SOP_NUMBER: 404.02
TITLE: Comprehensive Loss Control Program
DIVISION: Administrative & Finance
TOPIC_AREA: 402-405 Policy-Administration and Finance
EFFECTIVE_DATE: 2020-07-01
WORD_COUNT: 844
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/182385
URL: https://gps.press/sop-data/404.02/
SUMMARY:
This policy establishes GDC's participation in the Georgia Department of Administrative Services (DOAS) Comprehensive Loss Control Program to reduce and manage risks related to worker's compensation, property liability, auto liability, and general liability. The program includes eight components covering employee education, accident prevention, theft prevention, workers' compensation return-to-work programs, property management, and fleet management. GDC facilities undergo scheduled evaluations by DOAS Loss Control and Safety Officers, with findings and recommendations provided to each facility for response within specified timeframes.
KEY_TOPICS: loss control, risk management, DOAS, worker's compensation, property liability, auto liability, general liability, safety evaluations, facility inspections, accident prevention, theft prevention, fleet management, insurance premiums, claim deductibles, GDC CLCP Coordinator
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|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|
|**Policy Number:** 404.02|**Effective Date:** 7/1/2020|**Page Number:** 1 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Risk Management)|**Access Listing:**
Level I: All Access|
**I.** **Introduction and Summary:**
The Georgia Department of Corrections (GDC) will participate in the
Comprehensive Loss Control Program (CLCP) established by the Georgia
Department of Administrative Services (DOAS) to reduce/manage risks associated
with Worker’s Compensation, Property Liability, Auto Liability, and Physical
Damage and General Liability.
**II.** **Authority:**
A. O.C.G.A.: § 50-21-33;
B. DOAS Comprehensive Loss Control Program; and
C. ACA Standard: 2-CO-1B-11 and 5-ACI-1B-03 (ref. 4-4027).
**III.** **Definitions:**
A. **DOAS Loss Control and Safety Officer** - The staff member assigned by DOAS
to inspect GDC facilities for adherence to the CLCP program.
B. **GDC CLCP Coordinator** - The staff member assigned by GDC to serve as the
liaison between GDC facilities and the DOAS Loss Control and Safety Officer.
**IV.** **Statement of Policy and Applicable Procedures:**
A. DOAS is authorized by O.C.G.A. § 50-21-33 to establish incentive programs that
include setting insurance coverage premium rates and adjusting claim deductibles
based upon participation in loss control programs. GDC has chosen to participate
in the program as established by DOAS. There are eight (8) components to the
CLCP program:
1. Employee Education and Training;
2. Employee Accident Prevention;
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|
|**Policy Number:** 404.02|**Effective Date:** 7/1/2020|**Page Number:** 2 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Risk Management)|**Access Listing:**
Level I: All Access|
3. Theft;
4. General Liability;
5. Workers’ Compensation – Return-to-Work;
6. Property;
7. Auto Liability and Physical Damage; and
8. Fleet Management.
a. The requirements of each component of the program are described in
documents located on the website [http://doas.ga.gov/risk-](http://doas.ga.gov/risk-management/comprehensive-loss-control-program/clcp-publications-and-forms)
[management/comprehensive-loss-control-program/clcp-publications-and-](http://doas.ga.gov/risk-management/comprehensive-loss-control-program/clcp-publications-and-forms)
forms.
B. Setting up a CLCP Evaluation:
1. The DOAS Loss Control and Safety Officer will contact the GDC CLCP
Coordinator with a list of facilities and dates and times that he/she wants to
visit.
2. The GDC CLCP Coordinator will contact the facilities to verify that the dates
and times are acceptable.
3. The GDC CLCP Coordinator will inform the DOAS Loss Control and Safety
Officer of the agreed upon dates and times or negotiate any needed variations
thereof.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|
|**Policy Number:** 404.02|**Effective Date:** 7/1/2020|**Page Number:** 3 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Risk Management)|**Access Listing:**
Level I: All Access|
C. CLCP Evaluation:
The CLCP evaluation will be a two-part process consisting of the initial meeting
and working through the questions on the DOAS evaluation instrument and an
inspection of the facility. The process is described below:
1. Staff Needed for Part 1 of the CLCP Evaluation:
a. This section of the evaluation will consist of a question and answer
session in the facility conference room. The staff needed will be the
Deputy Warden of Administration, Deputy Warden of Security,
Maintenance Engineer, Personnel Manager, Safety and Sanitation
Officer, and any others that facility management would like to have
present. There will also be several staff from GDC Central Office present.
These include staff from Human Resources, Fire and Life Safety,
Business Processes, and Risk Management. It is recommended that the
Warden or Superintendent attend but it is not required.
2. Areas of Facility to be Inspected:
a. This section of the evaluation will be a walk-around facility inspection.
The areas to be inspected will include the server room, kitchen,
maintenance shop, boiler room(s), warehouse areas, one (1) or two (2)
dormitories, any vocational areas of the facility, and the fire suppression
system. Other areas may be added during the evaluation.
D. Feedback:
The DOAS Loss Control and Safety Officer will send a written copy of the
evaluation instrument with a numerical score to the facility and to the GDC
CLCP Coordinator. The evaluation will list all findings and provide a timeframe
for a response from the facility (usually 90 days). The facility will copy the
GDC CLCP Coordinator when they make their response to the findings.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|**Policy Name:**Comprehensive Loss Control Program|
|**Policy Number:** 404.02|**Effective Date:** 7/1/2020|**Page Number:** 4 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Risk Management)|**Access Listing:**
Level I: All Access|
**V.** **Attachments:**
All documents associated with this policy can be found at the following website:
[http://doas.ga.gov/risk-management/comprehensive-loss-control-program/clcp-](http://doas.ga.gov/risk-management/comprehensive-loss-control-program/clcp-publications-and-forms)
[publications-and-forms](http://doas.ga.gov/risk-management/comprehensive-loss-control-program/clcp-publications-and-forms)
**VI.** **Record Retention of Forms Relevant to this Policy:**
Evaluations shall be maintained for three (3) years after completion, and then
destroyed.