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Risk management

Risk Management

The Risk Management office promotes the protection of physical and human assets of the Archdiocese by assisting locations in controlling losses, responding to claims and creating a culture of awareness.

The protections and services are provided through a combination of self-insurance programs and broad umbrella-type insurance policies.  Bringing together our large number of locations under these programs allows for economies of scale in administration, services and products.  

Insurance Coverages
School & Parish Safety & Security
Certificate of Insurance Request
Festival & Event Guidelines

As soon as possible call:  

The Archdiocese of Cincinnati

Claim Reporting Number:   833-273-5479

Click on this link to download/print an Accident Report form.

In addition to having policies, procedures and training on the prevention of slip, trip and fall accidents, it is also important to be prepared to respond to these incidents. Development of a formal policy and conducting training on how to respond to a slip, trip and fall accident will go a long way in providing immediate assistance to the injured person and reducing claims costs and the possibility of potential legal recourse.

1.      Offer assistance

Determine if the person is injured or requires medical attention. Call 911 if needed. Do not make statements about cause, responsibility or blame, and do not make promises about payment for medical bills.

2.      Document the slip and fall incident

It’s a good idea to document the details of the incident in case you need them later, even if the person doesn’t appear injured. For a nonemployee, record the person’s full name, address and contact information. If possible, immediately inspect the area with the affected person to determine the location and identify possible causes. Create a written account of facts, take photos and, if available, find video surveillance footage. Document the type and condition of footwear worn by the affected person.

3.      Report the slip and fall incident

Report the loss by calling 833.273.5479 as soon as possible. If the affected person is an employee, follow your standard workers’ compensation procedures, including a first report of injury form.

4.      Investigate the slip and fall accident

Look for the root cause.

    • Physical hazards or unsafe conditions—Physical or environmental factors that contribute to a slip or fall, such as a leaky roof that causes water to pool on the floor or a patch of black ice in the parking lot.

    • Human behaviors or unsafe acts—Poor decisions that may contribute to an accident. Examples include not cleaning up a spill, not straightening a buckled floor mat or texting while walking.

Avoid placing blame on the employee or affected person, and don’t automatically jump to the conclusion that the accident was caused by unsafe behavior. Most importantly, your accident investigation process should include corrective actions to reduce the potential for future accidents.  (Source: BPIC, Spring 2023)

The AOC Self Insurance Pool (SIP) provides check fraud coverage with a $10,000 deductible.  Please note that starting July 1, 2024, the SIP will not provide coverage for any incident of check fraud on an account where positive pay is available, but not implemented. Positive pay is a popular automated cash service that helps banks detect fraud by matching the company's issued check with the check presented for payment. The dollar amount, check number and account number must all match, or the check is flagged and sent back to the issuer for review. Additionally, automatic approval on checks must not be used.

Direct questions to Tom Twilling, 513.263.3350 or Jenny Hansen, 513.263.3355 or Bill Maly, 513.263.3354

Click on the title below to download the specific form:

  1. Child - Permission Slip (editable) 
  2. Child - Permission Slip (PDF Fillable)
  3. Adult - Permission Release, and Authorization to Seek Medical Treatment Form

Click here to download/print a copy of the 2024-2025 Safety Awareness/Risk Analysis form.

Of Note:

The offices of Risk Management, Property Management and Safe Environment in the Pastoral Center are here to help with any property, liability or safety concerns. A team approach can expedite resolution to concerns and can
help reduce potential hazardous property/operational exposures.

Prior to any new construction/remodeling over $25,000, contact the Director of Property Management at the Pastoral Center for Archdiocese of Cincinnati.

Contacts:

Bill Maly, Director of Risk Management - [email protected] 

Mark Russell, Assistant Director of Risk Management - [email protected]

Joe Mangan, Director of Property Management - [email protected]

Bill Mitchell, Director of Safe Environment - [email protected]

Certificate of Insurance Coverage

Submit online request:  https://resources.catholicaoc.org/offices/finance/risk-management/certificate-of-insurance-request

Bank Fraud:

As of July 1, 2024 there is no coverage for accounts not using ‘Positive Pay’ service.

