (the Division), Florida Department of Financial Services, conducted an agency review of the Florida Agricultural and Mechanical University (FAMU) loss prevention program based on Section 284.50, F.S. and the. The agency review was conducted in four phases consisting of planning and research, fieldwork, data review and analysis, and report drafting and distribution. The conclusions were organized into the key elements of administration, safety, and workers compensation (WC). The governmental entity being reviewed herein will be referred to as the university. Administration The Division observed that the university president has allocated sufficient resources to the Environmental Health and Safety (EH&S) department by ensuring that the office is staffed with appropriate personnel to implement the loss prevention program. The Division observed that FAMU has in place a designated safety coordinator (SC), alternate safety coordinator (ASC), and WC coordinator (WCC) who participate in various processes within the university safety and loss prevention program. The Division further observed that the university president has appointed the director of EH&S to serve as the SC, while the university risk manager serves as the ASC. Additionally, representatives from various university departments have been assigned by the university president to serve on the campus-wide university safety committee to provide support to the safety and loss prevention program. The Division observed that EH&S has documented measurable goals and objectives that include a statement of safety policy and responsibility, as required per Section 284.50, F.S. The Division observed that the SC reports annually on the safety and loss prevention goals, statistics, and progress to the university president and senior leadership team. Additionally, the Associate Vice President for Facilities, Planning, Construction, and Safety, as well as the Vice President of Finance serve on the university s quarterly safety committee. Their participation on this safety committee allows for awareness of continuing program progress, problems, and corrective actions. The Division observed that the SC and WCC serve on the university safety committee, which meets on at least a quarterly basis, and more often if required, to discuss issues relating to loss prevention and necessary corrective actions. Additionally, the SC communicates with the WCC concerning the First Reports of Injury when an accident investigation is in process. The Division observed that the SC communicates and collaborates with the Division regarding loss prevention data, implementation of best practices and agency activities, and attends the quarterly Interagency Advisory Council meetings. The Division observed that the university has a process in place to recognize safety and loss prevention efforts by employees. Individuals receiving recognition for their efforts are featured on the EH&S website and are eligible to receive additional recognition during the university president s leadership meetings and the FAMU convocation ceremonies. Department of Financial Services Agency Review Report Page ii
Safety The Division observed that the director of EH&S serves as the SC for the university and is delegated the responsibility for the administration of the loss prevention program. The SC works to develop safety-related policy and procedures; provides safety training; conducts trend analyses; leads accident investigation efforts; and works to develop close relationships with departments throughout the university in an effort to ensure safety remains a focus for strategic operations. The Division observed that the SC and WCC review the First Report of Injury forms, and the SC leads the investigation of each incident to ensure follow up and corrective actions are completed. Additionally, First Reports of Injury are reviewed during the university safety committee meetings in which both the SC and the WCC are active participants. The Division observed that claim data are documented and tracked by the SC and reviewed by the university safety committee. The data are used to direct information provided through safety training and in the safety newsletter. The Division observed that the university has established a campus-wide safety committee for the purpose of providing support necessary to further the efforts of the university s safety program. The safety committee meets on at least a quarterly basis, and is comprised of representatives from departments throughout the university, the WCC, and the SC, who serves as the Chair. Representatives are appointed by the university president to serve twoyear terms, and attendance is mandatory. The Division observed that the FAMU safety committee covers issues relating to employee injuries; training; WC claim reporting and data; corrective actions; accident investigations; inspections; employee communications; and other concerns relating to safety and WC. The Division observed that basic safety training is provided to employees upon initial hire during New Employee Orientation. Refresher training is offered on job-specific safety training by EH&S personnel. The Division observed that targeted safety training is provided by EH&S personnel, at the direction of the SC, on topics including laboratory safety; hazardous waste; fire safety; lockout/tagout procedures; and laser safety. Training is documented and tracked. The Division observed that supervisors are responsible for providing training to employees on the safe performance of their job