Enterprise Risk Management (ERM) is an ongoing activity that supports rigorous management decision-making. Risk management collaborates with other departments to identify risks, assess risks, development risk management programs and monitor progress toward risk management goals. The office secures appropriate insurance coverage for the college on an annual basis, selects insurance companies and brokers, binds insurance coverage, files and manages claims.
Insurance/Risk Management contact information:
Purchasing & Risk Manager
Damage to or loss of College property must be reported immediately to Security Services, ext. 4444. Security Services will provide additional instructions to secure the site and prepare an incident report to support further investigation.
The Risk Management Office reviews business agreements and approves the insurance and indemnification language in College contracts.
Purchasing Authorizations can be found on the Purchasing Website.
Supervisors may access the list of Approved Drivers to confirm if an individual is authorized to drive on behalf of the College.
12 Passenger Van Training
Drivers are required to take the large passenger van online training course. Contact the Risk Manager x4178 to schedule the course. Vehicles that accommodate 8-12 persons may only be used for academic programs.
Vehicle Accident Reporting Procedures
For All Accidents:
- Pull out of the driving lane on to the shoulder and turn off the ignition.
- Activate the four-way flashers on the vehicle.
- Immediately contact the local police (911) to advise them of the accident and to get medical assistance if there are any injuries. Fleet vehicles contain emergency items including a first-aid kit.
- Do not admit fault or give written statements.
- Exchange driver’s information listed on your certificate of insurance. At a minimum, write down:
- Driver’s name
- Driver’s license number and state
- Phone number
- Insurance Company and policy number
- License plate number
- Be prepared to provide the following additional information when you return to campus:
- Make, model and year of vehicle
- Damage to vehicle
- Injury to driver, if any
- Date, time, road and weather conditions
- Names and phone numbers of any passengers
- Injuries to any passengers
- Names and phone numbers of any witnesses
- Copy of any photographs
- When local police respond to the accident, request the investigating officer’s name, badge number, phone number, and report number. Ask for an accident report form. If the local police will not file a report (because damage is minimal and there are no injuries), ask them to make a note in their records that you called in the accident.
- 911 – Contact local police immediately
- 507-222-4444 – Contact Security within 24 hours for fleet vehicles
- 507-222-4178 – Contact the Risk Manager/Business Office within 24 hours for rental vehicles.
- Certificate of Insurance (Proof of insurance listing insurance company & policy number)
- State of MN Crash (Accident) Report – submit within 10 days if accident results in injury, death, or total property damage of $1,000 or more.
Insurance information is located in the glove compartment of all fleet vehicles. If a fleet vehicle is damaged and cannot be driven, have the vehicle towed to the nearest dealership or repair facility and make alternative arrangements to return to campus or continue to your destination (taxi or rental vehicle).
When renting a vehicle for College business, it is important to familiarize yourself with the rental company’s accident reporting procedures. The accident procedures are often printed on the rental agreement. If you are involved in an accident with a rental vehicle, please adhere to the agency’s reporting requirements. You should provide the name of the College’s insurance company, Selective Insurance Company, and direct the owner of the other vehicle to the Carleton website for our certificate of insurance. They may also contact the Risk Manager at 507-222-4178 for additional assistance.
The College recommends the State of Minnesota contract through Enterprise/National for rentals using contract number XZ19113 to obtain the contract pricing which includes insurance coverage.
Employees are encouraged to use a College owned vehicle for business travel. It is important for employees to be aware that when using a personal car for Carleton business use, the employee’s personal car insurance carrier provides liability coverage. It is the obligation of the owner of a personal vehicle being used for College business to carry adequate insurance for his or her protection and for the protection of any passengers. In the event of an accident, the employee is responsible for his/her own auto insurance deductible.
Citations / Arrests
Drivers are responsible for payment of fines for all citations, including moving violations or parking tickets. All citations for moving violations must be reported to the Risk Manager at 507-222-4178.
If you are arrested at the scene of an accident (e.g., for drunk driving, reckless endangerment) you are responsible for any legal costs you may incur including attorney fees, bail, court costs, towing, impound fees, etc. The College is not responsible for any unlawful acts of its employees or students, and will not defend or indemnify them for alleged wrongful acts involving the use of its vehicles or vehicles rented on college business.
