Other

Does telemedicine have a place in workers’ compensation?  This practitioner was undecided on this question until a week ago when participating in a conference devoted to the benefits of using telemedicine in workers’ compensation. The presentation was offered by Concentra, and it made a strong case for telemedicine as a useful adjunct to workers’ compensation treatment.

The way it works is simple: an injured worker connects on a computer or a mobile device to a clinician by video.  Clearly telemedicine makes good sense for minor medical issues such as sprains or contusions.  Concentra estimates that 30 percent of initial injuries and 60% of injury rechecks can be treated via telemedicine.

What are the savings?  Among them is that there is no need to transport the injured worker to a medical facility and no need to provide coverage for that injured worker while out of the work site.  There are fewer hours of lost time.  Perhaps the biggest financial savings is not incurring ER charges or urgent care bills.

One type of New Jersey worker who clearly benefits from telemedicine is the over-the-road trucker who may be injured a thousand miles from home.  The telemedicine patient can be seen on the road, at work or even in the home.  The worker can request text notification regarding when the clinician is available to treat, thereby avoiding waiting times in medical offices.

The follow-up treatment involves sending paperwork by secure email to the employee as well as reports to the employer by email or other communication.

Will telemedicine replace occupational health centers?  Clearly not, because serious injury case are not appropriate for telemedicine.  It does seem to this practitioner that telemedicine will grow rapidly around the state for many types of injuries.  Clinicians will need to be careful in limiting the use of telemedicine to minor cases and recognizing when an in-person visit to a physician must be made. Many workers will no doubt prefer telemedicine in many situations.  Care may be improved by prompt telemedicine, eliminating the problem of workers who delay their own treatment because they do not want to take the time off from work to travel to an occupational clinic.

The post Advantages of Telemedicine in Workers’ Compensation appeared first on NJ Workers' Comp Blog.

By:  Betsy G. Ramos, Esq and Kristen Mowery

A landowner holds the general duty to keep its premises reasonably clear of hazards “for the benefit of business invitees . . . includ[ing] keeping the premises reasonably safe from natural accumulations of ice and snow.” Laine v. Speedway, LLC, 177 A.3d 1227, 1229 (Del. 2018). However, many jurisdictions have recognized a defense or exception to this general duty of care known as the doctrine of storm in progress, ongoing storm, or continuing storm, which permits the landowner to await the end of the storm and a reasonable time thereafter to remove ice and snow from its premises. Id. (quoting Young v. Saroukos, 185 A.2d 274, 282 (Del. Super. Ct. 1962)).

Ordinary Standard of Reasonable Care

Some courts follow the general rule that a “property owner has a duty to maintain its property in a reasonably safe condition for business invitees,” including weather-related conditions. Dehoyos v. Golden Manor Apts., 101 N.E.3d 874, 877 (Ind. Ct. App. 2018). Thus, when snow and ice land on a business owner’s premises, it almost always becomes a fact question as to whether the owner exercised reasonable care in the handling of the unsafe condition.

Particularly, it is often a question for the jury to decide whether, and if so, when, the landowner became aware of the condition. For example, in 2011, the Indiana Court of Appeals held that summary judgment was inappropriate because a fact question existed about whether the owners were aware of the ice hazard and whether they took reasonable steps to fix it. Bell v. Grandville Coop., Inc., 950 N.E.2d 747, 753–54 (Ind. Ct. App. 2011).

Another state that has adopted the general duty of care standard is Massachusetts. Interestingly, Massachusetts once followed the “natural accumulation” rule, but since 2010, it has followed a standard similar to that in Indiana. Woods v. Naumkeag Steam Cotton Co., 134 Mass. 357, 360–61 (Mass. 1883). Massachusetts now applies to property owners the traditional duty of reasonable care to the accumulation of snow and ice, but it does not apply the exception when storms are ongoing at the time of injury. Papadopoulos v. Target Corp., 457 Mass. 368, 383–84 (Mass. 2010). See also Santolucito v. Demoulas Super Mkts., Inc., No. MICV2008-00610-F, 2012 Mass. Super. Lexis 274, at *1, 7–9 (Mass. Super. Ct. Sept. 28, 2012) (applying standard of reasonable care).

