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 contact us at  U Risk & Insurance Services (URIS) or (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