While at the scene of the accident:

• Take all necessary precautions to prevent further accidents.
• Do not leave the scene. Ask a passing motorist or some other person to contact the University Police at 911 if on Grounds, the State Police at 1-800-552-0962 direct or through 911 if off Grounds in a University vehicle, or the local or State Police at 911 if off Grounds in a rental vehicle.
• Do not make a statement of any kind to anyone other than your employer, an enforcement officer, or a representative of the University's auto coverage company.
• Follow your department's procedures regarding whether to contact others in your department from the scene.
• If there are serious injuries, a large number of people with injuries, deaths, or extremely high dollar damage to property of others, have someone call our vehicle coverage company at 1-866-219-6120 and Risk Management as soon as possible.

1. For all accidents:

• Report the accident immediately to your supervisor or your department's designated person.
• Send an Auto Loss Notice to Risk Management within 24 hours of the accident. You can find this form by doing any of the following:
  • Look in the insurance packet located in the University's State owned vehicles.
  • Click on the Automobile Loss Notice in the column to the left of this page.
  • Go to the University's home page and click through Documents and Policies, For Faculty & Staff, Forms Directory, then choose Risk Management for Department and leave Key Word blank.
  • Contact us at 924-3055 and ask anyone to fax the form to you.

• Follow the directions in 1.
• Contact the rental company immediately and report the accident and damage to the vehicle.
• Contact the vehicle coverage company for the University listed below in Vehicle Coverage Companies for U.Va.
• If contacted by anyone other than Risk Management, your Department, the investigating officer, the rental company, or the University's vehicle coverage company, do not supply any information and refer them to Risk Management.

3. For accidents involving non-University owned State vehicles:

• Follow the directions in 1.
• Follow the directions provided by the State agency that owns the vehicle, and send a copy of the accident report to Risk Management.
• Contact the vehicle coverage company for the University listed below in Vehicle Coverage Companies for U.Va.
• If contacted by anyone other than Risk Management, your department, the investigating officer, the University's vehicle coverage company, or representatives of the agency that owns the vehicle, do not supply any information and refer them to Risk Management.

4. For accident involving University owned State vehicles:

• Follow the directions in 1.
• If contacted by anyone other than Risk Management, your department, the investigating officer, or the University's vehicle coverage company, do not supply any information and refer them to Risk Management.
• Follow any additional directions on or in the insurance packet located in the vehicle including reporting the accident by phone to the vehicle coverage company listed below in Vehicle Coverage Companies for U.Va.
• If the accident occurs out of state forward a copy of the police report, through your supervisor, to the Department of State Police.

Our vehicle coverage company for owned and rented vehicles has changed. Refer to the list below to determine the correct company to contact for the date that your accident occurred:

12/31/00 to present: Crawford & Company.
For reporting and claim handling dial 1-866-219-6120.

7/1/99 to 12/31/00: Wausau/Liberty Mutual.
For reporting dial 1-800-989-7845 or Fax 1-800-962-8597.
For claim handling dial 1-800-852-6662.

Prior to 7/1/99: Nationwide
For reporting dial 1-800-421-3535.
For claim handling dial 1-800-985-7917.

Contact the insurance company that you have your vehicle insured with.

If the damage to the property of others and/or injuries could exceed the amount of coverage you have purchased contact Debbie Hinton or Barbara Palmore in the Department of Risk Management.

If any UVa employees are injured in the accident report the injuries to your supervisor.

The University can provide coverage for property located in most countries, subject to normal exclusions. Certain high-risk countries are excluded from coverage. you will need to send a list of the equipment, each item's replacement value, the countries the equipment will travel in, the dates of the trip, and written approval from your dean or department head to allow the equipment to go on the trip, to Rick Schupp in Risk Management early in the planning phase of your trip. You may be contacted by Rick Schupp to discuss shipping and insurance issues for high value or sensitive equipment.

Immediately contact Facilities Management or your designated building maintenance provider for damage involving the building structure or flooring. Contact other emergency response entities as appropriate including Charlottesville Fire Department, Environmental Health and Safety, and the police. For potential high value damages, machinery damages over $1000, or any situation that you believe warrants the immediate attention of Risk Management, please contact Barbara Palmore at 924-3850. If Barbara is unavailable please call our main number, 924-3055, for assistance.

Take immediate steps to preserve evidence if the loss involves a potentially at fault third party who is not a University employee or department. Take immediate steps to stop further damage from occurring. If stopping further damage prevents preserving evidence, stopping further damage takes precedence.

If the loss is under $1000 it is under your department's deductible for coverage and you do not need to report it to Risk Management, with the following exceptions:

The incident involves potential losses to other departments such as Facilities Management, other building occupants, other locations at U.Va., such as might occur during storms, power fluctuations, flooding, etc.

Save all damaged items for possible insurance related inspection, if possible. If it is not possible to save the items contact Barbara Palmore before discarding the items.

If the damage or injury occurs on grounds, or off grounds where University activity is taking place, do the following:

• Do not make a statement of any kind to anyone other than your employer, an enforcement officer, or the State's Division of Risk Managment.
• Do not make any financial commitment on behalf of the University. Advise any person requesting a financial commitment that they should call Barbara Palmore at 924-3850 to discuss this issue.
• Ask witnesses to stay at the scene until you are able to obtain their names, addresses, and phone numbers.
• Assist the injured person and summon the appropriate assistance needed after seeking the permission of the injured person, when possible.
• For potential serious injuires, high value damages, or any situation that you believe warrants the immediate attention of Risk Management, please contact Barbara Palmore at 924-3850. If Barbara is unavailable please call our main number, 924-3055, for assistance.
• Take steps to protect public safety when appropriate. Protecting public safety and medical assistance takes precedence over preserving evidence and the scene. Contact Barbara Palmore, Debbie Hinton, or Rick Schupp, before disturbing the evidence or the scene when possible and if time allows.
• If the person with injuires or damages is capable of responding to questions ask for and write down the following information: their name, address, and phone number; the names and their relationship to any people that were with them when the incident occurred; any information they have regarding potential witnesses; their description of what occurred immediately before, during, and after the incident; and their description of their injuries or damages.
• Complete and fax to Risk Management at 982-2635 an Incident Report Form (see "Forms") within 48 hours. You may find it helpful to use the Incident Report Form as a guide and a place to record information. You can obtain the form in the following ways: 1) Download it from the "Forms" section on this Web site, or 2) Call 924-3055 for incidents not at the Health System and 924-5595 for incidents at the Health System, requesting that the form be faxed to you.