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Loss Prevention Protocols for Temperature Controlled Units

Currently REQUIRED 

  • Install Continuous Monitoring System(s) with email, pager or phone alarm (autodial) and acknowledgment/confirmation system for each unit. NOTE:  Appropriately program phone numbers outside local calling distance.  Verify all phone numbers work.  You must have a functioning auto-dial that is communicating with your temperature controlled unit.  If the contact person(s) choose to turn off/silence the unit alarm or not respond to notifications sent to their phone (or other mode of communication) which then results in a loss, there will be no insurance recovery.
  • Place U asset/ID tag/Emergency Contact Names & Phone#'s on the front of each temperature controlled unit. Report the unit content value into PULSE each year.  Your stated value is the insured amount.
  • Maintain an active inventory of University of Utah department owned materials (not research materials owned by outside entities unless required by contract to insure). If you have questions, please call U Risk & Insurance Services (URIS) at (801)581-5590.  If any new unit contains values over $1 million immediately report to URIS.  NOTE: Coverage cap at $1M/unit and $10M/occurrence.
  • Purchase a Preventative Maintenance Agreement (PMA) for units containing research or pharmaceutical materials.

Examples of RECOMMENDED Loss Prevention Protocols

  • Consult with your PMA provider to find a continuous monitoring alarm that has full functionality with your unit.
  • Test the Monitoring Device(s) periodically for proper operation and settings such as acceptable temperature ranges for unit and personnel contacts.
  • Consider the increased risk of mechanical failure as your unit ages.  Discuss changes in efficiency and functionality over time with your PMA provider, and create a schedule for timely replacement of older units and parts.
  • Determine whether aging units are able to keep up with newer monitoring alarm technology that may be purchased due to desired features or capabilities.
  • Establish emergency back-up plans for responding to alarm. (i.e. an empty freezer, CO2 cylinder/dry ice, liquid nitrogen systems and/or a generator, etc)
  • Separate high value materials into multiple units.
  • Install locking plugs to electrical outlets on units to prevent accidental unplugging.
  • Surge protectors are your best defense against power outage or surges that may cause damage to your unit.
  • Clean unit filters every 6 months and clean condenser filter monthly.
  • Remove all ice build up on unit door to insure that a tight seal is maintained.
  • Periodically replace batteries on alarm device(s).
  • Train lab personnel on monitoring system procedures, alarm protocols and alarm response.
  • Don't rely solely on an alarm system to keep you informed of the day to day health of your unit.  Consider monitoring your unit with the use of a separate internal thermometer or probe to confirm your unit is maintaining the appropriate temperature.
  • Use any other loss control methods that may help you protect your valuable materials.  Coordinate with your U Facilities and EHS representatives to address any potential concerns (i.e. adequate room ventilation, signage, storage, electrical loads, etc.)

 Updated 9/29/2025

Last Updated: 9/29/25