Article

Workplace accident investigation policies

An accident investigation policy must state which situations must be investigated, when the investigation should occur, the purpose of the investigation, and how investigations will be conducted. Implementation of these policies may differ depending on the type and severity of a particular accident.

Key principles of accident investigation
That the primary or underlying cause (root cause) of the accident and its contributing causes are discovered.
Taking corrective action for every accident cause that is discovered in order to prevent recurrence. Assign a person to be responsible and a completion date to each corrective action. Assign someone from management to follow-up on corrective actions to ensure that each action is accomplished on time.
Communicating accident findings to all employees when completed along with program changes that result from corrective actions.
Determining if training or retraining is necessary to prevent future occurrences.

Those conducting the investigations should be trained in investigation procedures, securing and protecting evidence, gathering facts and interviewing witnesses. An investigator must avoid assigning blame; to do so would be counterproductive to the investigation and might hamper future investigations.

Accident investigations should be conducted as soon as possible after the incident. When injuries are involved, the investigation usually begins after medical assistance has been provided and the injured employee has been transported to a medical facility. However, if an investigation can be started without hampering medical assistance, then it should begin immediately.

Investigation steps

The first step in conducting an accident investigation is to prevent disruption of the scene and to protect evidence. Use barricade tape or assign a person to keep out unnecessary personnel who may disrupt the scene. This does not include emergency responders, law enforcement or your insurer’s claims department who you should work cooperatively with.

The second step is to locate witnesses and take their statements. Witnesses must be interviewed individually and should be asked to refrain from discussing the accident with others until an investigator can take a written or recorded statement. It is important that witnesses be told the reason for the interview is to determine facts and find the accident cause, not to find scapegoats or place blame.

The third step is to inspect, document and make a sketch of the accident scene.

  • The scene of an accident may be visited a number of times after the accident occurs as new information or questions arise.
  • It is important to make initial observations, take digital photographs, and draw sketches as soon as possible after an accident since witnesses can forget important facts. The investigator’s notes should be clear and concise and reflect only the facts brought out in the investigation, along with statements offered by witnesses. The investigator should not form opinions or guess as to accident causes.
  • Secure, label or tag evidence that is removed from the accident area so that it does not become damaged, contaminated or lost.
  • An evidence log, which must remain with the accident investigation file, should list all evidence that has been secured, sketched or photographed. The evidence log should state each type of evidence, how it was secured, where it is located, and who is in control of it. When equipment or machinery is involved in an accident, it is important to record the exact type, make, model number, serial number and other features.

The final step is to develop the accident investigation report. The report will contain the facts, observations and corrective actions necessary to prevent future accident occurrences. The report should identify who is responsible for each corrective action and the date the action will be completed. Accident investigations provide valuable information that should be communicated to all company employees and can be used as part of training to underscore the importance of following company safety rules and safe procedures.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC APR 2019 12‐169
171-0894 (1/14)

Workplace accident investigation policies

An accident investigation policy must state which situations must be investigated, when the investigation should occur, the purpose of the investigation, and how investigations will be conducted. Implementation of these policies may differ depending on the type and severity of a particular accident.

Key principles of accident investigation
That the primary or underlying cause (root cause) of the accident and its contributing causes are discovered.
Taking corrective action for every accident cause that is discovered in order to prevent recurrence. Assign a person to be responsible and a completion date to each corrective action. Assign someone from management to follow-up on corrective actions to ensure that each action is accomplished on time.
Communicating accident findings to all employees when completed along with program changes that result from corrective actions.
Determining if training or retraining is necessary to prevent future occurrences.

Those conducting the investigations should be trained in investigation procedures, securing and protecting evidence, gathering facts and interviewing witnesses. An investigator must avoid assigning blame; to do so would be counterproductive to the investigation and might hamper future investigations.

Accident investigations should be conducted as soon as possible after the incident. When injuries are involved, the investigation usually begins after medical assistance has been provided and the injured employee has been transported to a medical facility. However, if an investigation can be started without hampering medical assistance, then it should begin immediately.

Investigation steps

The first step in conducting an accident investigation is to prevent disruption of the scene and to protect evidence. Use barricade tape or assign a person to keep out unnecessary personnel who may disrupt the scene. This does not include emergency responders, law enforcement or your insurer’s claims department who you should work cooperatively with.

The second step is to locate witnesses and take their statements. Witnesses must be interviewed individually and should be asked to refrain from discussing the accident with others until an investigator can take a written or recorded statement. It is important that witnesses be told the reason for the interview is to determine facts and find the accident cause, not to find scapegoats or place blame.

The third step is to inspect, document and make a sketch of the accident scene.

  • The scene of an accident may be visited a number of times after the accident occurs as new information or questions arise.
  • It is important to make initial observations, take digital photographs, and draw sketches as soon as possible after an accident since witnesses can forget important facts. The investigator’s notes should be clear and concise and reflect only the facts brought out in the investigation, along with statements offered by witnesses. The investigator should not form opinions or guess as to accident causes.
  • Secure, label or tag evidence that is removed from the accident area so that it does not become damaged, contaminated or lost.
  • An evidence log, which must remain with the accident investigation file, should list all evidence that has been secured, sketched or photographed. The evidence log should state each type of evidence, how it was secured, where it is located, and who is in control of it. When equipment or machinery is involved in an accident, it is important to record the exact type, make, model number, serial number and other features.

The final step is to develop the accident investigation report. The report will contain the facts, observations and corrective actions necessary to prevent future accident occurrences. The report should identify who is responsible for each corrective action and the date the action will be completed. Accident investigations provide valuable information that should be communicated to all company employees and can be used as part of training to underscore the importance of following company safety rules and safe procedures.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC APR 2019 12‐169
171-0894 (1/14)

Workplace accident investigation policies

An accident investigation policy must state which situations must be investigated, when the investigation should occur, the purpose of the investigation, and how investigations will be conducted. Implementation of these policies may differ depending on the type and severity of a particular accident.

Key principles of accident investigation
That the primary or underlying cause (root cause) of the accident and its contributing causes are discovered.
Taking corrective action for every accident cause that is discovered in order to prevent recurrence. Assign a person to be responsible and a completion date to each corrective action. Assign someone from management to follow-up on corrective actions to ensure that each action is accomplished on time.
Communicating accident findings to all employees when completed along with program changes that result from corrective actions.
Determining if training or retraining is necessary to prevent future occurrences.

Those conducting the investigations should be trained in investigation procedures, securing and protecting evidence, gathering facts and interviewing witnesses. An investigator must avoid assigning blame; to do so would be counterproductive to the investigation and might hamper future investigations.

Accident investigations should be conducted as soon as possible after the incident. When injuries are involved, the investigation usually begins after medical assistance has been provided and the injured employee has been transported to a medical facility. However, if an investigation can be started without hampering medical assistance, then it should begin immediately.

Investigation steps

The first step in conducting an accident investigation is to prevent disruption of the scene and to protect evidence. Use barricade tape or assign a person to keep out unnecessary personnel who may disrupt the scene. This does not include emergency responders, law enforcement or your insurer’s claims department who you should work cooperatively with.

The second step is to locate witnesses and take their statements. Witnesses must be interviewed individually and should be asked to refrain from discussing the accident with others until an investigator can take a written or recorded statement. It is important that witnesses be told the reason for the interview is to determine facts and find the accident cause, not to find scapegoats or place blame.

The third step is to inspect, document and make a sketch of the accident scene.

  • The scene of an accident may be visited a number of times after the accident occurs as new information or questions arise.
  • It is important to make initial observations, take digital photographs, and draw sketches as soon as possible after an accident since witnesses can forget important facts. The investigator’s notes should be clear and concise and reflect only the facts brought out in the investigation, along with statements offered by witnesses. The investigator should not form opinions or guess as to accident causes.
  • Secure, label or tag evidence that is removed from the accident area so that it does not become damaged, contaminated or lost.
  • An evidence log, which must remain with the accident investigation file, should list all evidence that has been secured, sketched or photographed. The evidence log should state each type of evidence, how it was secured, where it is located, and who is in control of it. When equipment or machinery is involved in an accident, it is important to record the exact type, make, model number, serial number and other features.

The final step is to develop the accident investigation report. The report will contain the facts, observations and corrective actions necessary to prevent future accident occurrences. The report should identify who is responsible for each corrective action and the date the action will be completed. Accident investigations provide valuable information that should be communicated to all company employees and can be used as part of training to underscore the importance of following company safety rules and safe procedures.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC APR 2019 12‐169
171-0894 (1/14)

Workplace accident investigation policies

An accident investigation policy must state which situations must be investigated, when the investigation should occur, the purpose of the investigation, and how investigations will be conducted. Implementation of these policies may differ depending on the type and severity of a particular accident.

Key principles of accident investigation
That the primary or underlying cause (root cause) of the accident and its contributing causes are discovered.
Taking corrective action for every accident cause that is discovered in order to prevent recurrence. Assign a person to be responsible and a completion date to each corrective action. Assign someone from management to follow-up on corrective actions to ensure that each action is accomplished on time.
Communicating accident findings to all employees when completed along with program changes that result from corrective actions.
Determining if training or retraining is necessary to prevent future occurrences.

Those conducting the investigations should be trained in investigation procedures, securing and protecting evidence, gathering facts and interviewing witnesses. An investigator must avoid assigning blame; to do so would be counterproductive to the investigation and might hamper future investigations.

Accident investigations should be conducted as soon as possible after the incident. When injuries are involved, the investigation usually begins after medical assistance has been provided and the injured employee has been transported to a medical facility. However, if an investigation can be started without hampering medical assistance, then it should begin immediately.

Investigation steps

The first step in conducting an accident investigation is to prevent disruption of the scene and to protect evidence. Use barricade tape or assign a person to keep out unnecessary personnel who may disrupt the scene. This does not include emergency responders, law enforcement or your insurer’s claims department who you should work cooperatively with.

The second step is to locate witnesses and take their statements. Witnesses must be interviewed individually and should be asked to refrain from discussing the accident with others until an investigator can take a written or recorded statement. It is important that witnesses be told the reason for the interview is to determine facts and find the accident cause, not to find scapegoats or place blame.

The third step is to inspect, document and make a sketch of the accident scene.

  • The scene of an accident may be visited a number of times after the accident occurs as new information or questions arise.
  • It is important to make initial observations, take digital photographs, and draw sketches as soon as possible after an accident since witnesses can forget important facts. The investigator’s notes should be clear and concise and reflect only the facts brought out in the investigation, along with statements offered by witnesses. The investigator should not form opinions or guess as to accident causes.
  • Secure, label or tag evidence that is removed from the accident area so that it does not become damaged, contaminated or lost.
  • An evidence log, which must remain with the accident investigation file, should list all evidence that has been secured, sketched or photographed. The evidence log should state each type of evidence, how it was secured, where it is located, and who is in control of it. When equipment or machinery is involved in an accident, it is important to record the exact type, make, model number, serial number and other features.

The final step is to develop the accident investigation report. The report will contain the facts, observations and corrective actions necessary to prevent future accident occurrences. The report should identify who is responsible for each corrective action and the date the action will be completed. Accident investigations provide valuable information that should be communicated to all company employees and can be used as part of training to underscore the importance of following company safety rules and safe procedures.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC APR 2019 12‐169
171-0894 (1/14)

Article

Activity-based office ergonomics survey

Is your workstation designed so that while working on your computer…

Yes

No

N/A
You can hold your head straight?      
You can face your computer directly?      
You are not leaning forward or back?      
Your shoulders are relaxed?      
Your hands are about even with your elbows?      
Your arms are relatively close to your sides?      

Is your workstation arranged so that…

      
Your arms, wrists and hands are not pointed up or down?      
Your wrists are straight and not twisted to either side?      
Your upper legs are comfortable?      
Your feet can reach the floor OR you are using a footrest?      
You can vary your tasks during the day?      

 

Does your workstation....

Yes

No

N/A
Have a chair you know how to work all the controls on?      
Does your chair…      
  • provide good back support?
      
  • have a wide enough seat pan?
      
  • have armrests?
      
Is there enough room between the front of your seat and the back of your knees?      
Are the keyboard and mouse next to each other?      
Do your wrists have a soft surface to rest on when you are using the keyboard or mouse?      
Can you see your monitor…      
  • Without moving your chin up or down?
      
  • Without moving your chin forward or back?
      
  • Without moving your trunk forward or back?
      
Is your monitor glare-free?      
Do you have enough legroom at your workstation?      
Can you get your chair as close to your workstation as you want to?      
Do you use the telephone without holding it with your shoulder?      
Does all your work equipment function properly?      

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019-272
171-10039 (3/17)

Activity-based office ergonomics survey

Is your workstation designed so that while working on your computer…

Yes

No

N/A
You can hold your head straight?      
You can face your computer directly?      
You are not leaning forward or back?      
Your shoulders are relaxed?      
Your hands are about even with your elbows?      
Your arms are relatively close to your sides?      

Is your workstation arranged so that…

      
Your arms, wrists and hands are not pointed up or down?      
Your wrists are straight and not twisted to either side?      
Your upper legs are comfortable?      
Your feet can reach the floor OR you are using a footrest?      
You can vary your tasks during the day?      

 

Does your workstation....

Yes

No

N/A
Have a chair you know how to work all the controls on?      
Does your chair…      
  • provide good back support?
      
  • have a wide enough seat pan?
      
  • have armrests?
      
Is there enough room between the front of your seat and the back of your knees?      
Are the keyboard and mouse next to each other?      
Do your wrists have a soft surface to rest on when you are using the keyboard or mouse?      
Can you see your monitor…      
  • Without moving your chin up or down?
      
  • Without moving your chin forward or back?
      
  • Without moving your trunk forward or back?
      
Is your monitor glare-free?      
Do you have enough legroom at your workstation?      
Can you get your chair as close to your workstation as you want to?      
Do you use the telephone without holding it with your shoulder?      
Does all your work equipment function properly?      

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019-272
171-10039 (3/17)

Activity-based office ergonomics survey

Is your workstation designed so that while working on your computer…

Yes

No

N/A
You can hold your head straight?      
You can face your computer directly?      
You are not leaning forward or back?      
Your shoulders are relaxed?      
Your hands are about even with your elbows?      
Your arms are relatively close to your sides?      

Is your workstation arranged so that…

      
Your arms, wrists and hands are not pointed up or down?      
Your wrists are straight and not twisted to either side?      
Your upper legs are comfortable?      
Your feet can reach the floor OR you are using a footrest?      
You can vary your tasks during the day?      

