1. Student Organization Risk and Liability
Marje Lemmon, Risk Manager
Pete LeMay, Asst. Risk Manager
Vicki Ramsay, Resource Coordinator
Monday, December 17, 2007

2. Agenda What is Risk Management? Yale University Risk Management Team
Insurance Provided to Registered Student Organizations
Examples of Situations Not Covered by University Insurance
Use of Automobiles
Travel Procedures
Certificates of Insurance
Use of Vendors, Contractors, Partner Organizations
Activities Involving Alcohol Use
Case Study #1 YALHU
Case Study #2 SWRS
Questions?

3. What Is Risk Management?
Risk management is the process of analyzing risks posed by activities, and determining and implementing methods to manage the risk.
The steps of risk management include:
Identification of Risks
Analysis of methods to deal with the Risk
Selection of a method or methods
Implementation of the chosen method(s)
Monitoring and evaluation

4. Yale University Risk Management Team
Marje Lemmon, Risk Manager
General Questions
Contract Review/Requirements of Outside Parties
Pete LeMay, Assistant Risk Manager
Driver Training/Automobile Questions
TIPS training
Vicki Ramsay
Medex Program/Travel Issues
Certificates of Insurance
Personal Property Insurance Program

5. Insurance Provided to Registered Student Organizations
Automobile Liability Insurance for University owned or Rented Autos
Only provided if driver has passed the Driver Safety Awareness Class
Deductible may apply depending upon the circumstances surrounding the accident
General Liability insurance for all operations and activities
Must be in compliance with University Regulations
No deductible applies
Property Insurance for University Owned Property
$1,000 deductible applies
Student Personal Property Program is a lower deductible option
Travel Assistance (MEDEX)
Medical, Security, or Political Evacuation Assistance
Other Travel Assistance Services

6. Examples of Situations Not Covered by University Insurance
Injuries or Damages for which the student organization is not legally liable
Defense costs will be covered
Automobile Liability for non-approved drivers
Property insurance for personal property not owned by Yale University
Operations or activities which do not comply with University policies and procedures
Illegal activities
Operations of student organizations that are not officially registered as such
Injuries to student organization members

7. Use of Automobiles
All Student Drivers MUST take and pass the Driver Safety Awareness Class prior to driving any Yale owned or rented automobiles
Refer to University Policy 1705 for Auto Safety Rules and Regulations
$500 deductible may apply per accident
Consider Zipcar as an alternative
No Deductible if You Rent with Enterprise, Hertz or Avis
Corporate code must be provided at time of rental
Hertz CDP344712
Enterprise NA24YU1
Avis A (the only company that rents to drivers under 21 years of age)
Full Deductible will apply for other rental companies
Purchase of insurance for rental cars with approved drivers is not necessary when renting in the United States, Canada, Puerto Rico or US Virgin Islands
Use of personal vehicles is strongly discouraged
Use of 12 and 15 passenger van use is prohibited. Why?

8. Nine Utah State University Students Killed in Van Rollover
September 26, 2005
Nine Utah State University Students Killed in Van Rollover
University Insurance Will Not Cover the Use of 12 or 15 Passenger Vans

9. Travel Procedures
Understand Yale’s Travel policies and Your Responsibilities as the Trip Leader
Visit the Yale and the World Website
Review the checklists and resources listed under “Student orgs” & “Trip Leaders”
Register your travel with the Secretary’s Office at
Waivers must be signed by every traveler for every trip, foreign or domestic
Leave Itinerary With the YCDO, including:
Destination
Travel Route
Dates of Travel
Housing Information
Key Contact Person in the event of emergency here
Familiarize yourself with the customs of the countries you are visiting before you go
MEDEX Portal at
Establish Rules and Procedures and Have Each Traveler Acknowledge Receipt
Limit Free Time Available to the Travelers
Coordinate Group Meals and Group Activities
Conduct Pre Trip Orientation With Your Group
Conduct Orientation Upon Arrival

10. Certificates of Insurance
Documentation provided to others that Yale University carries insurance required by the other party
Could be requested by Owners of equipment, space, or other items we are renting or borrowing
Could be requested by parties performing or participating in activities
We need confirmation from YCDO that activity is approved before we can extend our insurance
Meet with Dean Letriz to Discuss the Activity
Certificate request form can be found at:
Request the certificate as soon as you know you will need it
We Need a Minimum 48 Hour Turnaround Time

11. Use of Vendors, Performers, Partner Organizations
Written Contracts or Agreements must be used
Contracts must be reviewed by Office of Risk Management and Office of General Counsel
Contracts must be signed by University Administration
The University Requires All Vendors, Contractors, or non-Yale partner organizations To Carry Insurance
Proof of insurance (Certificate of Insurance) must be provided prior to commencement of activities
Details on standard insurance requirements can be found at:
TULIP Program is an alternative
Restrictions apply

12. Activities Involving Alcohol Use
All University policies on alcohol use must be followed both ON and OFF campus
If you do not hire outside caterers for alcohol service, the servers must be TIPS certified
Ensure there is a procedure for checking IDs
If you do hire outside caterers, a certificate of insurance must be obtained from them and sent to Risk Management for review.
Claims, injuries and lawsuits resulting from the unlawful service of alcohol may not be covered by University insurance—the organization and its members will be “on their own” for any resulting damages
Ensure there is sufficient food being served
Chips and Dip are not sufficient!
Ensure there is a sufficient supply of non-alcoholic beverages

13. Case Study #1
The Yale Association of Left Handed Undergraduates (YALHU) wishes to travel to Sydney during spring break to observe drivers drive on the left side of the road. Part of the trip will include an excursion to a remote area 100KM outside of Sydney to see the birthplace of a famous left handed Aussie. The students will all travel to Sydney together, but, since the trip is only for seven days, some of the members want to extend their trip and travel on their own until they need to be back on campus.

14. Case Study #1 (continued)
What are the risks associated with this trip?
How can these risks be controlled?
What are the responsibilities of the YALHU leaders:
Before departure?
Upon arrival in Sydney?
During the trip?
During the trip, one of the YALHU members looks the wrong way while crossing the street, and is hit by a car
What should the YALHU leaders do?

15. Case Study #2
The Sabrina Was Robbed Society (SWRS) wishes to hold a dance event on campus. There will be a performance by professional dancers, food service provided by a New Haven caterer, and an open bar. The caterers will not be providing bar service. One of the SWRS members has a suitemate who is an amateur DJ and has offered to provide DJ services for free.

16. Case Study #2 (continued)
What are the risks associated with this event?
How can these risks be controlled?
What are the specific steps that need to be taken with respect to the outside parties providing services?

17. Questions?