tasks. Additionally, supervisors monitor employees to ensure they are performing their jobs in a safe manner. The Division observed that job hazard analyses (JHAs) have been performed for high-risk and complex tasks identified for the university. Supervisors are responsible for reviewing portions of the Job Hazard/Safety Analysis Manual with employees on a daily basis. JHAs are utilized for training employees in the use of machinery and other complex or high-risk tasks. The Division observed that fire safety inspections and inspections of university laboratories and equipment are conducted by EH&S personnel. Facility inspections are conducted by trained university personnel utilizing checklists that include verification of general safety, fire and electrical safety, housekeeping, and maintenance. Inspection findings are reported to the SC. Department of Financial Services Agency Review Report Page iii
The Division observed that hazards are reported through a service response system. A work order is generated and assigned to the appropriate personnel for implementation of corrective measures. EH&S runs reports and conducts follow up to ensure corrective actions are completed. Additionally, reported hazards and corrective actions are discussed during safety committee meetings. The Division observed that work-related accidents are assigned by the SC to EH&S personnel for investigation following review of the First Report of Injury forms. The completed accident investigation reports are submitted to the SC for review and recommendation of corrective actions. Additionally, supervisors are responsible for implementing temporary control measures for the prevention of further injuries during the investigation; reviewing the equipment, operations, and processes to better understand the accident; identifying witnesses to assist in the determination of the cause of the accident; and providing recommendations for corrective actions and possible remedial training, if necessary. The Division observed that safety awareness is communicated throughout the university via the internet, newsletters, and training. Safety tips are provided on the EH&S website for the purpose of increasing the university community s awareness of accident prevention efforts. Additionally, the university utilizes the e2campus alert system to provide instant safety alerts to the campus community via email, text messaging, and digital signs throughout the university. Workers Compensation The Division observed that FAMU s loss prevention program has in place a WCC who processes and tracks employee WC claims. The Division observed that the university WCC collaborates with the contracted medical case management provider to ensure implementation of reporting processes. The Division observed that employees are responsible for the initial reporting of all workplace accidents or injuries to their supervisors and the contracted medical case management provider immediately after the occurrence. Following this notification, injured employees must complete the FAMU First Report of Injury and Illness form to notify the WCC. The Division observed that training on WC reporting responsibilities, including information requiring the immediate reporting of workplace accidents, is provided to supervisors and employees. The Division observed that, though not required due to having less than 3,000 employees, the university WCC actively promotes and implements a return-to-work program for employees who experience workplace accidents. The WCC communicates with the injured workers supervisors to determine whether assigned medical restrictions can be accommodated. The return-to-work program is coordinated through the Human Resources department with the assistance of the supervisor and WC treating physician, and supervisors are provided regular email updates to ensure that injured worker restrictions are followed. The Division observed that the WCC and SC utilize the First Reports of Injury and data reports to analyze trends and evaluate recommendations for best practices in an effort to mitigate workplace accidents. Department of Financial Services Agency Review Report Page iv
RECOMMENDATIONS The Division did not have recommendations for the FAMU loss prevention program. Department of Financial Services Agency Review Report Page v
1.0 INTRODUCTION AND SCOPE OF REVIEW The Division of Risk Management (the Division), Department of Financial Services, administers the self-insurance program for the State of Florida, offering lines of coverage to all state agencies and universities for workers compensation (WC), general liability, civil rights and employment liability, automobile liability, and property. The Division consists of the Bureau of Risk Financing and Loss Prevention, the Bureau of State Employee WC Claims, and the Bureau of State Liability and Property Claims. Pursuant to Section 284.50, Florida Statutes (F.S.), the Division is required to conduct agency reviews as follows: The Division of Risk Management shall evaluate each agency s risk management programs, including, but not limited to, return-to-work, safety and loss prevention programs, at least once every 5 years. Reports, including, but not limited to, any recommended corrective action, resulting from such evaluations shall be provided to the head of the agency being evaluated, the Chief Financial Officer, and the Director of the Division of Risk Management. The agency head must provide to the Division of Risk Management a response to all report recommendations within 45 days and a plan to implement any corrective actions to be taken as part of the response. If the agency disagrees with any final report recommendations, including, but not limited to, any recommended corrective action, or if the agency fails to implement any recommended corrective action within a reasonable time, the division shall submit the evaluation report to the legislative appropriations committees. 