Risk Management

Department Facility Use & Events 

The University's self-insurance programs cover department events that are scheduled, organized, and supervised on-site by Department employees acting within the course and scope of their employment but only to the extent that the University is responsible for loss or damage.

Off-Campus Use 

When departments hold events off-campus, the host facility may ask for proof of insurance. The rRisk Management office is authorized to issue a certificate of insurance subject to the terms and conditions of a facility use agreement between the University and a host facility. Departments should work with the Procurement Services to draft and execute facility use agreements with host facilities. To obtain a certificate of insurance, email a copy of the executed facility use agreement to the campus Risk Management.

Risk Assessment 

Risk assessments are a part of daily life. Whenever you look both ways before crossing the street, you're conducting a risk assessment. Similarly, when planning a department event, it is advisable to conduct an assessment of the risks that arise out of the planned activities. The term "risk assessment" makes the task sound complicated and time consuming. The fact is, for most activities, it only takes a few minutes to identify the major risks arising out of a particular activity and the steps that can be taken to reduce or eliminate those risks. For information on how to conduct a simple risk assessment, go to UCOP Risk Assessment Tools.

Student Events

Campus departments are automatically covered by the University's own insurance. When a campus department co-sponsors an event with a Registered Student Organization (RSO), the University will require evidence that  is covered by its own insurance. The RSO can apply for coverage and obtain its own Certificate of Insurance through the CampusConnexions Program. For more information about Event Liability coverage, go to Event Liability insurance. To qualify as an event co-sponsor, a campus department must take an active role in scheduling and organizing an event and have at least one employee on-site in a supervisory role. Providing funds for or advice about an event does not constitute sponsorship and is not sufficient to trigger University insurance coverage.

External Group

Campus departments are automatically covered by the University's own insurance. When a campus department co-sponsors an event with an external organization, the University will require evidence that the organization is covered by its own insurance. If the external organization does not have insurance, or does not have insurance that meets University requirements, it can apply for Tenant User Liability Insurance (TULIP) through the CampusConnexions Program or by calling Mercer Insurance Services at 866.838.9536.  To qualify as an event co-sponsor, a campus department must take an active role in scheduling and organizing the event and have at least one employee on-site in a supervisory role. Providing funds for or advice about an event does not constitute sponsorship and is not sufficient to trigger University insurance coverage.

Food​​

Campus rules allow department employees to bring their own food to department events. Prepackaged food and food that is purchased from a restaurant or store, and picked up by department employees, can also be brought to department events.  If a department wants to use a caterer, the caterer must be approved. Go to Food & Drink for more information about catering, alcohol, and other food permit requirements. 

Vendors

Vendors are not covered by University insurance. When vendors are used at department events, the department that requires the services must enter into a service agreement with the vendor (see Procurement Services). One of the conditions of the agreement will be that the external vendors submit a Certificate of Insurance to the University showing evidence that it meets the University’s insurance requirements. If the vendors does not have insurance, it can apply for Event Vendor/Exhibitor Liability insurance through the CampusConnexions Program or by calling Mercer Insurance Services at 866.838.9536. 

The University requires Certificate of Insurances from vendors that meet the following requirements:

• The vendor must be listed as the Named Insured.
• The REGENTS OF THE UNIVERSITY OF CALIFORNIA and the RSO must be listed as "Additional Insureds".
• The Insurer/Producer name and contact information must be on the Certificate.
• The policy start and end date must cover the date of the RSO event.
• The certificate must show General Liability coverage at $1,000,000 per occ./$2,000,000 gen. agg.
• The certificate must show Automobile Liability coverage at $1,000,000 CSL if the vendor is bringing vehicles onto campus.
• The certificate must show Workers' Compensation coverage if the vendor has employees.
• The Certificate must provide for advance written notice of any change or cancellation of any component of the insurance coverage.

Minors

Departments that sponsor activities involving minors should be aware of the risks that activities involving minors create for both the minors and the University. When departments sponsor activities involving children, it is their responsibility to reduce and mitigate these risks by following guidelines and rules of behavior that protect minors and decrease the liability exposures that programs involving minors give rise to. In addition, departments can further improve the safety of such programs by being familiar with and employing basic risk management practices. Contact Risk Management for more details. 

Waiver of Liability

Departments that sponsor events that involve physical activity, e.g. foot races, basketball tournaments, baseball or football games, etc., or minors, must always require the participants, or in the case of minors, their parents or guardians, to sign a Waiver of Liability prior to participation. Only employees acting in the course and scope of their employment and students participating in course-related activities do not have to sign waivers. For more information on the rules and requirements involving the use of and retention of Waivers of Liability, go to Waivers of Liability.