Property and Boiler and Machinery

Coverage is provided for sudden and accidental damage to property owned or leased by the Archdiocese of Cincinnati, parishes, affiliated schools and organizations participating in the Archdiocesan Insurance Program. This includes buildings, their contents and equipment, fine arts, money and securities. Coverage is provided on a ‘Replacement Cost’ basis and is always subject to program exclusions. Please note:  Unoccupied property damages are valued at Actual Cash Value.  Property damage valuation for a structure compromised, or more susceptible to property damage, due to deterioration and /or lack of proper maintenance schedules is subject to less than replacement cost reimbursement.
Property Deductible: $10,000*.   Report all incidents to Gallagher Bassett Services, Inc. 833.273.5479.   
*Emergency Services for Sudden and Accidental events are eligible for a maintenance deductible reduction to $1,000.  The Risk Management office has contracted with First Onsite Property Restoration, a nationwide provider of emergency response for property damage. This service provides guaranteed response times and service fees, even in times of widespread storm events. To report an incident call First Onsite 800.622.6433. One call to First Onsite will also initiate the claim process with Gallagher Bassett.

Auto Property and Liability

All titled vehicles registered by Archdiocese of Cincinnati entities are provided coverage. Any change in vehicle or driver information must be reported to [email protected].
Auto Property Damage deductible is $1,000
Report all incidents to Gallagher Basset Services, Inc. 833.273.5479

Workers' Compensation

When an employee incurs a workplace injury, the business manager/supervisor should prepare a Supervisor’s Report of Injury. This report is to be kept at the location for your records.

As soon as the same day, the details of the injury must be reported/called into the Gallagher Bassett (GB) claims reporting number: 833.273.5479 in order to report and create the mandatory Workers’ Compensation First Report of Injury (FROI).

Follow this link for a sample FROI – highlighted areas indicate the information you may need to relay on the call. Also, you may be questioned about salary information of the injured worker, contact information of the witnesses, address and contact information of the fall location, transport ambulance service name.

Same day calling is important because provider offices are very good about processing same day appointments. It is critical Gallagher Bassett Services as an incident for the employee already indexed, so that when that billing is received by Gallagher Bassett there is a record to match already present in their system. Even if the employee injury does not result in a visit to a provider, you should call the 833.273.5479 number. Zero-dollar incidents are an important statistic that needs to be captured, and there are times when a visit happens later, or during a normal doctor's visit, when the employee will mention the work-related injury which may trigger health coverage denials.

Forms & Certificate
AOC – Supervisor’s Report of Injury
2025-2026 Certificate of Employer’s Right to Pay Compensation
Instructions for Injured Worker

Risk Analysis - Safety Awareness

MM slash DD slash YYYY
Name of Individual Submitting this Form(Required)
Have any changes occurred on the propery in the last year (i.e. remodeling, repurposing, construction, bought, sold or demolished)?

