Enterprise Risk

Management Program

Guide to Risk Assessment & Response

August 16, 2012



Contents

Overview ....................................................................................................................................................... 1
Step 1: Establish the Context ........................................................................................................................ 3
Step 2: Risk Identification ............................................................................................................................ 5
Step 3: Risk Analysis .................................................................................................................................... 8
Steps 4 and 5: Risk Evaluation & Response ............................................................................................... 14
References ................................................................................................................................................... 18
Appendix A - Key ERM Terms and Definitions ........................................................................................ 19
Appendix B - Potential Risk Areas for Higher Education .......................................................................... 23
Appendix C - ERM Program Goals, ERM Guiding Principles, and Institutional Risk Philosophy ........... 26

List of Figures

Figure 1: The Risk Management Process ..................................................................................................... 1

Figure 2: Risk & Opportunity Heat Map .................................................................................................... 16

List of Tables

Table 1: Risk Categories ............................................................................................................................... 9

Table 2: Risk Impact Scale ......................................................................................................................... 10
Table 3: Opportunity Impact Scale ............................................................................................................. 11
Table 4: Risk Likelihood Scale ................................................................................................................... 12
Table 5: Opportunity Likelihood Scale ....................................................................................................... 12

Enterpriseriskmanagementisastructured,consistent,andcontinuousprocessacrossthewhole
organizationforidentifying,assessing,decidingonresponsesto,andreportingonopportunities

andthreatsthataffecttheachievementofitsobjectives(InstituteofInternalAuditors,2009).

Overview
The risk management processof identifying, analyzing, evaluating, and ultimately responding to and
monitoring riskis at the heart of enterprise risk management (ERM). Extending this process across an
entire organization, looking at both upside and downside risk, and considering risk in the context of
strategy is what differentiates ERM from traditional risk management.

This Guide to Risk Assessment & Response deals with the first steps 1 through 5 of the risk
management process shown in Figure 1: establishing the context, and identifying, analyzing, evaluating,
and responding to risks and opportunities that could affect the institution or a departments ability to
achieve its strategic goals and objectives. The context and the risk assessment steps form the basis for
decision-making about which risks or opportunities are priorities, what the appropriate response should
be, and how resources should be allocated to manage the risk or opportunity in a way that best supports
the organizations strategy. The risk response step involves deciding on and planning for the best way to
treat or modify the risk, and implementing that plan.

Figure1:TheRiskManagementProcess

Any individual at any level of the institution may use this guide to assess and plan responses to risks and
opportunities in their area. For the most part, however, risk assessments at UVM will be conducted
along three primary pathways:

1) As part of UVMs annual ERM process, responsible officials (deans, vice presidents, directors,
or other senior officials designated as responsible for a risk) will be asked to identify and assess
the institutional-level risks and opportunities for which they are responsible.
2) UVM senior management or trustees may choose to conduct a risk assessment of a planned,
institutional, strategic initiative to inform decision-making.
3) Vice presidents, deans, directors, or other senior officials may, at their option, conduct a risk
assessment for their area that considers college-, school-, division-, or department-level risks in
addition to institutional-level issues.

Results of all risk assessments and response plans are collected by ERM staff in the Office of the Vice
President of Finance & Administration (UVMs Chief Risk Officer) and entered in the Universitys risk
database to facilitate monitoring and reporting.

Tools and Resources

As you follow this Guide, you will capture the results of your risk assessment and response planning in a
Microsoft Excel workbook. The workbook has multiple worksheets that correspond to the steps of the
risk management process, and allows the results to be easily entered into UVMs risk database.

The ERM program staff are a resource for responsible officials and their staff, available to conduct
facilitated risk assessment workshops and other educational/training sessions as well as to review and
offer feedback on completed risk assessments.

Step 1: Establish the Context

The purpose of establishing the context for risk assessment is to set the stage for risk identification.
Since risk is defined as any issue (positive or negative) that may impact an organizations ability to
achieve its objectives, defining the organizations objectives is a prerequisite to identifying risk.
Steps to Follow
1. Identify which goals or objectives of the UVM Strategic Plan your area supports, if any.
2. Identify your College, School, Division, or departments strategic goals or objectives.
3. Identify any major initiatives that your area is planning or engaged in, at the institution, College,
School, Division, or department level.
4. Identify the critical activities, functions, or services others rely on your area to provide.
5. Identify any your areas external context: legal/regulatory requirements, stakeholder perceptions
and expectations, and any relevant social, cultural, political, financial, technological, economic,
or competitive factors.

Step1:EstablishtheContext
College,School,orDivision Finance_and_Enterprise_Services_Division_of
Department/Unit(ifapplicable):
Date: 5/9/2012
Person(s)completingthisrisk AlTurgeon

UVMStrategicGoals&Objectivesyour Diversity:Buildadiverseandgloballyawareuniversitycommunitysustainedbyaninclusive,supportive,andjustcampusclimate.
Departmentsupportsorrelatesto: AcademicPrograms:Ensurethattheresources,facilities,andsupportprogramsareavailableandpoliciesandproceduresarein
placetoattract,recruit,andretaintheverybestscholarstoUVM.
Scholarship:Continuetomakefocusedinvestmentsininfrastructureandtechnologythatsupportresearch,scholarship,andthe
creativearts.
InstitutionalEfficacy:Asaninstitution,modelthehigheststandardofethicalconduct,accountabilityandbestpractice,public
service,andstrongcommitmenttolifelonglearning.

Strategicgoals/objectivesforyour SeeDFESStrategyMapat:http://www.uvm.edu/~dfes/?Page=strategymap.html&SM=bscmenu.html
College/School/Division/Department

KeyinitiativesforyourCollege,School, SupportStrategicInitiativesProjectproposalsapprovedforimplementation.
Division,orDepartment:

CriticalfunctionsforyourCollege,School, ProvideenterprisewideadministrativeservicestoUVMstudents,faculty,andstaff;manageUVM'sresourcesforlongterm
Division,orDepartment: institutionalsustainability.

