This coverage applies to all state buildings, contents, capital equipment, supplies and vehicles. All losses are subject to a $1,000 deductible, effective 07/01/2013, with two exceptions: there is a $2500 deductible for theft when there is no sign of forced removal and there is a $0 deductible on vehicle glass breakage.
When a property claim occurs, it is important that the department react promptly to handle the situation and notify our department. If the loss involves theft or vandalism, the local law enforcement agency must be notified. Losses in excess of $10,000 must be reported immediately by phone to our office, since we may need to notify The Bureau of State Risk Management. In order to file a claim, we need an initial brief written report (e-mail is fine) telling us who, what, when, where and how the claim occurred. You will need to follow up with a formal report. You will also need to submit copies of repair estimates, replacement costs, and clean-up costs, as applicable. Theft or vandalism claims require the filing of a police report, and lightning claims require the completion of a Lightning Affidavit, by the repair person.
Claims must be filed with our office in a timely fashion. In order to meet State Risk Management deadlines, you must do everything to complete repairs or replacement within 120 days and make sure that the final bills get to our office immediately. We have 120 days to file claims, but if that timeframe cannot be met, we must request an extension of the deadline at 90 days and show that there has been continuous progress to bring the claim to a timely conclusion. Failure to do so could result in increased deductibles, even as much as $10,000. Accordingly, in some cases, this could eliminate any reimbursement from the State.
Our office will work with you to make sure this doesn’t happen, but it is crucial that departments work quickly to conclude claims to avoid any increase in deductible. Remember that our office is only a facilitator and that the claim filing starts with your office and does require your commitment to getting the paperwork completed.
Recovery will be made from the State Property Program, if coverage applies, over the deductible. If the damage was the result of someone else's negligence, we will pursue recovery from the negligent party.
Physical damage (commonly known as collision and comprehensive) coverage is provided on most State Owned vehicles, subject to a $1,000 deductible, effective 07/01/2013, through the State's property program. Theft with no force would be a $2500 deductible and there is no deductible on auto glass, as long as the State's auto glass contract is used. Click on this links for State Auto Glass Program (pdf).
Liability coverage is provided through the State's liability program, and provides coverage for all approved drivers in the course and scope of their employment. Employee injuries while in a motor vehicle are covered under Workers Compensation. Non-employees must rely on their own health insurance to take care of any auto accident related injuries, unless the accident is the fault of a Department of Military Affairs driver - in which case, the Department of Military Affairs will be responsible. Since state vehicles do not have "medical payments" coverage, spouses, relatives, etc. are not authorized to ride with a Department of Military Affairs employee. All passengers in a Department of Military Affairs vehicle must be on official business.
All automobile accidents should be reported to the Risk Officer within 24 hours or, in the case of injury, as soon as possible by phone. In addition to reporting the accident to this office, the local law enforcement agency should always be notified. A packet of materials, including an incident report form and instructions on what to do in case of an accident, should be found in the assigned binder. The driver should use the Auto Accident Report (pdf) to record the details of the accident while they are fresh. The form should then be forwarded to the Risk Officer or Supervisor. The report will be reviewed for completeness and any questions the driver has can be answered at that time. Our office will proceed to thoroughly investigate the accident and handle any damages to the property of others, injury to others or damages to The Department of Military Affairs property. All claims and questions should be directed to Tracie Ninedorf 608-242-3157.
In order to be covered by the State's Liability Protection while driving on The Department of Military Affair business, all Department of Military Affairs State employees must be approved through Risk Management, prior to departing on business. Regardless of whether you are driving your personal vehicle, Car Fleet or DOA vehicle, or rental vehicle, all potential drivers must complete the Driver Authorization Request From, a driver authorization electronically located at: https://fleetportal.wi.gov/my.policy.
PLEASE NOTE: Effective 12/1/2010 WI law forbids texting while driving. You may not text while driving a state owned vehicle.
While driving for business in any vehicle (state owned, rental, or personal vehicle), it is best to pull over, safely and then use the cell phone for texting or for other uses, including making phone calls.
General Rules For All Potential Drivers:
- One of the purposes of your signature on the request form is to acknowledge that the driver has reviewed and understands the Fleet Driver Policies (pdf).
- Processing of driver authorizations takes 10 working days from the date received in our office. Due to the volume of driver authorization requests, we cannot do rushes.
- If not approved, the Supervisor listed on the form will be notified direct from DOA Central Fleet.
- Other than Canada, we cannot accept licenses from outside the country. Individuals will need to contact the Wisconsin Department of Motor Vehicles to obtain a Wisconsin driver's license before being authorized to drive.
The State's Self-funded Liability Program provides coverage against claims made as the result of the negligent acts of The Department of Military Affairs officers, employees and agents. Negligence may be defined as the failure to act as a reasonable person would have under the same or similar circumstances. In order for a claim to exist, the negligence must have caused property damage or injury to a person.
The State's liability protection is afforded under Wisconsin Statute 895.46 (1) and extends to all employees in the course and scope of their duties.
