Emergency Management

Business Continuity Planning - SAC STATE Ready

Q: Is there a reason why our department needs to create a Business Continuity Plan?

A: Yes: A Business Continuity Plan is required by both the Chancellor's office and the Office of the Governor. A Business continuity Plan helps to ensure that critical functions of the university remain in place while maintaining the necessary level of normalcy when our normal may not exist.

Q: I was told that our department has to create a Business Continuity Plan. Where do I go to create one?

A: Sacramento State has a web-based Business Continuity Planning (BCP) system, created solely for this purpose, Sac State Ready.

Q: Who do I contact to learn more about creating a Business Continuity Plan?

A: You can contact our Emergency Manager, Janie Mutchler: mutchler@csus.edu

Building Emergency Preparedness Program

Q: What is the Building Emergency Preparedness Program and why does it concern me?

A: The Building Emergency Preparedness Program is the campus wide program which organizes Safety Teams in each building. Through training, faculty, staff, and managers voluteers, aide and assist all building occupants and first responders during times of emergency or disaster and communicate the building ocupancy status with First Responders.

Q: I am in different buildings on campus through out the week, where do I find the Building Emergency Action Plans for those buildings?

A: Risk Management has created a Campus Safety map that includes not only the Building Emergency Action Plans (by clicking on the building) but, the locations of AEDs, Evacuation Chairs, Evacuation Rally Points, and Campus Safety Blue Light Emergency Phones.

Q: What do I do if I am in class and the fire/evacuation alarm sounds?

A: You must quickly and safely evacuate the building to your building's evacuation rally point. Gather your personal belongings if it is safe to do so. Remain at the evacuation rally point until given the "All Clear" or have been excused to leave. View the Campus Safety Map to see the Building Evacuation Plan and/or Evacauation Rally Point.

Environmental Health & Safety

Q: How do I dispose of my old batteries and fluorescent light bulbs?

A: Submit a Battery/Lights Pickup Request Form and will will schedule a pickup date and time.

Q: How do I dispose of Hazardous Chemical Waste?

A: Submit a Hazardous Waste Pickup Request and will will schedule a pickup date and time.

Q: How do I apply for approval to order chemicals and other hazardous materials.?

A: Review the Chemical Procurement Procedure Plan
- Reveiw the List of Materials Requiring EH&S Approval
- Submit an Hazardous Materials Requiring Approval Form, EH&S will reveiw your request.

Q. I saw someone in the parking lot change their oil and pour their old oil down the storm drain, how do I report it?
Storm drains collect water outside of homes and businesses, and they channel the untreated water directly to waterways such as local creeks and the Sacramento and American rivers.

More pollutants reach our waterways through storm drains than through sewage treatment plants and industrial discharges combined. This is due to the fact that much of the storm water flows directly from its source to the creek or river without treatment. To keep our waterways clean and healthy, it is important to keep pollutants out of the storm drain system.

A. To report unlawful dumping, discharges, or discharges into a storm drain, submit a Storm Water Reorting form or contact #82020 or (916) 278-2020.

Q: Where do I find a Hot Work Permit?
Welding, cutting and grinding are associated Hot Work activities that can produce heated byproducts and sparks that can ignite flammables and combustibles which may result in fire, damages, and/or injuries.

A: Link to the Hot Work Permit

Q: Where do I find the Confined Space Permit?
A confined space is any space that is large enough for an employee to enter, that has a restricted means of entry or exit, and that is not designed for continuous employee occupancy.

A: Link to the Confined Space Permit

Q: I feel that my work is hazardous, who should I contact?

A: Contact Tom Scarry, thomas.scarry@csu.edu

Workers' Compensation

A: The California Division of Workers’ Compensation Factsheet provides the basics regarding workers’ compensation.

Q: As an injured worker, what resources are available to me?

A: The Department of Industrial Relations provides free workers compensation workshops, DWC Injured Worker Workshops. These workshops are held in person as well as on line.

Q: What Should I do if I have an on-the-Job Injury?

A: Report the injury to your supervisor within 24 hours of occurrence.
- Get emergency treatment if you need it.
- Fill out a claim form (DWC-1) along with a report of accident or incident form, and give to your supervisor or fax to Risk Management Services, (916) 278-2641.
- For more information visit the Workers' Compensation page.

Q: Can I be treated by my personal physician for a job related injury?

A: You have the right to be treated by your personal physician if the physician is designated prior to the injury or illness. For more information visit the Workers' Compensation page.