IntheRiskAssessment&ResponseWorksheet:Tab1Context
1. OpentheworksheetinMicrosoftExcel.Youshouldbeonthe1Contexttab.
2. Savetheworkbookwithauniquenameidentifyingyourunit.
3. FillouttheUnitInformation,choosingyourCollege,School,orDivisionfromthedropdownmenu.
4. NotewhichoftheUniversitysfivestrategicgoalsyourCollege,School,Division,ordepartmentbestsupports.
5. NoteyourCollege,School,Division,ordepartmentsstrategicgoalsorobjectives.
6. NoteanykeyinitiativesyourCollege,School,Division,ordepartmenthasplannedorunderway.
7. NoteyourCollege,School,Division,ordepartmentscriticalfunctionsoractivities.
8. GotothenextTab2Identification.

Step 2: Risk Identification

The purpose of the risk identification step is to generate a comprehensive list of risks based on those
events that might create, enhance, prevent, degrade, accelerate, or delay the achievement of objectives
(ISO 31000, 2009).
Things to Keep in Mind
Be as comprehensive as possible at this stage identify everything you can.
Identify positive events that could advance strategic goals (opportunities) as well as negative
events that could hinder attainment of those goals (risks).
Include risks and opportunities regardless of whether or not they are under your control.
Consider the risks associated with not pursuing an opportunity.
Think about related risks and opportunities, and cascading or cumulative impacts.
Involve the most knowledgeable people.
Use the most relevant and up-to-date information you have.
Questions to Spur Thinking & Discussion
1. What could affect the institution or your areas ability to achieve or fulfill your strategic goals,
initiatives, or key functions, either positively or negatively? What uncertainties do you face?
2. What risks or opportunities could your area or the institution face in terms of:
a. Compliance and Privacy
b. Finances
c. Health, Safety, or Legal Liability
d. Human Capital
e. Operations
f. Reputation
g. Strategic Issues
3. What do you see as the strengths, weaknesses, threats, and opportunities facing your area?
4. Have there been any recent major changes to your area of responsibility or control (new
regulations, new programs/activities, organizational changes, etc.) that pose new risks or
opportunities?
5. Are there particular programs, activities, internal controls, or legal/regulatory issues, in your area
that worry you or you think may pose significant risk to your unit or the institution?

Steps to Follow
1. Identify all the risks and opportunities you can that might affect your objectives (see Questions
to Spur Thinking & Discussion, above).
2. For each one, give it a short name or title.
3. Write a brief risk statement that describes each risk or opportunity and provides a little more
detail about its sources and causes. Do not include potential impacts or consequences.
a. Aim for a Goldilocks risk statement: not too short, not too long; not too vague, not too
detailed; meaningful but not inflammatory
b. Too vague: IT infrastructure
c. Too specific/inflammatory: IT network and hardware is obsolete, resulting in the
potential for loss of institutional business continuity, loss of irreplaceable data, and
privacy breaches
d. Just right: IT infrastructure not maintained and/or upgraded to necessary standards

4. Consider whether each issue is, overall, a risk or an opportunity.

5. Consider which University strategic goal and objective each risk or opportunity affects or is most
closely related to.
6. Consider which University Strategic Initiatives Project areas, if any, each risk or opportunity
affects or is most closely related to.
7. Consider other strategic goals or initiatives for your Division, College, School, or department
that this risk or opportunity affects.
8. Identify the responsible official for each risk or opportunity. This is the individual at UVM with
the accountability and authority to manage the issue.
Other Tools and Techniques
Appendix B-Potential Risk Areas for Higher Education, lists common risk areas by major
university function.
Other identification techniques or potential sources of risks and opportunities:
o Brainstorming
o Questionnaires
o Studies
o Industry benchmarking
o Scenario analysis
o Incident investigation
o Audits or Inspections
Key Terms
Risk: Any issue (positive or negative) that may impact an organizations ability to achieve its
objectives; the effect of uncertainty on organizational objectives. Often characterized in
reference to potential events, consequences, and the likelihood thereof.
Risk identification: Process of finding, recognizing, and describing risks.
Risk statement (description): Structured statement of risk usually containing four elements:
sources, events, causes, and impacts/consequences.
Source (of risk): Element or circumstance which alone or in combination has the intrinsic
potential to give risk to risk. Can be tangible or intangible.
Event: Occurrence or change of a particular set of circumstances. Can be one or more
occurrences, can have several causes, and can consist of something not happening.
Impact (consequences): Outcome of an event affecting objectives, either positively or
negatively. Can be certain or uncertain; can be expressed qualitatively or quantitatively. An
event can lead to a range of consequences, and initial consequences can escalate through knock-
on effects.
Responsible official (risk owner): Person or entity with the accountability and authority to
manage a risk.

6

Step2Risk&OpportunityIdentification
UVMStrategicInitiatives DepartmentGoals,Initiatives,or
RiskorOpportunityName RiskorOpportunityStatement UVMStrategicGoalAffected ResponsibleOfficial
ProjectAreas FunctionsAffected[Optional]

SIPSubTeamtowhichthis College,School,Division,or Personorentitywiththe

UVMstrategicgoalthatthis
Shortnameortitleofriskor Briefstatementthatincludessources,events,causes,andimpacts risk/opportunityismost Departmentgoals,objectives,or accountabilityandauthority
riskoropportunityaffects
opportunity oftheriskoropportunity. closelyrelated initiativesthatthisriskor tomanagethisriskor
(choosefromdropdownlist)
(choosefromdropdownlist) opportunityaffects opportunity

EXAMPLELabsafety Labsafetytrainingandcomplianceneedsimprovement 5)InstitutionalEfficacy:Asan NoneorN/A C6Provideasafe,healthy RichardCate,VPFA

EXAMPLE institution,modelthe environment
higheststandardofethical
conduct,accountabilityand
bestpractice,publicservice,
andstrongcommitmentto
lifelonglearning.

IntheExcelRiskWorksheet:Tab2Identification
1. EnteryourRiskNamesandRiskStatementsincolumnsAandB.
2. ChoosetheUVMstrategicgoalthateachriskoropportunityaffectsfromthedropdownlistincolumnC.
3. ChoosetheUVMStrategicInitiativesProject(SIP)areasthateachriskoropportunityaffectsfromthedropdowninlistincolumnD.
4. IndicateanyotherstrategicgoalsorinitiativesaffectedbyeachriskoropportunityincolumnE.
5. EntertheResponsibleOfficialforeachriskoropportunityincolumnF.

