Requests for New Construction
In preparation for the yearly Capital Outlay Request to be submitted to the Board of Regents, the Office of Facility Planning invites requests for new construction from all colleges, schools, and departments. The request includes a name and purpose for the new facility, an approximate size and the number of types of spaces desired. The deans and vice presidents will receive these requests from their units and arrange them in order of their priority of need. Facility Planning will then present a list of these requests to the President and to IRRAC for final determination of priority. The requests which are to be submitted to the Regents are put in final form by Facility Planning for the President's approval and submitted to the Board of Regents. Periodically, especially when site locations for a new building are being considered, Facility Planning will present proposed changes to the campus to the Campus Planning Committee for review.

Procedures for Planning a Project
Programming
Once a project has been authorized for planning, assistance is given to the using agency in preparing a written program of requirements for use by the administration, the funding agency and the architects. This document will contain a brief statement of concept, a list of the spaces required and the size needed for each space type, an explanation of how the spaces will relate to each other and to the building's function, the degree of flexibility required and future trends which might affect the need for expansion. This document will form a basis for preliminary estimation of cost and conceptual design of the project. Additional information concerning operation and maintenance will be obtained from Plant Operations and be included in the building program statement.

Coordination of Building Design
The actual planning of a project through the award of a construction contract is a primary responsibility of the Office of Facility Planning. The steps involved in this process, in chronological order, include the following:

Coordination of Building Design
The actual planning of a project through the award of a construction contract is a primary responsibility of the Office of Facility Planning. The steps involved in this process, in chronological order, include the following:

1. Selection of the Architect
   For all projects with an estimated construction cost in excess of $500,000, a selection process established by the Board of Regents is used to give qualified design professionals an equal opportunity to be considered for the design services required. This process includes a public notice soliciting design services from throughout the state of Georgia, a selection committee which will review all responses, selection of a maximum of eight finalists, interviews of each firm and establishment of a ranked listing in order of choice. The finalists are selected based on their experience and performance with projects of similar requirements to the specific project being planned. The top three firms listed will be recommended for submission to the Regents for approval. An architectural contract is then prepared and signed by the Board of Regents.
2. Selection of the Site
   From a number of available sites which have been determined in master and area planning phases the building committee, consisting of representative of the using agency, the Office of Facility Planning, Plant Operations Division, and others with specific interests in the project, will meet to select the preferred site. Departments in buildings adjacent to the site and administrators of facilities occupying the site such as existing buildings, parking lots or open spaces are to be advised of the possible placement of the new building and their comments are to be included in the committee's report. The consideration of need and cost of reallocation of existing facilities and/or programs which will be affected by new construction will be included in planning and selecting a site. The committee's recommendation will be submitted by the Director of Facility Planning to the Associate Vice President for Facilities and the President for approval. A location plan showing the boundaries of the approved project site is prepared by Facility Planning and presented to the architect.
3. Obtaining the topographical survey and subsurface investigation
   The architect arranges for this information and the Office of Facility Planning coordinates access to the site.
4. Obtaining complete information concerning utilities
   The architect will secure all information on available utilities to serve the project. While Plant Operations, City of Atlanta and private utilities companies are used as sources, the architect is solely responsible for securing this information and providing proper extension and connection of utilities to the building.
5. Preliminary Design
   The coordination of assistance and advice between the using department, Institute service departments and the architect during the preliminary design phase of the project is done by the Office of Facility Planning. Reviews, budget preparation and program changes are handled by the office. Information requested by the architect may be obtained either through Facility Planning or directly from the using department in meetings and correspondence during this design phase. The architect is responsible for obtaining all permits and approvals from State agencies. A preliminary list of loose equipment needs is made in conjunction with the using department. Facility Planning will coordinate preliminary document review with the using department, Plant Operations, and the dean of the school or college involved. After obtaining signatures of approval from the dean and Director of Plant Operations, the documents are approved by the President and transmitted to the Regents Office for final approval.
6. Contract Documents
   During the preparation of working drawings and specifications the Office of Facility Planning coordinates the many items of information, meetings and details needed to enable the architect and his engineers to complete the work to the Institute's satisfaction. Again, detailed reviews in the documents are made by all parties involved and final approvals and submissions are coordinated by Facility Planning. Specification sheets for loose equipment items are prepared by Facility Planning and the using department. The project is approved by the President, forwarded to the Board of Regents, and advertised for bids either by the Regents Office, by the Georgia State Finance and Investment Commission Office (GSFIC) or by the Plant Operations Division.
7. Bidding of a Project
   The bid date is set by the Regents Office, the architect handles the bidding process and Facility Planning coordinates any actions required of the Institute during the bidding period. In the event of an unacceptable bid, Facility Planning will assist the using department and the architect with an analysis of alternative means for bringing the project scope into line with the funds available. This action is done in conjunction with the Regents Office and, when all parties concur, a construction contract is awarded by the Regents Office, the GSFIC, or the Institute.
8. Supervision of Construction
   The architect supervises the construction as the Institute's consultant. Projects administered by the GSFIC do not come under the Institute's jurisdiction, but information needed from the Institute during construction is handled by Facility Planning. All other projects are administered by Facility Planning, including the following procedures:
   • Providing a Resident Engineer Inspector who will make daily visits to the job site, will keep a daily log and a weekly written report of the job progress, and will report any variance by the contractor from the contract documents to the architect.
   • Processing all payment requests from the contractor; including checking the figures, insuring all signatures are obtained, preparing the check request and forwarding the request to the Regents Office for approval.
   • Processing all change orders for approval.
   • Coordinating with the appropriate campus agencies the interruptions of utilities and other actions of the contractor which will affect operations, parking, traffic, safety and activity on adjacent Institute property.
9. Final Acceptance
   When the architect has determined that the project is completed, a final inspection is scheduled by the Regents or the GSFIC. Facility Planning notifies all Institute departments which have a direct interest in the operation and maintenance of the new facility, including:
   1. the using departments
   2. the appropriate Dean
   3. Plant Operations Division

