Our Policy, Privacy and Risk office works to identify areas of risk and potential liability, and to develop risk response strategies to mitigate loss and maximize opportunities. We promote a culture of risk awareness by involving all polytechnic stakeholders in the day-to-day management of risks. An integral part of promoting this culture is advancing the polytechnic’s enterprise risk management framework (ERM) and embedding risk ownership into management activities at all levels of the institution.

We provide advice on risk-related matters such as:

  • business continuity
  • contracts
  • emergency preparedness
  • insurance claims management
  • insurance placement
  • international placement
  • loss prevention
  • risk identification and assessment


Policy, Privacy and Risk resources

Risk Assessment Tool

Insurance

Our office administers all insurance policies for the polytechnic and offers guidance and support to the polytechnic community for:

  • negotiation and purchase of polytechnic insurance and reviewing/processing documentation
  • claims adjustment, negotiation and administration
  • contract review with respect to indemnity and insurance issues


We also act as a resource centre for the polytechnic, providing day-to-day advice, assessments of risk and liability exposures, and documentation to all departments.

Certificate of insurance procedure

If you are asked to produce proof of insurance or a certificate of insurance (e.g. as part of a contract requirement or registration package), submit the following documentation to risk@lethpolytech.ca:

  • specific dates of the event
    • trade shows: include the set-up and take-down dates
    • evening functions: include the next day to capture the early morning hours of the previous night’s event
  • certificate holder’s mailing address
  • indication of an annual certificate
  • indication that it be sent to anyone other than yourself
    • on occasion, the requester asks to have a copy forwarded directly to a specific person

Note: It takes approximately three to five business days to produce the certificate once the form is complete and all of the documentation has been received.

Automobile loss procedure

In the event of an accident involving a polytechnic-owned vehicle:

  1. If necessary, report the incident to the appropriate authorities (e.g. emergency personnel, police).
  2. Obtain the other party’s:
    • name
    • address
    • contact information
    • insurance information


If possible, secure the same details from any witnesses and record the name of any attending medical/emergency personnel and the name of any medical facility accessed.

Note: Do not admit liability or offer your opinion of liability to anyone. Do not offer any compensation.

  1. Take immediate measures to protect and preserve your property from further damage. If possible, take pictures of damaged property.
  2. Do not proceed with repairs, alterations or replacement of the damaged vehicle until advised by the insurer or adjuster, except as required for step 3.
  3. Complete the Accident Report form promptly and as completely as possible and forward it to the Risk Management office along with supporting information.

Note: Do not wait to collect all information before reporting the accident.

You’ll find information on what to expect next and the accident report form in the Auto Loss Procedure and Report PDF.

Requesting a WCB clearance letter

To request a WCB clearance letter:

  1. Go to the WCB website.
  2. Choose “I am hiring one or more companies and need a clearance on their account.”
  3. Enter who the certificate is for. departments-ipr-screen1.PNG
    • Type Lethbridge Polytechnic.
    • Select Add to list.
    • Click Next.
  4. Enter your WCB Account Number.
    • Conduct a search if you have forgotten it.
  5. Click Next.
  6. Enter your email address in the Send Clearance box.
    • If required, enter an email address to send a copy to.
  7. Select Send Letter.

 

 

departments-ipr-screen2.PNG

International travel

Polytechnic students, faculty and staff frequently travel abroad for polytechnic-related purposes. International travel may pose significant health and safety risks, and for this reason it is beneficial for you to inform Policy, Privacy and Risk, as it adds another layer of protection for you and the polytechnic in the event of an emergency.

We encourage travelers to carefully plan trips prior to departure. Preparation for travel should take the following into consideration:

  • government warnings
  • polytechnic policies
  • health insurance
    • including medical and country-specific requirements


If you are travelling internationally for polytechnic purposes, you must complete an International Travel Declaration form and return it to the Policy, Privacy and Risk office (TE1261):


Business continuity planning

Business continuity planning prepares the polytechnic to continue operations at acceptable, predefined levels following a disruptive incident. By identifying potential threats and the effect they may have on our operations, a framework can be developed for an effective, timely response that safeguards the interests of our:

  • students, staff and faculty
  • reputation and brand
  • key external stakeholders


Business continuity planning allows departments to identify critical processes and the resources (e.g. people, systems, equipment, documents) required to maintain those processes before a disruption. Proactive changes can then be made ahead of time, reducing the severity of potential loss and ensuring a timely response after the disruption.

A common misconception is that business continuity planning is the same as emergency management. Although they are both closely related and have significant areas of overlap, they are not the same. Emergency management focuses on developing an institutional framework for responding to major emergencies, whereas business continuity planning is a process to speed our recovery after a disruption.

Who needs a business continuity plan?

We recommend every department on and off campus, regardless of size or function, prepare a business continuity plan. Every plan should be reviewed annually to ensure it is up-to-date. If major departmental changes occur, the plan may require more frequent reviews.

If your department does not have a business continuity plan, contact us. A risk and planning analyst will visit your department to provide further details and help get you started.