Step 3: Risk Analysis

The purpose of the risk analysis step is to develop an understanding of the risk or opportunity in order to
inform your evaluation and decision of whether a response is required. Here is where you will assess the
potential impact and likelihood of the risks and opportunities.
Things to Keep in Mind
Analysis can be qualitative, semi-qualitative, quantitative, or a combination thereof.
Consider causes and sources, their positive and negative consequences, the likelihood that they
can occur, and other attributes of the risk or opportunity.
Consider interdependence of different risks or opportunities and their sources.
Steps to Follow
1. Consider which institutional risk category best fits each risk or opportunity: compliance and
privacy, financial, health/safety/legal liability, human capital, operations, operational, or
strategic. (See Table 1, Risk Categories below.)
2. Consider the potential impact of each risk or opportunity by using the risk and opportunity
impact scales shown in Table 2 and 3. If more than one column of the scale relates to your risk,
base your rating on the column that reflects the greatest impact. This will likely be the column
that also corresponds to the category of the risk. (For example, if you categorized your risk as a
financial issue, you will likely use the financial column of the impact scale to determine your
impact rating.)
3. Consider the likelihood that each risk or opportunity will occur by using the likelihood scales
shown in Tables 4 and 5.
4. The impact and likelihood scores will be multiplied to produce an initial risk score for each risk
or opportunity.
5. If an issue presents both risk and opportunity (i.e., could have both positive and negative
impacts), rate the positive/opportunity aspects of the issue using the opportunity impact and
likelihood scale. Multiply the impact and likelihood ratings to produce an opportunity score.
Then consider the negative/risk aspects of the issue and rate it using the risk impact and
likelihood scales. Multiply the impact and likelihood ratings to produce a risk score. Compare
your opportunity and risk scores: which is greater? Is there more upside or downside to this
issue? In the worksheet, enter whichever impact and likelihood ratings produced the higher
score.
Other Tools and Techniques
Business continuity planning
Business impact analysis
Business, political, economic, social, technological (BPEST) analysis
Decision taken under risk and uncertainty
Dependency modeling
Event tree analysis
Failure mode and effect analysis (FMEA)
Fault tree analysis
Market surveys, prospecting
Measures of central tendency and dispersion
Political, economic, social, technical, legal and environmental (PESTLE) analysis

Real option modeling

Research and development
Statistical inference
SWOT analysis
Test marketing
Threat analysis
Key Terms
Impact (consequences): Outcome of an event affecting objectives, either positively or
negatively. Can be certain or uncertain; can be expressed qualitatively or quantitatively. An
event can lead to a range of consequences, and initial consequences can escalate through knock-
on effects.
Likelihood: The chance that something will happen whether defined, measured, or determined
objectively or subjectively, qualitatively or quantitatively, and described using general terms or
mathematically
Probability: Measure of the chance of occurrence expressed as a number between 0 and 1
Risk analysis: Process to comprehend the nature of risk and to determine the level of a risk;
provides the basis for risk evaluation and decisions about risk response.
Risk control: Any process, policy, device, practice, or other action that modifies risk

Table1:RiskCategories
Category* Description
Risksoropportunitiesrelatedtoviolationsoffederal,stateorlocallaw,regulation,orUniversity
Compliance&
policy,thatcreatesexposuretofines,penalties,lawsuits,reducedfuturefunding,imposed
Privacy
compliancesettlements,agencyscrutiny,injury,etc.
Risksoropportunitiesrelatedtophysicalassetsorfinancialresources,suchas:tuition
governmentsupport,gifts,researchfunding,endowment,budget,accountingandreporting,
Financial
investments,creditrating,fraud,cashmanagement,insurance,audit,financialexigencyplan,long
termdebt,deferredmaintenance
Risksoropportunitiesrelatedtolegalliability(negligence),injury,damage,orhealthandsafetyof
Hazard,Safety,or
thecampuspopulationortheenvironment,includingimpactscausedbyaccidentalorunintentional
LegalLiability
acts,errorsoromissions,andexternaleventssuchasnaturaldisasters.
Risksoropportunitiesrelatedtoinvestingin,maintaining,andsupportingaqualityworkforce,such
HumanCapital as:recruitment,retention,morale,compensation&benefits,changemanagement,workforce
knowledge,skills,andabilities,unionization,employmentpractices
RisksoropportunitiesrelatedtomanagementofdaytodayUniversityprograms,processes,
Operational
activities,andfacilities,andtheeffective,efficient,andprudentuseoftheUniversitysresources.
ImpactsrelatedtoUVM'sabilitytoachieveitsstrategicgoalsandobjectives,includingcompetitive
marketrisks,andrisksrelatedtomission,mission,values,strategicgoals;diversity;academicquality;
Strategic
research;studentexperience;businessmodel;marketpositioning;enrollmentmanagement;ethical
conduct;accreditation

*Note: UVM recognizes that many institutions of higher education use another category: reputational risk. In UVMs view,
however, a significant event in any of the above risk categories has the potential to impact the institutions reputation. UVM
therefore does not classify reputational risks separately, and instead considers reputational impacts in its risk assessment (see
Tables 2 and 3 below).