Risk Management

Drone – Flight Approval Request

Q: We are having an event on the main quad of the campus and would like to fly a drone to take video of the event. What permissions do I need?

A: Specific authorization to operate a drone must be granted by California State University, Sacramento (CSUS), and Risk Management Services (RMS) before any of the following operations are permitted:

1. Flight operations that are launched from any University-owned or managed property regardless of drone ownership.
2. Flight operations that are launched from or fly over any property other than University-owned or managed, if the drone is owned by CSUS.
3. Complete and submit the Drone – Flight Approval Request Form at least 2 weeks prior to your event.

Insurance and Claims

Foreign Travel Insurance

Q: I am traveling internationally. What form do I use to request insurance?

A: You must submit the Foreign Travel Insurance Program (FTIP) form in our ABA RMS Forms.

Q: Can I purchase my own separate foreign travel insurance?

A: No, the Chancellor's Office requires all faculty, staff, and students who travel internationally on CSU business to use the foreign travel insurance program (FTIP).

Q: How do I pay the foreign travel insurance premium?

A: Academic Affairs covers faculty traveling on approved travel. Other departments pay for the insurance premium using chart strings. Faculty and staff bringing their immediate family members on a trip need to pay their premium via an invoice created by the Bursar's Office.

Insurance Request

Q: I need a certificate of insurance. How do I request one from Risk Management Services

A: Please access the Certificate of Insurance Request Form from the ABA RMS Forms and fill it out. Note that you must send a copy of the contract/agreement with the request form if Additional Insured is required. The request can be sent to rms@csus.edu.

Filing a Claim

Q: I injured myself on campus, and I have medical expenses. How do I file a claim?

A: All claimants who wish to file a claim against the CSU must go through the Office of Risk Management at the Chancellor’s Office. Claimants are encouraged to visit the website Chancellor's Office - File A Claim for complete instructions.

Vehicles: Driving on University Business

Q: I completed defensive driver training and/or golf cart safety training. Am I cleared to drive?

A: No, you must submit the Vehicle Operation Authorization (VOA) and Driver Authorization Process (DAP).

Q: What documents are required to drive?

A: The required forms are the the Vehicle Operation Authorization (VOA) and Driver Authorization Process (DAP). These forms only need to be submitted one time. An optional form is the STD 261, Authorization to Use Privately Owned Vehicles on State Business. This document is required to be renewed annually. The VOA and STD 261 require a supervisor's approval, or the packet will not be accepted.

Q: I created a Concur request to travel. A "CSU Request Agreement" pops up and states I have to take Defensive Driver Training, and a current STD 261 form is on file. Is that all I need to do?

A: No, the Vehicle Operation Authorization (VOA) and Driver Authorization Process (DAP) are also required.

Q: Do I need to submit original hardcopy paperwork in person?

A: No, documents can be copied and submitted using Acrobat Sign, via MOVE IT (employees), Secure File Transfer (non-employees), email, or intracampus mail (6145).

Vehicle Accident Procedures

All accidents involving State employees must be reported to the Office of Risk and Insurance Management (ORIM) by Risk Management Services.

Q: Does the University carry automobile insurance?

A: Sacramento State is self-insured for its motor vehicle liability insurance through a program administered by the State of California, Office of Risk and Insurance Management (ORIM), California Department of General Services.
- Self-insured claims are paid through a third-party administrator rather than paying an insurance company.

Q: I'm an employee involved in an accident in a State vehicle. What should I do?

A: Complete an Accident/Incident Report form
- Complete the STD 270-Vehicle Accident Reporting Form, and supervisors complete STD 274-Supervisor Review of State Driver Accidents
- Submit documents to claims@dgs.ca.gov within two business days after the accident.

Q: I'm an employee involved in an accident using my privately-owned vehicle. What should I do?

A: Complete an Accident/Incident Report form
- You must report the accident to your insurance carrier.
- Complete the STD 270-Vehicle Accident Reporting Form, and supervisors complete STD 274-Supervisor Review of State Driver Accidents

- Submit documents to claims@dgs.ca.gov within two business days after the accident.

Q: I was involved in an accident using a rental vehicle while on University business. What should I do?

A: Employees report the accident to the rental company
- Complete an Accident/Incident Report form
- Complete the STD 270-Vehicle Accident Reporting Form, and supervisors complete STD 274-Supervisor Review of State Driver Accidents and submit it to Risk Management Services
- Provide a copy of the rental agreement, rental incident, and claim number
- Submit all documents to claims@dgs.ca.gov within two business days after the accident.

