Incident and Accident Reporting

Auto Accident/Damage

If you are involved in an accident while operating a personally owned vehicle or a vehicle leased in your name, liability protection will be governed by your personal automobile insurance coverage. 

If you are involved in an accident while operating a vehicle owned or leased in the name of the University, you must report the accident to your supervisor immediately who must then report it to Risk Management for consideration of auto coverage. Please submit any police reporting or collision documentation to riskmanagment@udel.edu with a description of the event 

If your personal vehicle is damaged by a University owned vehicle or property, notify University or local police. Submit the police report to your personal auto carrier, who will be in touch with the University for resolution.  

In the Event of an Auto Accident 

  • Notify local police or University Police if on campus. Risk management must have a University or local police report verifying that an accident occurred. 
  • Never admit fault or liability when involved in an accident with another vehicle. Do not sign a statement admitting responsibility for damage or injury. 
  • Notify your supervisor as soon as possible. Notify the motor pool if applicable. The supervisor and/or motor pool should contact the Risk Management Department within THREE days to submit the police report and UD Transportation Accident Report.  Risk Management’s claims adjuster may contact you to take your statement to obtain details of the accident, parties involved and estimates of the cost to repair the University vehicle. 
  • If vehicle is a leased or rented vehicle and being used for University sanctioned business, notify the rental company immediately. Failure to do so will void the terms of your rental contract, including any insurance coverage provided under the contract, making the Department responsible for the entire loss. 
  • If an accident involves a rental vehicle leased for University sanctioned business, submit any invoices for damage to the rental company directly. If the Department did not buy collision/damage coverage from the rental company, expenses will be the responsibility of the Department leasing the vehicle 

Payment of Auto Claims 

Departments will be held responsible for the first $2,000 per accident. 

More information on the University auto loss procedure and preferred vendors for auto repair can be found at:  UD Auto Loss Payment Procedure 

Personal Injury/Accident

Call 911 to report any serious bodily injury to the University Police and ensure that appropriate medical care is rendered.  

Advise Facilities Management and Environmental Health & Safety immediately of any unsafe conditions or damaged/broken equipment. 

Follow Environmental Health and Safety guidelines for event reporting. Link can be found here: https://www1.udel.edu/ehs/generalhs/indhygiene/injury-reporting.html 

Personal Property Damage

Your personal property is not covered by University insurance. It is your sole responsibility. 

Employees and students should leave personal belongings at home or insure their personal belongings on a homeowner’s or renter’s insurance policy.  

The University does not assume liability for damage, theft or loss of personal property not caused by the University’s gross negligence or intentional act or omission. The University will not reimburse Student or their parents/guardians for damaged, lost, or stolen personal property. Students are encouraged to protect their personal property from loss by purchasing appropriate insurance, as students are not covered under the University’s state and commercial property insurance policy program. Students should review any applicable homeowner’s policy that the student or student’s family might have to determine whether the contents of the student’s University room are covered or if personal property insurance should be purchased. When students consider this insurance protection, they should keep in mind the replacement cost of such items as computers, jewelry, musical instruments, electronics, books, calculators, clothes and shoes, and sports equipment. Students can access information regarding the purchase of personal property coverage by selecting a preferred vendor/ insurance company not limited to the following companies: 

https://urmiastudentproperty.ajg.com

https://assurantrenters.com/?utm_source=dormdefense&utm_medium=uhp

The University reserves the right to subrogate against any student or guest(s) of a student whose actions or inactions are the direct cause of injury to persons or damage to University property or student personal property. 

University Property Damage

As the name implies, this refers to damage sustained to property owned by the University such as buildings, content, and equipment. It does not include automobiles or personal property. 

Follow normal internal emergency protocols to mitigate damage through Police, Facilities Management and Environmental Health & Safety. 

Tips for Management of a University Property Claim 

  • Environmental Health and Safety, Facilities, Fire Marshall or Department Leadership will work directly with Risk Management to initiate a University Property Claim. Notify Risk Management as soon as damage is noted by submitting an incident report to riskmanagement@udel.edu. This will allow insurance handlers to come on-site and assess the environment as large loss events may require site visits by field adjusters and University Risk Manager. 
  • Preserve physical evidence of damage causation. 
  • Preserve damaged items until permission to be released is given by EHS unless it is a safety hazard to maintain. Photo documentation must be provided. 
  • Maintain records of all costs associated with damage mitigation, repair and/or replacement. 
  • Reimbursement is at the discretion of the claims handler and will be made in accordance with the appropriate University insurance policy 
  • Provide updates and documentation as requested by Risk Management as to the status of the repairs and cost estimate updates. 
  • The Department may be reimbursed for insurable costs of physical damage under the University’s insurance high deductible. Full, partial or no reimbursement is subject to the insurer’s determination. Reasons for denial may include, but are not limited to: 
  • Lack of timely incident reporting 
  • Lack of cooperation with after action investigation 
  • Failure to provide routine updates and supporting proof of loss/ proof of payment documentation 
  • Failure to have site evaluated by field adjusters in a timely manner.  Risk Management will contact the appropriate department to coordinate as needed 
  • One person from the department must be designated as the departmental contact. That person will be responsible for providing information to the Risk Management department when requested, conducting any necessary investigation (including onsite inspection of damages), and acting as the point person throughout the claim process. It is crucial for a successful adjustment of the claim that your department cooperates fully with Risk Management and the University’s insurance company. 

Reporting a University Property Claim 

Email riskmanagement@udel.edu within 72 hours of knowledge of loss or damage. Include the following information:  

  • Incident Report 
  • Date of occurrence 
  • Description and causation of event 
  • Estimated cost to repair/remediate 
  • Detailed information regarding the damaged property  
  • Make, model and serial numbers and/or Asset tag/RID tag numbers (if available) 
  • Replacement cost substantiation. An original Invoice for the purchase of item is best 
  • Name and contact information of designated department contact 

Note: Payment to replace University property will not be made until proof of charges is received by Risk Management. Departments are responsible for replacing University property within a reasonable time frame as needed. Payment is on a reimbursement basis only.  Risk Management reserves the right to close the claim without payment