1.1 AGENCY REVIEW PROCESS OBJECTIVE AND SCOPE The objective of this agency review is to evaluate the loss prevention program of the Florida Agricultural and Mechanical University (FAMU) using a consistent and objective methodology. The governmental entity being reviewed herein will be referred to as the university. Agency reviews are based upon Section 284.50, Florida Statutes, and the State Loss Prevention Standards (Attachment A ). The scope of this agency review is limited to the Division s evaluation of program administration, safety, and WC. Standards relating to liability and property claims will not be covered in the first cycle of reviews. 1.2 AGENCY REVIEW PROCESS METHODOLOGY The agency review process methodology included the four primary phases of planning, fieldwork, data analysis, and report drafting/project closure. Planning and research involved notification to the university of the upcoming review, an entrance conference held at the FAMU headquarters, and background research on the university. The fieldwork phase included a site visit to FAMU s headquarters and a file and record review of workers compensation claim files. The data review and analysis phase included organization and review of the documentation received during the fieldwork and staff interviews with key members of the loss prevention program, follow-up contact with university officials, and the development of observations and recommendations. The report drafting and project closure Department of Financial Services Agency Review Report Page 1
phase included preparing a report draft with supporting documentation, conducting an exit conference with FAMU officials, and incorporation of the agency response to any recommendations. A six-month follow up on the status of the implementation of any report recommendations will also be documented. 2.0 AGENCY BACKGROUND Originally founded as a land-grant educational college in 1887, Florida Agricultural and Mechanical University (FAMU) was officially designated university status in 1953. In addition to its main campus in Tallahassee, FAMU also maintains four satellite campuses within the state of Florida. FAMU is home to fourteen colleges and schools serving nearly 11,000 students. The university employs approximately 2,100 faculty and staff. A 13- member Board of Trustees governs FAMU. Members of the Board of Trustees are appointed by the Governor and the Florida Board of Governors. The FAMU president is Dr. Elmira Mangum. Dr. Mangum is the eleventh president of the university and has been in office since April 2014. 3.0 OBSERVATIONS AND CONCLUSIONS Observations are based on the Division s review of stakeholder interviews and supporting documentation during the planning/fieldwork phases and follow up. Program areas covered were administration, safety, and workers compensation. Department of Financial Services Agency Review Report Page 2
3.1 ADMINISTRATION Statute/Standard:1 Administration The agency head will allocate sufficient resources and assure sufficient authority to fully and effectively implement the loss prevention program. The Division observed that the university president has allocated sufficient resources to EH&S by ensuring that the office is staffed with appropriate personnel to implement the loss prevention program. Additionally, representatives from various university departments have been assigned by the university president to serve on the campus-wide university safety committee to provide support to the safety and loss prevention program. Attendance at the safety committee meetings is mandatory. Attachment C FAMU Organizational Chart Attachment D SC Appointment Form Department of Financial Services Agency Review Report Page 3
Statute/Standard:2 Section 284.50(1), Florida Statutes Administration The loss prevention program will consist of a comprehensive safety program, as required by Section 284.50, Florida Statutes, and will coordinate with the agency s workers compensation office. The Division observed that FAMU has in place a designated SC, ASC, and WCC who participate in various processes within the university safety and loss prevention program. The WCC collaborates with the EH&S office to review First Reports of Injury forms. Additionally, the SC and WCC serve on the university safety committee. Attachment D SC Appointment Form Attachment E Safety Committee Charter Attachment F Safety Committee Agenda and Minutes Department of Financial Services Agency Review Report Page 4
Statute/Standard:3 Section 284.50(1), Florida Statutes Administration Each agency head shall designate a safety coordinator who has comparable responsibilities to a senior management service employee in accordance with Section 284.50, Florida Statutes. The Division observed that the university president has appointed the director of EH&S to serve as the SC, while the university risk manager serves as the ASC. Attachment D SC Appointment Form Department of Financial Services Agency Review Report Page 5
