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OFS Home > University Insurance: Insurance claims for building damage

Insurance claims for building damage

Building damage is covered under the industrial special risks policy.

• Building damage
• Insurance claims
• Events affecting more than one unit
• Major damage

Building damage

When building damage has occurred:

1. Report it to Security Office who will arrange co-ordinate any safety or security issues if necessary
2. Report it to Insurance Officer (x 7214) who will advise the Insurer of a potential claim
3. Complete a Service Request Form available from the building and Grounds Office
4. Send it to the Buildings and Grounds Office where the Customer Services Manager will arrange quotations etc. for any necessary repairs, and
5. If an insurance claim does not arise, have the necessary repairs are carried out.
6. Charge the repair to either:

• The Buildings and Grounds maintenance account if this is normal maintenance 
• To a nominated financial unit account if the repairs are not normal maintenance.

Insurance claims

1. If an insurance claim does arise, the Customer Services Manager arranges for the financial unit to complete a Preliminary Insurance Report .
2. The Preliminary Insurance Report is returned to the Customer Services Manager who allocates a Work Order number and writes it at the top of the form.
3. Copies of the Preliminary Insurance Report and the Service Request are then sent to the Insurance Officer.
4. The Insurance Officer notifies the Insurers of the claim.
5. If necessary, the Insurer may arrange for an Assessor to visit the University and assess the damage.
6. Copies of purchase orders, quotations and invoices from Sub- Contractors or BGO work orders (if repairs have been carried out internally by the BGO maintenance team) providing details of costs are to be forwarded to the Insurance Officer as soon as they are received by the Customer Services Manager.
7. The Insurance Officer completes a claim form and supported by copies of purchase orders, quotations and invoices or Work Orders the claim is lodged with the Insurer following the Assessor's visit if necessary.
8. The Insurance Company processes the claim and forwards a settlement cheque to the University deducting an excess - currently $5,000.

Note: In certain circumstances it may be deemed necessary to undertake emergency work to secure and /or protect the site or to prevent further damage or loss or for safety reasons, prior to approval by the Insurer or Assessor, provided such is reasonable in the circumstances, generally the Insurer will accept such costs as having been incurred in good faith for their benefit. The cost of such preventative emergency works are to be included in the claim. This type of work should normally be approved by BGO.

Events affecting more than one unit

All building damages arising out of a single event such as water discharge damaging carpets on several floors of a building accommodating a number of financial units should be treated as one single claim.

The financial units concerned should coordinate their losses and submit a joint Preliminary Insurance Report to the Insurance Officer. 

An appropriate person should be appointed to act as the Coordinator for the claim and to liaise with the Insurance Officer. The name of the Coordinator should be included in the Preliminary Insurance Report.

Both the Customer Services Manager and the Insurance Officer jointly monitor progress to establish if any further action is required.

Major damage

In the event of major damage to buildings or equipment, it may be necessary to establish a working party consisting of representatives from the affected financial unit, Buildings and Grounds Office, Security, the Office of Financial Services and Workshop. 

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