 

Does your workstation....

Yes

No

N/A
Have a chair you know how to work all the controls on?      
Does your chair…      
  • provide good back support?
      
  • have a wide enough seat pan?
      
  • have armrests?
      
Is there enough room between the front of your seat and the back of your knees?      
Are the keyboard and mouse next to each other?      
Do your wrists have a soft surface to rest on when you are using the keyboard or mouse?      
Can you see your monitor…      
  • Without moving your chin up or down?
      
  • Without moving your chin forward or back?
      
  • Without moving your trunk forward or back?
      
Is your monitor glare-free?      
Do you have enough legroom at your workstation?      
Can you get your chair as close to your workstation as you want to?      
Do you use the telephone without holding it with your shoulder?      
Does all your work equipment function properly?      

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019-272
171-10039 (3/17)

Activity-based office ergonomics survey

Is your workstation designed so that while working on your computer…

Yes

No

N/A
You can hold your head straight?      
You can face your computer directly?      
You are not leaning forward or back?      
Your shoulders are relaxed?      
Your hands are about even with your elbows?      
Your arms are relatively close to your sides?      

Is your workstation arranged so that…

      
Your arms, wrists and hands are not pointed up or down?      
Your wrists are straight and not twisted to either side?      
Your upper legs are comfortable?      
Your feet can reach the floor OR you are using a footrest?      
You can vary your tasks during the day?      

 

Does your workstation....

Yes

No

N/A
Have a chair you know how to work all the controls on?      
Does your chair…      
  • provide good back support?
      
  • have a wide enough seat pan?
      
  • have armrests?
      
Is there enough room between the front of your seat and the back of your knees?      
Are the keyboard and mouse next to each other?      
Do your wrists have a soft surface to rest on when you are using the keyboard or mouse?      
Can you see your monitor…      
  • Without moving your chin up or down?
      
  • Without moving your chin forward or back?
      
  • Without moving your trunk forward or back?
      
Is your monitor glare-free?      
Do you have enough legroom at your workstation?      
Can you get your chair as close to your workstation as you want to?      
Do you use the telephone without holding it with your shoulder?      
Does all your work equipment function properly?      

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019-272
171-10039 (3/17)

Article

Water damage prevention checklist for commercial building HVAC systems

Proper operation and maintenance of heating, ventilating and air conditioning (HVAC) systems is essential to reducing the risk of water damage to a commercial building. Use this checklist to help identify potential water damage hazards before they cause damage to your facility.

Operations and maintenance manual

Yes

No
Is there a checklist with suggested timing of monthly, seasonal, or annual events and do they include:    
A written preventive maintenance program, with operating manuals and specifications for all equipment, including model and serial numbers    
Required spare parts, equipment specifications and a parts suppliers list    
An equipment history record file, noting dates of installation and repair    
Air balancing reports and airflow specifications    
"As-built" blueprints and system operation plans for mechanical, electrical, and plumbing systems    
Is there a rapid response to water damage events? If so:    
Are staff trained how to shut down water supply lines and make sure the controls work?    
Are staff trained how to safely shut down electric and gas supply lines?    
Does staff have access to appropriate tools?    
Does staff have telephone numbers for fire, police and emergency personnel?    

Systems and components

Yes

No
Is an equipment inspection schedule in place? If so, does it include replacement/repair/cleaning/testing of:    
Furnace burners    
Heat exchangers    
Chimneys, vents and connective pipes    
Water/circulating pumps    
Water main supply lines and drains (bathrooms/kitchens)    
Rooftop water elements    
Janitors’ closets    
Sprinkler systems    
Compressors    
Drains (drainage travels away from the structure, does not drain directly onto the roof or over the side of the building)    
Air filters (no dust or debris found)    
Air coils (no dust or debris found, level condenser units)    
Fresh air supply ducts (no debris, rust, condensation or other signs of moisture found)    
Condensate drains/lines/pans (no dirt, algae, contaminants or rust found)    
Basement flood control and sump systems    
Have there been any changes to windows, space use, office equipment or other modifications? If so:    
Has the HVAC been reviewed to ensure it continues to meet demands?    

Heating systems and burners

Yes

No
Is the flame blue with a light yellow tip?    
Does the heating unit ignite promptly?    
Heat exchangers — no cracks found?    
Proper venting of combustion byproducts (chimneys, vents and connective pipes)?    
Appropriate carbon monoxide levels?    
Emergency shutdown procedure?    
Sufficient return air supply?    
Proper balance of ventilation and exhaust systems?    
Supply ducts tight, appropriate pressures and airflow?    
Is HVAC response to thermostats, humidistats and other control systems adequate?    

Large building systems

Yes

No
Do cooling towers have appropriate drainage?    
Are fan belts, motors, and other basic system components inspected, lubricated and maintained?    
If hiring outside contractors to perform maintenance, are they licensed, insured and have a clean reputation with the Better Business Bureau?    
If a temperature element is damaged, is it replaced?    

Other recommendations:
Completed by
Date:

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 10-128H
171-0886 (11/13)

Water damage prevention checklist for commercial building HVAC systems

Proper operation and maintenance of heating, ventilating and air conditioning (HVAC) systems is essential to reducing the risk of water damage to a commercial building. Use this checklist to help identify potential water damage hazards before they cause damage to your facility.

Operations and maintenance manual

Yes

No
Is there a checklist with suggested timing of monthly, seasonal, or annual events and do they include:    
A written preventive maintenance program, with operating manuals and specifications for all equipment, including model and serial numbers    
Required spare parts, equipment specifications and a parts suppliers list    
An equipment history record file, noting dates of installation and repair    
Air balancing reports and airflow specifications    
"As-built" blueprints and system operation plans for mechanical, electrical, and plumbing systems    
Is there a rapid response to water damage events? If so:    
Are staff trained how to shut down water supply lines and make sure the controls work?    
Are staff trained how to safely shut down electric and gas supply lines?    
Does staff have access to appropriate tools?    
Does staff have telephone numbers for fire, police and emergency personnel?    

Systems and components

Yes

No
Is an equipment inspection schedule in place? If so, does it include replacement/repair/cleaning/testing of:    
Furnace burners    
Heat exchangers    
Chimneys, vents and connective pipes    
Water/circulating pumps    
Water main supply lines and drains (bathrooms/kitchens)    
Rooftop water elements    
Janitors’ closets    
Sprinkler systems    
Compressors    
Drains (drainage travels away from the structure, does not drain directly onto the roof or over the side of the building)    
Air filters (no dust or debris found)    
Air coils (no dust or debris found, level condenser units)    
Fresh air supply ducts (no debris, rust, condensation or other signs of moisture found)    
Condensate drains/lines/pans (no dirt, algae, contaminants or rust found)    
Basement flood control and sump systems    
Have there been any changes to windows, space use, office equipment or other modifications? If so:    
Has the HVAC been reviewed to ensure it continues to meet demands?    

Heating systems and burners

Yes

No
Is the flame blue with a light yellow tip?    
Does the heating unit ignite promptly?    
Heat exchangers — no cracks found?    
Proper venting of combustion byproducts (chimneys, vents and connective pipes)?    
Appropriate carbon monoxide levels?    
Emergency shutdown procedure?    
Sufficient return air supply?    
Proper balance of ventilation and exhaust systems?    
Supply ducts tight, appropriate pressures and airflow?    
Is HVAC response to thermostats, humidistats and other control systems adequate?    

Large building systems

Yes

No
Do cooling towers have appropriate drainage?    
Are fan belts, motors, and other basic system components inspected, lubricated and maintained?    
If hiring outside contractors to perform maintenance, are they licensed, insured and have a clean reputation with the Better Business Bureau?    
If a temperature element is damaged, is it replaced?    

Other recommendations:
Completed by
Date:

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 10-128H
171-0886 (11/13)

Water damage prevention checklist for commercial building HVAC systems

Proper operation and maintenance of heating, ventilating and air conditioning (HVAC) systems is essential to reducing the risk of water damage to a commercial building. Use this checklist to help identify potential water damage hazards before they cause damage to your facility.

Operations and maintenance manual

Yes

No
Is there a checklist with suggested timing of monthly, seasonal, or annual events and do they include:    
A written preventive maintenance program, with operating manuals and specifications for all equipment, including model and serial numbers    
Required spare parts, equipment specifications and a parts suppliers list    
An equipment history record file, noting dates of installation and repair    
Air balancing reports and airflow specifications    
"As-built" blueprints and system operation plans for mechanical, electrical, and plumbing systems    
Is there a rapid response to water damage events? If so:    
Are staff trained how to shut down water supply lines and make sure the controls work?    
Are staff trained how to safely shut down electric and gas supply lines?    
Does staff have access to appropriate tools?    
Does staff have telephone numbers for fire, police and emergency personnel?    

Systems and components

Yes

No
Is an equipment inspection schedule in place? If so, does it include replacement/repair/cleaning/testing of:    
Furnace burners    
Heat exchangers    
Chimneys, vents and connective pipes    
Water/circulating pumps    
Water main supply lines and drains (bathrooms/kitchens)    
Rooftop water elements    
Janitors’ closets    
Sprinkler systems    
Compressors    
Drains (drainage travels away from the structure, does not drain directly onto the roof or over the side of the building)    
Air filters (no dust or debris found)    
Air coils (no dust or debris found, level condenser units)    
Fresh air supply ducts (no debris, rust, condensation or other signs of moisture found)    
Condensate drains/lines/pans (no dirt, algae, contaminants or rust found)    
Basement flood control and sump systems    
Have there been any changes to windows, space use, office equipment or other modifications? If so:    
Has the HVAC been reviewed to ensure it continues to meet demands?    

Heating systems and burners

Yes

No
Is the flame blue with a light yellow tip?    
Does the heating unit ignite promptly?    
Heat exchangers — no cracks found?    
Proper venting of combustion byproducts (chimneys, vents and connective pipes)?    
Appropriate carbon monoxide levels?    
Emergency shutdown procedure?    
Sufficient return air supply?    
Proper balance of ventilation and exhaust systems?    
Supply ducts tight, appropriate pressures and airflow?    
Is HVAC response to thermostats, humidistats and other control systems adequate?    

Large building systems

Yes

No
Do cooling towers have appropriate drainage?    
Are fan belts, motors, and other basic system components inspected, lubricated and maintained?    
If hiring outside contractors to perform maintenance, are they licensed, insured and have a clean reputation with the Better Business Bureau?    
If a temperature element is damaged, is it replaced?    

Other recommendations:
Completed by
Date:

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 10-128H
171-0886 (11/13)

Water damage prevention checklist for commercial building HVAC systems

Proper operation and maintenance of heating, ventilating and air conditioning (HVAC) systems is essential to reducing the risk of water damage to a commercial building. Use this checklist to help identify potential water damage hazards before they cause damage to your facility.

Operations and maintenance manual

Yes

No
Is there a checklist with suggested timing of monthly, seasonal, or annual events and do they include:    
A written preventive maintenance program, with operating manuals and specifications for all equipment, including model and serial numbers    
Required spare parts, equipment specifications and a parts suppliers list    
An equipment history record file, noting dates of installation and repair    
Air balancing reports and airflow specifications    
"As-built" blueprints and system operation plans for mechanical, electrical, and plumbing systems    
Is there a rapid response to water damage events? If so:    
Are staff trained how to shut down water supply lines and make sure the controls work?    
Are staff trained how to safely shut down electric and gas supply lines?    
Does staff have access to appropriate tools?    
Does staff have telephone numbers for fire, police and emergency personnel?    

Systems and components

Yes

No
Is an equipment inspection schedule in place? If so, does it include replacement/repair/cleaning/testing of:    
Furnace burners    
Heat exchangers    
Chimneys, vents and connective pipes    
Water/circulating pumps    
Water main supply lines and drains (bathrooms/kitchens)    
Rooftop water elements    
Janitors’ closets    
Sprinkler systems    
Compressors    
Drains (drainage travels away from the structure, does not drain directly onto the roof or over the side of the building)    
Air filters (no dust or debris found)    
Air coils (no dust or debris found, level condenser units)    
Fresh air supply ducts (no debris, rust, condensation or other signs of moisture found)    
Condensate drains/lines/pans (no dirt, algae, contaminants or rust found)    
Basement flood control and sump systems    
Have there been any changes to windows, space use, office equipment or other modifications? If so:    
Has the HVAC been reviewed to ensure it continues to meet demands?    

Heating systems and burners

Yes

No
Is the flame blue with a light yellow tip?    
Does the heating unit ignite promptly?    
Heat exchangers — no cracks found?    
Proper venting of combustion byproducts (chimneys, vents and connective pipes)?    
Appropriate carbon monoxide levels?    
Emergency shutdown procedure?    
Sufficient return air supply?    
Proper balance of ventilation and exhaust systems?    
Supply ducts tight, appropriate pressures and airflow?    
Is HVAC response to thermostats, humidistats and other control systems adequate?    

Large building systems

Yes

No
Do cooling towers have appropriate drainage?    
Are fan belts, motors, and other basic system components inspected, lubricated and maintained?    
If hiring outside contractors to perform maintenance, are they licensed, insured and have a clean reputation with the Better Business Bureau?    
If a temperature element is damaged, is it replaced?    

Other recommendations:
Completed by
Date:

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 10-128H
171-0886 (11/13)

Article

Using temporary electricity safely

Does this apply to me?

Any work that requires the use of extension cords and temporary lighting will fall into the “temporary electricity” category.


What does this cover?

Extension cords

Cords have to be in good condition with the ground pin intact. Remind workers not to pull on cords to unplug them since that can damage the grounding pin.

Cords on power tools

Look for damage where cords are attached to tools. If the inner insulated wires are visible the tool needs to be repaired.

Temporary outlets

While they are cheap, metal knockout boxes from the local building supply store are not good as supply boxes, especially if they are used on the ground. Water and debris can get into them creating a path for electricity to energize the entire box. Make sure temporary outlets are protected from rain and water and that they are not loose when attached to plywood or other structures.

Temporary power cables

Cable on the floor or ground can be damaged easily so position them up off the floor; this also minimizes workers tripping/slipping on them.

Circuit breaker panels

Make sure there are no exposed energized parts and no openings on the sides. Only use metal front covers and make sure they are secured in place. If possible use ground fault circuit interrupter (GFCI) circuit breakers since these protect workers downstream.