If a department becomes aware of a potential claim, they should contact our office to report the situation. Our office will do an investigation and proceed to handle the claim. Be aware that there are specific guidelines for the filing of claims against employees, officers and agents of the State, which are spelled out in Wisconsin Statute 893.82. The Office of the Attorney General defends claims brought against the State. Please note that liability protection is not for injuries to The Department of Military Affairs personnel, but for injury to others, or damage to their property, caused by the negligent acts of our employees and agents.
Liability protection is also extended to Approved Drivers, when driving a vehicle on The Department of Military Affairs business while in the course and scope of employment. When driving their personal vehicle on The Department of Military Affairs business, the State protection applies only on an excess basis - the owner's personal coverage is primary.
- Back injuries
- Strained muscles and sprained ligaments are the most common causes of back pain. This type of back pain, which lasts less than three months, is considered to be “acute”. With proper treatment these injuries usually heal within a few weeks.
When back pain persists or frequently reoccurs, it is considered to be “chronic”. Chronic back pain may indicate that something is wrong with the spine itself.
Several factors may increase the onset of acute or chronic back pain including:
- Lifting incorrectly
- Carrying objects incorrectly
- Pushing or pulling heavy objects
- Frequent back bending
- Poor posture
- Being overweight
- Lack of physical fitness
- Inadequate tools
- Environmental barriers
Talk with your doctor if you are experiencing either acute or chronic back pain.
2. Maintaining a healthy back
Many back injuries result from weak, tight muscles. A few pre-activity stretches may help you be more flexible on the job and prevent a back injury. Remember to take deep breaths and hold stretches for the recommended amount of time. Release stretches slowly and consistently, and repeats as necessary.
Shoulder Shrugs (helps reduce upper back and neck discomfort)
- Stand or sit straight up; arms relaxed by your side.
- Slowly roll shoulders straight up towards your ears.
- Then squeeze shoulders together, and let them roll down and back. The movement should be smooth and circular, and should take 5 seconds. A mild, comfortable stretch should be felt through your shoulders and lower neck.
- Repeat 5 times.
Mid-Back Stretch (helps reduce fatigue between the shoulder blades)
- Stand or sit straight up; reach both arms straight out in front of you.
- Grab your left wrist lightly and pull left arm an inch further out.
- Inhale deeply and hold for 5 seconds.
- Exhale and release slowly, switch sides and repeat.
Standing Back Bend (helps reduce lower back discomfort)
- Place your hands on your hips with your feet shoulder width apart; slowly lean backwards.
- Look up towards the ceiling and hold for 10 seconds. A mild, comfortable stretch should be felt through your low and mid-back.
- Hold stretch for 10 seconds, release slowly, and repeat 5 times.
Hamstring Stretch (helps reduce lower back discomfort)
- Standing, put your left leg straight out in front of you (can be performed with heel on ground or slightly elevated surface, such as a 2″-6″ step.)
- Lift your left toes up so only your heel touches the ground or step.
- Keeping your back as straight as possible, bend forward from your hip. A mild, comfortable stretch should be felt at the back of your thigh.
- Hold stretch for 10 seconds, release slowly.
- Switch sides and repeat.
3. Lifting Zone
Your Safe Lifting Zone is between your hips and shoulders. Lifting and carrying objects in this area is considered proper body mechanics and provides the best chance for minimizing injury.
Your At-Risk Zone is below the knees or above your head. When you try to lift in this area, your back muscles have to work harder, which may result in an injury. To protect your back when you must lift in your At-Risk Zone:
- Maintain a solid base of support with your feet
- Bend with your legs, not your back
- Lift weight using your arm and leg muscles
Your Danger Zone is below your knees and 12 inches and greater in front of your feet. This is where your back is most vulnerable to injury because it necessitates bending and reaching. To protect your back when you must lift in the Danger Zone:
- Lighten your load
- Move feet as close to load as possible
- Bend with your legs, not your back
- If you must reach: Bend at the hips
- Make smooth, consistent movements
4. Safe Lift Techniques
Here is a quick checklist of safe lifting techniques.
- Plan the lift
- Size up the load
- Establish a base
- Get a good grip
- Lift steadily
- Keep it close
- Move your feet
A confined space is an area with a limited or restricted means for entry or exit, and it is not designed for continuous employee occupancy. Examples of confined spaces include, but are not limited to, underground vaults, tanks, storage bins, manholes, pits, silos, process vessels, and pipelines. This safety program focuses on spaces with immediate health and safety risk, denoting them as “permit-required confined space” (permit space). Permit spaces have one or more of the following characteristics:
- contains or has the potential to contain a hazardous atmosphere;
- contains a material that has the potential to engulf an entrant;
- has walls that converge inward or floors that slope downward and taper into a smaller area which could trap or asphyxiate an entrant; or
- contains any other recognized safety or health hazard, such as unguarded machinery, exposed live wires, or heat stress.
Confined space regulations include provisions for identification of confined and permit required confined spaces, adoption of a written program, implementation of a permit system for entry into the space, designation of personnel roles, training, and other items.
***ALL CONFINED SPACE IS VENDORED OUT PERTAINING TO THE CFMO LOCATIONS***