University departments should report any accidents, incidents, or unusual circumstances to Risk Management within 24 hours.

To report an incident or accident, call Risk Management at 434-924-3055. Any staff member can provide you with information on how to report an incident or accident or file a claim. They will ask you to complete an Insurance Incident Report Form or the Automobile Loss Notice Form depending on the nature of the situation. This form will assist you in providing the complete details to identify who, what, when, where, and how a loss occurred. Completed forms should be faxed (434-982-2635) or mailed to Risk Management, PO Box 400205, 2400 Old Ivy Road. Any incident or accident should be reported immediately, and generally a written report filed within 24 hours.

Occasionally, incidents and accidents occur over holidays, weekends or after business hours. If no one is available at the time of the incident or accident, contact the appropriate public safety agency (e.g. fire department, police department) and then contact Risk Management immediately the next business day.

Automobile accidents should be reported directly and immediately to:

Crawford and Company (1-866-219-6120), and University Police (if the accident occurred on Grounds), the Virginia State Police (if the accident occurred off Grounds), or the appropriate local or state police if the accident occurred out of state. If the accident occurs out of state in a University State owned vehicle forward a copy of the police report, through your supervisor, to the Department of State Police.

Automobile accidents should also be reported to Risk Management at 434-924-3055 where any staff member can assist you. They will ask you to complete an Automobile Loss Report Form which will provide them with the necessary information to manage any resulting claims.

Any time employees or agents of the University use a state-owned vehicle for authorized travel outside of Virginia and are involved in an accident using that vehicle, the driver is required to report the accident to local police and bring a copy of the police report back to his or her supervisor. For addtional information regarding this, please refer to Frequently Asked Questions.

Risk Management provides claims administration services for losses to University property. This includes:

• Losses to property belonging to others in our care when such liability is assumed by the University.
• Losses to property when the operations of the University causes damage to the property of others anywhere in the world with the exception of certain high-risk countries.
• Losses due to employee dishonesty, automobile physical damage, telephone fraud, and crime such as wrongful abstraction of money and securities on or off University premises.

The department also coordinates the investigation and reporting of liability claims against the University such as automobile accidents, people that are injured on Grounds or due to the University's operations, from professional malpractice, errors and omissions that may be alleged against the Board of Visitors or University faculty and staff. In addition, the department will handle the subrogation of claims that result from an outside third party causing damage to University property.