Maine is one of, if not the only, states to reject the storm in progress rule explicitly. In a 2001 Maine Supreme Judicial Court decision, the court stated that the storm in progress doctrine “appears inconsistent with the duty of reasonable care owed by a business owner reasonably anticipating a significant number of invitees during a Maine snow storm.” Budzko v. One City Center Assocs. Ltd. P’ship, 767 A.2d 310, 314, n.2 (Me. 2001).

Natural Accumulation Rule

Some states (including Ohio and Illinois), however, still follow the natural accumulation rule, which has been described as “an older, harsher rule . . . that an owner cannot be held liable for accidents stemming solely from the natural accumulation of ice and snow.” Turmel v. Univ. of Vt., No. S0980-01, 2004 Vt. Super. Lexis 65, at *5 (Vt. Super. Ct. Apr. 20, 2004). As for Illinois law, see Krywin v. Chicago Trans. Auth., 238 Ill. 2d 215, 227–28 (Ill. 2010). The rule stands for the premise that there must be some sort of “artificial accumulation,” meaning that something must have been added to the causal chain, such as “a defective gutter creating an artificial ice patch.” Id.

Ohio continues to follow the natural accumulation rule and has described it as “an owner of land ordinarily owes no duty to business invitees to remove natural accumulations of ice and snow from the walkways on the premises or to warn the invitee of the dangers associated therewith.” Dailey v. Mayo Family Ltd. P’ship., 115 Ohio App. 3d 112, 117 (Ohio App. Ct. 1996). Thus, where snowfalls or areas of ice are entirely naturally created, a business owner owes no duty to its business invitees to remove the hazard or warn of the hazard’s existence.

Exception to Ordinary Care: Storm in Progress Rule

Most states recognize the exception to the general standard of ordinary care owed to business invitees and allow a reasonable amount of time after a storm for a landowner to remove the snow and ice. However, not all states do so as explicitly as others.

For example, the New Jersey Superior Court expressed its continuing recognition of the storm in progress doctrine in 2015, stating that “to impose a duty on the landlord to clear the walkway in the midst of a snow storm would violate ‘an abiding sense of basic fairness under all of the circumstances in light of the considerations of public policy.’” Holmes v. INCAA-Carroll St. Houses Corp., No. A-1958-13, 2015 N.J. Super. Unpub. Lexis 1280, at *3–4 (N.J. Super. Ct. App. Div. June 2, 2015) (citation omitted). See also Quiles v. Hector, No. A-0023-16, 2018 N.J. Super. Unpub. Lexis 124 (N.J. Super. Ct. App. Div. Jan. 19, 2018); Hill v. St. Barnabas Med. Ctr., No. A-0148-17, 2018 N.J. Super. Unpub. Lexis 1699 (N.J. Super. Ct. App. Div. July 16, 2018).

The seminal case in Iowa is Reuter v. Iowa Trust & Savings Bank, 57 N.W.2d 225 (Iowa 1953). In Rochford v. G.K. Dev., Inc., the Iowa Court of Appeals expressed that it continued to apply the doctrine. 845 N.W.2d 715 (Iowa Ct. App. 2014). But see Alcala v. Marriott Int’l, Inc., 880 N.W.2d 699, 712 (Iowa 2016) (explaining that it will not decide whether Iowa’s adoption of the Restatement Third of Torts §7 requires an abandonment of the storm in progress doctrine because the parties did not raise the issue, nor did the lower courts address it). It also held that “inclement winter weather,” including freezing rain, is covered by the doctrine. 845 N.W.2d at 718. Hence, its application is not limited to only snow or ice. Id.

More recently, in 2018, the Delaware Supreme Court illustrated that it still recognized the doctrine. In Laine v. Speedway, LLC, the court stated: “[I]t is reasonable for a business owner to wait until a storm has ended and a reasonable time thereafter to remove natural accumulations of ice and snow in the absence of unusual circumstances.” 177 A.3d 1227, 1229–31 (Del. 2018). Further, Delaware holds that a business landowner’s duty to warn of any icy conditions is also suspended while the storm is in progress. Id. at 1233.