Statute/Standard:4 Section 284.50(1)(a), Florida Statutes Administration The safety coordinator will develop and maintain a loss prevention program for the agency and establish goals and measurable objectives to reduce the frequency and severity of employee accidents and injuries, and to prevent and reduce losses in workers compensation claims. The safety program shall include a statement of safety policy and responsibility. The Division observed that EH&S has documented measurable goals and objectives that include a statement of safety policy and responsibility. Attachment G Safety and Risk Management Program Manual Department of Financial Services Agency Review Report Page 6
Statute/Standard:5 Administration The safety coordinator will report program progress, any problems, and any corrective actions to senior-level management on at least a quarterly basis, and more often if needed. The Division observed that the SC reports annually on the safety and loss prevention goals, statistics, and progress to the university president and senior leadership team. Additionally, the Associate Vice President for Facilities, Planning, Construction, and Safety, as well as the Vice President of Finance serve on the university s quarterly safety committee. Their participation on this safety committee allows for awareness of continuing program progress, problems, and corrective actions. Attachment E Safety Committee Charter Attachment F Safety Committee Agenda and Minutes Exceeded Standard Department of Financial Services Agency Review Report Page 7
Statute/Standard:6 Administration The safety coordinator will communicate at least quarterly with the workers compensation coordinator to discuss issues relating to loss prevention and determine what, if any, corrective actions need to be taken. The Division observed that the SC and WCC serve on the university safety committee, which meets on at least a quarterly basis, and more often if required, to discuss issues relating to loss prevention and necessary corrective actions. Additionally, the SC communicates with the WCC concerning the First Reports of Injury when an accident investigation is in process. Attachment H First Report of Injury forms Attachment F Safety Committee Agenda and Minutes Department of Financial Services Agency Review Report Page 8
Statute/Standard:7 Section 284.50(2), Florida Statutes Administration The safety coordinator will work collaboratively with the Division of Risk Management to promote effective loss prevention program outcomes through data sharing, ongoing research, identification and implementation of best practices, interagency activities (such as participation in the Interagency Advisory Council), training, policy development, and program recognition. The Division observed that the SC communicates and collaborates with the Division regarding loss prevention data, implementation of best practices and agency activities, and attends the quarterly Interagency Advisory Council meetings. Attachment I IAC Meeting Minutes Attachment J Data Reports Department of Financial Services Agency Review Report Page 9
Statute/Standard:8 Administration Agency senior management will establish and provide the necessary support for a recognition program for the agency that, at a minimum, recognizes offices and programs for proactive measures to reduce employee accidents and safety related initiatives/actions. The Division observed that the university has a process in place to recognize safety and loss prevention efforts by employees. Individuals receiving recognition for their efforts are featured on the EH&S website and are eligible to receive additional recognition during the university president s leadership meetings and the FAMU convocation ceremonies. Attachment K Safety Recognition Program Policy Attachment L Website Safety Recognition Department of Financial Services Agency Review Report Page 10
3.2 SAFETY Statute/Standard:9 Safety The safety coordinator will be responsible for operating the loss prevention program on a day-to-day basis and will assist with planning, developing, promoting, implementing, monitoring, and improving the loss prevention program throughout the agency. The Division observed that the director of EH&S serves as the SC for the university and is delegated the responsibility for the administration of the loss prevention program. The SC works to develop safety-related policy and procedures; provides safety training; conducts trend analyses; leads accident investigation efforts; and works to develop close relationships with departments throughout the university in an effort to ensure safety remains a focus for strategic operations. Attachment C FAMU Organizational Chart Attachment D SC Appointment Form Attachment G Safety and Risk Management Program Manual Department of Financial Services Agency Review Report Page 11
Statute/Standard:10 Safety The safety coordinator and the workers compensation coordinator will implement a process to review all completed First Report of Injury forms and to use this information to strategically promote loss prevention activities. The Division observed that the SC and WCC review the First Report of Injury forms, and the SC leads the investigation of each incident to ensure follow up and corrective actions are completed. Additionally, First Reports of Injury are reviewed during the university safety committee meetings in which both the SC and the WCC are active participants. Attachment H First Report of Injury forms Attachment F Safety Committee Agenda and Minutes Attachment J Data Reports Department of Financial Services Agency Review Report Page 12