Inspection program

Workers should inspect extension cords, outlets and power tools frequently. The OSHA rules also require this inspection process. All temporary electrical equipment has to be protected by a GFCI or an assured equipment grounding program (AEGP). The AEGP requires that cords, tools, and outlets are inspected each quarter by a competent person to make sure the path to ground is intact, wiring is properly installed and equipment is not damaged.


What else do I need to know?

While the main concern is worker safety, damaged or overloaded electrical components can result in fires. When too much current (amperage) is pulled through cords or outlets, a lot of heat is created. Damaged insulation can also contact metal and cause sparking or short circuits which can result in fires.


What about training?

Workers need to be trained in how to inspect cords and tools and what to do when they find damaged equipment.

Overhead power lines should also be a part of the training since many workers think they are insulated, when in fact they are not. Building scaffolds or using ladders and cranes near energized power lines can be fatal.

If any employees work on energized equipment they must be qualified, which requires special training. It is always best to de-energize any electrical equipment first.


Where can I get more help?

See the Hanover Risk Solutions website and the OSHA website electrical safety page for more information.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC JAN 2019 12-374
171-1102 (10/14)

Using temporary electricity safely

Does this apply to me?

Any work that requires the use of extension cords and temporary lighting will fall into the “temporary electricity” category.


What does this cover?

Extension cords

Cords have to be in good condition with the ground pin intact. Remind workers not to pull on cords to unplug them since that can damage the grounding pin.

Cords on power tools

Look for damage where cords are attached to tools. If the inner insulated wires are visible the tool needs to be repaired.

Temporary outlets

While they are cheap, metal knockout boxes from the local building supply store are not good as supply boxes, especially if they are used on the ground. Water and debris can get into them creating a path for electricity to energize the entire box. Make sure temporary outlets are protected from rain and water and that they are not loose when attached to plywood or other structures.

Temporary power cables

Cable on the floor or ground can be damaged easily so position them up off the floor; this also minimizes workers tripping/slipping on them.

Circuit breaker panels

Make sure there are no exposed energized parts and no openings on the sides. Only use metal front covers and make sure they are secured in place. If possible use ground fault circuit interrupter (GFCI) circuit breakers since these protect workers downstream.

Inspection program

Workers should inspect extension cords, outlets and power tools frequently. The OSHA rules also require this inspection process. All temporary electrical equipment has to be protected by a GFCI or an assured equipment grounding program (AEGP). The AEGP requires that cords, tools, and outlets are inspected each quarter by a competent person to make sure the path to ground is intact, wiring is properly installed and equipment is not damaged.


What else do I need to know?

While the main concern is worker safety, damaged or overloaded electrical components can result in fires. When too much current (amperage) is pulled through cords or outlets, a lot of heat is created. Damaged insulation can also contact metal and cause sparking or short circuits which can result in fires.


What about training?

Workers need to be trained in how to inspect cords and tools and what to do when they find damaged equipment.

Overhead power lines should also be a part of the training since many workers think they are insulated, when in fact they are not. Building scaffolds or using ladders and cranes near energized power lines can be fatal.

If any employees work on energized equipment they must be qualified, which requires special training. It is always best to de-energize any electrical equipment first.


Where can I get more help?

See the Hanover Risk Solutions website and the OSHA website electrical safety page for more information.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC JAN 2019 12-374
171-1102 (10/14)

Using temporary electricity safely

Does this apply to me?

Any work that requires the use of extension cords and temporary lighting will fall into the “temporary electricity” category.


What does this cover?

Extension cords

Cords have to be in good condition with the ground pin intact. Remind workers not to pull on cords to unplug them since that can damage the grounding pin.

Cords on power tools

Look for damage where cords are attached to tools. If the inner insulated wires are visible the tool needs to be repaired.

Temporary outlets

While they are cheap, metal knockout boxes from the local building supply store are not good as supply boxes, especially if they are used on the ground. Water and debris can get into them creating a path for electricity to energize the entire box. Make sure temporary outlets are protected from rain and water and that they are not loose when attached to plywood or other structures.

Temporary power cables

Cable on the floor or ground can be damaged easily so position them up off the floor; this also minimizes workers tripping/slipping on them.

Circuit breaker panels

Make sure there are no exposed energized parts and no openings on the sides. Only use metal front covers and make sure they are secured in place. If possible use ground fault circuit interrupter (GFCI) circuit breakers since these protect workers downstream.

Inspection program

Workers should inspect extension cords, outlets and power tools frequently. The OSHA rules also require this inspection process. All temporary electrical equipment has to be protected by a GFCI or an assured equipment grounding program (AEGP). The AEGP requires that cords, tools, and outlets are inspected each quarter by a competent person to make sure the path to ground is intact, wiring is properly installed and equipment is not damaged.


What else do I need to know?

While the main concern is worker safety, damaged or overloaded electrical components can result in fires. When too much current (amperage) is pulled through cords or outlets, a lot of heat is created. Damaged insulation can also contact metal and cause sparking or short circuits which can result in fires.


What about training?

Workers need to be trained in how to inspect cords and tools and what to do when they find damaged equipment.

Overhead power lines should also be a part of the training since many workers think they are insulated, when in fact they are not. Building scaffolds or using ladders and cranes near energized power lines can be fatal.

If any employees work on energized equipment they must be qualified, which requires special training. It is always best to de-energize any electrical equipment first.


Where can I get more help?

See the Hanover Risk Solutions website and the OSHA website electrical safety page for more information.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC JAN 2019 12-374
171-1102 (10/14)

Using temporary electricity safely

Does this apply to me?

Any work that requires the use of extension cords and temporary lighting will fall into the “temporary electricity” category.


What does this cover?

Extension cords

Cords have to be in good condition with the ground pin intact. Remind workers not to pull on cords to unplug them since that can damage the grounding pin.

Cords on power tools

Look for damage where cords are attached to tools. If the inner insulated wires are visible the tool needs to be repaired.

Temporary outlets

While they are cheap, metal knockout boxes from the local building supply store are not good as supply boxes, especially if they are used on the ground. Water and debris can get into them creating a path for electricity to energize the entire box. Make sure temporary outlets are protected from rain and water and that they are not loose when attached to plywood or other structures.

Temporary power cables

Cable on the floor or ground can be damaged easily so position them up off the floor; this also minimizes workers tripping/slipping on them.

Circuit breaker panels

Make sure there are no exposed energized parts and no openings on the sides. Only use metal front covers and make sure they are secured in place. If possible use ground fault circuit interrupter (GFCI) circuit breakers since these protect workers downstream.

Inspection program

Workers should inspect extension cords, outlets and power tools frequently. The OSHA rules also require this inspection process. All temporary electrical equipment has to be protected by a GFCI or an assured equipment grounding program (AEGP). The AEGP requires that cords, tools, and outlets are inspected each quarter by a competent person to make sure the path to ground is intact, wiring is properly installed and equipment is not damaged.


What else do I need to know?

While the main concern is worker safety, damaged or overloaded electrical components can result in fires. When too much current (amperage) is pulled through cords or outlets, a lot of heat is created. Damaged insulation can also contact metal and cause sparking or short circuits which can result in fires.


What about training?

Workers need to be trained in how to inspect cords and tools and what to do when they find damaged equipment.

Overhead power lines should also be a part of the training since many workers think they are insulated, when in fact they are not. Building scaffolds or using ladders and cranes near energized power lines can be fatal.

If any employees work on energized equipment they must be qualified, which requires special training. It is always best to de-energize any electrical equipment first.


Where can I get more help?

See the Hanover Risk Solutions website and the OSHA website electrical safety page for more information.

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC JAN 2019 12-374
171-1102 (10/14)

Article

Habitational life safety systems — frequently asked questions

Below you will find the answers to some questions that are frequently asked of Hanover Risk Solutions Consultants about life safety systems for habitational buildings such as apartments, condominiums and hotels. For further assistance with questions about protecting building occupants during fires and other emergencies, please contact your local Hanover Risk Solutions Consultant.


What type of smoke alarms should be installed?

Smoke alarms are classified by: 1) how they are powered, 2) how they detect fires, and 3) how they notify building occupants.

Smoke alarms can be powered by the building's electrical system, by batteries, or by both. For maximum reliability, The Hanover recommends electrically powered smoke alarms with battery backup. A backup battery might be located in a central alarm panel, or individual backup batteries might be located in each smoke alarm.

There are two basic smoke alarm technologies for detecting fires — ionization and photoelectric. Ionization alarms are generally more responsive to flaming fires, such as a pan of cooking oil bursting into flames. Photoelectric alarms are generally more responsive to smoldering fires, such as a lighted cigarette dropped onto a sofa. Combination alarms use both technologies in one device. For the quickest response to both types of fires, The Hanover recommends combination ionization/photoelectric alarms, or separate ionization and photoelectric alarms located next to each other.

Smoke alarms can be arranged to notify all building occupants when any alarm is activated (referred to as "interconnected" or "multiple-station" alarms), or arranged to notify only occupants in the vicinity of the alarm that was activated (called "single-station" alarms). Most commonly, smoke alarms located within an individual living unit are single-station, or they might be interconnected only with other smoke alarms within the living unit. Smoke alarms in common areas of the building, such as hallways and laundry rooms, are generally interconnected. Alarms can be interconnected by wires, or using wireless technology.

To ensure that your smoke alarms are the appropriate type and installed correctly, all work should be performed by a qualified fire alarm contractor in accordance with National Fire Protection Association (NFPA) Codes 101 and 72, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL)


Where should smoke alarms be located?

The National Fire Protection Association (NFPA) recommends that smoke alarms within individual living units be located inside each bedroom, outside each sleeping area in the immediate vicinity of the bedrooms, and on each floor level of the living unit, including basements. Smoke alarms should also be located in common areas as required by NFPA Codes 101 and 72, your local building code and the manufacturer's specifications; for instance, in hallways, lobbies, stairwells, elevator shafts, equipment rooms, laundry rooms and storage areas.


What can be done to reduce nuisance fire alarms from cooking or showering?

Smoke from cooking and steam from showers and bathtubs, can cause inadvertent (nuisance) activation of smoke alarms. Frequent nuisance alarms can result in building occupants disabling the smoke alarms in their living unit, endangering themselves and other tenants.

The National Fire Protection Association recommends not installing smoke alarms near kitchen areas. If alarms must be installed between 10 and 20 feet horizontally of cooking appliances to meet code requirements for alarm placement, the alarms should have a silencing feature or be of the photoelectric type. If alarms must be installed between six and 10 feet horizontally of cooking appliances, they should be of the photoelectric type. (Photoelectric smoke alarms are generally less sensitive to cooking fires.)

NFPA also recommends not installing smoke alarms within three feet horizontally of the door of a bathroom that contains a shower or bathtub. Installing the smoke alarm more than 10 feet horizontally from the door will provide maximum protection from nuisance alarms, if this is feasible while meeting code requirements for alarm placement.

If smoke alarms that previously did not cause nuisance alarms begin causing problems, it may be that they are contaminated with dust or are past their recommended life span. Follow the manufacturer's recommendations for removing dust and other foreign material. Also follow the manufacturer's recommendations for alarm replacement — the maximum life span of most smoke alarms is 10 years.


In what situations should carbon monoxide alarms be installed?

Carbon monoxide (CO) alarms are intended to notify building occupants of dangerous levels of carbon monoxide released from combustion processes. They serve a different function than smoke alarms, which are intended to notify occupants of unintended fires.

CO alarms are recommended in all habitational buildings that use fuel-burning heating, cooking or other appliances; contain fuel-burning fireplaces; have vehicle garages with potential air pathways to living spaces; and wherever else required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. CO alarms will give early warning of malfunctioning ventilation of appliances, closed flue dampers in fireplaces, and infiltration of exhaust from parking garages. Carbon monoxide is colorless and odorless, and can kill building occupants while they sleep.


Where should carbon monoxide alarms be installed?

The National Fire Protection Association recommends that carbon monoxide (CO) alarms within individual living units be located outside each sleeping area in the immediate vicinity of the bedrooms, and on each occupiable floor level of the living unit, including basements. CO alarms should also be located in common areas as required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications; for instance in central heating equipment rooms and in areas downstream of burners; in rooms containing other fuel-burning appliances or fireplaces; and in areas with potential air pathways to vehicle garages.

It is recommended that CO alarms be electrically powered with battery backup. CO alarms should be single-station or multiple-station (interconnected) as described above for smoke alarms. To ensure CO alarms are installed correctly and where required, all work should be performed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL).


What can be done to reduce tampering with manual fire alarm pull stations?

Tampering with manual fire alarm pull stations can become an issue, especially with transient populations such as in hotels and dormitories. Clear plastic protective covers with tamper alarms can be installed over pull stations to help prevent this. As soon as the cover is lifted, the tamper alarm is activated. The sound of the tamper alarm will deter most people from pulling the fire alarm unless it is a true emergency situation. Installation of double-action pull stations will cause a further, slight delay that can increase the chance of catching the person if they do pull the fire alarm. Double-action pull stations require two actions, such as lifting or pushing one handle and then pulling another handle.

All fire alarm pull stations, and all protective covers for pull stations, should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL). All equipment should be installed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 72, your local building code and the manufacturer's specifications.


Does the LED light on an emergency lighting unit indicate that it is in operational condition?

Unless you have a newer emergency lighting unit with a self-testing/self-diagnostic feature, the LED light is probably only indicating that the AC power is on and the battery is charging. The LED is not indicating that the battery has enough power to provide the required 90 minutes of emergency light. The only ways to test this type of emergency light are to press the "test" button, or to de-energize the AC circuit that the light is connected to.

When you are replacing or installing new emergency lights, consider lights with a self-testing/self-diagnostic feature. Battery-powered emergency lights need to be tested every 30 days for at least 30 seconds, and every year for at least 90 minutes. Self-testing/self-diagnostic lights can save considerable time and expense versus performing these tests manually.


How should life safety systems be maintained?

Please refer to The Hanover's document on inspection, testing and maintenance of life safety systems.
 

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 2014-413
171-1143 (11/14)

Habitational life safety systems — frequently asked questions

Below you will find the answers to some questions that are frequently asked of Hanover Risk Solutions Consultants about life safety systems for habitational buildings such as apartments, condominiums and hotels. For further assistance with questions about protecting building occupants during fires and other emergencies, please contact your local Hanover Risk Solutions Consultant.


What type of smoke alarms should be installed?

Smoke alarms are classified by: 1) how they are powered, 2) how they detect fires, and 3) how they notify building occupants.