RISK AWARENESS

Do all contractors (construction, building services, food services, maintenance, etc) supply a Certificate of Insurance and of Workers' Comp? *This is required. Liability insurance limits for general and auto should be $1,000,000 minimum ($2,000,000 preferred) combined single limit. Fire Legal Liability and Auto Liability coverage in some situations. Statutory Requirements should be listed for Workers' Compensation. The Archbishop, Archdiocese and Parish should be indicated as Additional Named Insured.(Required)
Do all outside groups or parishioners that use your property for on-parish/school sponsored events purchase Special Events Insurance? *This is mandatory.(Required)
Is Risk Management contacted prior to ANY lease or rental agreement regarding the buildings listed on the previous page? The Archbishop is the only one who can sign real property leases or rentals.(Required)
Do all new employees receive a New Employee Orientation. See documents available at:(Required)
Are all new employees notified of Automatic Enrollment into the 401(k) Plan?(Required)
Do all new employees sign on receipt of the Employee Handbook and related policies?(Required)
Are all new employees and volunteers instructed on Safe Parish and Selction.com requirements. *Contact Bill Mitchell, Director of Safe Environment 513-263-3347 or [email protected] with questions.(Required)
Has the parish examined money collection policies with strong internal control processed? (Mass Collection Activities, Fund Raiser Activities, or Other)(Required)
Do you use numbered security bags in Mass Collection Process? *Order through AMAZON Corporate Account for valid reimbursement from Risk Management.(Required)
Do two people accompany the deposit to the bank?(Required)
Are deposit times varied?(Required)
Is security taken into consideration when transporting deposits to bank?(Required)
Are different teams used for counting and handling purposes?(Required)
Are money collection teams rotated?(Required)
Prior to deposit, are collected monies kept in a safe? It is suggested that the sfe combination be changed when staff who know the combination change.(Required)
Is the safe locked at all times?(Required)
Is a counter signature mandatory on all outgoing checks for all accounts? *This is strongly suggested.(Required)
Is the Pastor a signatory on all parish group checking accounts? *If so, the Pastor should actively sign checks, and no stamps should be used. If a stamp exists, it should be destroyed.(Required)
Are checking accounts protected with "Positive Pay"? *No fraud coverage for activities not protected by positive pay.(Required)
Is an inventory of all valuables maintained? (Vessels, Vestments, Artwork, Documents and Pictures) *This greatly helps in the vent of a loss(Required)
Has an inventory list via flash drive or CD of all valuables been sent to the AOC Finance Office c/o Risk Management?(Required)
Are all keys accounted for with only limited masters?(Required)
Are Sacristy doors locked? *This is recommended.(Required)
Are all buildings equipped with smoke detectors changed every ten years and batteries changed annually where necessary?(Required)
Are all buildings equipped with emergency lighting? *Bulbs should be routinely checked.(Required)
Do all buildings have adequate exterior security lighting?(Required)
Is surge protection used to prevent electrical suge damage? *Includes building and individual electronic equipment.(Required)
Has the parish/school made efforts to familiarize themselves with the objectives on this page https://resources.catholicaoc.org/offices/finance/risk-management/cyber-security, strive to fortify the infrastructure and move to obtain coverage in the program?(Required)
Are computer access passwords used and changed regularly? *This should be mandatory when an employee terminated employment.(Required)
Is anti-virus, anti-malware software used and updated regularly? *This is strongly suggested.(Required)
Are software programs and data backed-up regularly? *This is strongly suggested. If the budget allows, offsite storage is encouraged.(Required)
Is there a filtering prgram used on parish and school networks to limit access to unacceptable internet access?(Required)
If the school utilizes a laptop program, are the laptops adequately stored, locked, and inventoried?(Required)
Are all outside doors locked at all times in schools? *This is a security and safety issue. Installation of cameras and a monitor at the front door with remote access for opening the door is strongly recommended.(Required)
Is there a Crisis Management Program in place for the school? (Fire, windstorms, tornados and terrorism). Check requirements with the local municipality.(Required)
Is there a Crisis Management Program in place for the church? (Fire, windstorms, tornados and terrorism). Check requirements with the local municipality.(Required)
Are existing Crisis Management Programs for the school filed with the Archdiocese of Cincinnati Schools Office and with local authorities?(Required)
Is there a policy and procedures plan for parish or school volunteers driving their own vehicles for parish/school events? *Included should be items such as use of buses and/or private vehicles, qualified drivers, adequate supervision, adequate insurnace/proof of insurance.(Required)
Have provisions been made for First-Aid supplies, as well as access to emergency numbers during Mass, parish activities, and school activities?(Required)
Are AED batteries inspected regularly and batteries and pads changed when expired?(Required)
Are Adult Waiver and Release Forms collect for Parish sponsored events off campus?(Required)