Other states that have expressly adopted a form of the doctrine include New York (Gervasi v. Blagojevic, 158 A.D.3d 613 (N.Y. App. Ct. 2018); see also Brandimarte v. Liat Holding Corp., 158 A.D.3d 664 (N.Y. App. Ct. 2018)); Connecticut (Kraus v. Newton, 558 A.2d 240 (Conn. 1989); see also Thebeault v. Griswold Hills of Newington L.P., No. HHDCV156063238S, 2018 Conn. Super. Lexis 164 (Conn. Super. Ct. Jan. 25, 2018)); and Pennsylvania (the hills and ridges doctrine) (Collins v. Philadelphia Suburban Development Corp., 179 A.3d 69, 73–74 (Pa. Super. Ct. 2018) (quoting Williams v. Shultz, 240 A.2d 812, 813–14 (Pa. 1968). The Collins court stated that “the only duty upon the property owner or tenant is to act within a reasonable time after notice to remove [the snow and ice] when it is in a dangerous condition.” Id. at 74 (quoting Biernacki v. Presque Isle Condominiums Unit Owners Ass’n, Inc., 828 A.2d 1114, 1117 (Pa. Super. Ct. 2003)).

Also included in the states that have expressly adopted a form of the doctrine are West Virginia (see Adams v. United States, No. 5:11-0660, 2013 U.S. Dist. Lexis 125968, at *22–27 (S.D. W. Va. July 24, 2013)); Minnesota (Mattson v. St. Luke’s Hospital, 252 Minn. 230, 233–35 (Minn. 1958)); Virginia (Walker v. Memorial Hospital, 187 Va. 5, 22–24 (Va. 1948)); Kansas (Agnew v. Dillons, Inc., 16 Kan. App. 2d 298, 303–04 (Kan. App. Ct. 1991)); Rhode Island (Munsill v. United States, 14 F. Supp. 2d 214, 220–21 (D.R.I. 1998); see also Benaski v. Weinberg, 899 A.2d 499, 503 (R.I. 2006) (recognition of the ongoing storm doctrine in Rhode Island), and Sullo v. Greenberg, 68 A.3d 404, 407 (R.I. 2013)); and Vermont (Turmel, 2004 Vt. Super. Lexis 65, at *4).

Conclusion

A number of states appear to recognize some sort of an exception to the general duty of care owed to business invitees when an injury occurs on snow or ice while a storm is ongoing. The application of this doctrine can be a very useful tool in the defense of premises liability cases involving an injury occurring due to snow or ice.

This article is co-written by Kristen Mowery, who is a law student attending Drexel University Thomas R. Kline School of Law. Her experience includes clerkships with Capehart Scatchard PA (2018) and the law firm of Klineburger & Nussey (2017). This article was featured in “The Voice,” DRI The Voice of the Defense Bar. To view it, please click here. 

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For many rock and roll fans, the Rolling Stones are considered the greatest band in music history.  I was recently listening to the Stone’s iconic album, “Tattoo You”, and it made me think about a legal question that I often get from employers.  At this point, you might be wondering how can that be, but along with being a classic album, “Tattoo You” also has one of the best album covers (remember albums covers?) of all time.  It has a face that is covered in tattoos.  So, I started to contemplate a question that I get from many clients: can I not hire persons with tattoos or alternatively can I require that, while on the job, the tattoo be covered so as not to offend any of my customers?

Like many questions in the law, the answer to this issue is: it depends.   On the one hand, employers have every right to create dress codes and grooming policies to set an appearance or brand standard for their employees.  Part of those standards can legally include a requirement that tattoos be covered up during the work day. The employer could also in most cases restrict visibility based upon the kind of messages or images displayed in a tattoo.  However, the key to implementing a legally sustainable policy is it must be applied consistently and even handedly.  By that I mean different standards cannot be applied because of an employee’s race, ethnicity, gender, or other prohibited classification under equal employment opportunity laws.  For example, an employer would no doubt face a potential gender discrimination claim if male employees were allowed to exhibit tattoos but female employees had to cover theirs up while working.  The employer would also face discrimination allegations if it refused to hire older male employees with tattoos but continued to hire younger females with tattoos. Accordingly, so long as such a policy is applied across the board consistently to all employees, legally an employer would be within its right to regulate how tattoos are (or are not) displayed while the employee is at work.