Youth Protection Program

General Questions

Q: How do I know if my program is a campus program for minors (program or programs)?

A: Are you a Sacramento State staff or faculty member hosting minors in a campus program for minors (camp, program, internship, employment, or lab)?
- Are there minors in the program?
- Are parents/guardians not expected to take custodial responsible for their children during the program?
- If yes, a Minors on Campus Registration Form must be completed.

Q: Do I have to register with the youth protection program office when I am asked to speak at a school?

A: If the school organizes the program, the classroom teacher maintains custodial responsibility of the minors and is present throughout the duration of the program. The school is responsible for child protection training and criminal background checks and minors on campus registration form.

Registration

Q: I have a program that includes minors, what do I do now? (CSUS Faculty/Staff)

A: Notify Nayeli Gonzalez (n.parra@csus.edu) or Youth Protection Designee
- Complete Minors on Campus Registration Form
- Cleared Criminal Background Check
- Youth Protection Training (CSU Learn)

Q: I have a program that includes minors, what do I do now? (Third-Party, non-affiliated CSU employees)

A: Notify Nayeli Gonzalez (n.parra@csus.edu) or Youth Protection Designee
- Complete Minors on Campus Registration Form
- Cleared Criminal Background Check (If your work does not provide, indicate and ensure you clear Megan’s Law for adults supervising youth/minors and sign liability/waiver)
- Youth Protection Training (if your employer does not provide it, review “Your Guide to Working with Minors”.
- The online registration information is due to the youth protection program office 60 days prior to the start of your program.

Q: Who should register the program (CSU Staff/Faculty)?

A: The responsible camp director/unit coordinator (staff or faculty) is responsible for registering a program(s).

Q: Who should register for the program (Third-Party- non-affiliated CSU employees)?

A: Responsible for the third-party person arranging the event is responsible for registering the program.

Q: What information is required to register a program(s)?

A: Program/event name and short description
- Event Coordinator contact information
- Name of authorized adults who have cleared background checks and training

Training

Who takes the training?

A: All designated individuals (CSU Staff/Faculty/HR Volunteers/Student Assistants/Auxiliaries) working with campus programs for minors.
- Third-Party will be asked to confirm that they have received youth protection training, if this is not provided by their employer, they are advised to review: “Your Guide to Working with Minors”.

What training is required for designated individuals?“

A: Keeping your Higher Institution Program Safe”, Depending on level (nature and frequency) you may be asked to take additional training.

Q: How do I access this training?

A: Go to your CSU Learn account and search for the required training “Keeping Your Higher Institution Program Safe” (CSU Staff/Faculty/HR Volunteers/Student Assistants/Auxiliaries). Complete the training.

Q: How often does the training have to be completed?

A: Annually

Q: Do guests such as lecturers, speakers, etc. have to take the training?A: Yes, if the guest is working with the campers and has unsupervised access to them, training is required.
- No, training is not required if the guest is speaking to a group and the designated individuals are present at all times, and the guest does not have unsupervised access to the campers.

Background Checks

Q: What is the process to obtain a criminal background check (CSUS Faculty/Staff Student Assistants/HR Volunteers?

A: Please refer to Employment Services Background Check and HR Volunteer

Q: Do guests such as lecturers, speakers, etc. need a criminal background check?

A: Yes, if the guest is working with the campers and has unsupervised access to them, a criminal background check is required.
- No, a criminal background check is not required if the designated individuals are present at all times, and the guest does not have unsupervised access to the campers.

Q: What is the process to obtain a criminal background check (Third-Party)?

A: Consult with your HR department, if you are not provided a background check, we ask that you confirm and verify those adults in your party cleared Megan’s Law.

Prohibited Conduct

Q: What behavior is prohibited?

A: Designated individuals working in programs must not engage in any behavior that could cause (physical/emotional) harm or be misinterpreted as possibly causing (physical/emotional) harm.
- Avoid being alone with a single youth where you cannot be observed by program staff or other adults.
- Do not act in a manner that can be perceived as physical or verbal abuse.
- Do not discipline youth by use of physical punishment or by failing to provide the necessities of care.
- Do not engage in purposeful communication or contact including in-person meetings, phone or other electronic communication including social networking, with youth outside of sanctioned program activities.
- Avoid texting and other forms of electronic one-on-one communication between a single staff person and a youth.