Statute/Standard:11 Safety The safety coordinator will identify areas in the agency that experience high frequency of claims or claims with high costs, and target loss prevention activity accordingly. The Division observed that claim data are documented and tracked by the SC and reviewed by the university safety committee. The data are used to direct information provided through safety training and in the safety newsletter. Attachment J Data Reports Attachment M EH&S Safety Tips Attachment F Safety Committee Agenda and Minutes Department of Financial Services Agency Review Report Page 13
Statute/Standard:12 Safety Each agency will establish and maintain a safety committee that consists of the safety coordinator, unit safety representatives within the agency, and the workers compensation coordinator. The safety committee will meet quarterly. The safety coordinator will chair the safety committee and will record minutes of every meeting. The Division observed that the university has established a campus-wide safety committee for the purpose of providing support necessary to further the efforts of the university s safety program. The safety committee meets on at least a quarterly basis and is comprised of representatives from departments throughout the university, the WCC, and the SC, who serves as the Chair. Representatives are appointed by the university president to serve two-year terms, and attendance is mandatory. Attachment E Safety Committee Charter Attachment F Safety Committee Agenda and Minutes Attachment G Safety and Risk Management Program Manual Exceeded Standard Department of Financial Services Agency Review Report Page 14
Statute/Standard:13 Safety The safety coordinator will set the agenda for safety committee meetings and will allot time for unit safety representatives to provide updates on their program efforts and ask questions regarding program concerns. The safety committee will have time at each meeting to review and discuss workers compensation first reports of injury and lost-time claims with a focus on trends, causation factors, and return-to-work efforts. The Division observed that the FAMU safety committee covers issues relating to employee injuries, training, WC claim reporting and data, corrective actions, accident investigations, inspections, employee communications, and other concerns relating to safety and WC. Attachment F Safety Committee Agenda and Minutes Attachment G Safety and Risk Management Program Manual Department of Financial Services Agency Review Report Page 15
Statute/Standard:14 Safety The safety coordinator will provide or coordinate targeted safety training for employees within the agency. Each agency will keep a log of all attendees to every safety event or training. The Division observed that targeted safety training is provided by EH&S personnel, at the direction of the SC, on topics including laboratory safety; hazardous waste; fire safety; lockout/tagout procedures; and laser safety. Training is documented and tracked. Attachment N Safety and Risk Management Training Attachment O Safety Training Logs Attachment G Safety and Risk Management Program Manual Attachment P Chemical Safety Procedure Manual Attachment Q Laser Safety Procedure Manual Attachment R Lockout Tagout Procedure Manual Attachment S Radioactive Materials Use P&P Manual Department of Financial Services Agency Review Report Page 16
Statute/Standard:15 Safety All employees will take an initial basic safety training course upon employment. Agencies that have high-risk exposures should provide refresher training in accordance with safety industry best practices. The Division observed that basic safety training is provided to employees upon initial hire during New Employee Orientation. Refresher training is offered on job-specific safety training by EH&S personnel. Attachment T NEO Basic Safety Training Attachment U NEO Log-In Sheets Attachment G Safety and Risk Management Program Manual Department of Financial Services Agency Review Report Page 17
Statute/Standard:16 Safety Each agency will ensure that employees are given instruction on how to perform their jobs in a proper and safe manner in accordance with agency policies and procedures, and that supervisors monitor employees to ensure employees are performing their jobs properly and safely. The Division observed that supervisors are responsible for providing training to employees on the safe performance of their job tasks. Additionally, supervisors monitor employees to ensure they are performing their jobs in a safe manner. Attachment G Safety and Risk Management Program Manual Attachment V Laboratory Safety Training Attachment P Chemical Safety Procedure Manual Attachment Q Laser Safety Procedure Manual Attachment R Lockout Tagout Procedure Manual Attachment S Radioactive Materials Use P&P Manual Department of Financial Services Agency Review Report Page 18
Statute/Standard:17 Safety Each agency will perform a job safety analysis on new, complex, or high-risk tasks and provide training on these new tasks. The Division observed that job hazard analyses (JHAs) have been performed for high-risk and complex tasks identified for the university. Supervisors are responsible for reviewing portions of the Job Hazard/Safety Analysis Manual with employees on a daily basis. JHAs are utilized for training employees in the use of machinery and other complex or high-risk tasks. Attachment G Safety and Risk Management Program Manual Attachment W Job Hazard/Safety Analysis Manual Attachment X JHA Review Training Logs Exceeded Standard Department of Financial Services Agency Review Report Page 19
