Presentation on theme: "Student Organization Risk and Liability"— Presentation transcript:
1 Student Organization Risk and Liability Marje Lemmon, Risk ManagerPete LeMay, Asst. Risk ManagerVicki Ramsay, Resource CoordinatorMonday, December 17, 2007
2 Agenda What is Risk Management? Yale University Risk Management Team Insurance Provided to Registered Student OrganizationsExamples of Situations Not Covered by University InsuranceUse of AutomobilesTravel ProceduresCertificates of InsuranceUse of Vendors, Contractors, Partner OrganizationsActivities Involving Alcohol UseCase Study #1 YALHUCase Study #2 SWRSQuestions?
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 RisksAnalysis of methods to deal with the RiskSelection of a method or methodsImplementation of the chosen method(s)Monitoring and evaluation
4 Yale University Risk Management Team Marje Lemmon, Risk ManagerGeneral QuestionsContract Review/Requirements of Outside PartiesPete LeMay, Assistant Risk ManagerDriver Training/Automobile QuestionsTIPS trainingVicki RamsayMedex Program/Travel IssuesCertificates of InsurancePersonal Property Insurance Program
5 Insurance Provided to Registered Student Organizations Automobile Liability Insurance for University owned or Rented AutosOnly provided if driver has passed the Driver Safety Awareness ClassDeductible may apply depending upon the circumstances surrounding the accidentGeneral Liability insurance for all operations and activitiesMust be in compliance with University RegulationsNo deductible appliesProperty Insurance for University Owned Property$1,000 deductible appliesStudent Personal Property Program is a lower deductible optionTravel Assistance (MEDEX)Medical, Security, or Political Evacuation AssistanceOther Travel Assistance Services
6 Examples of Situations Not Covered by University Insurance Injuries or Damages for which the student organization is not legally liableDefense costs will be coveredAutomobile Liability for non-approved driversProperty insurance for personal property not owned by Yale UniversityOperations or activities which do not comply with University policies and proceduresIllegal activitiesOperations of student organizations that are not officially registered as suchInjuries to student organization members
7 Use of AutomobilesAll Student Drivers MUST take and pass the Driver Safety Awareness Class prior to driving any Yale owned or rented automobilesRefer to University Policy 1705 for Auto Safety Rules and Regulations$500 deductible may apply per accidentConsider Zipcar as an alternativeNo Deductible if You Rent with Enterprise, Hertz or AvisCorporate code must be provided at time of rentalHertz CDP344712Enterprise NA24YU1Avis A (the only company that rents to drivers under 21 years of age)Full Deductible will apply for other rental companiesPurchase of insurance for rental cars with approved drivers is not necessary when renting in the United States, Canada, Puerto Rico or US Virgin IslandsUse of personal vehicles is strongly discouragedUse of 12 and 15 passenger van use is prohibited. Why?
8 Nine Utah State University Students Killed in Van Rollover September 26, 2005Nine Utah State University Students Killed in Van RolloverUniversity Insurance Will Not Cover the Use of 12 or 15 Passenger Vans
9 Travel ProceduresUnderstand Yale’s Travel policies and Your Responsibilities as the Trip LeaderVisit the Yale and the World WebsiteReview the checklists and resources listed under “Student orgs” & “Trip Leaders”Register your travel with the Secretary’s Office atWaivers must be signed by every traveler for every trip, foreign or domesticLeave Itinerary With the YCDO, including:DestinationTravel RouteDates of TravelHousing InformationKey Contact Person in the event of emergency hereFamiliarize yourself with the customs of the countries you are visiting before you goMEDEX Portal atEstablish Rules and Procedures and Have Each Traveler Acknowledge ReceiptLimit Free Time Available to the TravelersCoordinate Group Meals and Group ActivitiesConduct Pre Trip Orientation With Your GroupConduct Orientation Upon Arrival
10 Certificates of Insurance Documentation provided to others that Yale University carries insurance required by the other partyCould be requested by Owners of equipment, space, or other items we are renting or borrowingCould be requested by parties performing or participating in activitiesWe need confirmation from YCDO that activity is approved before we can extend our insuranceMeet with Dean Letriz to Discuss the ActivityCertificate request form can be found at:Request the certificate as soon as you know you will need itWe Need a Minimum 48 Hour Turnaround Time
11 Use of Vendors, Performers, Partner Organizations Written Contracts or Agreements must be usedContracts must be reviewed by Office of Risk Management and Office of General CounselContracts must be signed by University AdministrationThe University Requires All Vendors, Contractors, or non-Yale partner organizations To Carry InsuranceProof of insurance (Certificate of Insurance) must be provided prior to commencement of activitiesDetails on standard insurance requirements can be found at:TULIP Program is an alternativeRestrictions apply
12 Activities Involving Alcohol Use All University policies on alcohol use must be followed both ON and OFF campusIf you do not hire outside caterers for alcohol service, the servers must be TIPS certifiedEnsure there is a procedure for checking IDsIf 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 damagesEnsure there is sufficient food being servedChips and Dip are not sufficient!Ensure there is a sufficient supply of non-alcoholic beverages
13 Case Study #1The 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 carWhat should the YALHU leaders do?
15 Case Study #2The 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?