Smoke alarms can be powered by the building's electrical system, by batteries, or by both. For maximum reliability, The Hanover recommends electrically powered smoke alarms with battery backup. A backup battery might be located in a central alarm panel, or individual backup batteries might be located in each smoke alarm.

There are two basic smoke alarm technologies for detecting fires — ionization and photoelectric. Ionization alarms are generally more responsive to flaming fires, such as a pan of cooking oil bursting into flames. Photoelectric alarms are generally more responsive to smoldering fires, such as a lighted cigarette dropped onto a sofa. Combination alarms use both technologies in one device. For the quickest response to both types of fires, The Hanover recommends combination ionization/photoelectric alarms, or separate ionization and photoelectric alarms located next to each other.

Smoke alarms can be arranged to notify all building occupants when any alarm is activated (referred to as "interconnected" or "multiple-station" alarms), or arranged to notify only occupants in the vicinity of the alarm that was activated (called "single-station" alarms). Most commonly, smoke alarms located within an individual living unit are single-station, or they might be interconnected only with other smoke alarms within the living unit. Smoke alarms in common areas of the building, such as hallways and laundry rooms, are generally interconnected. Alarms can be interconnected by wires, or using wireless technology.

To ensure that your smoke alarms are the appropriate type and installed correctly, all work should be performed by a qualified fire alarm contractor in accordance with National Fire Protection Association (NFPA) Codes 101 and 72, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL)


Where should smoke alarms be located?

The National Fire Protection Association (NFPA) recommends that smoke alarms within individual living units be located inside each bedroom, outside each sleeping area in the immediate vicinity of the bedrooms, and on each floor level of the living unit, including basements. Smoke alarms should also be located in common areas as required by NFPA Codes 101 and 72, your local building code and the manufacturer's specifications; for instance, in hallways, lobbies, stairwells, elevator shafts, equipment rooms, laundry rooms and storage areas.


What can be done to reduce nuisance fire alarms from cooking or showering?

Smoke from cooking and steam from showers and bathtubs, can cause inadvertent (nuisance) activation of smoke alarms. Frequent nuisance alarms can result in building occupants disabling the smoke alarms in their living unit, endangering themselves and other tenants.

The National Fire Protection Association recommends not installing smoke alarms near kitchen areas. If alarms must be installed between 10 and 20 feet horizontally of cooking appliances to meet code requirements for alarm placement, the alarms should have a silencing feature or be of the photoelectric type. If alarms must be installed between six and 10 feet horizontally of cooking appliances, they should be of the photoelectric type. (Photoelectric smoke alarms are generally less sensitive to cooking fires.)

NFPA also recommends not installing smoke alarms within three feet horizontally of the door of a bathroom that contains a shower or bathtub. Installing the smoke alarm more than 10 feet horizontally from the door will provide maximum protection from nuisance alarms, if this is feasible while meeting code requirements for alarm placement.

If smoke alarms that previously did not cause nuisance alarms begin causing problems, it may be that they are contaminated with dust or are past their recommended life span. Follow the manufacturer's recommendations for removing dust and other foreign material. Also follow the manufacturer's recommendations for alarm replacement — the maximum life span of most smoke alarms is 10 years.


In what situations should carbon monoxide alarms be installed?

Carbon monoxide (CO) alarms are intended to notify building occupants of dangerous levels of carbon monoxide released from combustion processes. They serve a different function than smoke alarms, which are intended to notify occupants of unintended fires.

CO alarms are recommended in all habitational buildings that use fuel-burning heating, cooking or other appliances; contain fuel-burning fireplaces; have vehicle garages with potential air pathways to living spaces; and wherever else required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. CO alarms will give early warning of malfunctioning ventilation of appliances, closed flue dampers in fireplaces, and infiltration of exhaust from parking garages. Carbon monoxide is colorless and odorless, and can kill building occupants while they sleep.


Where should carbon monoxide alarms be installed?

The National Fire Protection Association recommends that carbon monoxide (CO) alarms within individual living units be located outside each sleeping area in the immediate vicinity of the bedrooms, and on each occupiable floor level of the living unit, including basements. CO alarms should also be located in common areas as required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications; for instance in central heating equipment rooms and in areas downstream of burners; in rooms containing other fuel-burning appliances or fireplaces; and in areas with potential air pathways to vehicle garages.

It is recommended that CO alarms be electrically powered with battery backup. CO alarms should be single-station or multiple-station (interconnected) as described above for smoke alarms. To ensure CO alarms are installed correctly and where required, all work should be performed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL).


What can be done to reduce tampering with manual fire alarm pull stations?

Tampering with manual fire alarm pull stations can become an issue, especially with transient populations such as in hotels and dormitories. Clear plastic protective covers with tamper alarms can be installed over pull stations to help prevent this. As soon as the cover is lifted, the tamper alarm is activated. The sound of the tamper alarm will deter most people from pulling the fire alarm unless it is a true emergency situation. Installation of double-action pull stations will cause a further, slight delay that can increase the chance of catching the person if they do pull the fire alarm. Double-action pull stations require two actions, such as lifting or pushing one handle and then pulling another handle.

All fire alarm pull stations, and all protective covers for pull stations, should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL). All equipment should be installed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 72, your local building code and the manufacturer's specifications.


Does the LED light on an emergency lighting unit indicate that it is in operational condition?

Unless you have a newer emergency lighting unit with a self-testing/self-diagnostic feature, the LED light is probably only indicating that the AC power is on and the battery is charging. The LED is not indicating that the battery has enough power to provide the required 90 minutes of emergency light. The only ways to test this type of emergency light are to press the "test" button, or to de-energize the AC circuit that the light is connected to.

When you are replacing or installing new emergency lights, consider lights with a self-testing/self-diagnostic feature. Battery-powered emergency lights need to be tested every 30 days for at least 30 seconds, and every year for at least 90 minutes. Self-testing/self-diagnostic lights can save considerable time and expense versus performing these tests manually.


How should life safety systems be maintained?

Please refer to The Hanover's document on inspection, testing and maintenance of life safety systems.
 

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 2014-413
171-1143 (11/14)

Habitational life safety systems — frequently asked questions

Below you will find the answers to some questions that are frequently asked of Hanover Risk Solutions Consultants about life safety systems for habitational buildings such as apartments, condominiums and hotels. For further assistance with questions about protecting building occupants during fires and other emergencies, please contact your local Hanover Risk Solutions Consultant.


What type of smoke alarms should be installed?

Smoke alarms are classified by: 1) how they are powered, 2) how they detect fires, and 3) how they notify building occupants.

Smoke alarms can be powered by the building's electrical system, by batteries, or by both. For maximum reliability, The Hanover recommends electrically powered smoke alarms with battery backup. A backup battery might be located in a central alarm panel, or individual backup batteries might be located in each smoke alarm.

There are two basic smoke alarm technologies for detecting fires — ionization and photoelectric. Ionization alarms are generally more responsive to flaming fires, such as a pan of cooking oil bursting into flames. Photoelectric alarms are generally more responsive to smoldering fires, such as a lighted cigarette dropped onto a sofa. Combination alarms use both technologies in one device. For the quickest response to both types of fires, The Hanover recommends combination ionization/photoelectric alarms, or separate ionization and photoelectric alarms located next to each other.

Smoke alarms can be arranged to notify all building occupants when any alarm is activated (referred to as "interconnected" or "multiple-station" alarms), or arranged to notify only occupants in the vicinity of the alarm that was activated (called "single-station" alarms). Most commonly, smoke alarms located within an individual living unit are single-station, or they might be interconnected only with other smoke alarms within the living unit. Smoke alarms in common areas of the building, such as hallways and laundry rooms, are generally interconnected. Alarms can be interconnected by wires, or using wireless technology.

To ensure that your smoke alarms are the appropriate type and installed correctly, all work should be performed by a qualified fire alarm contractor in accordance with National Fire Protection Association (NFPA) Codes 101 and 72, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL)


Where should smoke alarms be located?

The National Fire Protection Association (NFPA) recommends that smoke alarms within individual living units be located inside each bedroom, outside each sleeping area in the immediate vicinity of the bedrooms, and on each floor level of the living unit, including basements. Smoke alarms should also be located in common areas as required by NFPA Codes 101 and 72, your local building code and the manufacturer's specifications; for instance, in hallways, lobbies, stairwells, elevator shafts, equipment rooms, laundry rooms and storage areas.


What can be done to reduce nuisance fire alarms from cooking or showering?

Smoke from cooking and steam from showers and bathtubs, can cause inadvertent (nuisance) activation of smoke alarms. Frequent nuisance alarms can result in building occupants disabling the smoke alarms in their living unit, endangering themselves and other tenants.

The National Fire Protection Association recommends not installing smoke alarms near kitchen areas. If alarms must be installed between 10 and 20 feet horizontally of cooking appliances to meet code requirements for alarm placement, the alarms should have a silencing feature or be of the photoelectric type. If alarms must be installed between six and 10 feet horizontally of cooking appliances, they should be of the photoelectric type. (Photoelectric smoke alarms are generally less sensitive to cooking fires.)

NFPA also recommends not installing smoke alarms within three feet horizontally of the door of a bathroom that contains a shower or bathtub. Installing the smoke alarm more than 10 feet horizontally from the door will provide maximum protection from nuisance alarms, if this is feasible while meeting code requirements for alarm placement.

If smoke alarms that previously did not cause nuisance alarms begin causing problems, it may be that they are contaminated with dust or are past their recommended life span. Follow the manufacturer's recommendations for removing dust and other foreign material. Also follow the manufacturer's recommendations for alarm replacement — the maximum life span of most smoke alarms is 10 years.


In what situations should carbon monoxide alarms be installed?

Carbon monoxide (CO) alarms are intended to notify building occupants of dangerous levels of carbon monoxide released from combustion processes. They serve a different function than smoke alarms, which are intended to notify occupants of unintended fires.

CO alarms are recommended in all habitational buildings that use fuel-burning heating, cooking or other appliances; contain fuel-burning fireplaces; have vehicle garages with potential air pathways to living spaces; and wherever else required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. CO alarms will give early warning of malfunctioning ventilation of appliances, closed flue dampers in fireplaces, and infiltration of exhaust from parking garages. Carbon monoxide is colorless and odorless, and can kill building occupants while they sleep.


Where should carbon monoxide alarms be installed?

The National Fire Protection Association recommends that carbon monoxide (CO) alarms within individual living units be located outside each sleeping area in the immediate vicinity of the bedrooms, and on each occupiable floor level of the living unit, including basements. CO alarms should also be located in common areas as required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications; for instance in central heating equipment rooms and in areas downstream of burners; in rooms containing other fuel-burning appliances or fireplaces; and in areas with potential air pathways to vehicle garages.

It is recommended that CO alarms be electrically powered with battery backup. CO alarms should be single-station or multiple-station (interconnected) as described above for smoke alarms. To ensure CO alarms are installed correctly and where required, all work should be performed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL).


What can be done to reduce tampering with manual fire alarm pull stations?

Tampering with manual fire alarm pull stations can become an issue, especially with transient populations such as in hotels and dormitories. Clear plastic protective covers with tamper alarms can be installed over pull stations to help prevent this. As soon as the cover is lifted, the tamper alarm is activated. The sound of the tamper alarm will deter most people from pulling the fire alarm unless it is a true emergency situation. Installation of double-action pull stations will cause a further, slight delay that can increase the chance of catching the person if they do pull the fire alarm. Double-action pull stations require two actions, such as lifting or pushing one handle and then pulling another handle.

All fire alarm pull stations, and all protective covers for pull stations, should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL). All equipment should be installed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 72, your local building code and the manufacturer's specifications.


Does the LED light on an emergency lighting unit indicate that it is in operational condition?

Unless you have a newer emergency lighting unit with a self-testing/self-diagnostic feature, the LED light is probably only indicating that the AC power is on and the battery is charging. The LED is not indicating that the battery has enough power to provide the required 90 minutes of emergency light. The only ways to test this type of emergency light are to press the "test" button, or to de-energize the AC circuit that the light is connected to.

When you are replacing or installing new emergency lights, consider lights with a self-testing/self-diagnostic feature. Battery-powered emergency lights need to be tested every 30 days for at least 30 seconds, and every year for at least 90 minutes. Self-testing/self-diagnostic lights can save considerable time and expense versus performing these tests manually.


How should life safety systems be maintained?

Please refer to The Hanover's document on inspection, testing and maintenance of life safety systems.
 

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 2014-413
171-1143 (11/14)

Habitational life safety systems — frequently asked questions

Below you will find the answers to some questions that are frequently asked of Hanover Risk Solutions Consultants about life safety systems for habitational buildings such as apartments, condominiums and hotels. For further assistance with questions about protecting building occupants during fires and other emergencies, please contact your local Hanover Risk Solutions Consultant.


What type of smoke alarms should be installed?

Smoke alarms are classified by: 1) how they are powered, 2) how they detect fires, and 3) how they notify building occupants.

Smoke alarms can be powered by the building's electrical system, by batteries, or by both. For maximum reliability, The Hanover recommends electrically powered smoke alarms with battery backup. A backup battery might be located in a central alarm panel, or individual backup batteries might be located in each smoke alarm.

There are two basic smoke alarm technologies for detecting fires — ionization and photoelectric. Ionization alarms are generally more responsive to flaming fires, such as a pan of cooking oil bursting into flames. Photoelectric alarms are generally more responsive to smoldering fires, such as a lighted cigarette dropped onto a sofa. Combination alarms use both technologies in one device. For the quickest response to both types of fires, The Hanover recommends combination ionization/photoelectric alarms, or separate ionization and photoelectric alarms located next to each other.

Smoke alarms can be arranged to notify all building occupants when any alarm is activated (referred to as "interconnected" or "multiple-station" alarms), or arranged to notify only occupants in the vicinity of the alarm that was activated (called "single-station" alarms). Most commonly, smoke alarms located within an individual living unit are single-station, or they might be interconnected only with other smoke alarms within the living unit. Smoke alarms in common areas of the building, such as hallways and laundry rooms, are generally interconnected. Alarms can be interconnected by wires, or using wireless technology.

To ensure that your smoke alarms are the appropriate type and installed correctly, all work should be performed by a qualified fire alarm contractor in accordance with National Fire Protection Association (NFPA) Codes 101 and 72, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL)


Where should smoke alarms be located?