When arranging charter bus transportation services, faculty, staff, and student organizations must select from the following list of College approved bus companies:
Carleton College requires a Certificate of Insurance from a Transportation Service Company. The minimum coverage limits as pertains to Transportation service are:
General Liability required:
$1 million per occurrence
$3 million per aggregate
Employers Liability required:
$1 million per occurrence
List umbrella/excess coverage if the bus company has it
List medical payment coverage if the bus company has it
Description Box Specific Additional Insured on Policy:
“Carleton College is an Additional Insured on the general liability policy with regard to operations of the insured for busing services for Carleton College event(s).”
Certificate Holder Box on Certificate should read:
Carleton College, One North College Street, Northfield, MN 55057
Email, Fax or Mail the Certificate to:
One North College Street
Northfield, MN 55057
If you have questions, call Randie Johnson at 507-222-4178.
Business travelers should be aware that not all transportation services conduct background checks on their drivers. Traditional taxi service providers will conduct background checks. Uber/Lyft drivers may not be subject to background checks, random drug tests, or other state and local taxi service requirements. Travelers electing Uber/Lyft services are eligible for reimbursement but should be aware of additional personal risk.
Faculty and staff traveling internationally on College business are covered for emergency evacuation assistance through Cultural Insurance Services International (CISI). In order for these services to be most effective, record your travel with the International Travel Record. CISI provides medical referrals, evacuation assistance, and a wide range of travel assistance.
To print your CISI card:
- Go to the Cultural Insurance log-in page.
- Select that you are an insured
- User name: firstname.lastname@example.org
- Password: carletoncisi
A summary of benefits for faculty and staff is listed below.
Students on rostered Off-Campus programs have emergency assistance, evacuation services and medical benefits. Faculty and staff planning to travel with students outside of Off-Campus programs must notify the Risk Manager (507-222-4178) to insure that their student travel is reported.
Faculty and staff have the option of purchasing additional international insurance on a personal basis by following the steps listed in the Faculty CISI Self Enrollment Checklist.
- Benefits for Faculty and Staff
- Benefits for Students on a Roster Program
- Faculty CISI Self Enrollment Checklist
High Risk Travel Destinations
The College considers the safety of its students and staff to be of the utmost importance. Travelers wishing to travel to countries on the U.S. State Department Warnings List need to ensure all risks have been fully and carefully considered by relevant travelers and administrators. Travelers and administrators must evaluate to determine whether such travel is reasonable on a case-by-case basis and whether insurance is excluded for the travel location.
Please contact the Risk Manager (507-222-4178) if you are considering travel to any countries on the U.S. State Department Warnings List.
Safe Traveler Enrollment Program (STEP)
It is recommended that all employees and students traveling internationally sign up for the U.S. State Department’s Safe Traveler Enrollment Program (STEP). This is a system utilized by the State Department to connect with the traveler, providing information should conditions change in the foreign location and assist in an emergency. The traveler need only enroll once and then can update as trips are planned.
- International Travel Warnings (US State Department)
- University Risk Management and Insurance Association (URMIA)
- Services for American Citizens Abroad
Waivers are written agreements that say the sponsor of an activity will not be liable for harm suffered by participants. Although waivers are primarily legal tools, they also serve an educational purpose by making people think about the potential risks of an activity and help them avoid accidents.
Departments should use waivers whenever they supervise an elective event that is not part of the curriculum and includes any of the following:
- Physical activity (hiking, dancing, performing, etc.)
- Travel to an off-campus site
Waiver forms must be used in the exact format provided. They cannot be reduced to fine print or re-worded. Appropriate information should be inserted in the blanks before the participant signs.
Anyone who refuses to sign a waiver prior to the activity may not participate in the activity. Nor may the individual alter or delete any language in the waiver.
Waivers cannot be signed by minors. Activity participants under 18 must have a waiver signed by a parent or legal guardian.
Employees acting in the course and scope of employment do not need to sign waivers. However, if employees are participating in a non-work activity, they do need to sign a waiver.
Students doing course work do not need to sign waivers for activities required by the class. However, if students are participating in a non-course-related activity, they do need to sign a waiver.
Send signed waivers to the Business Office. Waivers must be stored for at least three years after the activity ends. Waivers signed on behalf of a minor must be retained for three years after the activity ends or until the minor turns 20, whichever is longer.
Types of Waivers
Elective/Voluntary Waiver – This is the most commonly used waiver and is intended for activities in which Participation is voluntary.
Facilities Use Waiver – Should be signed by individuals using campus facilities. Contact Jana Lelm for the waiver and scheduling non-Carleton Events, 507-222-4443.