“SCHOOL IS OUT FOR THE SUMMER!”A Risk Management Perspective

May 2013 Webinar

The contents of this webinar are not prescriptive best practices for every school or

school district, but rather suggestions to consider in a school or district’s risk

management efforts.

PERSONNEL• Evaluations complete• Vacancy/Interview process• Teacher assignments• Required paperwork completed• Room assignments for following year• Keys turned in• ID badges• Checklist for end-of-year completed• Room clean-out• Summer contact numbers• Summer personnel (custodial, construction/renovation

projects planned)

COMMUNICATIONS• Involve staff in review of school handbooks and safety plans• Plan and work orders for summer facilities work• Process all work orders, requisitions and other business items• Prepare final reports and requests for accounting• Update staff on necessary district communications• Notify staff of important dates for start-up of next year• Summer contact lists

PROPERTY• Maintenance activity during the summer months?• Other changes to occur within the building for next year?• Room clutter?• Food items?• Unplug non-essential electrical items• Electronic and other valuable items locked up• Freezers/coolers• Mobile units (Valuable items/door locks)• Energy controls

OPERATIONS• Coordinate any plans for scheduled maintenance issues• Any use of the school by any groups during the summer?• Renovations and/or construction• Cleaning schedule (carpet, wax floors, etc.)

• PREVENTIVE MAINTENANCE• Unclogging gutters/drains• Repairing all leaks• Freezers/coolers• Monitoring of systems

SAFETY• Employee accidents during summer break• Custodial and Maintenance staff conducting

major cleaning/moving/work• Emphasis on safety by all summer employees• Review the practice of safe habits with all employees • Lifting, moving, climbing, etc.

GSBA encourages all employees to watch the employee safety videos (DVD’s and on-line)

SECURITY• With limited employees at each school site:• Develop security plans in terms of access• Strict regimen in terms of lock-up each day• Windows/doors/locks/gates• Alarm system requirements• Security cameras working and available

• Report any issues with locks/gates/windows/doors/alarm systems

• Report any outdoor security lights out

MONITORING OF FACILITIES• All facilities should be monitored regularly during the summer

months.• Water leak, break-in, vandalism, etc. undetected for several

days can lead to major costs.• EXAMPLE: Week of July 4th; storm comes through area;

significant flooding in a school; if not checked after that storm damage could increase.

• On-line monitoring of security cameras?• Good way to check on campus to alert to potential issues

• All claims should be reported to GSBA in a timely manner

• Failure to report a small leak could escalate to huge claim

• Importance of prompt claim reporting increases during the times of the year when school is not in session

GSBA PHONE APPWe provide a smartphone and tablet application for our members

Provide to any appropriate personnel in your school system

TO ACCESS THE APP:From the smartphone or tablet, enter the following site:http://m.magmito.com/119607/749513gsbarm

Or use the QR Code below:

QUESTIONS?

David ColvardRisk Control Coordinator

Georgia School Boards Associationdcolvard@gsba.com

770-995-4367