Reporting Guidelines

Q: Who are mandated reporters?

A: Though everyone should report child abuse, a number of professionals must report abuse or be held liable by law.
- The specific positions are listed in California Penal Code §11165.7. Attachment B “Categories of Mandated Reporters” to Executive Order 1083 identifies two categories of mandated reporters:

• General Reporters is defined by the CSU as those who are legally required to report child abuse or neglect no matter where it occurs.
• Limited Reporters, in accordance with California Penal Code §11165.7(a)(41), and defined by the CSU as those who are legally required to report child abuse or neglect only if it occurs on CSU premises or at an official activity of, or program conducted by, the CSU.

Q: When Is reporting Required?

A: Mandated Reporters should report suspected Child Abuse and Neglect in Accordance with Executive Order 1083 when:

• They observe or suspect it within their professional capacity and/or scope of their employment.
• They learn of suspected child abuse & neglect from other sources. It does not have to be witnessed.
• Mandated Reporters are personally responsible to determine when reporting is required and follow protocol. It is the individual employee’s legal obligation to report, not the CSU’s.

Q: What must be reported?

A: Mandated Reporters must report the following types of abuse or neglect:

• Physical abuse, meaning physical injury other than by accidental means inflicted on a child (Penal Code §11165.6)
• Sexual assault, including sex acts with a child, intentional masturbation in the presence of a child, child molestation, and lewd or lascivious acts with a child under 14 years of age or with a child under 16 years of age if the other person is at least ten years older than the child (Penal Code §11165.1(a)(b))
• Sexual exploitation, including acts relating to child pornography, child prostitution, or performances involving obscene sexual conduct by a child (Penal Code §11165.1(c))
• Statutory rape involving sexual intercourse between a child under 16 years of age and a person 21 years of age or older, which is also a form of “sexual assault” (Penal Code §§261.5(d) and 11165.1(a))
• Neglect, meaning the negligent treatment or maltreatment of a child by a parent, guardian or caretaker under circumstances indicating harm or threatened harm to the child's health or welfare (Penal Code §11165.2)
• Willful harming or injuring or endangering a child, meaning a situation in which any person inflicts, or willfully causes or permits a child to suffer, unjustifiable physical pain or mental suffering, or causes or permits a child to be placed in a situation in which the child or child's health is endangered (Penal Code §11165.3)
• Unlawful corporal punishment, meaning a situation in which any person willfully inflicts upon a child cruel or inhuman corporal punishment or a physical injury (Penal Code §11165.4)

Q: What is not considered Child Abuse and Neglect?

A: Executive Order 1083 identifies the following examples of what is not child abuse and neglect:

• Injuries caused by two children fighting during a mutual altercation (Penal Code §11165.6)
• An injury caused by reasonable and necessary force used by a peace officer acting within the course and scope of his or her employment (Penal Code §11165.6)
• Reasonable and necessary force used by public school officials to quell a disturbance threatening physical injury to person or damage to property, for self-defense, or to obtain possession of weapons or other dangerous objects under a child’s control (Penal Code §11165.4)
• Corporal punishment, unless it is cruel or inhuman or willfully inflicts a physical injury (Penal Code §11165.4)
• Not receiving medical treatment for religious reasons (Penal Code §11165.2(b))
• Acts performed for a valid medical purpose (Penal Code §11165.1(b)(3))
• An informed and appropriate medical decision made by a parent, guardian or caretaker after consultation with a physician who has examined the child (Penal Code §11165.2(b))

Q: How do I report?

A: Immediately, or as soon as practically possible, contact by phone one of the following:

1. A police or sheriff's department (including campus police but not including a school district police or security department);
2. If an emergency, dial 911. Otherwise, Call Sacramento State Police Department at (916) 278-6000 police@csus.edu.
3. A county probation department (if designated by the county to receive mandated reports); or,
4. The county welfare department (Child Protected Services or CPS)

A: In Sacramento, please report abuse and neglect to the Sacramento County Department of Child, Family, and Adult Services, 24-hours Child Abuse Hotline (916) 875-5437 (875-KIDS) . Within 36 hours of receiving the information concerning the incident:

1. Complete Form SS 8572
2. Transmit via fax or email Form SS 8572 to the agency that was contacted by phone (Penal Code §11166(a))

Q: If I have additional questions, who should I contact?

A: Nayeli Gonzalez | n.parra@csus.edu | (916) 278-4629