Risk Management

Origami Incident Reporting
Rave Guardian App
Campus Optics SDS

 

 

Forms and Policies

Any individual who operates a university-owned vehicle, or drives any vehicle for official university business, must complete the driver authorization process. The driver authorization program is governed by the University of Alaska Transportation Safety Guide, which outlines the rules and regulations established by the Board of Regents regarding the operation of university vehicles. Transportation Safety Guide

The University of Alaska uses the Independent Contractor Determination Form (ICDF) to decide whether an individual or business providing services to the university should be classified as an employee or an independent contractor. This review is required by federal and state law and helps ensure proper tax reporting, contractual compliance, and alignment with UA policy.

Initiate the Request
The department seeking services completes the ICDF before any work begins. This includes  describing the scope of work, expected deliverables, and how the work will be performed.

  1. Department Review
    The department answers a series of questions focused on behavioral control, financial control, and the nature of the relationship. These questions help determine the appropriate classification.
  2. Submission to UAA Risk Management / UA System Offices
    Once completed, the form is routed through UAA Risk Management for review. Complex or ambiguous cases may be forwarded to UA System Risk, UA Human Resources, or General Counsel for additional evaluation.
  3. Final Determination
    Based on the responses and review, the university determines whether the service provider may be contracted as an independent contractor or must instead be processed as an employee. Departments will receive guidance on next steps, including contract creation or HR onboarding, depending on the determination.
  4. Approval Before Work Begins
    No services may start and no payments may be made until the ICDF is fully reviewed and approved.

  Independent Contractor Determination Form

The University of Alaska offers student accident insurance for students participating in university-scheduled, sponsored, and supervised programs and activities. This coverage helps pay accidental injury-related medical costs that occur during the covered period after any other applicable insurance (such as a personal health plan) has been used. It does not cover illness or non-accident medical care, and coverage only begins once the application and payment are received. Students must submit claims to the insurance carrier within 20 days of the accident. For details, forms, and to apply, visit the UA Risk Student Accident Insurance page or the Forms and Applications Library: Forms and Applications Library — look for Student Accident Insurance

A Certificate of Insurance (COI) is often required by third parties (such as venues, partners, or sponsors) to verify that the University of Alaska carries appropriate insurance coverage for a specific activity, event, or contract.
To request a Certificate of Self-Insurance for UA activities:

  1. Complete the official request form and attach a copy of the contract or agreement requiring insurance. The university will not issue a certificate without a contract.
  2. Provide information about:
    • The certificate holder (name, address, contact).
    • A description of the UA operations covered by the certificate (dates, scope of activity, number of participants, minors, transportation involved).
    • Your UA contact information (campus, name, title, phone, email).
  3. Indicate the types of coverage requested (e.g., general liability, auto liability, workers’ compensation, excess liability, healthcare professional liability).
  4. Submit the completed form to UAA risk management, grants, or purchasing for review and routing to the System Office of Risk Services.

For questions or assistance, contact UAA Risk Management. Extended information and request form: Certificates of Insurance Request Form

Volunteers must serve without pay, be sponsored by a UA department, and work under the supervision of a UA employee while supporting official university activities. Approved volunteers are covered by UA liability insurance while performing authorized duties and are not considered UA employees. For questions or approval requirements, contact UAA Risk Management.

Extended information: Insurance Information

 

 

Frequently Asked Questions

  • When is a Memorandum of Understanding (MOU) required? 
    To avoid potential issues arising from agreements between UAA departments and outside agencies or affiliates, UAA Risk Management requires a formal Memorandum of Understanding (MOU) process. MOUs are required when a department anticipates providing services to affiliates, placing students in practicums or clinicals, or otherwise entering into an agreement with an external organization that may require insurance provisions and legal review. To initiate the MOU process, please contact UAA Risk Management. This process may involve multiple levels of review, so departments are encouraged to reach out early to ensure sufficient time to secure an agreement.
  • How do I become an authorized driver?

    UAA is now utilizing a NextGen electronic form to streamline the driver authorization process. Any staff or faculty member who is required or intends to operate a UA owned vehicle must complete this process annually. The NextGen form automatically routes submissions to the appropriate supervisors and offices, including Risk Management and Protection of Minors, based on the information provided.

    Required Documentation
    Applicants must upload the following items as part of their submission:

    1. A photo of their valid driver’s license
    2. A copy of their DMV driving record
    3. Certificates of completion for the Driver Safety and Distracted Driving training modules located in PageUp

    Accessing the Driver Authorization Form
    Non Single-Sign-On

    Non SSO Driver Authorization Form

    Single-Sign-On

    SSO Driver Authorization Form

    Obtaining DMV Driving Records

    Employees may obtain their own DMV records individually. Departments that prefer to collect records in batches may use the Alaska DMV Company Release for Multiple Driving Records form. This option typically does not incur any cost to the department or the university.

    REQUEST FOR DRIVING RECORD

    PageUp Driver Training Requirements
    All applicants must complete the Driver Safety and Distracted Driving training modules available in PageUp. To access these modules, log in to your PageUp employee account and use the search bar in the Learning Library on the homepage. Once the training is completed by the applicant, attached the provided certificates to the next gen form. Any applicant who does not have access to the university PageUp system must contact UAA Risk Management for assistance with completing the training requirement.

  • When is a liability waiver needed?
    A liability waiver is required when an activity, program, event, or engagement exposes participants to physical, financial, or operational risk that falls outside the normal scope of university operations. Waivers are typically used when participants voluntarily engage in activities that involve elevated risk; such as travel, physical exertion, specialized equipment, or environments not fully controlled by the university. They help ensure participants acknowledge and accept these risks and allow the university to document informed consent. UAA EHS utilizes an established process for creating liability waivers that incorporate language approved by the UA Office of General Counsel. If you believe your event or activity requires a liability waiver, please contact UAA Risk Management to initiate the review and development process.
  • What is UAA's risk management workflow?
    UAA Risk Management frequently collaborates with affiliates, the UA Office of General Counsel, the UA System Risk Office, and other relevant partners to complete requests. As a result, many submissions enter a broader, multi-step risk management workflow, which may extend the time needed to finalize a request. UAA Risk Management serves as the initial review point in this process, determining whether a request can be resolved internally or requires additional review by other appropriate offices or organizations.

 

 

 

Questions? Contact Us

 

Photo of Eda
Edalee Ahmaogak

Risk Manager
Location ESH 207
Email eahmaogak@alaska.edu