An additional legal caveat to the employer’s right to regulate tattoos in the workplace applies in situations where an employee claims that a tattoo cannot be covered up for religious reasons.  Under the law, sometimes an employer must accommodate an employee’s ability to express his/her religious beliefs at work where doing so would not cause an undue hardship to the employer and its business.  Where the tattoo reflects a sincerely held religious belief, there might be a need to accommodate the allowance of the tattoo’s exhibition, but as is the situation with these kinds of issues, whether an accommodation will need to be made must be based on a fact specific analysis of the presented circumstances.

Dress codes and grooming polices, when done right, are a great way for employers to control the image that a company’s workforce projects to its clients. To ensure that your company’s grooming and appearance polices do not run afoul of legal requirements, it is good to have them reviewed (like all employment policies) periodically by legal counsel to ensure that they meet current legal standards.

Plaintiff William Quail, as administrator for the Estate of Mary Quail, filed a wrongful death suit and survival action based upon his wife’s death that he claims was caused by an incident in a supermarket. The issue in Quail v. Shop-Rite Supermarkets, Inc., 2018 N.J. Super. LEXIS 86 (App. Div. June 4, 2018) was whether the medical examiner’s death certificate was admissible to prove the cause of her death without a witness to testify as to the opinions in the certificate. In a published decision, the Appellate Division ruled that the death certificate was not admissible.

Plaintiff and his wife were shopping at the supermarket and his wife was using a motorized cart. As she went down a narrow aisle, her cart’s basket caught on a cash register station, which caused the station to fall on her and injure her leg. Four days later she died due to complications.

The medical examiner inspected her body and issued a Certificate of Death which listed her death as an “accident” and the cause as “complications of blunt trauma of [the] right lower extremity.” His associated report reiterated these conclusions. Plaintiff, who did not obtain a medical expert, relied upon these opinions to establish medical causation of her death.

Plaintiff contended that the report was admissible under the State Medical Examiner Act or as a hearsay exception for vital statistics, N.J.R.E. 803(c)(9). The court also considered whether the “net opinion” doctrine and N.J.R.E. 808, which disallowed the admission of certain disputed complex opinions embedded in otherwise-admissible hearsay records, would require the exclusion of the examiner’s hearsay opinions.

The trial court rejected the reports and dismissed the lawsuit on summary judgment, holding that the statements on the Certificate of Death and the report amounted to inadmissible hearsay. Quail appealed and the Appellate Division affirmed the trial court’s ruling.

The court held that the Medical Examiner Act does not provide an absolute right to a civil plaintiff to admit the full contents of the Certificate of Death. Further, it held that the hearsay opinions contained within the Certificate were inadmissible hearsay. The Appellate Division also found that the trial court properly exercised its discretion to decline to reopen and extend discovery after declaring the Certificate inadmissible. Last, the Court uphold the summary judgment order, in light of plaintiff’s lack of necessary expert proof of medical causation.

Twin Rivers Paper Company cannot be compelled to reimburse the costs of an injured worker’s medical marijuana because the federal Controlled Substances Act trumps the state’s Medical Marijuana Law.

Gaetan Bourgoin suffered a work related back injury while employed at Twin Rivers Paper Company in 1989 in the State of Maine. Eventually he received total disability benefits. He was not a candidate for surgery and tried numerous medications, including narcotics, to control his pain. Mr. Bourgoin suffered negative side effects from opioids, and he sought a certification to utilize medical marijuana.

Mr. Bourgoin filed a claim seeking to require Twin Rivers Paper Co. to pay the costs associated with medical marijuana. The company refused, stating the federal Controlled Substances Act barred it from paying for marijuana. The Maine Workers’ Compensation Board ruled in favor of the worker, Gaetan Bourgoin, and the state appeals court affirmed. Twin Rivers Paper Co. appealed to the State Supreme Court.