9

Table2:RiskImpactScale
Impact Short Human Capital Hazard/Safety/Legal Financial Operational Compliance Strategic Reputational
Score Description Liability
1 Minor Affects<5%of Minorinjury Annuallossof<$1 Nodisruptionofcriticaloperationsand Minorauditfindings Slows Limitednegative
employees Minorlegalliabilityexposure millionincurrent services Minorfines progresson publicity
Nocollective Minor,reparable fiscalyear 12daydisruptionofadepartment oneUVM NoeffectonUVM
bargainingimpacts environmentaldamage 5yearcumulative Minorimpactonefficiency,client/student strategic reputation/image
Noimpacton liability/obligation programsandservices,environmental goal
recruitmentor <$10million sustainability,orinfrastructure
retention Noeffectonleadershipeffectiveness
2 Moderate Affects510%of Moderateinjury Annuallossof 3to5daydisruptionofseveral Moderateaudit Slows Local/regionalnegative
employees Selfinsuredworkers $1>$5millionin departmentsoronecriticalservice findings progresson publicity
Collective compensation currentfiscalyear Moderateimpactonefficiency, Moderatefines morethan Minor,shorttermeffect
bargainingrequired injury/exposurepossible 5yearcumulative client/studentprogramsandservices, Shorttermagency oneUVM onUVM
<5%employee Moderatelegalliability liability/obligation environmentalsustainability,or scrutiny strategic reputation/image
turnover exposure $10<50million infrastructure goal
Moderate,reparable Moderateeffectonleadership
environmentaldamage effectiveness
3 Substantial Affects1125%of Substantialinjury Annuallossof 6to10daydisruptionofaCollege, Auditfindings Stops Local/regionalnegative
employees Selfinsuredworkers $5>$10millionin School,orDivisionorseveralcritical requiring progressof publicity
Collective compensation currentfiscalyear services programmatic oneUVM PressureforUVMto
bargainingrequired injury/exposurepossible 5yearcumulative Substantialimpactonefficiency, changes strategic controlthemessage
69%employee Substantiallegalliability liability/obligation client/studentprogramsandservices, Moderateterm goal Moderatedamageto
turnover exposure $50<100million environmentalsustainability,or agencyscrutiny UVMs
Substantialenvironmental infrastructure Enforcementaction reputation/image
damagerequiringmitigation Substantialimpactonleadership likely
effectiveness
4 Serious Affects2650%of Seriousinjury Annuallossof 10to14daydisruptionof2ormore Principalinvestigator Stops Nationalnegative
employees Selfinsuredworkers $10>$25millionin Colleges,Schools,orDivisionsorthreeor debarred progresson publicity
Collective compensation currentfiscalyear morecriticalservices Programfunds morethan Intensepressurefor
bargainingrequired injury/exposure 5yearcumulative Seriousimpactonefficiency, rescinded oneUVM UVMtocontrolthe
1015%employee Seriouslegalliabilityexposure liability/obligation client/studentprogramsandservices, Longtermagency strategic message
turnover Environmentaldamage $100<150million environmentalsustainability,or scrutiny goal Significantdamageto
eligibleforEPANational infrastructure Enforcementaction UVMs
PrioritiesList Seriouseffectonleadershipeffectiveness likely reputation/image
5 Severe Affects5175%of Severeinjuryordeath Annuallossof 14dayto3monthdisruptionof2ormore Imposedsettlement Reverses Nationalnegative
employees Selfinsuredworkers $25>$100million Colleges,Schools,orDivisionsormost orcorporateintegrity progresson publicity
Collective compensation incurrentfiscal criticalservices agreement oneor UVMcannotcontrolthe
bargainingrequired injury/exposure year Severeimpactonefficiency, Organizational moreUVM message
1624%employee Severelegalliabilityexposure 5yearcumulative client/studentprogramsandservices, criminalprosecution strategic Severe,longterm
turnover Severeenvironmental liability/obligation environmentalsustainability,or Recordfinancial goals damagetoUVMs
damageeligibleforEPA $150<250million infrastructure judgment reputation/image
NationalPrioritiesList Severeeffectonleadershipeffectiveness
6 Business Affects>75%of Businesscriticalinjuryor Annuallossof UVMshutdown>3months Threatensviabilityof University Negativepublicitycould
Critical employees death >$100millionin Insolvency UVMoritsresearch strategic permanentlyimpair
Collective Criticallegalliabilityexposure currentfiscalyear Leadershipfailureresultsinlongterm mission planfailure UVMs
bargainingrequired Major,irreparable 5yearcumulative damagetotheinstitution Lossofallfederal image/reputation
>25%employee environmentaldamage liability/obligation researchorTitleIV Significantdecreasein
turnover >$250million funds enrollmentorresearch
Insolvency funding

10

Table3:OpportunityImpactScale
Impact Short Strategic Reputational Enrollment Management Financial Operational
Score Description & Student Success

1 Minor MinoralignmentwithUVMvisionand Limited,localpositivepublicity Minorimprovementin Annualsavingsor Minorimprovementsin

mission NolastingeffectonUVM recruitment,retention, newnetrevenue efficiency,client/student
Minorcontributiontocompetitive reputation/image completion,orstudent <$1million* programsandservices,
advantageorlongtermviability satisfactionwithUVM environmentalsustainability,or
Minorprogressononestrategicgoal experience infrastructure

2 Moderate ModeratealignmentwithUVMvision Positivelocal/regionalpublicity Moderateimprovement Annualsavingsor Moderateimprovementsin

andmission Minor,shorttermeffectonUVM inrecruitment,retention, newnetrevenueof efficiency,client/student
Moderatecontributiontocompetitive reputation/image completion,orstudent $1>$5million* programsandservices,
advantageorlongtermviability satisfactionwithUVM environmentalsustainability,or
Minorprogressonmorethanone experience infrastructure
strategicgoal
3 Substantial SubstantialalignmentwithUVMvision Positivepublicityandexternal Substantialimprovement Annualsavingsor Substantialimprovementsin
andmission recognition inrecruitment,retention, newnetrevenueof efficiency,client/student
Substantialcontributiontocompetitive Moderate.shorttermimprovementto completion,orstudent $5>$10million* programsandservices,
advantageorlongtermviability UVMsreputation/image satisfactionwithUVM environmentalsustainability,or
Majorprogressononestrategicgoal PositiveeffectonUVMsacademic, experience infrastructure
environmental,orresearchreputation
4 Serious OverallalignmentwithUVMvisionand Positivenationalpublicityorexternal Significantimprovement Annualsavingsor Seriousimprovementsin
mission recognition inrecruitment,retention, newnetrevenueof efficiency,client/student
Significantcontributiontocompetitive Significant,lastingimprovementof completion,orstudent $10>$25million* programsandservices,
advantageorlongtermviability UVMsreputation/image satisfactionwithUVM environmentalsustainability,or
Majorprogressonmorethanone PositiveeffectonUVMsacademic, experience infrastructure
strategicgoal environmental,orresearchreputation
5 Major CompletealignmentwithUVMvision Positivenationalpublicityorexternal Majorimprovementin Annualsavingsor Majorimprovementsin
andmission recognition recruitment,retention, newnetrevenueof efficiency,client/student
Majorcontributiontocompetitive LongtermenhancementofUVMs completion,orstudent $25> programsandservices,
advantageorlongtermviability academic,environmental,orresearch satisfactionwithUVM $100million* environmentalsustainability,or
Acceleratesprogressononeormore reputation experience infrastructure
strategicgoals