The National Fire Protection Association (NFPA) recommends that smoke alarms within individual living units be located inside each bedroom, outside each sleeping area in the immediate vicinity of the bedrooms, and on each floor level of the living unit, including basements. Smoke alarms should also be located in common areas as required by NFPA Codes 101 and 72, your local building code and the manufacturer's specifications; for instance, in hallways, lobbies, stairwells, elevator shafts, equipment rooms, laundry rooms and storage areas.


What can be done to reduce nuisance fire alarms from cooking or showering?

Smoke from cooking and steam from showers and bathtubs, can cause inadvertent (nuisance) activation of smoke alarms. Frequent nuisance alarms can result in building occupants disabling the smoke alarms in their living unit, endangering themselves and other tenants.

The National Fire Protection Association recommends not installing smoke alarms near kitchen areas. If alarms must be installed between 10 and 20 feet horizontally of cooking appliances to meet code requirements for alarm placement, the alarms should have a silencing feature or be of the photoelectric type. If alarms must be installed between six and 10 feet horizontally of cooking appliances, they should be of the photoelectric type. (Photoelectric smoke alarms are generally less sensitive to cooking fires.)

NFPA also recommends not installing smoke alarms within three feet horizontally of the door of a bathroom that contains a shower or bathtub. Installing the smoke alarm more than 10 feet horizontally from the door will provide maximum protection from nuisance alarms, if this is feasible while meeting code requirements for alarm placement.

If smoke alarms that previously did not cause nuisance alarms begin causing problems, it may be that they are contaminated with dust or are past their recommended life span. Follow the manufacturer's recommendations for removing dust and other foreign material. Also follow the manufacturer's recommendations for alarm replacement — the maximum life span of most smoke alarms is 10 years.


In what situations should carbon monoxide alarms be installed?

Carbon monoxide (CO) alarms are intended to notify building occupants of dangerous levels of carbon monoxide released from combustion processes. They serve a different function than smoke alarms, which are intended to notify occupants of unintended fires.

CO alarms are recommended in all habitational buildings that use fuel-burning heating, cooking or other appliances; contain fuel-burning fireplaces; have vehicle garages with potential air pathways to living spaces; and wherever else required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. CO alarms will give early warning of malfunctioning ventilation of appliances, closed flue dampers in fireplaces, and infiltration of exhaust from parking garages. Carbon monoxide is colorless and odorless, and can kill building occupants while they sleep.


Where should carbon monoxide alarms be installed?

The National Fire Protection Association recommends that carbon monoxide (CO) alarms within individual living units be located outside each sleeping area in the immediate vicinity of the bedrooms, and on each occupiable floor level of the living unit, including basements. CO alarms should also be located in common areas as required by NFPA Codes 101 and 720, your local building code and the manufacturer's specifications; for instance in central heating equipment rooms and in areas downstream of burners; in rooms containing other fuel-burning appliances or fireplaces; and in areas with potential air pathways to vehicle garages.

It is recommended that CO alarms be electrically powered with battery backup. CO alarms should be single-station or multiple-station (interconnected) as described above for smoke alarms. To ensure CO alarms are installed correctly and where required, all work should be performed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 720, your local building code and the manufacturer's specifications. All equipment should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL).


What can be done to reduce tampering with manual fire alarm pull stations?

Tampering with manual fire alarm pull stations can become an issue, especially with transient populations such as in hotels and dormitories. Clear plastic protective covers with tamper alarms can be installed over pull stations to help prevent this. As soon as the cover is lifted, the tamper alarm is activated. The sound of the tamper alarm will deter most people from pulling the fire alarm unless it is a true emergency situation. Installation of double-action pull stations will cause a further, slight delay that can increase the chance of catching the person if they do pull the fire alarm. Double-action pull stations require two actions, such as lifting or pushing one handle and then pulling another handle.

All fire alarm pull stations, and all protective covers for pull stations, should be listed by a nationally recognized testing laboratory such as Underwriters Laboratories (UL). All equipment should be installed by a qualified fire alarm contractor in accordance with NFPA Codes 101 and 72, your local building code and the manufacturer's specifications.


Does the LED light on an emergency lighting unit indicate that it is in operational condition?

Unless you have a newer emergency lighting unit with a self-testing/self-diagnostic feature, the LED light is probably only indicating that the AC power is on and the battery is charging. The LED is not indicating that the battery has enough power to provide the required 90 minutes of emergency light. The only ways to test this type of emergency light are to press the "test" button, or to de-energize the AC circuit that the light is connected to.

When you are replacing or installing new emergency lights, consider lights with a self-testing/self-diagnostic feature. Battery-powered emergency lights need to be tested every 30 days for at least 30 seconds, and every year for at least 90 minutes. Self-testing/self-diagnostic lights can save considerable time and expense versus performing these tests manually.


How should life safety systems be maintained?

Please refer to The Hanover's document on inspection, testing and maintenance of life safety systems.
 

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC FEB 2019 2014-413
171-1143 (11/14)

Article

Road testing

Your company vehicles and the equipment they transport are amongst your most valuable assets.  Any person who could be responsible for or in control of a company vehicle should be subject to a written test and a driver evaluation to determine their skill level in relation to operating a motor vehicle in order to protect these assets. Any specialized skills that may go along with operating that vehicle should also be assessed. This is referred to as a road test/auxiliary equipment test.  

The assessment can provide valuable feedback to the employer and employees about their driving abilities and behaviors behind the wheel. It can also indicate any additional training that may be necessary before that employee is authorized to drive on company time. Per the Federal Motor Carrier Safety Administration, “The employer may accept a CDL in lieu of a road test if the driver is required to successfully complete a road test to obtain a CDL in the State of issuance. However, if the employer intends to assign to the driver a vehicle necessitating the doubles/triples or tank vehicle endorsement, the employer must administer the road test under §391.31 in a representative vehicle.”  (FMCSA)

Road tests should be completed by the carrier only after prospective drivers have demonstrated a degree of skill on an off-road course, such as a parking lot. A carrier may elect another competent person or business to administer the road test.  Even if the carrier receives a seasoned driver, it is still a best practice to have a road test performed to verify that the skills they report transfer to the road.

Developing a road test

  • Tests should be done using the same kind of equipment that the prospective applicant will be operating within the job role.  This test must be of ample time to allow the competent person/trainer who is administering the test to evaluate the skillset of the driver.
  • All results of the road test/auxiliary equipment test should be documented and kept within the personnel file of that employee for further evaluation, defense, and other recordkeeping aids.
  • Once the test is administered, the information should be analyzed to determine areas of improvement for the driver, areas of acceptable skills, and areas that the driver did not successfully meet pre-determined standards.

The road test should include the three components discussed below.

Pre-trip inspection

The first section of the road test administered should be a pre-trip inspection. Pre-trip inspections should include general vehicle inspections and how to operate any equipment specific to that vehicle. If a trailer will be utilized in operation, coupling and uncoupling procedures should be covered. It is very important that inspections drill down on the road worthiness of that vehicle. These standards should be based on the manufacturer’s recommendations of that vehicle.

Maneuverability

Before an open-road examination is administered, basic vehicle handling should be analyzed. This analysis should be designed based on the type of vehicle and all related functions of the job. This test analysis should include:

  • Straight-line backing
  • Offset backing
  • Parallel parking
  • Alley dock

Open-Road Test

A prospective driver should be evaluated on their ability to operate a vehicle on the road. A predetermined course should be set up to present an extensive array of conditions of driving and operating that the driver may encounter. These conditions should include:

  • Starting
  • Stopping
  • Braking
  • Turning
  • Observing traffic signs
  • Observing traffic signals
  • Observing other traffic
  • Using vehicle controls
  • Maintaining proper lane positions
  • Downgrades
  • Downgrades stopping
  • Upgrades
  • Upgrade stopping
  • Railroad crossing
  • Bridge clearance

Summary

The purpose of a road test is to analyze the ability and skills of the driver to operate the vehicle defensively. It will also provide an indication of the driver's attitude towards driving and safety. One can assume that the prospective driver will be attempting to perform the tasks in the safest manner and to the best of their abilities. Bad driving habits are not easy to hide. In most cases, will be obvious to a qualified evaluator.

Each segment of the test has a purpose. The purpose should be explained, maybe at times demonstrated by the qualified/competent person administering the examination before the test starts. Directions given should be clear and concise to eliminate confusion. Sufficient time to perform the mandated maneuvers safely and adequately must be provided to the prospective driver. Questions and conversations should be limited to the test itself. The final determination of the driver’s current level of expertise and training needed should be determined by the qualified/competent person conducting the test. The qualified/competent person will also be determining what training will be needed in the immediate future to bring this driver’s skill up to satisfactory levels.

References

  1. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/registration/commercial-drivers-license/how-does-student-enrolled-driver-training-school-comply
  2. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/regulations/title49/section/391.31
  3. FMCSA,2018, 8 Motor Carrier, FMCSA, Road test | FMCSA (dot.gov)

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-322

Road testing

Your company vehicles and the equipment they transport are amongst your most valuable assets.  Any person who could be responsible for or in control of a company vehicle should be subject to a written test and a driver evaluation to determine their skill level in relation to operating a motor vehicle in order to protect these assets. Any specialized skills that may go along with operating that vehicle should also be assessed. This is referred to as a road test/auxiliary equipment test.  

The assessment can provide valuable feedback to the employer and employees about their driving abilities and behaviors behind the wheel. It can also indicate any additional training that may be necessary before that employee is authorized to drive on company time. Per the Federal Motor Carrier Safety Administration, “The employer may accept a CDL in lieu of a road test if the driver is required to successfully complete a road test to obtain a CDL in the State of issuance. However, if the employer intends to assign to the driver a vehicle necessitating the doubles/triples or tank vehicle endorsement, the employer must administer the road test under §391.31 in a representative vehicle.”  (FMCSA)

Road tests should be completed by the carrier only after prospective drivers have demonstrated a degree of skill on an off-road course, such as a parking lot. A carrier may elect another competent person or business to administer the road test.  Even if the carrier receives a seasoned driver, it is still a best practice to have a road test performed to verify that the skills they report transfer to the road.

Developing a road test

  • Tests should be done using the same kind of equipment that the prospective applicant will be operating within the job role.  This test must be of ample time to allow the competent person/trainer who is administering the test to evaluate the skillset of the driver.
  • All results of the road test/auxiliary equipment test should be documented and kept within the personnel file of that employee for further evaluation, defense, and other recordkeeping aids.
  • Once the test is administered, the information should be analyzed to determine areas of improvement for the driver, areas of acceptable skills, and areas that the driver did not successfully meet pre-determined standards.

The road test should include the three components discussed below.

Pre-trip inspection

The first section of the road test administered should be a pre-trip inspection. Pre-trip inspections should include general vehicle inspections and how to operate any equipment specific to that vehicle. If a trailer will be utilized in operation, coupling and uncoupling procedures should be covered. It is very important that inspections drill down on the road worthiness of that vehicle. These standards should be based on the manufacturer’s recommendations of that vehicle.

Maneuverability

Before an open-road examination is administered, basic vehicle handling should be analyzed. This analysis should be designed based on the type of vehicle and all related functions of the job. This test analysis should include:

  • Straight-line backing
  • Offset backing
  • Parallel parking
  • Alley dock

Open-Road Test

A prospective driver should be evaluated on their ability to operate a vehicle on the road. A predetermined course should be set up to present an extensive array of conditions of driving and operating that the driver may encounter. These conditions should include:

  • Starting
  • Stopping
  • Braking
  • Turning
  • Observing traffic signs
  • Observing traffic signals
  • Observing other traffic
  • Using vehicle controls
  • Maintaining proper lane positions
  • Downgrades
  • Downgrades stopping
  • Upgrades
  • Upgrade stopping
  • Railroad crossing
  • Bridge clearance

Summary

The purpose of a road test is to analyze the ability and skills of the driver to operate the vehicle defensively. It will also provide an indication of the driver's attitude towards driving and safety. One can assume that the prospective driver will be attempting to perform the tasks in the safest manner and to the best of their abilities. Bad driving habits are not easy to hide. In most cases, will be obvious to a qualified evaluator.

Each segment of the test has a purpose. The purpose should be explained, maybe at times demonstrated by the qualified/competent person administering the examination before the test starts. Directions given should be clear and concise to eliminate confusion. Sufficient time to perform the mandated maneuvers safely and adequately must be provided to the prospective driver. Questions and conversations should be limited to the test itself. The final determination of the driver’s current level of expertise and training needed should be determined by the qualified/competent person conducting the test. The qualified/competent person will also be determining what training will be needed in the immediate future to bring this driver’s skill up to satisfactory levels.

References

  1. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/registration/commercial-drivers-license/how-does-student-enrolled-driver-training-school-comply
  2. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/regulations/title49/section/391.31
  3. FMCSA,2018, 8 Motor Carrier, FMCSA, Road test | FMCSA (dot.gov)

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-322

Road testing

Your company vehicles and the equipment they transport are amongst your most valuable assets.  Any person who could be responsible for or in control of a company vehicle should be subject to a written test and a driver evaluation to determine their skill level in relation to operating a motor vehicle in order to protect these assets. Any specialized skills that may go along with operating that vehicle should also be assessed. This is referred to as a road test/auxiliary equipment test.  

The assessment can provide valuable feedback to the employer and employees about their driving abilities and behaviors behind the wheel. It can also indicate any additional training that may be necessary before that employee is authorized to drive on company time. Per the Federal Motor Carrier Safety Administration, “The employer may accept a CDL in lieu of a road test if the driver is required to successfully complete a road test to obtain a CDL in the State of issuance. However, if the employer intends to assign to the driver a vehicle necessitating the doubles/triples or tank vehicle endorsement, the employer must administer the road test under §391.31 in a representative vehicle.”  (FMCSA)

Road tests should be completed by the carrier only after prospective drivers have demonstrated a degree of skill on an off-road course, such as a parking lot. A carrier may elect another competent person or business to administer the road test.  Even if the carrier receives a seasoned driver, it is still a best practice to have a road test performed to verify that the skills they report transfer to the road.

Developing a road test

  • Tests should be done using the same kind of equipment that the prospective applicant will be operating within the job role.  This test must be of ample time to allow the competent person/trainer who is administering the test to evaluate the skillset of the driver.
  • All results of the road test/auxiliary equipment test should be documented and kept within the personnel file of that employee for further evaluation, defense, and other recordkeeping aids.
  • Once the test is administered, the information should be analyzed to determine areas of improvement for the driver, areas of acceptable skills, and areas that the driver did not successfully meet pre-determined standards.