REAL PROPERTY RISK & SAFETY AWARENESS

Are Deferred Maintenance Schedules prepared with financial estimates? Financial Risk: *Creates a hidden liability because the costs don't appear directly on the balance sheet until repairs are made *Can lead to asset impairment (reduced value of property/equipment) *May increase future expenses since delayed repairs often become more costly *Auditors sometimes flag this as a risk factor because it understates the true financial obligations. Property Insurance Claim Adjudication *Coverage assumes "reasonable care" of insured property *Unoccupied property damages are valued at Actual Cas Value *Property damage valuation for a structure compromised, or more susceptible to property damage, due to deterioration and/or lack of maintenance(Required)
Are the property management standard contracts being used for all construction projects, service agreements, service calls, maintenance work with outside contractors, and professional services (i.e. architects and engineers)? *See resources.catholicaoc.org/offices/property-management for all available forms(Required)
Are all real property projects over $25,000 contracted through the property management office and signed for only by the Archbishop? * Contact Joe Mangan, Director of Property Management Office to complete these contracts.(Required)
Are all real estate agreements and contracts signed only by the Archbishop?(Required)
Is the property routinely walked, looking for slip, trip, and fall exposures?(Required)
Is the school’s AHERA asbestos binder readily available to view?(Required)
Are maintenance staff trained and current in the OSHA 2-hour Asbestos Awareness Class? *This is required for the school’s asbestos representative(Required)
Are all areas that can possibly have lead and asbestos tested before any maintenance or construction work is completed? * This includes but is not restrictive to items such as caulk, floor tiles, ceiling tiles, plaster walls, roofing, and pipe wrapping for asbestos. *This includes but is not restrictive to items such as paint, potable water piping, and stained glass for lead. * If areas are found to contain lead and asbestos they must be abated by a certified abatement company.(Required)
Are stairs/hallways/rooms inspected for loose tiles and carpeting? *If loose tiles are found, testing for asbestos should be done before performing maintenance(Required)
Are kitchen areas and appliances regularly inspected for safe use?(Required)
Are classrooms, meeting rooms, sanctuaries, and residence areas regularly inspected for safety issues?(Required)
Are Evacuation Routes posted?(Required)
Are elevator Certificate(s) current and posted?(Required)
Are boiler certificates posted?(Required)
Are receiving rooms locked?(Required)
Are custodial closets locked?(Required)
Are Underground and/or Above Ground Storage Tanks routinely inspected?(Required)
Are flammables stored in a fire approved cabinet?(Required)
Are electrical service boxes labeled correctly and locked?(Required)
Are lockout/tagout procedures used?(Required)
Are hand and power tools inspected regularly and do they have approved grounding?(Required)
Are safe ladder usage techniques used? *This is mandatory.(Required)
Are all ladders stored in locked areas, away from children?(Required)
Are all ladders stored in locked areas, away from children?(Required)
Is chemical compliance (SDS) paperwork in order and available for reference?(Required)
Is Personal Protective Equipment (PPE) available and used when chemicals are in use?(Required)
Are plugs and outlets inspected and found to be in excellent condition? *If there are issues, the plugs and outlets must be replaced/repaired.(Required)
Are emergency lights in good condition?(Required)
Are fire extinguishers inspected regularly and in excellent condition?(Required)
Are fire suppression and detection systems professionally inspected on a regular basis?(Required)
Are sump pumps installed with battery backup and checked regularly?(Required)
Is playground equipment inspected regularly and reviewed for safety?(Required)
Are parking lot(s) inspected regularly and pot holes filled?(Required)
Are exterior walks inspected regularly for loose concrete and trip hazards?(Required)
Are exterior steps/railings inspected regularly for safety and maintenance issues?(Required)
Are window conditions evaluated regularly and caulking maintained? *Caulking can be asbestos containing, so have caulking tested for asbestos before repairing.(Required)
Are roof conditions examined on a routine basis? *Roofing can be asbestos containing, so have roofing tested for asbestos before repairing.(Required)
Are roof hatch(es) secured and locked?(Required)
Is tuckpointing inspected annually, and inspections logged?(Required)
Is Programmed Maintenance (PM) done on HVAC systems? *Pipe insulation can be asbestos containing, so have pipe insulation tested for asbestos before repairing.(Required)
Are backflow check valves inspected annually on water systems?(Required)
Do capital replacement plans exist for expensive, essential items such as roofs, boilers/AC, windows—esp. stained glass, tuckpointing, parking lots?(Required)
Do fountains and pools have proper microbial control schedules?(Required)
Are foundations and pools under video survalance?(Required)
Are bells/bell towers regulary inspected for structural integrity, tuck pointing, animal infestation?(Required)
Are doors ever propped open?(Required)
Are door locks regularly inspected for correct operation?(Required)
Are stage curtains and rigging regulary inspected?(Required)
Do windows remain locked when closed?(Required)
Do first floor level windows remain locked?(Required)
Are Electrical panels and switch gear boxes blocked or inaccessible?(Required)
Are premises used for the storage of personal vehicles/property on AOC grounds?(Required)
Are camera systems in use?(Required)
Is camera footage stored for at least 30 days?(Required)
Do entrance areas use non-skid floor mats used where water can accumulate?(Required)
Are extension cords limited to temporary use only and power strips are not “daisy chained” to extend the outlets in an area?(Required)
Are personal portable heaters in use?(Required)
Do employees bring personal furniture, tools, appliances, etc. to the building? *This should be restricted.(Required)
Do employees bring personal pets onto the premises? *This should be restricted?(Required)
Are flame & deep frying cooking surfaces equipped with a fire suppression system and filtered vents?(Required)
Is playground equipment inspected quarterly?(Required)

AHLETIC & STUDENT LIABILITY RISK AWARENESS

Are regular inspections performed of the athletic facilities on parish/school property (i.e. baseball/softball/football/soccer/hockey field(s), basketball court, swimming pool, tennis courts(Required)
Do coaches, volunteers, and teachers involved in sponsored sports periodically attend seminars, workshops, camps, etc. for training in first-aid, the care and prevention of athletic injuries, supervisory responsibilities, and special training and conditioning techniques to keep participants injury-free?(Required)
Is there a policy and procedure for transportation of participants? * Included should be items such as use of buses and/or private vehicles, qualified drivers, adequate supervision, adequate insurance/proof of insurance – see Risk Management Site.)(Required)
Have provisions been made for First-Aid supplies, as well as access to a telephone and emergency numbers during games and practices?(Required)
Are parent permission/release forms required for sports?(Required)
Is a field trip policy established and enforced, as required by the Archdiocese?(Required)
Does the field trip policy include the use of volunteer driver information sheets, if applicable?(Required)
Does the field trip policy include the use of parent permission/release forms?(Required)
Is a ratio of ten (10) students or less for every one (1) teacher/chaperon maintained during field trips or outside activities as per the Child Protection Decree?(Required)