6 Transformative CompletealignmentwithUVMvision Positivenationalpublicityandexternal Meetsorexceeds Annualsavingsor Transformativeimprovementsin

andmission recognition recruitment,retention, newnetrevenueof efficiency,client/student
Definitivelyenhancescompetitive PermanentenhancementofUVMs completion,orstudent >$100million* programsandservices,
advantageorlongtermviability academic,environmental,orresearch satisfactionwithUVM environmentalsustainability,or
Fulfillsstrategicplan reputation experiencegoals infrastructure
Resultsinasignificantincreasein
enrollment,studentacademicquality,
and/orresearchfunding
*Basedonfinalyearprojectedsavingsornetrevenueprojectionsformultiyearinitiatives

11


Table4:RiskLikelihoodScale

Score CategoryName Likelihood

1 Low/Remote Unlikelyorrare;couldoccuratsometimeinthenext610years;<2%
chanceofoccurrence
2 Medium/Possible Likelytooccuratsometimeinthenext15years;2%<25%chanceof
occurrence
3 High/Probable Verywilllikelyoccurinthenextyear,orisalreadyoccurring;>25%chance
ofoccurrence

Table5:OpportunityLikelihoodScale

Score CategoryName Likelihood Indicators

Possibleopportunitythathasyettobe
Somechanceoffavorable fullyinvestigatedbymanagement.
1 Low/Remote outcomein4ormoreyears; Likelihoodofsuccessislowonthebasis
<25%chanceofoccurrence ofmanagementresourcescurrently
beingapplied.
Reasonableprospectsof Opportunitythatmaybeachievablebut
favorableresultsin1to3 thatrequirescarefulmanagement.
2 Medium/Possible
years;25%75%chanceof Opportunitythatmayariseoverand
occurrence abovetheplan.
Clearopportunitythatcanbereliedupon
Favorableoutcomeislikelyto
withreasonablecertaintytobeachieved
3 High/Probable beachievedin1year;>75%
intheshorttermbasedoncurrent
chanceofoccurrence
managementprocesses.

12

Step3Risk&OpportunityAnalysis
RiskorOpportunity InitialRisk Notesre:RationaleforScoringandFactors
RiskCategory Nature ImpactScore LikelihoodScore
Name Score Considered
*Reasonsforchoosingtheimpactandlikelihood
Overall,doesthis
Strategic,Compliance, scores
issuepresent Rateonascaleof1 Rateonascaleof1
Financial,Operational, ImpactScorex *Stakeholderswhocareorwouldbeimpactedby
moreRiskor 6,basedon 3,basedonexisting
Hazard/Safety/Legal Likelihood thisissueandtheirexpectationsforhowitshould
Autofilledfrom Opportunityfor existingcontrols controlsand
Liability,orHuman Score bemanaged
previousworksheet UVM? andconditions conditions
Capital? [Auto *Currentactionsorcontrolsinplacetomanagethis
[Choosefrom [Choosefromdrop [Choosefromdrop
[Choosefromdropdown calculated] riskoropportunity
dropdown downlist] downlist]
menu] *Pastexperiencesoflossorgainrelatedtothisrisk
menu]
oropportunity
EXAMPLELabsafety Hazard,Safety,Legal Risk 4Serious 3High/Probable 12 Couldresultinseriousinjury(impact=4Serious).Risk
EXAMPLE Liability isalreadyoccurring(likelihood=3High/Probable).

IntheExcelRiskWorksheet:Tab3Analysis
1. YourRiskorOpportunityNameshavebeencarriedforwardforyourreferenceincolumnA.
2. ChoosethebestRiskCategoryforthisriskoropportunityfromthedropdownmenuincolumnB.
3. UsethedropdownmenuincolumnCtochoosewhetherthisissueoverallpresentsmoreriskoropportunitytoUVM.
4. Ratetheimpactoftheriskoropportunityonascaleof16usingthedropdownmenuincolumnD.
5. Ratethelikelihoodoftheriskoropportunityonascaleof13usingthedropdownmenuincolumnE.
6. Theinitialrisk/opportunityscorewillbecalculatedforyouincolumnF.

13


Steps 4 and 5: Risk Evaluation & Response

The purpose of the risk evaluation and response steps is to decide, based on the results of your risk
analysis, which risks and opportunities require a response and what your recommended response will be.
Things to Keep in Mind
Each risk or opportunitys risk score (the product of impact X likelihood) will determine where it
falls on UVMs risk and opportunity heat map (Figure 2) and what level of institutional review
each risk or opportunity will receive.
Risk response is a cyclical process of assessing the response, determining whether residual risk
levels (after response) are acceptable, developing a new response if necessary, and assessing the
response again.
There are several standard options for risk response, but they are not mutually exclusive; they
can be used in combination.
A decision can be to not respond to the risk or opportunity other than maintaining existing
management or control activities.
Consider the values of expectations of stakeholders in developing a response.
Consider whether some responses are not economically justifiable (e.g., an expensive response
for a high impact but low likelihood risk).
Responding to risk can itself introduce risks. Consider how your response plan will deal with any
secondary risks.
Steps to Follow
1. Consider the overall results of your risk analysis, especially your rating of the risk or
opportunitys impact and likelihood and the resulting risk score.
2. Consult the heat map shown in Figure 2 to see where your risks and opportunities will fall and
what level of institutional review they will require based on their risk score.
3. Consider which risk or opportunity response options you will use to manage this risk:
accept/ignore, avoid/exploit, mitigate/enhance, or share.
4. Consider what steps you will take to respond to each risk or opportunity.
5. Consider any costs or special resource needs associated with your response.
6. Consider how long it would take to fully implement your response.
Key Terms
Opportunity response (treatment): Process to modify or respond to an opportunity.
Opportunity response can involve one or a combination of: enhancement, exploitation, ignoring,
or sharing.
o Enhance: The opportunity equivalent of mitigating a risk is to enhance the
opportunity. Enhancing seeks to increase the probability and/or the impact of the
opportunity in order to maximize the benefit to the project.
o Exploit: Parallels the avoid response, where the general approach is to eliminate
uncertainty. For opportunities, the exploit strategy seeks to make the opportunity
definitely happen (i.e. increase probability to 100%). Aggressive measures are taken
which seek to ensure that the benefits from this opportunity are realized by the project.
o Ignore: Just as the acceptance strategy takes no active measures to deal with a residual
risk, opportunities can be ignored, adopting a reactive approach without taking explicit
actions.