The road test should include the three components discussed below.

Pre-trip inspection

The first section of the road test administered should be a pre-trip inspection. Pre-trip inspections should include general vehicle inspections and how to operate any equipment specific to that vehicle. If a trailer will be utilized in operation, coupling and uncoupling procedures should be covered. It is very important that inspections drill down on the road worthiness of that vehicle. These standards should be based on the manufacturer’s recommendations of that vehicle.

Maneuverability

Before an open-road examination is administered, basic vehicle handling should be analyzed. This analysis should be designed based on the type of vehicle and all related functions of the job. This test analysis should include:

  • Straight-line backing
  • Offset backing
  • Parallel parking
  • Alley dock

Open-Road Test

A prospective driver should be evaluated on their ability to operate a vehicle on the road. A predetermined course should be set up to present an extensive array of conditions of driving and operating that the driver may encounter. These conditions should include:

  • Starting
  • Stopping
  • Braking
  • Turning
  • Observing traffic signs
  • Observing traffic signals
  • Observing other traffic
  • Using vehicle controls
  • Maintaining proper lane positions
  • Downgrades
  • Downgrades stopping
  • Upgrades
  • Upgrade stopping
  • Railroad crossing
  • Bridge clearance

Summary

The purpose of a road test is to analyze the ability and skills of the driver to operate the vehicle defensively. It will also provide an indication of the driver's attitude towards driving and safety. One can assume that the prospective driver will be attempting to perform the tasks in the safest manner and to the best of their abilities. Bad driving habits are not easy to hide. In most cases, will be obvious to a qualified evaluator.

Each segment of the test has a purpose. The purpose should be explained, maybe at times demonstrated by the qualified/competent person administering the examination before the test starts. Directions given should be clear and concise to eliminate confusion. Sufficient time to perform the mandated maneuvers safely and adequately must be provided to the prospective driver. Questions and conversations should be limited to the test itself. The final determination of the driver’s current level of expertise and training needed should be determined by the qualified/competent person conducting the test. The qualified/competent person will also be determining what training will be needed in the immediate future to bring this driver’s skill up to satisfactory levels.

References

  1. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/registration/commercial-drivers-license/how-does-student-enrolled-driver-training-school-comply
  2. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/regulations/title49/section/391.31
  3. FMCSA,2018, 8 Motor Carrier, FMCSA, Road test | FMCSA (dot.gov)

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-322

Road testing

Your company vehicles and the equipment they transport are amongst your most valuable assets.  Any person who could be responsible for or in control of a company vehicle should be subject to a written test and a driver evaluation to determine their skill level in relation to operating a motor vehicle in order to protect these assets. Any specialized skills that may go along with operating that vehicle should also be assessed. This is referred to as a road test/auxiliary equipment test.  

The assessment can provide valuable feedback to the employer and employees about their driving abilities and behaviors behind the wheel. It can also indicate any additional training that may be necessary before that employee is authorized to drive on company time. Per the Federal Motor Carrier Safety Administration, “The employer may accept a CDL in lieu of a road test if the driver is required to successfully complete a road test to obtain a CDL in the State of issuance. However, if the employer intends to assign to the driver a vehicle necessitating the doubles/triples or tank vehicle endorsement, the employer must administer the road test under §391.31 in a representative vehicle.”  (FMCSA)

Road tests should be completed by the carrier only after prospective drivers have demonstrated a degree of skill on an off-road course, such as a parking lot. A carrier may elect another competent person or business to administer the road test.  Even if the carrier receives a seasoned driver, it is still a best practice to have a road test performed to verify that the skills they report transfer to the road.

Developing a road test

  • Tests should be done using the same kind of equipment that the prospective applicant will be operating within the job role.  This test must be of ample time to allow the competent person/trainer who is administering the test to evaluate the skillset of the driver.
  • All results of the road test/auxiliary equipment test should be documented and kept within the personnel file of that employee for further evaluation, defense, and other recordkeeping aids.
  • Once the test is administered, the information should be analyzed to determine areas of improvement for the driver, areas of acceptable skills, and areas that the driver did not successfully meet pre-determined standards.

The road test should include the three components discussed below.

Pre-trip inspection

The first section of the road test administered should be a pre-trip inspection. Pre-trip inspections should include general vehicle inspections and how to operate any equipment specific to that vehicle. If a trailer will be utilized in operation, coupling and uncoupling procedures should be covered. It is very important that inspections drill down on the road worthiness of that vehicle. These standards should be based on the manufacturer’s recommendations of that vehicle.

Maneuverability

Before an open-road examination is administered, basic vehicle handling should be analyzed. This analysis should be designed based on the type of vehicle and all related functions of the job. This test analysis should include:

  • Straight-line backing
  • Offset backing
  • Parallel parking
  • Alley dock

Open-Road Test

A prospective driver should be evaluated on their ability to operate a vehicle on the road. A predetermined course should be set up to present an extensive array of conditions of driving and operating that the driver may encounter. These conditions should include:

  • Starting
  • Stopping
  • Braking
  • Turning
  • Observing traffic signs
  • Observing traffic signals
  • Observing other traffic
  • Using vehicle controls
  • Maintaining proper lane positions
  • Downgrades
  • Downgrades stopping
  • Upgrades
  • Upgrade stopping
  • Railroad crossing
  • Bridge clearance

Summary

The purpose of a road test is to analyze the ability and skills of the driver to operate the vehicle defensively. It will also provide an indication of the driver's attitude towards driving and safety. One can assume that the prospective driver will be attempting to perform the tasks in the safest manner and to the best of their abilities. Bad driving habits are not easy to hide. In most cases, will be obvious to a qualified evaluator.

Each segment of the test has a purpose. The purpose should be explained, maybe at times demonstrated by the qualified/competent person administering the examination before the test starts. Directions given should be clear and concise to eliminate confusion. Sufficient time to perform the mandated maneuvers safely and adequately must be provided to the prospective driver. Questions and conversations should be limited to the test itself. The final determination of the driver’s current level of expertise and training needed should be determined by the qualified/competent person conducting the test. The qualified/competent person will also be determining what training will be needed in the immediate future to bring this driver’s skill up to satisfactory levels.

References

  1. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/registration/commercial-drivers-license/how-does-student-enrolled-driver-training-school-comply
  2. FMCSA,2018, 8 Motor Carrier, FMCSA, https://www.fmcsa.dot.gov/regulations/title49/section/391.31
  3. FMCSA,2018, 8 Motor Carrier, FMCSA, Road test | FMCSA (dot.gov)

This material is provided for informational purposes only and does not provide any coverage or guarantee loss prevention. The examples in this material are provided as hypothetical and for illustration purposes only. The Hanover Insurance Company and its affiliates and subsidiaries (“The Hanover”) specifically disclaim any warranty or representation that acceptance of any recommendations contained herein will make any premises, or operation safe or in compliance with any law or regulation. By providing this information to you. The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-322

Article

Public swimming pools ― key risk control information and best practices

According to the Centers for Disease Control and Prevention (CDC), drowning is the leading cause of unintentional death for children. Nearly 4,000 deaths from drowning occurred each year from 2010 to 2019. The Consumer Product Safety Commission (CPSC) reports that an average of 379 drownings among children ages 0 to 14 happen in swimming pools each year between 2015 and 2017.

Public swimming pools are those intended for public use, including municipal pools, various clubs, hotels and motels, schools, parks, and others. Pool operations present many different liability exposures that must be addressed to help ensure safe pool operation and mitigation of liability exposures. Considerations include pool access, pool design, water quality and safety, emergency equipment, emergency procedures, supervision and training, and many others. Below are just a few of these considerations and links to helpful resources for pool operators.

Management/supervision

  • One or more persons should be trained and competent in pool management, as demonstrated by a certification such as the Certified Pool Operator (CPO).
  • If lifeguards are provided, they need to have an appropriate level of training or certification.
  • An emergency plan should be in place for the pool and should be practiced regularly by staff.

Access

  • Fencing around the pool should be at least four feet or higher as required by local codes.
  • Gates must be self-closing and secured during non-operational hours.

Water safety

  • Drain safety: for in depth information, see the Virginia Graham Baker Pool and Spa Safety Act
  • Depth markings should be at or above water surface on vertical pool wall and at the edge of the deck
  • Electrical installations in the pool area should be designed for use in wet areas

Signage

  • Signage should indicate maximum capacity, normal hours of operation, No Diving (if applicable), and other prohibitions as necessary.

Emergency/safety equipment

Emergency equipment that should be conspicuously mounted near the pool should include:

  • Shepherd’s crook
  • Ring buoy
  • At least one working emergency telephone
  • At least one first aid kit accessible by staff

Helpful links

 

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC  2021-601

Public swimming pools ― key risk control information and best practices

According to the Centers for Disease Control and Prevention (CDC), drowning is the leading cause of unintentional death for children. Nearly 4,000 deaths from drowning occurred each year from 2010 to 2019. The Consumer Product Safety Commission (CPSC) reports that an average of 379 drownings among children ages 0 to 14 happen in swimming pools each year between 2015 and 2017.

Public swimming pools are those intended for public use, including municipal pools, various clubs, hotels and motels, schools, parks, and others. Pool operations present many different liability exposures that must be addressed to help ensure safe pool operation and mitigation of liability exposures. Considerations include pool access, pool design, water quality and safety, emergency equipment, emergency procedures, supervision and training, and many others. Below are just a few of these considerations and links to helpful resources for pool operators.

Management/supervision

  • One or more persons should be trained and competent in pool management, as demonstrated by a certification such as the Certified Pool Operator (CPO).
  • If lifeguards are provided, they need to have an appropriate level of training or certification.
  • An emergency plan should be in place for the pool and should be practiced regularly by staff.

Access

  • Fencing around the pool should be at least four feet or higher as required by local codes.
  • Gates must be self-closing and secured during non-operational hours.

Water safety

  • Drain safety: for in depth information, see the Virginia Graham Baker Pool and Spa Safety Act
  • Depth markings should be at or above water surface on vertical pool wall and at the edge of the deck
  • Electrical installations in the pool area should be designed for use in wet areas

Signage

  • Signage should indicate maximum capacity, normal hours of operation, No Diving (if applicable), and other prohibitions as necessary.

Emergency/safety equipment

Emergency equipment that should be conspicuously mounted near the pool should include:

  • Shepherd’s crook
  • Ring buoy
  • At least one working emergency telephone
  • At least one first aid kit accessible by staff

Helpful links

 

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC  2021-601

Public swimming pools ― key risk control information and best practices

According to the Centers for Disease Control and Prevention (CDC), drowning is the leading cause of unintentional death for children. Nearly 4,000 deaths from drowning occurred each year from 2010 to 2019. The Consumer Product Safety Commission (CPSC) reports that an average of 379 drownings among children ages 0 to 14 happen in swimming pools each year between 2015 and 2017.

Public swimming pools are those intended for public use, including municipal pools, various clubs, hotels and motels, schools, parks, and others. Pool operations present many different liability exposures that must be addressed to help ensure safe pool operation and mitigation of liability exposures. Considerations include pool access, pool design, water quality and safety, emergency equipment, emergency procedures, supervision and training, and many others. Below are just a few of these considerations and links to helpful resources for pool operators.

Management/supervision

  • One or more persons should be trained and competent in pool management, as demonstrated by a certification such as the Certified Pool Operator (CPO).
  • If lifeguards are provided, they need to have an appropriate level of training or certification.
  • An emergency plan should be in place for the pool and should be practiced regularly by staff.

Access

  • Fencing around the pool should be at least four feet or higher as required by local codes.
  • Gates must be self-closing and secured during non-operational hours.

Water safety

  • Drain safety: for in depth information, see the Virginia Graham Baker Pool and Spa Safety Act
  • Depth markings should be at or above water surface on vertical pool wall and at the edge of the deck
  • Electrical installations in the pool area should be designed for use in wet areas

Signage

  • Signage should indicate maximum capacity, normal hours of operation, No Diving (if applicable), and other prohibitions as necessary.

Emergency/safety equipment

Emergency equipment that should be conspicuously mounted near the pool should include:

  • Shepherd’s crook
  • Ring buoy
  • At least one working emergency telephone
  • At least one first aid kit accessible by staff

Helpful links

 

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC  2021-601

Public swimming pools ― key risk control information and best practices

According to the Centers for Disease Control and Prevention (CDC), drowning is the leading cause of unintentional death for children. Nearly 4,000 deaths from drowning occurred each year from 2010 to 2019. The Consumer Product Safety Commission (CPSC) reports that an average of 379 drownings among children ages 0 to 14 happen in swimming pools each year between 2015 and 2017.

Public swimming pools are those intended for public use, including municipal pools, various clubs, hotels and motels, schools, parks, and others. Pool operations present many different liability exposures that must be addressed to help ensure safe pool operation and mitigation of liability exposures. Considerations include pool access, pool design, water quality and safety, emergency equipment, emergency procedures, supervision and training, and many others. Below are just a few of these considerations and links to helpful resources for pool operators.

Management/supervision

  • One or more persons should be trained and competent in pool management, as demonstrated by a certification such as the Certified Pool Operator (CPO).
  • If lifeguards are provided, they need to have an appropriate level of training or certification.
  • An emergency plan should be in place for the pool and should be practiced regularly by staff.

Access

  • Fencing around the pool should be at least four feet or higher as required by local codes.
  • Gates must be self-closing and secured during non-operational hours.

Water safety

  • Drain safety: for in depth information, see the Virginia Graham Baker Pool and Spa Safety Act
  • Depth markings should be at or above water surface on vertical pool wall and at the edge of the deck
  • Electrical installations in the pool area should be designed for use in wet areas

Signage

  • Signage should indicate maximum capacity, normal hours of operation, No Diving (if applicable), and other prohibitions as necessary.

Emergency/safety equipment

Emergency equipment that should be conspicuously mounted near the pool should include:

  • Shepherd’s crook
  • Ring buoy
  • At least one working emergency telephone
  • At least one first aid kit accessible by staff

Helpful links

 

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC  2021-601

Article

Preventing slips, trips and falls in winter weather for educational institutions

The changing seasons produce unique weather-related conditions that can create hazards for students, faculty, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your campus.

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice and treated with ice melt, one hour prior to opening. Residential buildings on campus will require more frequent treatment and monitoring. Any snow or ice that has accumulated between cars in parking areas will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melts in sunnier areas or during warmer parts of the day, and refreezes in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the snow and ice control record in each building to document inspections as well as snow and ice removal.
  • Take precautions to prevent injuries to maintenance staff during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your campus and the weather conditions you are likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics). For further information, see our documents on contract management and reviewing certificates of insurance.