In a 5-2 decision, the Maine Supreme Court reversed in favor of the employer, finding there is a conflict between the federal and state law, and as a result, the Controlled Substance Act preempts the state’s medical marijuana law.

In reaching their decision, the court noted that federal law bars use of marijuana, and any other schedule 1 drug, even for medical purposes. Therefore, ordering an employer to compensate an employee for medical marijuana costs improperly requires an employer to aid and abet in the commission of a federal crime.

Justice Hjelm noted, “A person’s right to use medical marijuana cannot be converted into a sword that would require an employer to engage in conduct that would violate the Controlled Substance Act.”

The ruling will send the case back to the Workers’ Compensation Division to vacate the decision of the hearing officer and deny payment of medical expenses and services for medical marijuana.  While this decision applies only to the State of Maine, the case is significant because the same rationale can be raised in other states that have medical marijuana laws.

The case can be found at Bourgoin v. Twin Rivers Paper Co., LLC, 2018 ME 77.

The post Court Holds That Federal Law Trumps State Marijuana Law appeared first on NJ Workers' Comp Blog.

Get ready! Medical marijuana users in New Jersey may soon have new protections in the workplace.  Currently in New Jersey, employers have no strict obligation to accommodate medical marijuana users and employers may lawfully terminate an employee who fails a drug test, even if the use is medicinal.  Despite the current view in New Jersey, it seems that the tides are starting to change. For instance, Pennsylvania’s new medical marijuana law prohibits discrimination against an employee or prospective employee because he/she has a prescription for medical marijuana. The Pennsylvania law is silent as to whether or not a positive drug test can be the basis for termination in Pennsylvania.

New Jersey Governor Phil Murphy has also started to expand access to medical marijuana.  In an Executive Order in January 2018 Murphy called for a review of the State’s medical marijuana law and called for existing barriers to be eliminated for access to marijuana for conditions that are treatable by marijuana.  More recently, in March 2018, the New Jersey Governor increased the number of qualifying ailments for medical marijuana eligibility.  This list of qualifying ailments now includes broad categories such as chronic pain and anxiety.

Along with the legislative changes expanding eligibility for medical marijuana on the East Coast, a recent court opinion from Massachusetts, Barbuto v. Advantage Sales & Mktg., LLC, 477 Mass. 456, 78 N.E.3d 37 (2017), has employers wondering if sometime soon they are going to be required to accommodate medical marijuana users in the workplace.  In Barbuto, an employee sued her former employer after the employer terminated her because she tested positive for marijuana on a drug test. The employee claimed that she was wrongfully terminated because she was lawfully taking medicinal marijuana to treat her Crohn’s disease and that she was discriminated against due to her disability. The employer responded by stating that the company followed federal law, not state law and therefore, the employee’s termination was lawful. The Court rejected the employer’s argument and ruled that the plaintiff could sue for disability discrimination. The Court stated that the company must engage in the interactive process before deciding that accommodating medical marijuana would be an undue hardship.  The employer’s claim that it was following federal law was found to be irrelevant due to lack of consequences under the federal law to the employer if the company accommodates a medical marijuana user.

Even though Barbuto only applies in Massachusetts, it is worth reviewing because it is possible that it may become the basis for courts in other states to allow disability discrimination claims based upon medicinal marijuana to go forward. Moreover, this case may lead to new legislation in other states, including New Jersey, which could set forth new requirements for employers when deciding whether or not to accommodate an employee who lawfully receives medical marijuana.  Most recently Barrett v. Robert Half Corp., No. 15-6245, 2017 U.S. Dist. LEXIS 219116 (D.N.J. Feb. 21, 2017) a New Jersey employee tried to make a similar claim as the employee in Barbuto (handicap discrimination) but his complaint was dismissed because he never requested an accommodation from his employer. The New Jersey Court never reached the question of whether or not an appropriate accommodation may be allowing medical marijuana use outside of the workplace.

What does this mean to you?

