Standard Practices

Procedures to Report Claims and Incidents

Claims Reporting

All claims involving South Carolina Insurance Reserve Fund (SCIRF) policies will be processed by the Director of Procurement or Claims Officer through the South Carolina Insurance Reserve Fund (SCIRF). Winthrop University neither assesses the liability of the claim nor makes a monetary judgment. The SCIRF is responsible for evaluating the merits of each claim and making all monetary awards.

Non-Tort Claims

  1. Winthrop University departments experiencing a loss as a result of theft, vandalism, power surge, fire, etc. should immediately report the incident to the Winthrop University Police Department, Director of Procurement and Claims Officer. The most knowledgeable employee should prepare a written statement explaining the loss and forward it to the Purchasing and Risk Management Department.
  2. The Director of Procurement or Claims Officer will prepare and submit a report to the SCIRF which will include the following materials.
    1. A copy of the department employee's statement.
    2. A copy of the Winthrop University Police Department police incident report.
    3. A copy of the original purchase order documenting the purchase of property and cost for the damaged or stolen property.
    4. An informational claim form prepared by the Director of Procurement or the Claims Officer.
    5. A copy of any paid invoice for replacement property.

See the Property Loss and Incident Report (pdf - 22 kb).

Tort Claims

  1. Whenever a person is injured or a person's property is damaged on campus the Director of  Procurement or Claims Officer should be notified immediately. It is highly recommended that the incident be reported to the Winthrop University Police Department. The injured person or property owner also should be referred to the Director of Procurement or Claims Officer.
  2. Tort claims are handled in much the same way non-tort claims are handled, but with two important exceptions (identified with an asterisk * below). The Director of Procurement or Claims Officer will prepare and submit a tort claim to the SCIRF which will contain the following documents:
    1. A notarized tort claim form completed by the injured person or person whose property is damaged.  This form may be obtained from the Director of Procurement of Claims Officer or printed from the Winthrop University Risk Management web site (link provided below).*
    2. Any medical or repair bills associated with the incident.*
    3. An informational claim form detailing the incident.
    4. A statement from any witnesses and/or the most knowledgeable Winthrop University employee.
    5. A copy of the Winthrop University incident police report.
    6. Any other relevant information about the incident.

See the Tort Claim Form (pdf - 16 kb).

Claims made to independent carriers will be handled on a case by case basis. As with SCIRF claims, Winthrop University does not assess liability or make monetary judgments. These activities are left to the independent carrier once the merits of the claim have been evaluated. Although there is no specific format for a claim's submission, the following material will be included as a minimum:

Additional Claims

  1. A letter from the Director of Procurement or Claims Officer to the independent carrier stating the reason for the claim.
  2. Any documentation related to the claim (i.e. Complaint, Summons, etc.)

See the Information Report (pdf - 12 kb).

Comprehensive Auto Liability

  1. The comprehensive auto liability policy is basically divided into three separate areas of coverage.
    1. Bodily Injury and Property Damage
      1. "Bodily injury means bodily injury, sickness or disease including death resulting from any of these".
      2. "Property damages means damage to or loss of use of tangible property".
    2. Personal injury protection is provided for medical expenses, work loss, and essential services
    3. Uninsured motorists.
  2. Only vehicles covered by comprehensive coverage are insured against glass breakage.
  3. Leased autos are covered by the SCIRF automobile policy.
  4. The Director of Procurement or Claims Officer will prepare and submit a report to the SCIRF or to the SCIRF appointed claims adjusting company which will include the following materials:
    1. A copy of the Winthrop University Police Department police accident report South Carolina Department of Public Safety Financial Responsibility Notification of Requirement Form (FR-10) or Winthrop University Incident Information Report.
    2. A copy of the employee's statement.
    3. A copy of the South Carolina Department of Public Safety Financial Responsibility Notification of Requirement Form (FR-10) form that was issued by the investigating agency which would include one of the following: South Carolina State Highway Patrol, York County Sheriff's Department, City of Rock Hill Police Department, County Police or others.

See the Information Report (pdf - 12 kb).

Procedures to Report Potential Liability Incident

All incidents affecting members of the general public, students, or others while on the Winthrop University campus which you believe could reasonably result in a liability claim against the university should be reported to the Risk Management Department.

The Winthrop University Incident Information Form must be used to report all incidents with the exception of automobile accidents or workers compensation claims.

See the Information Report (pdf - 12 kb).

Reporting of Automobile Incidents

To report automobile accidents that occur on campus property contact:
Winthrop University Police Department
Good Building
803/323-3333

Reporting of Employee Incidents

To report incidents involving injuries to employees contact :
Winthrop University Office of Environmental Health and Safety Department
349 Columbia Avenue
803/323-2328

Reporting of General Public Incidents

To report incidents involving the general public contact:
Winthrop University Police Department
Good Building
803/323-3333