The Associate Vice President for Facilities attends the final inspection, verifies the work has been completed, and signs all acceptance papers as the President's representative. All operations and maintenance manuals, keys and other materials to be turned over to the Institute are signed for by the Associate Vice President of Facilities and distributed to the proper campus agencies. Coordination of loose equipment placement is done by Facility Planning. Final payments and any other completion matters are administered by Facility Planning. Maintenance and operations of the new facility, including the register of complaint items, become the responsibilities of the Director of Plant Operations in conjunction with the using department, the Regents Office and the GSFIC.
See Section 9.0, Facility Planning/Plant Operations, Maintenance and Construction for New Building Construction and Acceptance.

Required documentation:
Owners and/or providers of animals to be exhibited and/or part of a petting zoo must provide:

• Documented proof that all animals have had their required shots including but not limited to vaccinations, such shots are up to date, and the animals are free of rabies.
• Evidence of liability insurance coverage with limits of at least $1,000,000 per occurrence with an insurance company with at least an A- / VII rating by A.M. Best Company must be provided by the owner and/or provider of the animals. Georgia Tech, its officers and employees must be named as additional insureds on the liability insurance policy.
• A Certificate of Insurance, evidencing the required coverage must be submitted to
  Georgia Tech Insurance & Claims Management, 711 Marietta St., N.W.
  Atlanta, GA 30332-0300, prior to the date of the event.

Handling:

• During public exhibition, any animal which may have physical contact with the public must be handled so there is minimal risk of harm to the animal and to the public. The owner and/or provider must ensure that there is sufficient distance and/or barriers between the animal and the general viewing public so as to assure the safety of both.
• An appropriate number of adequately trained employees shall be utilized to maintain the exhibit. A responsible, knowledgeable and readily-identifiable employee or attendant must be present at all times during the public exhibition.