Statute/Standard:18 Section 284.50(1)(b), Florida Statutes Safety Agency unit safety representatives will conduct safety inspections, as determined by the safety coordinator, of all employee workplace locations or sites and on all agency grounds and premises with public access. The unit safety representatives will identify workplace hazards and exposures regarding grounds and premises with public access, and will submit all completed inspections to the supervisor and program or section manager. Each unit safety representative will provide the safety coordinator with a monthly report of all safety inspections summarizing findings, corrective actions initiated, and disposition of corrective actions. The Division observed that fire safety inspections and inspections of university laboratories and equipment are conducted by EH&S personnel. Facility inspections are conducted by trained university personnel utilizing checklists that include verification of general safety, fire and electrical safety, housekeeping, and maintenance. Inspection findings are reported to the SC. Attachment Y Laboratory Inspection Reports Attachment Z Maintenance Quarterly Inspection Report Attachment AA Fire Inspection Report Attachment BB Hazardous Waste Weekly Inspection Checklist Department of Financial Services Agency Review Report Page 20
Statute/Standard:19 Safety Each agency must have a process in place for reporting hazards. When workplace hazards are identified, the unit safety representative will document the hazard, implement appropriate corrective actions, and report to the safety coordinator. When hazards on state grounds or premises with public access are identified, the unit safety representative will take appropriate corrective actions to protect the public and will report actions taken to the safety coordinator. The Division observed that hazards are reported through a service response system. A work order is generated and assigned to the appropriate personnel for implementation of corrective measures. EH&S runs reports and conducts follow up to ensure corrective actions are completed. Additionally, reported hazards and corrective actions are discussed during safety committee meetings. Attachment CC Hazard Report Work Orders Attachment DD FAMU Service Response Screenshot Attachment F Safety Committee Agenda and Minutes Department of Financial Services Agency Review Report Page 21
Statute/Standard:20 Section 284.50(1)(c), Florida Statutes Safety The safety coordinator will investigate and document all work-related accidents. The Division observed that work-related accidents are assigned by the SC to EH&S personnel for investigation following review of the First Report of Injury forms. The completed accident investigation reports are submitted to the SC for review and recommendation of corrective actions. Additionally, supervisors are responsible for implementing temporary control measures for the prevention of further injuries during the investigation; reviewing the equipment, operations, and processes to better understand the accident; identifying witnesses to assist in the determination of the cause of the accident; and providing recommendations for corrective actions and possible remedial training, if necessary. Attachment G Safety and Risk Management Program Manual Attachment EE Injury Reporting Business Process Attachment FF Accident Investigation forms Attachment GG FAMU First Report of Injury and Illness forms Attachment HH Initial Communication for Investigation Exceeded Standard Department of Financial Services Agency Review Report Page 22
Statute/Standard:21 Section 284.50(1)(d), Florida Statutes Safety Each agency will have an employee communication system that regularly distributes accident prevention goals and objectives to all employees. The Division observed that safety awareness is communicated throughout the university via the internet, newsletters, and training. Safety tips are provided on the EH&S website for the purpose of increasing the university community s awareness of accident prevention efforts. Additionally, the university utilizes the e2campus alert system to provide instant safety alerts to the campus community via email, text messaging, and digital signs throughout the university. Attachment II EH&S Safety Tips Attachment JJ e2campus Information Department of Financial Services Agency Review Report Page 23
3.3 WORKERS COMPENSATION Statute/Standard:22 Workers' Compensation Each agency will have a central workers compensation coordinator and, as needed based upon the size of the agency, additional unit workers compensation or human resources representatives responsible for processing and tracking employee injury claims. The Division observed that FAMU s loss prevention program has in place a WCC who processes and tracks employee WC claims. Attachment H First Report of Injury forms Attachment KK WCC Communications Attachment LL Position Descriptions Attachment MM WC Operating Procedure Department of Financial Services Agency Review Report Page 24
Statute/Standard:23 Workers' Compensation The central workers compensation coordinator will collaborate with the contracted medical case management provider to ensure that the case management claims administration and reporting processes are fully and effectively implemented, and that other agency personnel who handle workers compensation claims are adhering to the case management model. The Division observed that the university WCC collaborates with the contracted medical case management provider to ensure implementation of reporting processes. Attachment KK WCC Communications Attachment NN DWC-25 forms Attachment H First Report of Injury forms Attachment MM WC Operating Procedure Department of Financial Services Agency Review Report Page 25
