Risk management manual
1. Health risks:
Human risks in laboratories and laboratories.
| Who is responsible for the danger: | Support Services Department Primary health clinic at the faculties |
|---|---|
| Sites at risk: | Laboratories and laboratories |
| Hazard description | Risks to employees and students due to: - Lack of First Aid Kit and fire extinguisher - Absence or malfunction of water hoses |
| Risk prevention measures | Wearing a non-flammable cover for lab workers Wearing masks resistant to inhaling poison gas Wearing gloves and goggles for eye allergies Placing indicative signs in the laboratory |
| Risk management procedures | Setting guidelines and posters for safety and awareness within the laboratories Providing spaces suitable for the number of students inside the laboratories to avoid congestion Providing natural lighting and ventilation in laboratories to improve the indoor environment Providing laboratory basins that are not affected by chemicals Providing more than one means of fire fighting (Fire extinguishers and dry sand) Providing a direct line to contact the support services department Providing a highly sensitive fire alarm device Regular maintenance of devices |
Respiratory bottlenecks.
| Who is responsible for the danger: | Support Services Department |
|---|---|
| Sites at risk: | Places where there are gas emissions or fire |
| Hazard description | Suffocation caused by: - Chemical reactions - A leak from laboratory experiments - Fire |
| Risk prevention measures | - Training employees to deal with gases and chemical reactions - Use the right place for experiments - Periodic maintenance of pipes and disposal when damaged |
| Risk management procedures | - Stay away from the source of gas emissions and surrounding places - Closing the gas source and using means of intervention, including breaking the glass to enter the open air and using crawling to reach the source - Compensate the injured with more air by moving them to another place or using an oxygen cylinder - The paramedic got rid of the hampering clothes to facilitate the rescue mission - Lay unconscious on backs, and make sure the breathing position is normal, stopped or intermittent - The injured person is taken to the hospital immediately if there is difficulty in breathing, with documentation of the type of gas that was inhaled |
Public health and chronic diseases.
| Who is responsible for the danger: | Support Services Department, College Health primary clinic |
|---|---|
| Sites at risk: | All areas of the colleges |
| Hazard description | - Impact on the health of employees - The occurrence of wounds or burns caused by neglect of preventive conditions - Work injury or occupational disease |
| Risk prevention measures | - Transport the material correctly with the necessary precautions - Providing initial safety requirements - The presence of sterilizers directly in all the corridors |
| Risk management procedures |
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Food poisoning.
| Who is responsible for the danger: | Department of Housing and Nutrition Faculty health primary clinic |
|---|---|
| Sites at risk: | Restaurants and buffets |
| Hazard description | - Sudden illness as a result of eating contaminated food |
| Risk prevention measures | - Imposing health requirements on the food provider - Developing a self-monitoring method for food providers - Identify sources of drinking and constantly monitor their quality - Combating the causes of pollution from insects and rodents |
| Financial risks | - Reduced financial flow to colleges - Tuition fees of students - Liquidity management in colleges - Poor asset management |
Financial risks:
Reduced financial flow to colleges.
| Who is responsible for the danger: | General supervisor, Deputy General Supervisor, financial department |
|---|---|
| Sites at risk: | All college activities |
| Hazard description | Low financial means due to a decrease in the number of students enrolled in colleges |
| Risk prevention measures | - Looking for institutions to provide interest-free loans to students - Making price offers for students - Conducting advertising operations for programs offered by colleges - Closing useless study programs |
| Risk management procedures | - Looking for institutions to provide interest-free loans to students - Making price offers for students - Conducting advertising operations for programs offered by colleges - Closing useless study programs |
Tuition fees of students.
| Who is responsible for the danger: | Deputy general supervisor, admission and registration department, admission and Registration Unit, female students |
|---|---|
| Sites at risk: | All activities of the faculties |
| Hazard description | Financial failure of students in paying registration dues to colleges |
| Risk prevention measures | - Continuous monitoring of student balances and payment dates - Continuous follow-up of students and their desires to pay at the specified times and dates to benefit from partial scholarships provided by the funders and founders - Sending periodic letters to students with dates and dates of payment of tuition fees - Roll out the payment system in batches |
| Risk management procedures | - Activating Solutions Center to discuss with students who are defaulting on payments - Submit a detailed report to the deputy general supervisor |
Liquidity management in colleges.