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights, can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older, "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our accident investigation report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by students or the public should be communicated to the appropriate manager immediately.
  • Maintenance staff should inspect the problem and communicate the best action to take. This may include school maintenance personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1144 (11/14)

Preventing slips, trips and falls in winter weather for educational institutions

The changing seasons produce unique weather-related conditions that can create hazards for students, faculty, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your campus.

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice and treated with ice melt, one hour prior to opening. Residential buildings on campus will require more frequent treatment and monitoring. Any snow or ice that has accumulated between cars in parking areas will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melts in sunnier areas or during warmer parts of the day, and refreezes in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the snow and ice control record in each building to document inspections as well as snow and ice removal.
  • Take precautions to prevent injuries to maintenance staff during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your campus and the weather conditions you are likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics). For further information, see our documents on contract management and reviewing certificates of insurance.

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights, can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older, "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our accident investigation report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by students or the public should be communicated to the appropriate manager immediately.
  • Maintenance staff should inspect the problem and communicate the best action to take. This may include school maintenance personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1144 (11/14)

Preventing slips, trips and falls in winter weather for educational institutions

The changing seasons produce unique weather-related conditions that can create hazards for students, faculty, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your campus.

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice and treated with ice melt, one hour prior to opening. Residential buildings on campus will require more frequent treatment and monitoring. Any snow or ice that has accumulated between cars in parking areas will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melts in sunnier areas or during warmer parts of the day, and refreezes in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the snow and ice control record in each building to document inspections as well as snow and ice removal.
  • Take precautions to prevent injuries to maintenance staff during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your campus and the weather conditions you are likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics). For further information, see our documents on contract management and reviewing certificates of insurance.

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights, can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older, "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our accident investigation report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by students or the public should be communicated to the appropriate manager immediately.
  • Maintenance staff should inspect the problem and communicate the best action to take. This may include school maintenance personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1144 (11/14)

Preventing slips, trips and falls in winter weather for educational institutions

The changing seasons produce unique weather-related conditions that can create hazards for students, faculty, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your campus.

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice and treated with ice melt, one hour prior to opening. Residential buildings on campus will require more frequent treatment and monitoring. Any snow or ice that has accumulated between cars in parking areas will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melts in sunnier areas or during warmer parts of the day, and refreezes in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the snow and ice control record in each building to document inspections as well as snow and ice removal.
  • Take precautions to prevent injuries to maintenance staff during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your campus and the weather conditions you are likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics). For further information, see our documents on contract management and reviewing certificates of insurance.

Mats and runners

Where mats have been used to control wet areas in entry ways to buildings, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights, can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older, "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our accident investigation report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by students or the public should be communicated to the appropriate manager immediately.
  • Maintenance staff should inspect the problem and communicate the best action to take. This may include school maintenance personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1144 (11/14)

Article

Preventing slips, trips and falls in winter weather

man snowblowing the sidewalk

The changing seasons produce unique weather-related conditions that can create hazards for patrons, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your premises.

 

 

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice, and treated with ice melt, one hour prior to the opening of business. Any snow or ice that has accumulated between cars will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance, in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melt in sunnier areas or during warmer parts of the day, and refreeze in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the Snow and Ice Control Record to document inspections as well as snow and ice removal.
  • Take precautions to prevent employee injuries during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to the building, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your facility and the weather conditions your business is likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics).For further information, see our document on Contract Management.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our Accident Investigation Report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by the public should be communicated to the appropriate manager immediately.
  • The manager responsible for facility maintenance should inspect the problem and communicate the best action to take. This may include in-house personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1142 (11/14)

Preventing slips, trips and falls in winter weather

The changing seasons produce unique weather-related conditions that can create hazards for patrons, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your premises.

 

 

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice, and treated with ice melt, one hour prior to the opening of business. Any snow or ice that has accumulated between cars will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance, in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melt in sunnier areas or during warmer parts of the day, and refreeze in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the Snow and Ice Control Record to document inspections as well as snow and ice removal.
  • Take precautions to prevent employee injuries during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to the building, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your facility and the weather conditions your business is likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics).For further information, see our document on Contract Management.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our Accident Investigation Report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by the public should be communicated to the appropriate manager immediately.
  • The manager responsible for facility maintenance should inspect the problem and communicate the best action to take. This may include in-house personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1142 (11/14)

Preventing slips, trips and falls in winter weather

The changing seasons produce unique weather-related conditions that can create hazards for patrons, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your premises.

 

 

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice, and treated with ice melt, one hour prior to the opening of business. Any snow or ice that has accumulated between cars will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance, in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melt in sunnier areas or during warmer parts of the day, and refreeze in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the Snow and Ice Control Record to document inspections as well as snow and ice removal.
  • Take precautions to prevent employee injuries during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to the building, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your facility and the weather conditions your business is likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics).For further information, see our document on Contract Management.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our Accident Investigation Report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by the public should be communicated to the appropriate manager immediately.
  • The manager responsible for facility maintenance should inspect the problem and communicate the best action to take. This may include in-house personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1142 (11/14)

Preventing slips, trips and falls in winter weather

The changing seasons produce unique weather-related conditions that can create hazards for patrons, employees and the public. Hanover Risk Solutions has developed the following suggested procedures to help mitigate the risk of a winter weather slip, trip or fall injury on your premises.

 

 

Winter snow and ice removal

  • All exterior walkways, parking lots and building entrances should be cleaned of snow and ice, and treated with ice melt, one hour prior to the opening of business. Any snow or ice that has accumulated between cars will also need to be removed.
  • Snow and ice that has been removed should be placed in areas that will minimize hazards as it melts, for instance, in lower elevations of the property. Storm drains should be marked with reflective stakes before winter weather begins, so they can be kept clear to drain off melting water.
  • Snow should be cleared from safety equipment such as fire hydrants and fire department connections to the sprinkler system. This equipment should be marked with reflective stakes before winter weather begins. Exit doors should be cleared of snow, and tested to ensure they can be opened fully.
  • Exterior walkways, parking lots and building entrances should be inspected periodically throughout the day and re-treated as needed. Ice and snow often melt in sunnier areas or during warmer parts of the day, and refreeze in shady areas or as the day gets colder. Drains can become clogged, causing melt water to build up.
  • Use a form such as the Snow and Ice Control Record to document inspections as well as snow and ice removal.
  • Take precautions to prevent employee injuries during snow and ice removal. Ensure employees are fully trained in the use of snow blowers, plows and other equipment. Keep bystanders away from equipment. Take adequate rest breaks. If removing snow loads from roofs or ice from gutters, use proper fall protection and protect skylights and other hazards.
  • During the autumn, periodic inspections should be made and action taken as needed to ensure walkways are cleared of leaves (wet leaves are a slipping hazard).

Mats and runners

Where mats have been used to control wet areas in entry ways to the building, the following conditions require immediate action:

  • If pedestrian traffic leaves wet foot prints when stepping off the mat, the mat needs to be replaced with a dry one or an additional mat needs to be placed at the end of the first mat.
  • If the mat has become wrinkled or bunched up, it needs to be reset so it is flat and doesn't present a tripping hazard.

Note on contracts

It is important to check contracts with snow/ice removal contractors and mat rental/service companies carefully, to be sure that the schedules and methods of service are appropriate for your facility and the weather conditions your business is likely to face. Be sure that responsibilities are clear in the contract. Contracts should also include hold harmless agreements and insurance requirements (consult your legal professional for specifics).For further information, see our document on Contract Management.

Exterior lighting

Colder weather means shorter daylight hours. Be sure exterior lighting of the building, walkways and parking lot is adequate for building occupants and extended hours of darkness.

  • Adjust sensors and timers on exterior lighting to come on earlier during the winter months. If tenants are responsible for updating timers, send reminders advising them to change their timers.
  • Conduct exterior lighting inspections at dusk, dark and dawn to determine lighting coverage, and to evaluate shadowing, places of concealment (for purposes of security) and effectiveness. Ensure lights are angled appropriately to provide maximum lighting capacity and avoid shadowing.
  • Inspect exterior lights/lamps for bugs, dirt, nests, cracked cover plates, yellowed acrylic covers and blown bulbs. Check that bulbs have not faded or lost their illumination capacity. Inspect light poles for stability.
  • Match lighting needs with the needs of the population accessing the building. For example, a medical office building may see greater senior traffic than an industrial park, and therefore require more lighting.
  • Evaluate lighting choices for specific exterior lighting needs, for instance, the benefits of LED (light emitting diodes) vs. HID (high-intensity discharge). Quality LED lights come on immediately; HID (high-intensity discharge) lights can take several minutes to warm up and generally do not work well with occupancy sensors, because once the lights go off, they need re-strike time to come back on. Assess the benefits of LED vs. HID in cold climates. (Newer "pulse start" HID bulbs operate better in cold weather, and have shorter warm-up times and re-strike times than older "probe-start" HID bulbs.)
  • Consider hiring qualified contractors, lighting designers or lighting professionals to help evaluate conditions, recommend needed changes, do repairs where needed, keep up with technology and conduct regular preventive maintenance of exterior lighting conditions.

Incident investigation procedure

Should a slip, trip or fall occur, follow the procedures outlined below.

  • Helping the injured person will be the primary concern immediately following an incident. Never leave the person alone. If assistance is needed, send someone else or have someone stay with the person while you get help.
  • If the injured party is not an employee, do not discuss liability or fault for the incident. If they ask if you are going to pay for their medical costs, simply state that someone from Hanover Insurance will be in touch with them.
  • Protect the incident scene to prevent anyone else from getting hurt and to preserve the scene in an "as is" condition to help ensure an accurate investigation. If any hazardous conditions must be corrected to prevent injuries to others, take "before" and "after" photos.
  • Contact the supervisor of the area where the incident occurred so they can begin the collection of data and incident investigation.
  • The information should be collected and the analysis completed using a form such as our Accident Investigation Report.
  • Photos should be taken of the general area, any defective conditions and anything else that could be considered a contributing factor to the incident.
  • Once the root cause is determined, corrective action should be initiated immediately.

Corrective action procedure

When a hazard has been identified through an incident investigation or a facility inspection, maintenance personnel or an outside contractor must be notified so that the problem can be corrected. The following procedure is recommended to accomplish this task:

  • Be sure that all employees are aware of specific actions to be taken in the event a hazard is identified, particularly if they will be responsible for mitigation.
  • Any problem identified by any employee or brought to the attention of staff by the public should be communicated to the appropriate manager immediately.
  • The manager responsible for facility maintenance should inspect the problem and communicate the best action to take. This may include in-house personnel correcting the hazard, contacting the responsible outside contractor, or both.
  • If the hazard can't be corrected immediately, a temporary control (such as barriers or hazard tape) should be put in place to prevent anyone from being injured.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC DEC 2018 2014-407
171-1142 (11/14)

Article

Motor vehicle accident reporting, recording and analysis

An auto accident is any event where property damage, personal injury and/or death occurs as the result of a motor driven vehicle. A “zero loss” mentality should be your primary objective as auto accidents are costly in repairs, lost productivity and the potential emotional impact they can leave.  While a zero-loss objective can be sought by proper driver selection, training, and supervision, there are outside factors which can’t be controlled and thus must be prepared for.

Accident investigations are an important practice to identify the root cause of the event. The better prepared an organization is to conduct an accident investigation, the more insight will be gained to help reduce the potential for a future repeat occurrence.  Formalizing these procedures will enable a timely collection and evaluation of contributing factors.

At the scene of the accident

A driver’s actions at the scene of the accident may play a part to help reduce the impact of the loss.  Preparing drivers on what steps to follow, what information to gather and even what to say and not say will help them focus on the situation at hand. This is accomplished by conducting thorough training annually to remind personnel of their requirements post-accident.

The creation of an accident packet kept in each vehicle will provide drivers with a guide to the steps to follow after an accident. The packet should contain the current vehicle registration and insurance card in addition to the instructions the driver is to follow once the scene is secure and assistance has been requested.

Whenever possible, the driver should contact their supervisor immediately after securing the accident scene. Timely reporting will enable supervisors to provide assistance and ensure proper steps are followed. 

Company assistance

The supervisor must be trained on the steps necessary post-collision to ensure the safety and well-being of the employee and others involved.  Supervisors should first check with the driver to confirm emergency services were contacted as necessary.  If not, the supervisor should obtain the location of the accident and general details of what occurred, and how many people are involved. This information should then be provided to the authorities as it will assist emergency responders.

Supervisors should then begin to collect information regarding the accident or to go to the scene, as proximity permits, to act as a company representative. The supervisor should collect, or ask the driver to take, photos using their cell phone or a camera kept in the accident reporting kit. These photos will help document the scene and preserve information for later analysis. If the scene can’t be visited, supervisors should assist the driver to conduct the investigation once the scene is safe to do so. The driver and/or supervisor should collect witness names and contact information and identify any underlying factors such as weather conditions, road configurations, and any other circumstances that may have contributed to the collision.  This information will help with the analysis and review.

If company policy or regulations require the testing of the driver for substances, arrangements should be made to have the driver tested within the required timeframe.

Reporting

Claim reporting should be submitted to The Hanover Insurance Group, Inc., as soon as possible but always within the first 24-hours following an accident. Reporting should be supplemented by driver and witness statements, police reports, photographs and other pertinent information that will enable claims representatives to process the claim.

Carriers subject to the Federal Motor Carrier Safety Regulations (FMCSR) must also maintain a current accident register. For information on these requirements please visit the following link: https://ai.fmcsa.dot.gov/newentrant/MC/Content.aspx?nav=Accidents

Company investigation

The investigation should focus on determining causal conditions to prevent a similar event in the future.  Understanding the root cause will help identify what went wrong while correcting conditions that resulted in the collision. Investigations should consider driver performance, compliance with regulations or company policies, weather and road conditions, time of day, area of the accident and the overall impact cargo may have contributed to the accident.

Once the detailed and timely investigation is completed, a thorough and accurate assessment can be reached.  The lessons learned can then be applied to help all drivers with their future performance. 