Facilities:

• Animals in exhibit shall be kept in appropriate cages or behind appropriate fencing with the trained animal handlers present at all times to manage appropriate human-animal interaction.
• Access to the animal areas should be clearly defined and controlled (barriers, fencing, signage, etc.) from non-animal areas.
• No smoking, food or beverage shall be allowed in the animal area. Signage stating such prohibition shall be clearly posted throughout the exhibit and at the entrance.
• If public feeding of the animals is permitted, the food must be provided by the animal facility/owner and shall be appropriate for the type of animal and its nutritional needs and diet.
• Adequate potable water for the animals shall be available on the premises.
• Manure and soiled animal bedding shall be removed promptly. Animal waste and waste removal tools must be confined to areas restricted from public access.
• The provider of the animals shall be required to haul off the animal waste from campus in their own containers.
• The Exhibitor will be required to pay a cleaning fee to the Georgia Tech Facilities Dept. to sanitize the animal exhibit area after the event. Please contact the Georgia Tech Facilities Dept. at 404-894-3969 for details.
• To reduce the chance of disease transmission, hand washing stations sufficient to accommodate the maximum anticipated attendance must be provided. The stations will include the appropriate number of anti-bacterial liquid soap dispensers and a water source or anti-bacterial hand-wipes. If soap and water are not available, alcohol-based hand sanitizers [or anti-bacterial hand wipes] may be provided but this is a less preferable option. Signage which clearly explains the safety reasons for hand washing shall be clearly posted near the hand washing stations and near the exit.
• In case of an animal bite, or other emergency, campus police should be contacted at: (404-894-2500).

Questions:

Contact: gtinsurance.ask@business.gatech.edu

*Sources: University of Texas EHS Animal Exhibit Policy, National Assoc. of State Public Health Veterinarians-Compendium of Measures to Prevent Disease Associated with Animals in Public Settings, 2011, Iowa State University Petting Zoo Policy.

4.1 Institute Council on Environmental Health and Safety

Membership
The IC-EHS Chair is appointed by the President, in consultation with the Executive Leadership Team and the Assistant Vice President of EHS. Membership of the IC-EHS is comprised of the Chairs of the other Institute EHS-related committees and compliance-related departments including: The Biological Materials Safeguards Committee (BMSC), Chemical and Environmental Safety Committee (CESC), Laser Safety Committee (LSC), the Occupational Health and Safety Committee (OHSC), the Radiation Safety Committee (RSC), the Institutional Biosafety Committee (IBC), and the Institutional Animal Care and Use Committee (IACUC). Other departments with standing appointments to the IC-EHS include Legal Affairs, Georgia Tech Research Corporation (GTRC) / Office of Research Integrity Assurance, Stamps Student Health Services and the Office of Human Resources.

Reporting
The IC-EHS reports to the Office of the President through the Executive Vice President for Administration and Finance and the Executive Vice President for Research.

4.2 EH&S Committees

Biological Materials Safeguards Committee
The Biological Materials Safeguards Committee (BMSC) is responsible for reviewing and approving all applications for research, teaching, and training that involve the use of biological materials (except recombinant DNA and Synthetic Nucleic Acid Molecules) including but not limited to pathogenic organisms (including CDC select agents), etiological agents, infectious and non-infectious materials, and certain human samples and ensuring that the proposed activities comply with the federal regulations governing them. The BMSC generally reviews proposals via email, but holds in-person meetings, as needed. The BMSC’s work is coordinated by the EHS Biosafety Officer, who is also the “Responsible Official” for CDC select agents and toxins. The BMSC reviews protocols to ensure the safety of personnel working with these materials and that laboratory practices conform to federal and state regulations. The BMSC reviews policies and procedures for biotechnology at Georgia Tech and advises departments and individual researchers regarding compliance methodologies. The Chair of the BMSC is appointed by the Executive Vice President for Administration and Finance and the Executive Vice President for Research. BMSC members are nominated and appointed by the Chair, in consultation with the Assistant Vice President of EHS, and are selected in a manner to ensure adequate representation across schools and departments which use biological materials.

Chemical and Environmental Safety Committee
The Chemical and Environmental Safety Committee (CESC) advises EHS and the IC-EHS on policies and procedures regarding the safe acquisition, storage, use and disposal of chemicals in Georgia Tech facilities. The Committee considers, evaluates and recommends policies and procedures regarding laboratory safety and chemical hygiene plans. The CESC reviews chemical research protocols for compliance with sponsor agency requirements, federal/state laws and Georgia Tech policies and procedures. The Chair of the CESC is appointed by the Executive Vice President for Administration and Finance and the Executive Vice President for Research. CESC members are nominated and appointed by the Chair, in consultation with the Assistant Vice President of EHS, and are selected in a manner to ensure adequate representation across schools and departments.