Employers must pay attention and keep watching for changes in this area of the law. One possibility that employers may want to explore is excluding marijuana from the list of drugs that are tested for on company drug tests. This may not be possible for certain employers with safety-sensitive positions and certain government contractors, but others may want to begin thinking about this in order to avoid disability discrimination claims.

Today’s blog contains two interesting workers’ compensation quizzes, which were asked at the April 19, 2018 Millennium Seminar in Mt. Laurel, N.J.  We invite readers to email responses.  Next week the winning answers will be announced.

Question One:

Jane Friedman is a CPA for Best Accountants.  She left her office to visit a client one day.  On the way to the client another car sideswiped her vehicle, causing her serious bodily injuries.  Her employer’s workers’ compensation carrier paid $100,000 in workers’ compensation benefits.  Jane negotiated a third party settlement for the policy limit of $100,000 with the other driver’s carrier without hiring an attorney.

How much does the workers’ compensation carrier get back from the third party recovery?

Question Two:

Standard Oil has a large refinery in New Jersey with a full-time occupational physician on site.  One day Bill Bryson, a laborer, sees the company physician, Dr. Fortunato, for treatment of a work-related foot injury.  Dr. Fortunato notices that the foot appears red and swollen and gives Bill anti-inflammatories.  He tells Bill to come back in three days.  Two days later Bill is rushed to the ER by his wife with a diagnosis of necrotizing fasciitis or “flesh eating disease.”  To save his life the hospital has to amputate his foot.

Bryson files a civil law suit for medical malpractice against Dr. Fortunato.  What is Dr. Fortunato’s best defense to the civil law suit?

The post Audience Quiz: Two New Jersey Comp Brain Teasers appeared first on NJ Workers' Comp Blog.

Plaintiff Dwight Morris was at his bank to make a withdrawal when the male in front of him handed the teller a robbery note. The teller handed the robber a stack of bills and the robber then left the bank. The teller called 9-1-1 and, when the police came, the plaintiff claims that they questioned him, treating him as if he was the “perpetrator.” In Morris v. T.D. Bank, 2018 WL 1720652 (App. Div. April 10, 2018), the plaintiff Morris sued the bank, asking the court to impose liability based upon a “negligent misidentification” cause of action. The Appellate Division, in a published decision, refused to recognize this claim as a viable cause of action under New Jersey law.

The plaintiff, an African American male, had entered the bank’s Union Township branch to make a withdrawal. Unbeknown to him, the male in front of him (also an African American male), had approached the teller with a slip which stated: “[b]ig bills please this is a hold up.” The teller handed the robber the bills and the robber walked out of the bank.

While plaintiff was standing before the teller, another bank employee exited the break room, saw the note, discerned that it had to do with a robbery, and called 9-1-1. She thought that the plaintiff was the robber and told the police that the robber, an African American male, was still in the bank. While she was on the phone with the operator, other employees locked the bank’s doors. Meanwhile, plaintiff took a seat in the bank’s lobby area.

According to the bank’s employee handbook, in the event of a robbery, employees were directed as follows: “FOLLOWING A ROBBERY only AFTER the Robber has left … Call Police to Report Robbery.” The plaintiff claimed that the bank employee was negligent for her failure to follow this policy.

Within minutes after the 9-1-1 call, the police arrived and the bank’s doors were unlocked. The police claim that they questioned plaintiff at the scene as a witness and he provided information about the suspect. According to the police, the plaintiff remained calm during the questioning and the police officer testified in his deposition that the plaintiff should have known he was not under arrest.

After plaintiff left the bank, he returned home but was “pretty upset about the situation.” Six months after the incident, he sought counselling from a social worker due to “emotional distress” and “fear of the police.” The social worker diagnosed the plaintiff with post-traumatic stress disorder and opined that his condition was related to the robber.

Plaintiff claimed that the bank breached its duty to provide a reasonably safe environment for its customers, “including protection from foreseeable criminal activity on and around the business’ premises.” Plaintiff contended that the defendant bank breached its duty because “it failed to properly train its employees not to call 9-1-1 until after the robber left the bank,” which led the police to treat him as the “perpetrator,” point their weapons at him, causing his PTSD.