| Who is responsible for the danger: | General supervisor, Deputy General Supervisor, financial department |
|---|---|
| Sites at risk: | All activities of the faculties |
| Hazard description | Deficit of liquidity allocated in the discretionary budget |
| Risk prevention measures | - Creating an accounting system to monitor the operations of all tunnels within the colleges - Creating an accounting system to monitor the flow of funds within the colleges - Development of models for forecasting financial inflows and outflows from colleges - Using financial methods to analyze the relationship between budget items in colleges |
o Poor asset management.
| Who is responsible for the danger: | General supervisor, Deputy General Supervisor, deans of colleges, directors of departments |
|---|---|
| Sites at risk: | All activities of the faculties |
| Hazard description | Imbalance in the utilization of assets in colleges |
| Risk prevention measures | - Activating a strategic asset management plan - Asset evaluation and modernization - Follow a policy of disposing of unproductive assets and effectively maintain assets - Assessment of the feasibility of asset retention |
| Risk management procedures | - Limit the damage caused by falling into the risks of mismanagement of assets - Non-continuation of projects that prove useless - Follow flexible and effective investment policies to achieve stable and sustainable returns - Submit a report to the general supervisor |
Information technology risks:
Penetration
| Who is responsible for the danger: | Information and Statistics Center |
|---|---|
| Sites at risk: | All faculty organs |
| Hazard description | Forced entry and breaking the server protection barrier for colleges |
| Risk prevention measures | - Activating the firewalls and updating it on all servers - Encryption of communication via security certificates - Make periodic technical tests of the firewalls so that it is difficult for hackers to penetrate - Investigating new technologies in the face of hacking - Make periodic backups of data |
| Risk management procedures | - Locking and isolating systems to prevent affecting the rest of the data - Data-related damage assessment - The search for the loophole that enabled the hacker to access the data - Updating the firewall and testing systems before rebooting - Send a report to senior management and make employees aware of the situation |
Viruses.
| Who is responsible for the danger: | Information and Statistics Center |
|---|---|
| Sites at risk: | All faculty organs |
| Hazard description | Virus leaks to servers and college networks |
| Risk prevention measures | - Applying the approved information security procedures and policies - Symantec Endpoint Security Providing a virus protection system - Periodically update anti-virus software - Entering the necessary settings for automatic checking of devices of faculty members and students - Download anti-virus software on all computers in colleges |
| Risk management procedures | - Reduce the impact of the virus by isolating the affected data from others - Isolate affected devices from the internal network - Data Damage Assessment and virus removal - Start by looking for the problem and update the firewall - Do not turn on the devices until after making sure that they are free of viruses - Send a report to senior management and make employees aware of the situation |
Unauthorized entry.
| Who is responsible for the danger: | Information and Statistics Center |
|---|---|
| Sites at risk: | All faculty organs |
| Hazard description | Unauthorized access by illegally obtaining a username and password |
| Risk prevention measures | - Providing safety and security procedures with systems and password patterns - Using its authentication via the Active Directory Active Directory Authentication - Providing safety and security procedures with systems and password patterns - Using its authentication via the Active Directory Active Directory Authentication - Promoting awareness of saving username and password and ways to fortify them - Encourage regular updates on passwords |
| Risk management procedures | - Turn off the username to limit damage - Assigning the competent technical team about the affected systems and updating them - Sending a report to senior management and making employees aware of the situation with confidential information |
o Use of non-original copies of programs.
| Who is responsible for the danger: | Information and Statistics Center |
|---|---|
| Sites at risk: | All faculty organs |
| Hazard description | Copied, leaked or prepared programs that have no main reference and are not supported |
| Risk prevention measures | - List the programs that need licenses periodically - Providing originals directly - No work permit for using non-original copies - Not allowing downloading programs on public devices used by students - Periodic monitoring of programs loaded into devices |
| Risk management procedures | - Stop working with devices that work with non-original copies - Periodic updating of devices - Connecting the computer to the server, which does not allow downloading unauthorized programs |
Hardware and software malfunctions.