Statute/Standard:24 Workers' Compensation The workers compensation coordinator, the injured employee s supervisor, and all other agency personnel who handle claims will report all work place accidents or injuries to the contracted medical case management provider immediately after the occurrence. The Division observed that employees are responsible for the initial reporting of all workplace accidents or injuries to their supervisors and the contracted medical case management provider immediately after the occurrence. Following this notification, injured employees must complete the FAMU First Report of Injury and Illness form to notify the WCC. Attachment MM WC Operating Procedure Attachment GG FAMU First Report of Injury and Illness forms Attachment OO WC Reporting Instructions Attachment PP WC Training Presentation Department of Financial Services Agency Review Report Page 26
Statute/Standard:25 Workers' Compensation The workers compensation coordinator will provide training to all supervisors regarding their responsibilities, the clinicians responsibilities, and the contracted medical case management provider s responsibilities. The workers compensation coordinator will ensure that all field office human resources personnel who handle claims are adequately trained and that a monitoring mechanism is in place to ensure accurate and timely notification of worker injuries to the contracted medical case management provider. The Division observed that training on WC reporting responsibilities, including information requiring the immediate reporting of workplace accidents, is provided to supervisors and employees. Attachment OO WC Reporting Instructions Attachment MM WC Operating Procedure Attachment PP WC Training Presentation Department of Financial Services Agency Review Report Page 27
Statute/Standard:26 Workers' Compensation The workers compensation coordinator will actively promote and implement return-to-work and stay-at-work processes by ensuring that supervisors return injured employees to work immediately after the clinician provides the injured worker s functional restrictions and limitations to the agency. Agency management will collaborate with the workers compensation coordinator to develop alternate and modified duty tasks for injured workers. The Division observed that, though not required due to employing less than 3,000 employees, the university WCC actively promotes and implements a return-to-work program for employees who experience workplace accidents. The WCC communicates with the injured workers supervisors to determine whether assigned medical restrictions can be accommodated. The return-to-work program is coordinated through the Human Resources department with the assistance of the supervisor and WC treating physician, and supervisors are provided regular email updates to ensure that injured worker restrictions are followed. Attachment MM WC Operating Procedure Attachment QQ RTW Communications Exceeded Standard Department of Financial Services Agency Review Report Page 28
Statute/Standard:27 Workers' Compensation The workers compensation coordinator will compile and conduct trend analyses of claims data for planning purposes. The Division observed that the WCC and SC utilize the First Reports of Injury and data reports to analyze trends and evaluate recommendations for best practices in an effort to mitigate workplace accidents. Attachment J Data Reports Department of Financial Services Agency Review Report Page 29
4.0 ATTACHMENTS Attachment A Attachment C FAMU Organizational Chart Attachment D Safety Coordinator Appointment Form Attachment E Safety Committee Charter Attachment F Safety Committee Agenda and Minutes Attachment G Safety and Risk Management Program Manual Attachment H First Report of Injury forms Attachment I Interagency Advisory Council Meeting Minutes Attachment J Data Reports Attachment K Safety Recognition Program Policy Attachment L Website Safety Recognition Attachment M EH&S Safety Tips Attachment N Safety and Risk Management Training Attachment O Safety Training Logs Attachment P Chemical Safety Procedure Manual Attachment Q Laser Safety Procedure Manual Attachment R Lockout Tagout Procedure Manual Attachment S Radioactive Materials Use Policy and Procedure Attachment T New Employee Orientation Basic Safety Training Attachment U New Employee Orientation Log-in Sheets Attachment V Laboratory Safety Training Department of Financial Services Agency Review Report Page 30
Attachment W Job Hazard/Job Safety Analysis Manual Attachment X Job Hazard Analysis Training Logs Attachment Y Laboratory Inspection Reports Attachment Z Maintenance Quarterly Inspection Reports Attachment AA Fire Inspection Report Attachment BB Hazardous Waste Weekly Inspection Checklist Attachment CC Hazard Report Work Orders Attachment DD FAMU Service Response Screenshot Attachment EE Injury Reporting Business Process Attachment FF Accident Investigation forms Attachment GG FAMU First Report of Injury and Illness forms Attachment HH Initial Communication for Investigation Attachment II EH&S Safety Tips Attachment JJ e2campus Information Attachment KK WCC Communications Attachment LL Position Descriptions Attachment MM WC Operating Procedure Attachment NN DWC-25 forms Attachment OO WC Reporting Instructions Attachment PP WC Training Presentation Attachment QQ Return-to-Work Communications Department of Financial Services Agency Review Report Page 31