Suggested wording for Parking Lots & Play Grounds:

    • NO TRESSPASSING
    • Authorized Users:
      • This property is exclusively for use by parishioners and guests.
      • Parishioners are welcome to participate in parish activities and events here.
      • Guests are invited to join us for worship, fellowship, and community gatherings.
    • Unauthorized Use at Your Own Risk:
      • Non-parishioners and unauthorized individuals are not permitted to use this property.
      • Any other use of this facility is entirely at your own risk.
      • The parish assumes no liability for injuries, accidents, or damages incurred by unauthorized users.
    • Respect and Stewardship:
      • Please treat this property with care and respect.
      • Report any maintenance issues or concerns to the parish office promptly.
      • Help us maintain a safe and welcoming environment for everyone.
    • Thank you for your cooperation!

The Risk Management Office discourages, yet permits the use of the 12 passenger van provided:

  • Last resort to the use of 7-8 passenger vehicles
  • Mandatory, as it is with all car rentals, that you purchase the rental insurance
  • Maximum of 12 passengers / 9 when transporting Students/Athletes ORC 4511.76 (including the driver)
  • Passengers occupy the forward seats with the rear seat left empty if 15 passenger vehicle
  • Preferable the last row of seating is removed if 15 passenger vehicle
  • No cargo is loaded in the back such that it impacts driving characteristics
  • If cargo is loaded, for each 150 pounds of cargo, reduce max passenger count by one
  • Driver is fully informed of risks and provided the driver acknowledgement document LINKED HERE
  • Drivers in any capacity for parish or school ministries must be a minimum 25 years old NO-EXCEPTIONS
BUSINESS MANAGER RESOURCE - SECURE LOGIN

INSURANCE NEWSLETTERS

Click here to review/download the BPIC Newsletter – January 2026

Contents:

  • Defensive Driving in Winter Weather Conditions
  • Preventing Frozen Water Pipes
  • Winter Weather Slip, Trip and Fall Exposures
  • Guidelines and Considerations for School Gymnasium Safety
  • Extreme Cold Weather Precautions

Click here to review/download the AOC Insurance Newsletter – September 2025

Contents

  • Safety Tips for Unpredictable Autumn Weather
  • Fire Protection Practices for Churches

Click here to review/download the AOC Insurance Newsletter – June 2025 

Contents:

  • Security at Soft Target Crowded Places Events
  • Lung Health in the Office

Click here to review/download the AOC Insurance Newsletter – April 2025

Contents:

  • Cyber Safety Awareness
  • Back Injury Prevention

Click here to review/download the AOC Insurance Newsletter – December 2024

Contents:

  • Managing Seasonal Affective Disorder
  • Preventing Injuries When Using Hand Tools
  • Floor Care Slip, Trip, and Fall Prevention
  • Essentials of Sleep for Health

BPIC – Safety and Loss Control News – Fall 2024

Click here to review/download BPIC Fall 2024 Newsletter

Bishops’ Plan Insurance Company

Contents:

  • Christmas Light Installation and Safety
  • Safe Use of Space Heaters
  • Personal Safety Responsibility
  • Fine Arts – Realizing Hidden Assets
  • Seawall Safety and Maintenance

Click here to review/download the AOC Insurance Newsletter – Fall 2024

Contents:

  • Office Ergonomics Overview
  • Navigating Fall Daylight Saving
  • Fall Clean-up Safety Tips
  • Holiday Safety

Click here to review/download the AOC Insurance Newsletter – Summer 2024

Contents:

  • Practicing Good Housekeeping
  • The 10 Commandments to Good Hydration
  • Special Event Kitchen Safety-Using Cooking Oil Safely
  • Responding to Slip, Trip and Fall Accidents

Click here to review/download the AoC Insurance Newsletter – Spring 2024

Contents:

  • HVAC System Upkeep
  • Safe Playgrounds
  • Outdoor Hazards and Safety Tips
  • Fueling Work

Direct Questions to:

Bill Maly

Phone: (513) 263-3354
Fax: (513) 421-6225

[email protected]