14


o Sharing (transfer), opportunity: The share strategy for opportunities seeks a partner
able to manage the opportunity who can maximize the chance of it happening and/or
increase the potential benefits. This will involve sharing any upside in the same way as
risk transfer involves passing penalties.
Risk response (treatment): Process to modify or respond to a risk. Risk response can involve
one or a combination of: acceptance, avoidance, mitigation, or sharing.
o Accept: Form of risk response, an informed decision to tolerate or take on a particular
risk
o Avoid: Form of risk response, an informed decision not to be involved in, or to withdraw
from, an activity, in order not to be exposed to a particular risk.
o Mitigate: Form of risk response involving actions designed to reduce a risk or its
consequences.
o Sharing (transfer), risk: Form of risk response, involving contractual risk transfer to
other parties, including insurance. Risk financing: Form of risk sharing, involving
contingent arrangements for the provision of funds to meet or modify the financial
consequences should they occur
Risk response plan: Plan to implement chosen risk response.
Key Terms
Risk criteria: Terms of reference against which the significance of a risk is evaluated.
Risk evaluation: Process of comparing the results of risk analysis with risk criteria to determine
whether the risk and/or its magnitude is acceptable. Use of a tool/system to rate and/or prioritize
a series of risks.

15

Figure2:Risk&OpportunityHeatMap

Risk Opportunity

3 High
AREAOFSENIOR 3 High
MANAGEMENTFOCUS:
InstitutionalRisk
Likelihood

Likelihood
2 Medium Portfolio 2 Medium

PreliminaryRisk PreliminaryRisk
1 Low
Inventory
InstitutionalRiskRegister Inventory 1 Low

1 2 3 4 5 6 6 5 4 3 2 1
Minor Moderate Substantial Serious Severe Business Transform Major Serious Substantial Moderate Minor
Critical ative
Impact Impact

SCORE COLORS LEVEL OFREVIEW

13 Retainedatunitlevel,overseen byResponsibleOfficial
49 Included in institutionalriskregister,reviewedby ERMACandPACERM,overseen byResponsibleOfficial
1018 Includedininstitutional riskportfolio,reviewedbyPACERMandPresident,overseenbyPACERM

16


IntheExcelRiskWorksheet:Tab4Evaluation&Response
1. YourRiskorOpportunityNamesandRiskScoreshavebeencarriedforwardforyourreferenceincolumnsAandB.
2. Thehighestlevelofreviewthateachriskoropportunitywillreceive,basedontheriskscore,isfilledinforyouincolumnC.
3. ChooseyourresponsestrategiesincolumnD(youmaycheckmorethanone).
4. BrieflydescribeyourresponseplanincolumnE.
5. EnteryourresponsecostestimateincolumnF.
6. EnteranyotherresourceneedsincolumnG.
7. EnteryourtargetdateforcompletingyourriskresponseincolumnH.

17


References

Institute of Internal Auditors (2009). IIA Position Paper: The Role of Internal Auditing in Enterprise-
wide Risk Management. Issued January 2009.
ISO 31000. International Standard: Risk management Principles and guidelines. First edition, 2009-
11-15.
ISO Guide 73. Risk management Vocabulary. First edition, 2009.

18


Appendix A Key ERM Terms and Definitions

General ERM Terms
Enterprise risk management (ERM): A structured, consistent, and continuous process across the
whole organization for identifying, assessing, deciding on responses to, and reporting on opportunities
and threats that affect the achievement of its objectives. (IIA)

ERM framework: Set of components that provide the foundations and organizational arrangements for
designing, implementing, monitoring, reviewing, and continually improving risk management
throughout the organization at all levels. Ensures that info about risk derived from the risk management
process is adequately reported and used as basis for decision-making and accountability at all relevant
organizational levels.

Risk: Any issue (positive or negative) that may impact an organizations ability to achieve its
objectives; the effect of uncertainty on organizational objectives. Often characterized in reference to
potential events, consequences, and the likelihood thereof.

Terms Related to ERM Program & Context

Context, external: External environment in which the organization seeks to achieve its objectives,
including cultural, social, political, legal, regulatory, financial, technological, economic, natural, and
competitive environments, whether international, national, regional, or local; key drivers and trends; and
relationships with, perceptions, and values of external stakeholders.

Context, internal: Internal environment in which the organization seeks to achieve its objectives, which
can include governance, organizational structure, policies, resource and knowledge capabilities,
information systems and flows, decision-making processes, culture, form and extent of contractual
relationships, and relationships with, perceptions, and values of internal stakeholders.

ERM goals (objectives): Goals and objectives that ERM activities are seeking to achieve; what the
ERM program and process should accomplish for the institution

ERM guiding principles (cultural expectations): Description of the risk-aware culture or control
environment; expectations regarding behaviors, communication, information-sharing, reporting, etc.

ERM policy: Statement of the overall intentions and direction of the institution in regard to ERM.
Describes principles, requirements, and restrictions, and establishes standards, rights and responsibilities
that guide individuals in their pursuit of institutional goals and in their relations with the campus
community and apply generally throughout the University and use of its resources.

Responsible official (risk owner): Person or entity with the accountability and authority to manage a
risk

Risk philosophy: Statement of the overall intentions, direction, and attitude of the institution related to
risk; reflected in the ways risks are considered in both strategy development and day-to-day operations.
The organization's approach to assess and eventually pursue, retain, take, or turn away from risk.

19


Terms Related to the Risk Assessment Process

Acceptance: Form of risk response, an informed decision to tolerate or take on a particular risk

Avoidance: Form of risk response, an informed decision not to be involved in, or to withdraw from, an
activity, in order not to be exposed to a particular risk.

Enhance: The opportunity equivalent of mitigating a risk is to enhance the opportunity. Mitigation
modifies the degree of exposure by reducing probability and/or impact, whereas enhancing seeks to
increase the probability and/or the impact of the opportunity in order to maximize the benefit to the
project.

Event: Occurrence or change of a particular set of circumstances. Can be one or more occurrences, can
have several causes, and can consist of something not happening.