Laser Safety Committee
The Laser Safety Committee (LSC) establishes and maintains safety policies, procedures and guidance regarding the use of Class 3B and 4 lasers at Georgia Tech. The LSC meets semi-annually and considers and advises EHS and the IC-EHS on programs and policies regarding the safe and compliant use of Class 3B and 4 lasers at Georgia Tech. The Chair of the LSC is nominated by LSC members. LSC members are nominated and appointed by the Chair, in consultation with the Georgia Tech Laser Safety Officer and the Assistant Vice President of EHS.

Occupational Health and Safety Committee
The Occupational Health and Safety Committee (OHSC) develops policy recommendations and procedures to ensure Institute workplace health and safety. The OHSC is the oversight committee for the Georgia Tech Occupational Health Program, established primarily for workers engaged in research, teaching, or other activities using animal models, research using human blood, tissues, or other products, biological materials, pathogenic organisms, toxins, select agents, chemicals and other hazardous materials or specialized equipment. The OHSC advises EHS and the IC-EHS on the implementation and administration of the Occupational Health and Safety Program. The OHSC will periodically review the program for compliance and effectiveness and provide recommendations to the Assistant Vice President of EHS to enhance program effectiveness. The Chair of the OHSC is appointed by the Executive Vice President for Administration and Finance and the Executive Vice President for Research. OHSC members are nominated and appointed by the Chair, in consultation with the Assistant Vice President of EHS, and are selected in a manner to ensure adequate representation across schools and departments.

Radiation Safety Committee
The Radiation Safety Committee (RSC) is responsible for overseeing and maintaining the health and safety standards associated with the use of radioactive materials and radiation generating devices at Georgia Tech. The RSC meets quarterly, at a minimum, to review proposed experiments and tests utilizing radioactive material, radiation-generating equipment and all the other types of ionizing radiation at Georgia Tech. The RSC also reviews incidents associated with potential radioactive material spills and/or exposures. RSC members are appointed by the President and serve three-year terms. The Chair is is elected by committee members. (http://www.ors.gatech.edu)

Other Research Committees
Other Committees With EHS Involvement – Administered Through the Office of Research Integrity Assurance: Other groups represented on the IC-EHS include the Institutional Biosafety Committee (IBC) and the Institutional Animal Care & Use Committee (IACUC) which are mandated and prescribed by federal law. While their representation on the IC-EHS is critical to development and integration of campus safety policies and procedures, their constitution, charges, role definitions, reporting structure, and membership are subject to federal law. These committees operate under written Assurances of Compliance with the relevant federal agency and implement policies that conform to the requirements of those federal agencies.

Institutional Biosafety Committee for rDNA
The Institutional Biosafety Committee (IBC) is responsible for reviewing all applications for research, teaching, and training that involve the use of recombinant DNA (rDNA) and Synthetic Nucleic Acid (sNA) Molecules and ensuring that the proposed activities comply with the federal regulations governing them. The IBC has the responsibility and authority to review, approve, disapprove, or require changes in activities involving rDNA and sNA materials. The IBC holds meetings as needed to review protocols. Georgia Tech’s IBC is registered with the National Institutes of Health (NIH) Office of Biotechnology Activities (OBA). The EHS Biosafety Officer is a member of the IBC and works closely with the committee on protocol review and laboratory activities. Committee membership is structured in accordance with federal requirements; members are appointed by the Executive Vice President for Research. (http://researchintegrity.gatech.edu/about-ibc/)