The trial court granted summary judgment to the defendants, finding that the bank did not breach any duty owed to the plaintiff to “maintain reasonably safe premises or the duty to exercise reasonable care in the supervision of its employees.” The Appellate Division affirmed.

The key to plaintiff’s negligence argument was the breach of the internal policy by the bank’s employee. However, the Appellate Division pointed out that, based upon prior case law, “a defendant’s internal policies – standing alone – cannot demonstrate an applicable standard of care.” Further, the Court noted that, regardless, the policy was not actually violated. In fact, the 9-1-1 call was not made until the robber had left the bank. Thus, even if a violation of the bank’s policy could be used to establish a negligence claim against the bank, the policy was not breached.

As the trial court explained, the plaintiff was essentially asking the court to impose liability for “negligent misidentification.” The Appellate Division emphasized that the New Jersey courts have never recognized such a cause of action. Based upon public policy in support of citizens cooperating with law enforcement, recognizing such a claim would have a chilling effect on criminal investigations.

To the contrary, the Court noted that case law has found a potential breach of duty to its customers when a business fails to summon police. Prior cases have found a business potentially liable when police have not been called based upon criminal activity of others.

The Appellate Division refused to recognize this claim as a cause of action because it “is inconsistent with our State’s strong public policy encouraging citizen cooperation with law enforcement officials in the investigation of criminal activity.” Hence, the Court affirmed the trial court’s decision, dismissing the plaintiff’s negligence cause of action.

By: Lauren E. Tedesco, Esq.
Editor: Sanmathi (Sanu) Dev, Esq.

Last week we discussed the Office for Civil Rights’ (“OCR”) jurisdiction to enforce anti-discrimination laws in school districts, as well as the filing of complaints with the OCR and opening letters and data requests. Today, we will discuss best practices to responding to a data request, and discuss further investigation procedures, including interviews and letters of finding.

Responding to a data request can be a time consuming process, as many times the OCR will ask for extensive information and documentation. Along with speaking to staff members involved, it is important to take the opportunity to provide a position statement by the school district when the OCR requests “any other relevant information.” This is a school district’s opportunity to chronologically lay out and explain the facts and circumstances surrounding the matter. It is the time to “tell the story,” much like an opening statement in a trial. In terms of document requests, since many times student records and/or student information is contemplated, such production must be reviewed and vetted through counsel to ensure compliance with federal and state student privacy laws. It is also important to determine whether the OCR’s requests exceed the scope of the complaint.

It is not uncommon for the OCR to take a few weeks to contact counsel after receiving the school district’s response to the data request. Many times, the OCR will then request additional information. The OCR may also contact counsel to set up interviews of staff members whom it believes have relevant information. Counsel should field the additional requests and work with the school district and OCR to coordinate the staff interview schedule.

The OCR’s interviews of staff members are almost always conducted via telephone. Prior to the interview, the staff member will be provided with a statement from the OCR which is called the “Notice of Recipient Interviewee Rights and Protections.” The interviewee is permitted to elect counsel and/or any representative to accompany him/her on the interview call. Depending upon the matter, the length of the interviews may vary. Also varied, depending upon the allegations, are the number of staff members interviewed.  If possible, it is recommended to arrange for all staff interviews to be conducted on one day. If the OCR seeks additional information following the staff interviews, which they often do, these requests should also be fielded through counsel.

Thereafter, it often takes another month for the OCR to complete their investigation and compliance review process. Importantly, OCR has a 180-day timeline to complete its investigation.  Once completed, the OCR will either issue a letter of finding to the school district or request that the school district enter into a voluntary resolution agreement. Letters of finding and resolution letters both will address all allegations and issues in the case and make conclusions based upon the investigation conducted. Proposed voluntary resolution agreements generally are remedial in nature and propose revisions to and/or implementations of new school district policies and procedures. Any proposed resolution agreement should be reviewed by counsel.

All letters of finding will also advise that the person who initiated the complaint “may have a right to file a private suit in federal court whether or not OCR finds a violation.” Even if the OCR does not make a finding against the school district, the complainant can still file a private lawsuit in federal court.

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