| Who is responsible for the danger: | Technical Support Unit |
|---|---|
| Sites at risk: | All devices and programs of the colleges |
| Hazard description | Software and hardware malfunctions represent the beneficiaries of the colleges ' services |
| Risk prevention measures | - Make hardware and software updates periodically - Carrying out regular maintenance of devices - Assign an email and a direct number to the support team - Providing helpful explanations to respond to the support team |
| Risk management procedures | - Equipping the technical team with fault handling expertise - Start by identifying the problem and dealing with malfunctions - Immediate maintenance - Raising the awareness of beneficiaries and sending a report assessing the problem, ways to solve it and the duration of its completion |
Lack of skills for the employees.
| Who is responsible for the danger: | Information and Statistics Center |
|---|---|
| Sites at risk: | All faculty organs |
| Hazard description | Lack of necessary skills for the employee in the information and Statistics Center |
| Risk prevention measures | - Organizing training courses for new employees commensurate with their tasks - Monitoring productivity and submitting periodic reports on achievements |
Data loss due to natural factors.
| Who is responsible for the danger: | Information and Statistics Center Support Services Department |
|---|---|
| Sites at risk: | The information and Statistics Center, which contains servers |
| Hazard description | Loss of data due to the risk of floods, earthquakes or fires |
| Risk prevention measures | - Provide a backup server so that a backup copy is saved according to a daily schedule on the backup server synology Backupserver - Providing a secure copy outside the colleges ' perimeter of the data and updating it periodically - Providing fireproof doors and cabinets surrounding the servers |
| Risk management procedures | - Coordinating with the support services department to ensure that there is no electrical danger on the servers - Finding alternative solutions for users accessing temporary network devices - Use of copied data outside the perimeter of colleges - Send detailed reports to senior management on the situation, improvement priorities and recommendations |
Lack of awareness of faculty and staff members about their rights .
| Who is responsible for the danger: | Human Resources Management |
|---|---|
| Sites at risk: | Faculty and staff members |
| Hazard description | Lack of knowledge of the rules and regulations |
| Risk prevention measures | - Spreading legal awareness of duties, rights and all various means in colleges - Holding training courses for all college employees - Provide sufficient copies of laws and regulations in Arabic and English |
| Risk management procedures | - Provide copies of laws and regulations in Arabic and English - Holding training courses for all college employees - Oblige the educational, administrative and technical staff to familiarize themselves with their rights and duties, and sign them to familiarize themselves with them |
Using the all-Yat logo in an irregular way.
| Who is responsible for the danger: | Legal advisor |
|---|---|
| Sites at risk: | All departments of colleges |
| Hazard description | Using a logo without taking consent |
| Risk prevention measures | - Determining the authorized body using the colleges logo - Circular from the authorized person not to use the logo without approval |
| Risk management procedures | - Know the uses of the logo - Taking legal consent - Inform the Authorized Person about this - Stop using the logo in case of knowledge of the danger - Transferring the person responsible from within the colleges for using the logo in an irregular manner to the colleges' disciplinary committee - Submission to the competent authorities in the Kingdom of Saudi Arabia if the logo is used by a party or by a person outside the colleges |
Start working for employees before signing the contract.
| Who is responsible for the danger: | Legal advisor |
|---|---|
| Sites at risk: | All departments of colleges |
| Hazard description | Lack of awareness of the legal implications of this |
| Risk prevention measures | - Add a contract document as a condition for the delivery of any custody (Accounts, keys, offices) - Circular to the departments not to direct the employee until after signing the contract |
| Risk management procedures | - Inform the concerned employee to immediately stop working - Receipt of all the testament received by the employee - Direct the employee to the Office of the legal adviser to complete the signing of the contract and understand his rights and duties from the reality of the contract |
Non-participation of the legal department in the drafting of regulations, contracts, agreements and administrative decisions
| Who is responsible for the danger: | Legal advisor |
|---|---|
| Sites at risk: | All departments of colleges |
| Hazard description | The use of some units by external legal entities and not reviewing regulations, contracts, agreements and decisions without taking the opinion of the legal adviser |
| Risk prevention measures | - Preparation and announcement of the job description of the legal adviser to determine the tasks assigned - Preparation of work procedures showing the stages of signing contracts - A circular to the departments and leading bodies not to issue regulations, contracts, agreements or decisions until after the review by the legal adviser |
| Risk management procedures | - Freezing the concluded contract (If possible without costs to colleges) Re-signed - A circular to the leading departments and authorities not to write or approve any contract, agreement or decision until after reviewing by the legal adviser |
Loss of trust, especially confidentiality, due to lack of necessary protection.