Institutional Animal Care and Use Committee
The Institutional Animal Care and Use Committee (IACUC) is charged with reviewing all faculty-, staff-, or student-proposed use of vertebrate animals, regardless of where the work is performed or source of funding, if any. The IACUC focuses on the humane use and treatment of vertebrate animals utilized in research at Georgia Tech. This committee regularly inspects and monitors the animal care and use program to ensure that all components are in compliance with regulations and guidelines outlined in the federal Animal Welfare Act. Georgia Tech animal facilities are registered with the U.S. Department of Agriculture. The IACUC meets monthly, or as needed, to review research protocols which involve vertebrate animals. Georgia Tech’s Animal Welfare Assurance is approved by the Department of Health and Human Services. Committee membership is structured in accordance with federal requirements; members are appointed by the Vice President for Research, who also serves as the Institutional Official for matters related to animal subjects. (http://researchintegrity.gatech.edu/about-iacuc). The IACUC and its records are included in the inspection of the animal program conducted not less than annually by the US Department of Agriculture.

4.3 EH&S Office

Mission
The mission of the EHS Office is to develop and provide training programs, technical assistance, compliance oversight, consultation, and specialized services to the Georgia Tech community in the following areas:

• Chemical / Laboratory Safety
• Biological Materials / Biological Laboratory Safety
• Laser Safety
• Hazardous Materials Management / Emergency Response
• Fire and Life Safety
• Radiological Materials and Radiation-Producing Equipment Safety
• General (Physical) Safety
• Environmental Assessment and Compliance

It is the goal of EHS to enhance Georgia Tech’s mission by providing high-quality and value-added service in each of these areas to assist the Institute in meeting its public health, safety and environmental protection responsibilities. This is vital in maintaining a safe, healthful and regulatory-compliant learning, living and working environment for all personnel, for preserving the integrity of research activities, and for facilitating the overall growth of the institution.

Reporting
The EHS Office reports administratively through the department of Facilities Management, with “dotted-line” reporting responsibility to the President’s Executive Leadership Team.

Education
Education and training programs are provided in each of the areas indicated above under Mission.

Enforcement

EHS is responsible for guiding and assisting the Institute community in meeting its public health, safety, environmental protection, and compliance responsibilities.

EHS shall assist PIs and laboratory users in determining and following safe practices; coordinating safety activities; providing education in safety; investigating accidents and incidents in laboratories and chemical incidents campus wide; conducting lab inspections and verifying proper operation of lab safety equipment and systems. While lab safety programs are most effective when lab groups self-monitor and enforce the rules, EHS is also responsible for monitoring and verifying compliance with state and federal safety regulations and Georgia Tech lab safety policies. In addition, EHS is responsible for collecting and analyzing Institute-wide data regarding accidents, injuries, illnesses, and property damage incidents to identify trends and recommend appropriate corrective actions.

In cases of imminent danger to life and health of persons in a laboratory and/or to others nearby or to property, EHS is authorized to take appropriate action including, but not limited to, stopping work, closing the laboratory, and evacuating laboratories or buildings.

Refer also to Section 6 below.

Scheduled Maintenance and Repair

Functions performed according to a schedule or as a result of scheduled inspections are as follows:

• Exterior painting, including refurbishing all painted surfaces as required. This work is normally scheduled during the late spring and summer months. The schedule must be flexible since some buildings require painting more frequently than others.
• Plumbing system maintenance and repair, including water, air, gas, steam, and sewer systems, both interior and exterior.
• Mechanical equipment maintenance including servicing and repairs to heating, air conditioning, ventilation, and other mechanical equipment. Building Maintenance has an inspection and preventive maintenance group which makes regularly scheduled visits to each of the campus buildings.
• Electrical systems maintenance, including the campus high voltage distribution system. These systems are installed, inspected, maintained, and repaired by Utilities Maintenance personnel. Facilities Management personnel also install, maintain, and repair the secondary electrical systems within each building.
• Elevator maintenance and repair is accomplished through contract services prepared and monitored by Utilities Maintenance.

Since the indiscriminate addition of electrically operated equipment can tax a power system beyond its designated load limits, building occupants should consider power loads in purchasing equipment. Any contemplated electrical load additions requiring significant amounts of power should be discussed in advance with the Manager and the Design & Construction Department..

Unscheduled Maintenance and Repair
Maintenance performed as the need arises is as follows:

• Interior painting is performed when it is needed and when there will be a minimum of interference with classes and/or office routines.
• General repairs which may require the service of roofers, masons, carpenters, locksmiths, plasterers, or other craftsmen. All these services are available as needed.

