Loss Prevention Process

Any university employee may apply for Loss Prevention (LP) projects. LP projects can also be requested by department heads or campus environmental, health, safety, and risk management (EHSRM) staff. LP funding is made available to UAF by Statewide Risk (SW Risk) each fiscal year.

Please note that all loss prevention applications must be submitted by March 15th of each fiscal year. The supporting documentation (invoice and banner screen) must be submitted by May 15th to EHSRM for reimbursement and closure.

Ergonomic

Ergonomic loss prevention applications go through Carol Shafford. She can be reached at cashafford@alaska.edu. The amount available for ergonomic applications is a maximum of $400.

You must submit a complete application to Carol for it to be processed. This includes a completed and signed application and an ergonomic assessment report. All documents will be sent to EHSRM for review/approval. Once approved EHSRM will provide an activity code for departments to reconcile in banner.

See below for information on how to submit a LP application.

Cameras:

Requests for installation of security cameras are due to EHSRM by December 15th due to the time frames associated with ordering and billing of these cameras. When submitting your application, please include a review by UAF Police to ensure that your camera(s) are located in an area that will provide you with the best coverage. Camera request need to be coordinated with many departments including Facilities Services, Design and Construction, OIT, and others which also takes time to manage. LP funding is available to assist departments with purchasing the cameras and not the cost of installation or additional fees.

See below for information on how to submit a LP application.

Loss Prevention Process

  1. Review Loss Prevention Guidelines and Information
    Note: Applicants will no longer provide a department specific fund and organization account codes when submitting LP requests. EHSRM will provide applicants a specific activity code, once the LP request is approved by EHSRM and SW Risk to purchase LP items. Applicants can expect longer LP approval periods, but departmental specific funds will not be used to make LP purchases. **LP purchases made prior to EHSRM/SW Risk approval will not be reimbursed, and will be the responsibility of the owning department**


    LP Guidelines and Information
    (PDF)

  2. Identify the problem and develop a plan to mitigate the risk
    Examples of prior projects include: video surveillance cameras; a sanding unit to reduce slips, trips and falls across campus; portable welding fume hood; key swipe cards to provide safe access; machine guards; hiring CSOs for safety reasons at various campus functions; training for protection of minors issues; and replacement of an art material with a safer option.

  3. Provide supporting evidence for your application
    This can be completed by a risk assessment through risk management or previous incident reports, police reports, Cause of Loss Reports, or any other supporting data available.

  4. Calculate costs and savings that will arise out of the LP project
    In many cases, this will be a rough estimate. However, please do your best to develop and clearly demonstrate direct or indirect costs and savings that could be realized as a result of implementing your proposed LP project. If you are purchasing a piece of equipment, requesting training, buying supplies or other items, please provide a copy of the estimated cost of these items with your application.

  5. Fill out a Loss Prevention funding application.

    Loss Prevention funding application form (PDF)

    You only need to fill out the first page of the application and attached your backup. The scoring portion will be completed by Risk Management.

  6. Get approval signature from your appropriate department head or supervisor.
    This step is to confirm that management can support your plan as well as provide additional funding that may be necessary if the plan exceeds the LP funding limit or matching funding is required.

  7. Submit your application to campus EHSRM office.
    Please e-mail the complete application to brcruz@alaska.edu. EHSRM will perform the initial review and approval. Once approved by the campus EHSRM office, the application will be forwarded to the System Office of Risk Services (SW Risk) for review and final approval. EHSRM will notify you of approval and provide an activity code to assist with reconciling the purchase in Banner.


    NOTE: ERGONOMIC LP APPLICATIONS WILL GO THROUGH CAROL SHAFFORD PRIOR TO SUBMITTING TO EHSRM.
     All ergonomic applications will be funded for a maximum of $400.

  8. If approved,you can implement the project at any time with the accounting codes provided by EHSRM. Once complete you will need to submit a copy of the invoicing for the project. EHSRM will a acquire a banner screen showing that the invoices were paid from UAF Financial Services. Once receipts and banner screens are received, they will be submitted to SW Risk for reimbursement and closure with UAF Financial Services.