| Who is responsible for the danger: | Legal advisor |
|---|---|
| Sites at risk: | All departments of colleges |
| Hazard description | Violation of the document preservation system in colleges |
| Risk prevention measures | - Keeping the originals of documents with the legal adviser - Save a copy of the documents electronically for easy retrieval upon request - Commitment to confidentiality of access to documents - Preparation of disciplinary regulations on violation of confidentiality of documents - Establishment of a center for the preservation of documents in colleges |
| Risk management procedures | - Declaration of loss of documents - Application of disciplinary regulations on violation of confidentiality of documents - Communication with the authority/Persons related to the lost document - Announcement of the suspension of work with lost documents |
Storms and dust
| Who is responsible for the danger: | Support Services Department |
|---|---|
| Sites at risk: | The building of the colleges in the male part, the building of the colleges in the female part, the facilities surrounding the colleges |
| Hazard description | The occurrence of this situation in the Al-Qasim area is especially significant in the seasons known for the abundance of storms and dust, which affects the educational process in colleges, their staff and students. The potential risks include: - Asthma crisis - Some injuries have occurred due to flying metal pieces - Some properties were destroyed due to high winds - The impact of the network and lectures |
| Risk prevention measures | - Follow weather news from its main source - Securing electrical current sources in case of power outages - Complete all supplies and tools at the health clinic in Liat - Providing adequate masks to prevent allergies and asthma - Installing windows, awnings and panels by hand - Regular maintenance of external windows and doors to be resistant to the entry of dust |
| Risk management procedures | - Using multiple means of communication to inform about the case of storms and dust - Educating employees and students to sit in a safe place and not to leave buildings and drive a car - Prepare a detailed report on the situation, improvement priorities and recommendations and submit them to the general supervisor - Performing cleaning operations after the end of the case |
Sunstroke.
| Who is responsible for the danger: | Support Services Department |
|---|---|
| Sites at risk: | The building of the colleges in the male part, the building of the colleges in the female part, the facilities surrounding the colleges |
| Hazard description | - Injury of college employees by sunstroke - Infection of college employees with diseases due to high temperatures |
| Risk prevention measures | - Placing umbrellas in open spaces in colleges - Providing refrigeration, air conditioners in all college buildings and maintaining them periodically - Providing seating places, student clubs, entertainment places and buffet places within the colleges - Raising awareness among employees about the dangers of sunstroke |
| Risk management procedures | - Contacting the primary clinic in the colleges to transfer the injured - Providing first aid until the Attending Physician arrives - Caution against exposure to direct sunlight - Prepare a detailed report on the situation and recommendations and submit them to the general supervisor |
Power outage.
| Who is responsible for the danger: | Support Services Department |
|---|---|
| Sites at risk: | All college facilities |
| Hazard description | All educational activities and electronic devices are stopped |
| Risk prevention measures | - Periodic maintenance of the electricity system - Providing alternatives to generators that work temporarily when an outage occurs |
| Risk management procedures | - Alternative power generator operation - Monitoring the response of devices to changing wattage on servers - Analyze the problem to minimize its occurrence in the future - Send a detailed report to senior management on the situation with improvement priorities and recommendations |
Internet service outage from auction
| Who is responsible for the danger: | Information and Statistics Center |
|---|---|
| Sites at risk: | All activities of the faculties |
| Hazard description | The sudden cessation of internet services, which leads to the interruption of all educational activities of colleges |
| Risk prevention measures | - Conducting a study of service providers before signing a contract with them - Signing of the contract by the legal adviser - Providing alternatives in case of emergency to cover sudden disability - Improving the relationship with service providers - Auditing and reviewing the work of service providers and evaluating their services |
| Risk management procedures | - Using alternatives to the service provider - Communicate with the service provider to explain the problem - Filing a lawsuit against the service provider in cooperation with the legal adviser under the contract - Send a detailed report to senior management on the situation, improvement priorities and recommendations |