Emergency Maintenance and Repair
When situations are observed which appear to require immediate maintenance or repair attention to either prevent or resolve an emergency, these should be reported to the building manager or by telephone to area Building Maintenance, if during normal office hours. All other times, telephone reports of emergencies should be made to the Dispatcher, Georgia Tech Police Department, telephone number 894-2500, who is provided with a current emergency call list Building Maintenance personnel. The person to be contacted and/or who can point out the problem should also be provided.
http://www.facilities.gatech.edu/om/requests/maintenance.php

Utility Interruptions
Provisions, including advance notice and duration, for interruptions to utilities permitting the contractor to make necessary connections and installations are contained in the contract specifications. The contractor is required to give notice to the owner (Georgia State Financing and Investment Commission) when an interruption is needed; they, in turn, contact the Vice President of Facilities Management. Facilities coordinates with Utilities Maintenance and replies to the owner. Utilities Maintenance then coordinates the actual interruption directly with the contractor; gives notifications of the scheduled interruptions to all Institute departments and activities involved; and arranges restoration of service.

Protection of Utilities
Electric, steam, communications, sewer, gas, chilled water, and domestic water lines are buried throughout the campus. These lines are a hazard to personnel digging or excavating in the vicinity of these lines and extreme caution should be taken to protect the lines from damage. Prior to any digging or excavation, the Manager of the Utilities Maintenance Department shall be notified. No digging may proceed until all Georgia Tech owned lines have been located by Georgia Tech personnel and all public utility lines have been located by the Locator Service and the Atlanta Water Department. Outside contractors are responsible for having all Georgia Tech owned lines located and for requesting Locator Service and Atlanta Water Department locator service.

1. An applicant can be any staff or faculty member.
2. Applicant requiring Certificate for State-owned property shall obtain a blank Loan Agreement form either from their Department Head or Capital Assets Accounting. Fill out the Agreement including date, name, location (if residence, street address must be given in full including zip code), reason for loan, list of equipment including inventory number which can be found on the decal, employee signature and approval of the Department Head or Lab Director is required.
3. Send original to Capital Assets Accounting with copy to Georgia Tech Insurance & Claims Management, Mail Code 0300.
4. For property on loan to the Institute send a memo which has written concurrence of Department Head or Lab Director to Georgia Tech Insurance & Claims Management. Include name of owner, GA Tech building and room location where equipment will be kept or other location if applicable. Include equipment or property list and costs with back-up data if available. State reason for bringing equipment on campus or on trip if applicable.
5. For property on loan to the Institute, send completed Loan Agreement. Ensure document is signed by both parties.
6. Georgia Tech Insurance & Claims Management, upon receiving one of the above listed forms, letters or documents will assign an "All Risk" Certificate number and assess the value of the property by using the current Capital Assets Accounting "Equipment on File by Tag Number". If personal property, a letter or copy of invoice will be requested. If property is consigned or on loan, a Loan Agreement or letter from owner will suffice. If leased or rented property, a letter from vendor stating the replacement cost of property (not the rental cost) will be required.
7. Georgia Tech Insurance & Claims Management will prepare and sign a "certificate" The original will be sent to the insured. The copy will be retained in the Risk Management Certificate Book in numerical order along with all back up information.

• The Insurance and Claims Management Office shall review all pertinent documents.
• If it is determined that a claim does not warrant further action (property claims) the documentation shall be filled in the departmental section of the large horizontal filing cabinet under the appropriate department name.
• The claim shall require initial approval from DOAS. This is usually provided by an email and indicates that certain guidelines have been met and the processing can proceed.
• In viable property claims, the Insurance and Claims Management Office shall assign an insurance account number from the Grants and Contracts Accounting insurance accountant.
• The Insurance and Claims Management Office shall receive and assemble all documents Including:
  • incident report(s)
  • statements of witnesses
  • correspondence
  • photographs
  • recordings
  • bills
  • estimates
  • property or vehicle documentation
  • claimant forms (if so required by DOAS)
  NOTE
  Rarely do initial estimates as provided by the claimant agree with the final outcome. Differences between the estimate of loss, the Purchase Request, and the final invoice occur for substantial and valid reasons. The Insurance and Claims Management Office is generally required to negotiate these differences with DOAS.
• Checks are written by DOAS and sent to the Insurance and Claims Management Office for submittal to the Bursar's Office through Grants and Contracts Accounting.