Exploit: Parallels the avoid response, where the general approach is to eliminate uncertainty. For
opportunities, the exploit strategy seeks to make the opportunity definitely happen (i.e. increase
probability to 100%). Aggressive measures are taken which seek to ensure that the benefits from this
opportunity are realized by the project.

Ignore: Just as the acceptance strategy takes no active measures to deal with a residual risk,
opportunities can be ignored, adopting a reactive approach without taking explicit actions.

Impact (consequences): Outcome of an event affecting objectives, either positively or negatively. Can
be certain or uncertain; can be expressed qualitatively or quantitatively. An event can lead to a range of
consequences, and initial consequences can escalate through knock-on effects.

Likelihood: The chance that something will happen whether defined, measured, or determined
objectively or subjectively, qualitatively or quantitatively, and described using general terms or
mathematically

Mitigation: Form of risk response involving actions designed to reduce a risk or its consequences.

Opportunity response (treatment): Process to modify or respond to an opportunity. Opportunity

response can involve one or a combination of: exploitation, ignoring, enhancement, or sharing.

Probability: Measure of the chance of occurrence expressed as a number between 0 and 1

Risk analysis: Process to comprehend the nature of risk and to determine the level of a risk; provides
the basis for risk evaluation and decisions about risk response.

Risk assessment: Overall process of identifying, analyzing, and evaluating risk

Risk control: Any process, policy, device, practice, or other action that modifies risk

Risk criteria: Terms of reference against which the significance of a risk is evaluated.

20


Risk evaluation: Process of comparing the results of risk analysis with risk criteria to determine
whether the risk and/or its magnitude is acceptable or tolerable. Use of a tool/system to rate and/or
prioritize a series of risks.

Risk financing: Form of risk response, involving contingent arrangements for the provision of funds to
meet or modify the financial consequences should they occur

Risk identification: Process of finding, recognizing, and describing risks

Risk inventory, preliminary: Preliminary list of potential risks identified for further assessment and
analysis.

Risk portfolio (profile): A composite view of highest-level institutional risk exposures for presentation
by management and discussion with the Board; provides information regarding relationships,
concentrations, and/or overlaps of risk as they relate to strategic objectives. Description of any set of
risks.

Risk register (log, repository): Record of information about identified risks; the complete list of all
risks identified in the ERM process

Risk response (treatment): Process to modify or respond to a risk. Risk response can involve one or a
combination of: avoidance, acceptance, mitigation, or transfer.

Risk response plan: Plan to implement chosen risk response.

Risk statement (description): Structured statement of risk usually containing four elements: sources,
events, causes, and impacts/consequences.

Sharing (transfer), opportunity: The transfer response allocates ownership to a third party best able
to deal with the threat. Similarly, a share strategy for opportunities seeks a partner able to manage the
opportunity, who can maximize the chance of it happening and/or increase the potential benefits. This
will involve sharing any upside in the same way as risk transfer involves passing penalties.

Sharing (transfer), risk: Form of risk response, involving contractual risk transfer to other parties,
including insurance.

Source (of risk): Element or circumstance which alone or in combination has the intrinsic potential to
give risk to risk. Can be tangible or intangible.

Terms Related to ERMEnabling Activities

Communication & consultation: Continual and iterative processes that an organization conducts to
provide, share, or obtain information, and to engage in dialogue with stakeholders regarding the
management of risk

21


Monitoring: Continual checking, supervising, critically observing, or determining the status in order to
identify change from the performance level required or expected. Can be applied to a ERM framework,
ERM process, risk, or control.

Reporting: Form of communication intended to inform particular internal and external stakeholders by
providing information regarding the current state of risk and its management.

22


Appendix B Potential Risk Areas for Higher Education

ACADEMIC AFFAIRS Compliance & Privacy, continued

Academic freedom Credit card privacy regulations PCI-DSS
Academic quality and standards Environmental health & safety
Accreditation Export controls
Collective bargaining Federal sentencing guidelines
Computer security, back-up systems organizations
Contractual relationships/dependencies Foreign nationals - SEVIS
Distance learning Gramm-Leach-Bliley
Educational technology Government grants grant restrictions
Facilities quality Grant accounting reporting and cost
Faculty diversity accounting, A-133/A-110/ARRA
Faculty employment-operational Harassment prevention
Faculty recruitment and retention Hazardous materials
Grievance procedures Health and safety compliance
Health & safety of students, faculty, staff- Higher education act
operational HIPAA
International students-operational HR/employment ffirmative
International travel, global activities action/FLSA/FMLA
Joint programs Intellectual property rights Baye-Dole Act
Libraries Laboratory safety - compliance
Reappointment, promotion and tenure Lobbying
Student experiential learning Policy/procedure - institutional
Student learning outcomes Privacy
Transportation risks Record retention/destruction
See also compliance and privacy risks Red flags rules
Select agents
BOARD GOVERNANCE Sexual molestation prevention
Board member independence Student financial aid Title IV, HEOA,
Board performance assessment program integrity
CEO compensation & assessment Student records - FERPA
Governance policies Tax compliance
Officer codes of conduct Whistleblower policy
See also compliance and privacy risks Vermont security breach notification act

COMPLIANCE AND PRIVACY DEVELOPMENT & ALUMNI RELATIONS

Accounting GASB/GAAP Alumni relations
Affirmative action Capital campaigns - reduced donor support
Alcohol and drugs- drug free workplace, Compliance with donor intent
drug free schools and community act Computer security, back-up systems
Animal research Endowment loss of income/investment
Athletics NCAA/Title IX Gift acceptance policies
Background checks Health & safety of employees, visitors-
Biosafety operational
Bond compliance High-risk investments
Information security breach response Investment oversight
Clinical research human subjects Naming policies
Code of business conduct Sale of donated property
Code of ethics Special event risks
Conflicts of interest inclusive of research Transportation risks
Copyright and "fair use" See also compliance and privacy risks

