Property: university property, buildings, equipment, not including vehicles
Business auto for university-insured vehicles: licensed vehicles i.e., rented, leased, owned, courtesy
General liability or professional liability
Workers comp claims are handled through Human Resources
Notify Risk Management and Insurance
File a police report if appropriate (i.e., theft, injury)
Provide details to risk management, in writing preferred (date, time, exact location, circumstances, parties involved, witnesses, injuries or damages, submitted by)
Risk Management and Insurance will file the claim with the university insurance carrier
If appropriate, a Cincinnati Insurance claims adjustor will be assigned
The claims adjustor will usually inspect property or vehicle damage
Important to Provide Notification
To document the incident
To allow the insurance company to investigate the incident in a timely manner.
Not doing so could jeopardize the chances of recovery should something develop later.
If you are unsure if you should report an incident, go ahead and do it - circumstances can change, and the loss could have a more significant impact than initially anticipated.
Settlement / Reimbursement
Each claims adjustor has their way of handling a claim
Okay to go forward with temporary repairs and cleanup efforts - safety is important
A claims adjustor most likely will want to approve quotes or estimates before going forward with final repairs - ask before moving forward
Depending on the incident, some adjustors will give a blanket okay, but some will be more involved in the details
The larger the claim, the more involved a claims adjustor will become
Most adjustors prefer Xavier Risk Management and Insurance office to coordinate estimates/invoices for reimbursement purposes
Risk Management and Insurance can pay invoices directly, or Risk Management can reimburse when a copy of the request for check or purchase order paperwork is provided
Deductible amounts vary depending on the coverage applied to a claim
In most cases, the university's Insurance budget covers the deductible amount for a bona fide claim
Property Loss Claims
Damage to University-Owned Buildings, Property, Equipment
Date of loss, date and time when the damage occurred
Describe the incident or damage, what/how happened
List of damaged university property
Note who was involved, witnesses and any injuries, and who is submitting the report
Take photos, if possible, and provide copies of any documentation available
Protect the property from further damage
Make temporary repairs if reasonable and necessary for safety
Maintain a record of cleanup or repairs made and expenses incurred
Retain damaged property until a claims adjustor approves disposal, if possible and if safe to do so, since the adjustor may need to inspect the property or consider salvage efforts
Be prepared to provide information or documentation requested by the claims adjustor
Report any changes to the circumstances or severity of the incident
Although the university is insured for all university property, this insurance coverage does not extend to personal property belonging to employees or students
There is no physical damage (collision and comprehensive) coverage through the university on a personal vehicle - personal vehicles are used at the employee's option and at their own risk and must be insured by the owner
Business Auto Claim
Damage to University-Insured Vehicle (Owned, Leased, Rented, Courtesy)
On-campus incident: contact XUPD and Risk Management and Insurance office
Off-campus incident: contact the local police department where the incident occurred and the Risk Management and Insurance office
Off-campus and outside regular business hours: contact Schiff Agency directly (phone number listed on the proof of auto insurance card) and also leave a message for Risk Management and Insurance ooffice - the agency will confirm with Risk Management and Insurance office on the next business day
Risk Management and Insurance will file and coordinate the claim process
Wear and tear, maintenance type repairs are not covered by insurance
If a claims adjustor is assigned, they will want to speak with all parties involved and view the damaged vehicle(s)
Obtain the following at the time of the accident:
Name and address of each driver, passenger, witness
Location of accident
Make, model, and VIN for each vehicle involved
Name of the insurance company and policy number for each vehicle involved
Do not accept responsibility or discuss the accident with anyone except a law enforcement officer, representative of the Cincinnati Insurance Company, or the Risk Management and Insurance office.
Take photos of the accident site, if possible
Have the vehicle towed to the repair facility if unable to drive
We may choose the repair site, and the adjustor will go there to view the damage
Obtain an estimate - do not repair damage to the vehicle until cleared by the insurance adjustor - ask the repair shop to email the estimate to the Risk Management & Insurance office at riskmanagement@xavier.edu
Check with Risk Management and Insurance office if you need a rental vehicle to confirm coverage