1. Upon receipt of inspection report, Georgia Tech Insurance & Claims Management will review and forward copies of any reports containing serious recommendations to department heads having jurisdiction of the building.
2. A copy of all reports will be sent to the Manager of Environmental, Health & Safety Department.
3. Georgia Tech Insurance & Claims Management will follow up with department heads for compliance with report recommendations until compliance is documented.

1. Notice of loss must be given as soon as possible. Claimant or person having knowledge of loss shall initiate an Incident Report with the Campus Police.
   Note:
   The carrier may choose not to honor a Notice of Claim filed after 30 days or a Proof of Loss after 120 days.
2. Upon completion of the investigation, Georgia Tech Insurance & Claims Management will review all pertinent documents.
3. Georgia Tech Insurance & Claims Management shall receive and assemble all documents including: incident report(s) statements of witnesses, photographs, recordings, bills, estimates, and property documentation.
4. Georgia Tech Insurance & Claims Management shall notify DOAS, who in turn will notify the state's crime insurance company of the loss.
5. Georgia Tech Insurance & Claims Management shall prepare a Proof of Loss statement and Notice of Claim with the assistance of GT Internal Audits and/or Office of Legal Affairs
6. Upon completion of the investigation by DOAS or the insurance company, Georgia Tech Insurance & Claims Management will be advised of the acceptance or rejection of the claim.

1. Georgia Tech Insurance & Claims Management shall receive, assemble and review all documents including, but not limited to: incident report(s), statements of witnesses, photographs, recordings, bills, damage estimates, and property documentation.
2. Depending on the type and amount of documents pertinent to the claim, they will be sent to DOAS/RMS by email or postal mail.
3. Upon receipt of an Ante-Litem Notice or Lawsuit, the Board of Regents will copy the State Attorney General's Office who will assign an Assistant or Special Assistant Attorney General to the case and protect discovery through the Attorney Product Work Rule.
4. In cases of impending litigation, the State Attorney General's Office in concert with the Liability Section of DOAS/RMS may assign a private investigator or adjuster to the case.
5. DOAS/RMS or a private investigator or adjuster may contact Georgia Tech Insurance & Claims Management or the Office of Legal Affairs for assistance in processing the claim.

1. Employee shall report injury to supervisor.
2. Injury should be reported within 24 hours.
3. Supervisor for Georgia based employee reports injury to DOAS workers' compensation toll free number: 1-877-656-7475.
4. Supervisor for Ohio based employee reports injury to the 24 Hour Injury Report Line: 1-800-275-6463. Policy#: 1647912
5. Supervisor for All Other Non-Georgia based employees report injury to Hartford Loss Connect Service: 1-800-327-3636. Policy#: 20 WB AT0511
6. Only injuries requiring medical care or lost time should be reported.
7. Injuries not requiring medical care (e.g. minor cut, scrape, burn, etc.) or involving lost time should be recorded on an “Incident Notice Only” form and kept with the employee’s personnel file.

1. Documentation will be reviewed by Georgia Tech Insurance & Claims Management.
2. Incident Reports are numbered and certain ones will be filed by Georgia Tech Insurance & Claims Management. To qualify for filing a report must pertain to some activity of a serious enough nature to warrant investigation by Georgia Tech Insurance & Claims Management. Incident Reports that reveal some innocuous activity or to an activity outside the jurisdiction of Georgia Tech Insurance & Claims Management will not be processed.
3. Incident reports that are filed will remain in the file until additional supporting information is received or until the Georgia Tech Insurance & Claims Management determines that an investigation shall commence. At that time the incident report shall be segregated as described in the next paragraph.
4. Georgia Tech Insurance & Claims Management shall maintain said records in separate blue partitioned folders. An identification file number will be assigned and affixed to the top of the folder.