23


ENROLLMENT MANAGEMENT Finance, continued

Admissions Internal controls
Diversity Investment oversight
Enrollment trends Investment performance
Financial aid - operational Liquidity
Graduation rates Long-term debt
Retention Reserve fund
Student and family demographics Revenue risks - tuition dependency
Student debt See also compliance and privacy risks
Study abroad
Transportation risks HUMAN RESOURCES
See also compliance and privacy risks Background checks - operational
Benefits
FACILITIES & OTHER OPERATIONS Code of conduct
Accessibility Collective bargaining
Auto/Fleet Computer security, back-ups
Business continuity Diversity
Capital planning and projects Employee handbook
Emergency planning and response Employee retention
Energy Employee succession planning
Facilities maintenance Employment
Outsourcing Employment - affirmative action
Police operations Grievance procedure
Pollution Labor relations
Property disposal Non-discrimination
Safety - operational Performance evaluation
Transportation and parking Termination procedures
Waste disposal and recycling Unionization
See also compliance and privacy risks Workplace safety operational
See also compliance and privacy risks
FEDERAL, STATE & COMMUNITY
RELATIONS INFORMATION TECHNOLOGY
City relations Back-up procedures
Neighborhood relations Communications systems
Regulatory concerns Cyber liability
State relations Data integrity and protection
See also compliance and privacy risks End-user training
Incident response continuity and security
FINANCE Network integrity
Auditor independence Security
Budget challenges, allocations, carryovers Staffing & support
Cash management System capacity
Contracting & purchasing System maintenance and upgrades
Cost management See also compliance and privacy risks
Depletion of endowment principal
Endowment - loss of income/investment RESEARCH
Financial aid Animal research operational
Financial exigency plan Biosafety
Financial reporting Clinical research - operational
Fundraising Competition for grants
High-risk investments Data security and back-up
Insurance Environmental & laboratory safety -
operational

24


Research, continued Student and Campus Life, continued

Facilities quality Communications, public relations, and
Funding marketing
Grant administration, accounting, and Crime on campus
reporting - operational Diversity
Hazardous materials-operational Experiential programs
Human subjects - operational Food services
Patenting Fraternities & sororities
Security Free speech
Technology transfer International students
See also compliance and privacy risks Privacy
Residential life
STUDENT AND CAMPUS LIFE Safety, health, and wellness
Academic support SGA activities
Alcohol & drugs Study abroad
Athletics-operational Transportation risks
Career services See also compliance and privacy risks
Code of conduct

25


Appendix C ERM Program Goals, ERM Guiding Principles, and

Institutional Risk Philosophy
ERM Program Purpose, Goals & Objectives
The purpose of UVMs ERM program is to enhance the Universitys ability to achieve its
mission, vision, and strategic objectives and strengthen its competitive position by fostering an
institution-wide culture of risk and opportunity awareness and providing a structured, consistent,
and continuous process for the early and proactive identification and reporting of material risks
and opportunities to senior management and trustees.
In support of this overall purpose, the University has established the following goals and
objectives for UVMs ERM program:
1. Create a culture of risk awareness where all employees understand and consider risk in
decision-making:
a. Ensure that all UVM employees are aware of the risks related to their roles and activities
and understand their responsibilities for identifying, managing, and reporting on risk and
opportunities in a systematic and timely way
b. Provide best practice information, education, training, and facilitation resources to the
University community.
c. Build on the Universitys current risk management activities and practices.

2. Reduce operational surprises and losses.

3. Increase capacity to identify and seize opportunities by facilitating greater transparency and
openness regarding risk.

4. Enhance institutional decision-making by providing senior management and trustees with

timely and robust information that improves their understanding of enterprise-level risks and
opportunities.
a. Assess risks in the context of strategic objectives
b. Identify inter-relations of risk factors across the institution
c. Anticipate and respond to changing social, financial, economic, environmental, and
legal/regulatory conditions
d. Assist management in safeguarding University assets, including people, financial
resources, property, and reputation.
e. Assist management in optimizing the use of institutional resources by aligning resource
allocations with the areas of highest risk and the greatest impact on the institutions
strategy.

5. Improve the efficiency and effectiveness of institutional risk management efforts.

a. Provide the University community with a common language, framework, and set of
procedures for identifying, assessing, responding to, and reporting on risk posed in new
and ongoing endeavors across the organizations entire range of assets and operations.
b. Provide enterprise-level coordination of existing institutional functions for identifying,
assessing, and reporting on risk.

26


c. Integrate risk ownership and management activities at all levels of the institution.
d. Where possible, use and strengthen existing management processes, reporting and
approval channels, and organizational structures.
e. Establish and maintain an institutional risk register that allows for the tracking and
reporting of risk trends and of risk response plans.
f. Review the effectiveness of risk management practices regularly.

ERM Guiding Principles

The University of Vermont seeks to establish a risk-aware institutional culture where
consideration of both upside and downside risk is integrated into decision-making at all levels of
the organization. The purpose of these guiding principles is to support that culture and set
expectations for the behavior of University employees and administrators regarding risks and
opportunities.

1. All individuals, regardless of their role at the University, are empowered and expected to
report early on to senior management any perceived risks or opportunities and any near
misses or failures of existing control measures, without fear of retribution.

2. Risk management is integral to the management and future direction of the University
and is a shared responsibility at all levels of the University.

3. Ownership and management of risk will be retained within the University function,
department, or unit that creates the risk or is best capable of responding to it.

4. The Universitys risk philosophy will guide strategic and operational decisions at all
levels.

5. UVM encourages an open and honest discussion of the institutions environment,

strategy, risks, opportunities, and actions taken in pursuit of its objectives.

6. All credible reports of risks or opportunities are responded to promptly, incomplete

reports are investigated with integrity by the responsible University official, and
information about risks or opportunities is shared promptly with senior management and
other key stakeholders.

Institutional Risk Philosophy

The University takes a broad view of risk as any eventpositive or negativethat could affect
the Universitys competitive position or ability to achieve its mission, vision, and strategic
objectives.

The University acknowledges that risk, in one form or another, is present in virtually all its
endeavors, and that successful risk-taking will often be necessary to achieve its aims.

We therefore do not seek to eliminate all risk; rather, we seek to be risk-aware but not risk-
averse, and to effectively manage the uncertainty inherent in our environment.

27


To this end, we seek to identify, understand, assess, and respond to the risks and opportunities
we face, taking into account their impact on UVMs people, standing, reputation, financial
position, and performance. We further seek to pursue prudent risks or opportunities that we
believe will generate sufficient and sustainable performance and value, avoid intolerable risks,
manage residual risk within defined levels, and be prepared to respond to risks or appropriate
opportunities when necessary.

28