Online resources

  • Please visit The Hanover’s Risk Solutions website at www.hanover.com/risksolutions to view our many resources and partnerships to assist organizations in their training and policy development needs.  Get immediate access to a wide range of risk management tools and information, including safety topics, technical bulletins, checklists, videos and literature.
  • On-line driver safety courses are available to our customers on a limited complimentary basis and are provided through our vendor partner Evolved Safety.  Courses target staff and management related safety topics.  Available courses address driver safety training needs including: basic driver safety; passenger van driver safety; delivery driver safety; distracted driving prevention; DOT requirements; hazards of speeding, and additional other courses that are updated frequently.  Jump-start your safety training today by visiting our Hanover Risk Solutions website.

BlueArrow Telematics

  • The Hanover has partnered with BlueArrow to provide telematics services to our policyholders enabling real time asset tracking and safety management of an organizations fleet operation.
  • The smartphone app-based system helps to mitigate distracted driving, a leading cause of motor vehicle collisions, while providing management notifications of unsafe vehicle operational habits to assist in training and coaching opportunities of a driver. 

Talk to your Hanover Risk Solutions consultant for more information or further assistance and please visit our Risk Solutions website for additional information pertaining to these and other valuable resources.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-326

Motor vehicle accident reporting, recording and analysis

An auto accident is any event where property damage, personal injury and/or death occurs as the result of a motor driven vehicle. A “zero loss” mentality should be your primary objective as auto accidents are costly in repairs, lost productivity and the potential emotional impact they can leave.  While a zero-loss objective can be sought by proper driver selection, training, and supervision, there are outside factors which can’t be controlled and thus must be prepared for.

Accident investigations are an important practice to identify the root cause of the event. The better prepared an organization is to conduct an accident investigation, the more insight will be gained to help reduce the potential for a future repeat occurrence.  Formalizing these procedures will enable a timely collection and evaluation of contributing factors.

At the scene of the accident

A driver’s actions at the scene of the accident may play a part to help reduce the impact of the loss.  Preparing drivers on what steps to follow, what information to gather and even what to say and not say will help them focus on the situation at hand. This is accomplished by conducting thorough training annually to remind personnel of their requirements post-accident.

The creation of an accident packet kept in each vehicle will provide drivers with a guide to the steps to follow after an accident. The packet should contain the current vehicle registration and insurance card in addition to the instructions the driver is to follow once the scene is secure and assistance has been requested.

Whenever possible, the driver should contact their supervisor immediately after securing the accident scene. Timely reporting will enable supervisors to provide assistance and ensure proper steps are followed. 

Company assistance

The supervisor must be trained on the steps necessary post-collision to ensure the safety and well-being of the employee and others involved.  Supervisors should first check with the driver to confirm emergency services were contacted as necessary.  If not, the supervisor should obtain the location of the accident and general details of what occurred, and how many people are involved. This information should then be provided to the authorities as it will assist emergency responders.

Supervisors should then begin to collect information regarding the accident or to go to the scene, as proximity permits, to act as a company representative. The supervisor should collect, or ask the driver to take, photos using their cell phone or a camera kept in the accident reporting kit. These photos will help document the scene and preserve information for later analysis. If the scene can’t be visited, supervisors should assist the driver to conduct the investigation once the scene is safe to do so. The driver and/or supervisor should collect witness names and contact information and identify any underlying factors such as weather conditions, road configurations, and any other circumstances that may have contributed to the collision.  This information will help with the analysis and review.

If company policy or regulations require the testing of the driver for substances, arrangements should be made to have the driver tested within the required timeframe.

Reporting

Claim reporting should be submitted to The Hanover Insurance Group, Inc., as soon as possible but always within the first 24-hours following an accident. Reporting should be supplemented by driver and witness statements, police reports, photographs and other pertinent information that will enable claims representatives to process the claim.

Carriers subject to the Federal Motor Carrier Safety Regulations (FMCSR) must also maintain a current accident register. For information on these requirements please visit the following link: https://ai.fmcsa.dot.gov/newentrant/MC/Content.aspx?nav=Accidents

Company investigation

The investigation should focus on determining causal conditions to prevent a similar event in the future.  Understanding the root cause will help identify what went wrong while correcting conditions that resulted in the collision. Investigations should consider driver performance, compliance with regulations or company policies, weather and road conditions, time of day, area of the accident and the overall impact cargo may have contributed to the accident.

Once the detailed and timely investigation is completed, a thorough and accurate assessment can be reached.  The lessons learned can then be applied to help all drivers with their future performance. 

Online resources

  • Please visit The Hanover’s Risk Solutions website at www.hanover.com/risksolutions to view our many resources and partnerships to assist organizations in their training and policy development needs.  Get immediate access to a wide range of risk management tools and information, including safety topics, technical bulletins, checklists, videos and literature.
  • On-line driver safety courses are available to our customers on a limited complimentary basis and are provided through our vendor partner Evolved Safety.  Courses target staff and management related safety topics.  Available courses address driver safety training needs including: basic driver safety; passenger van driver safety; delivery driver safety; distracted driving prevention; DOT requirements; hazards of speeding, and additional other courses that are updated frequently.  Jump-start your safety training today by visiting our Hanover Risk Solutions website.

BlueArrow Telematics

  • The Hanover has partnered with BlueArrow to provide telematics services to our policyholders enabling real time asset tracking and safety management of an organizations fleet operation.
  • The smartphone app-based system helps to mitigate distracted driving, a leading cause of motor vehicle collisions, while providing management notifications of unsafe vehicle operational habits to assist in training and coaching opportunities of a driver. 

Talk to your Hanover Risk Solutions consultant for more information or further assistance and please visit our Risk Solutions website for additional information pertaining to these and other valuable resources.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-326

Motor vehicle accident reporting, recording and analysis

An auto accident is any event where property damage, personal injury and/or death occurs as the result of a motor driven vehicle. A “zero loss” mentality should be your primary objective as auto accidents are costly in repairs, lost productivity and the potential emotional impact they can leave.  While a zero-loss objective can be sought by proper driver selection, training, and supervision, there are outside factors which can’t be controlled and thus must be prepared for.

Accident investigations are an important practice to identify the root cause of the event. The better prepared an organization is to conduct an accident investigation, the more insight will be gained to help reduce the potential for a future repeat occurrence.  Formalizing these procedures will enable a timely collection and evaluation of contributing factors.

At the scene of the accident

A driver’s actions at the scene of the accident may play a part to help reduce the impact of the loss.  Preparing drivers on what steps to follow, what information to gather and even what to say and not say will help them focus on the situation at hand. This is accomplished by conducting thorough training annually to remind personnel of their requirements post-accident.

The creation of an accident packet kept in each vehicle will provide drivers with a guide to the steps to follow after an accident. The packet should contain the current vehicle registration and insurance card in addition to the instructions the driver is to follow once the scene is secure and assistance has been requested.

Whenever possible, the driver should contact their supervisor immediately after securing the accident scene. Timely reporting will enable supervisors to provide assistance and ensure proper steps are followed. 

Company assistance

The supervisor must be trained on the steps necessary post-collision to ensure the safety and well-being of the employee and others involved.  Supervisors should first check with the driver to confirm emergency services were contacted as necessary.  If not, the supervisor should obtain the location of the accident and general details of what occurred, and how many people are involved. This information should then be provided to the authorities as it will assist emergency responders.

Supervisors should then begin to collect information regarding the accident or to go to the scene, as proximity permits, to act as a company representative. The supervisor should collect, or ask the driver to take, photos using their cell phone or a camera kept in the accident reporting kit. These photos will help document the scene and preserve information for later analysis. If the scene can’t be visited, supervisors should assist the driver to conduct the investigation once the scene is safe to do so. The driver and/or supervisor should collect witness names and contact information and identify any underlying factors such as weather conditions, road configurations, and any other circumstances that may have contributed to the collision.  This information will help with the analysis and review.

If company policy or regulations require the testing of the driver for substances, arrangements should be made to have the driver tested within the required timeframe.

Reporting

Claim reporting should be submitted to The Hanover Insurance Group, Inc., as soon as possible but always within the first 24-hours following an accident. Reporting should be supplemented by driver and witness statements, police reports, photographs and other pertinent information that will enable claims representatives to process the claim.

Carriers subject to the Federal Motor Carrier Safety Regulations (FMCSR) must also maintain a current accident register. For information on these requirements please visit the following link: https://ai.fmcsa.dot.gov/newentrant/MC/Content.aspx?nav=Accidents

Company investigation

The investigation should focus on determining causal conditions to prevent a similar event in the future.  Understanding the root cause will help identify what went wrong while correcting conditions that resulted in the collision. Investigations should consider driver performance, compliance with regulations or company policies, weather and road conditions, time of day, area of the accident and the overall impact cargo may have contributed to the accident.

Once the detailed and timely investigation is completed, a thorough and accurate assessment can be reached.  The lessons learned can then be applied to help all drivers with their future performance. 

Online resources

  • Please visit The Hanover’s Risk Solutions website at www.hanover.com/risksolutions to view our many resources and partnerships to assist organizations in their training and policy development needs.  Get immediate access to a wide range of risk management tools and information, including safety topics, technical bulletins, checklists, videos and literature.
  • On-line driver safety courses are available to our customers on a limited complimentary basis and are provided through our vendor partner Evolved Safety.  Courses target staff and management related safety topics.  Available courses address driver safety training needs including: basic driver safety; passenger van driver safety; delivery driver safety; distracted driving prevention; DOT requirements; hazards of speeding, and additional other courses that are updated frequently.  Jump-start your safety training today by visiting our Hanover Risk Solutions website.

BlueArrow Telematics

  • The Hanover has partnered with BlueArrow to provide telematics services to our policyholders enabling real time asset tracking and safety management of an organizations fleet operation.
  • The smartphone app-based system helps to mitigate distracted driving, a leading cause of motor vehicle collisions, while providing management notifications of unsafe vehicle operational habits to assist in training and coaching opportunities of a driver. 

Talk to your Hanover Risk Solutions consultant for more information or further assistance and please visit our Risk Solutions website for additional information pertaining to these and other valuable resources.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-326

Motor vehicle accident reporting, recording and analysis

An auto accident is any event where property damage, personal injury and/or death occurs as the result of a motor driven vehicle. A “zero loss” mentality should be your primary objective as auto accidents are costly in repairs, lost productivity and the potential emotional impact they can leave.  While a zero-loss objective can be sought by proper driver selection, training, and supervision, there are outside factors which can’t be controlled and thus must be prepared for.

Accident investigations are an important practice to identify the root cause of the event. The better prepared an organization is to conduct an accident investigation, the more insight will be gained to help reduce the potential for a future repeat occurrence.  Formalizing these procedures will enable a timely collection and evaluation of contributing factors.

At the scene of the accident

A driver’s actions at the scene of the accident may play a part to help reduce the impact of the loss.  Preparing drivers on what steps to follow, what information to gather and even what to say and not say will help them focus on the situation at hand. This is accomplished by conducting thorough training annually to remind personnel of their requirements post-accident.

The creation of an accident packet kept in each vehicle will provide drivers with a guide to the steps to follow after an accident. The packet should contain the current vehicle registration and insurance card in addition to the instructions the driver is to follow once the scene is secure and assistance has been requested.

Whenever possible, the driver should contact their supervisor immediately after securing the accident scene. Timely reporting will enable supervisors to provide assistance and ensure proper steps are followed. 

Company assistance

The supervisor must be trained on the steps necessary post-collision to ensure the safety and well-being of the employee and others involved.  Supervisors should first check with the driver to confirm emergency services were contacted as necessary.  If not, the supervisor should obtain the location of the accident and general details of what occurred, and how many people are involved. This information should then be provided to the authorities as it will assist emergency responders.

Supervisors should then begin to collect information regarding the accident or to go to the scene, as proximity permits, to act as a company representative. The supervisor should collect, or ask the driver to take, photos using their cell phone or a camera kept in the accident reporting kit. These photos will help document the scene and preserve information for later analysis. If the scene can’t be visited, supervisors should assist the driver to conduct the investigation once the scene is safe to do so. The driver and/or supervisor should collect witness names and contact information and identify any underlying factors such as weather conditions, road configurations, and any other circumstances that may have contributed to the collision.  This information will help with the analysis and review.

If company policy or regulations require the testing of the driver for substances, arrangements should be made to have the driver tested within the required timeframe.

Reporting

Claim reporting should be submitted to The Hanover Insurance Group, Inc., as soon as possible but always within the first 24-hours following an accident. Reporting should be supplemented by driver and witness statements, police reports, photographs and other pertinent information that will enable claims representatives to process the claim.

Carriers subject to the Federal Motor Carrier Safety Regulations (FMCSR) must also maintain a current accident register. For information on these requirements please visit the following link: https://ai.fmcsa.dot.gov/newentrant/MC/Content.aspx?nav=Accidents

Company investigation

The investigation should focus on determining causal conditions to prevent a similar event in the future.  Understanding the root cause will help identify what went wrong while correcting conditions that resulted in the collision. Investigations should consider driver performance, compliance with regulations or company policies, weather and road conditions, time of day, area of the accident and the overall impact cargo may have contributed to the accident.

Once the detailed and timely investigation is completed, a thorough and accurate assessment can be reached.  The lessons learned can then be applied to help all drivers with their future performance. 

Online resources

  • Please visit The Hanover’s Risk Solutions website at www.hanover.com/risksolutions to view our many resources and partnerships to assist organizations in their training and policy development needs.  Get immediate access to a wide range of risk management tools and information, including safety topics, technical bulletins, checklists, videos and literature.
  • On-line driver safety courses are available to our customers on a limited complimentary basis and are provided through our vendor partner Evolved Safety.  Courses target staff and management related safety topics.  Available courses address driver safety training needs including: basic driver safety; passenger van driver safety; delivery driver safety; distracted driving prevention; DOT requirements; hazards of speeding, and additional other courses that are updated frequently.  Jump-start your safety training today by visiting our Hanover Risk Solutions website.

BlueArrow Telematics

  • The Hanover has partnered with BlueArrow to provide telematics services to our policyholders enabling real time asset tracking and safety management of an organizations fleet operation.
  • The smartphone app-based system helps to mitigate distracted driving, a leading cause of motor vehicle collisions, while providing management notifications of unsafe vehicle operational habits to assist in training and coaching opportunities of a driver. 

Talk to your Hanover Risk Solutions consultant for more information or further assistance and please visit our Risk Solutions website for additional information pertaining to these and other valuable resources.

The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. The Hanover Insurance Company and its affiliates and subsidiaries ("The Hanover") specifically disclaim any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with The Hanover. By providing this information to you, The Hanover does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.

LC 2022-326

Subscribe to