Insurance
and
Risk Programs
Summaries of various insurance programs offered through the University as well as procedures for requesting certificates of insurance, coverage for University property, coverage for special events, contract review or a risk management consultation.
Insurance Programs
Insurance
The University participates in the California State University Risk Management Authority’s pooled group insurance programs for General Liability, Master Property, Student Travel and Athletic Injury Medical Expense coverages. These insurances, and others, are listed below under Types of Insurance Coverage.
- Types of Insurance Coverage (more details below)
- Request an Insurance Quote for International Travel, Special Events, Personal Property, and Collision/Comprehensive (more details below)
- Report an Automobile Accident (more details below)
- Report a Significant Property Loss
- Acts such as fire, flood or vandalism that result in severe property damage should be reported as soon as possible to the Office of University Risk Management. For losses occurring on the weekend, call University Police at extension 2515.
- CSU Contract Insurance Requirements
- Insurance requirements for contractors can be found at the Contracts and Procurement website
.
- Request a Certification of Insurance or Endorsement
- If you need a Certificate of Insurance or Endorsement (more details below)
- Insuring University Equipment Taken Off-Campus
Types of Insurance Coverage
General Liability
The University has insurance for bodily injuries, personal injuries, and property damage for which the University is liable, either as imposed by law or contract. This CSURMA pooled insurance program also provides coverage for employment practices liability (for example, wrongful termination, sexual harassment, discrimination, and retaliation), errors and omissions liability, and medical malpractice. The University accounts for this premium as a university expense.
University employees, including student workers and volunteers, are covered under this policy.
Master Property
This insurance provides coverage for "all risks," subject to sub-limits and exclusions, for the following perils: flood, business interruption, landscaping, demolition, increased cost of construction, accidental contamination, and bridges, tunnels, and streets. This insurance does not provide earthquake coverage.
Auto Liability
The State's Motor Vehicle Insurance Account, to which the University pays an annual premium, provides liability coverage to employees driving University vehicles on university business. When an employee drives their personal vehicle on university business, that employee's personal automobile liability insurance provides the primary liability coverage, with the State's Motor Vehicle Insurance providing excess coverage. Either an employee's personal automobile liability insurance or insurance purchased/provided by a rental car company provides the primary coverage for employees who drive rented vehicles on university business.
Athletic Injury Medical Expense
Students participating in intercollegiate athletics, whether as a team member or as a prospective team member, are eligible to receive limited coverage for medical expenses related to injuries sustained while participating in regularly scheduled intercollegiate sports events and other supervised or customary activities. This self-funded insurance also provides limited coverage for travel accidents and for accidental death or dismemberment. This insurance is in excess of any other valid and collectible insurance.
Personal Property
Departments can purchase insurance to cover losses or damages to musical instruments, fine art, personal computers, laptops, camera and video equipment, and other miscellaneous property and equipment. Students renting equipment for course projects can also purchase coverage.
The University does not require the purchase of insurance for university property. However, some departments or units may want to insure specific pieces of equipment that have a high value and a high risk of loss, would be difficult to replace or would be difficult to fund the replacement. In addition, property insurance is usually required for equipment rented or loaned to the University.
This insurance offered through CSURMA insures against all risks of direct physical loss or damage, except perils specifically excluded, which include mechanical failure, fraud, rust, corrosion, repairs, normal wear and tear, war, flood, earthquake, unexplained loss, or mysterious disappearance. Certified and non-certified acts of terrorism are covered.
Student Travel
CSURMA's Student Travel Accident Insurance covers any student enrolled at the University, including students enrolled through Extended Education, injured while traveling to or from, or participating in, an off-campus, school-sponsored activity. School-sponsored activities are limited to activities occurring off campus that are part of a course requirement, sponsored by a university auxiliary, or sponsored by a recognized student organization/club. Student-athletes traveling to and from intercollegiate athletic events held off campus are also covered.
This insurance provides limited medical coverage for each student. This coverage is in excess of any other valid and collectible insurance.
Student Professional Liability
Many students have the opportunity for internships and other practical experiences in conjunction with their studies at the University. However, CSU Trustee policy prohibits the University from assuming liabilities based on student actions or defending students for claims arising from their actions. Students are covered under the University's general/professional liability coverage only when they are acting under the University's supervision, direction, and control AND performing services for or on behalf of the University.
Students participating in internships are eligible for coverage under one of two special policies (depending on the field of study) as long as there is a valid contract between the University and the learning site and the student is enrolled in a course for academic credit.
Foreign Travel Liability
For information on Foreign Travel Insurance, please go to the Foreign Travel Section.
Special Event & Vendor Liability
This insurance is offered through CSURMA and provides optional liability coverage for events held on campus by an organization or individual permitted to use the campus. For example, students organizing the PASA Friendship Games have purchased this insurance. Liability coverage is also available for events held or sponsored by the University, such as Commencement and the CSUF Special Games.
Requesting University Event Venues and Meeting Spaces
California State University, Fullerton, Office of Events, Facilities Use, and Filming offers a wide variety of venues for events, filming, and meeting space needs.
Participant Accident
This insurance provides coverage for participants in university-sponsored activities such as sports camps, camping, skiing, white water rafting, fundraisers, and one-time special events. This insurance is available on a per-activity basis, and its cost varies depending on the coverages and deductibles selected.
Club Liability Insurance Program
This program is offered through CSURMA. Student organizations seeking to rent a venue for a dance or a cultural production, as well as students seeking to use a venue for an academic project such as a film shoot, often need to provide a Certificate of Liability Insurance. Because the University’s General Liability insurance does not cover student organizations and because CSURMA’s Special Event Insurance is not available for non-University-sponsored events held off campus, obtaining liability insurance has been very difficult. This insurance is available only to recognized student organizations.
Fine Arts
The University maintains insurance with Atlantic Mutual to insure its fine arts exposures created through exhibits housed in the Main Art Gallery, the Exit Gallery, and the Grand Central Arts Center. The University has had two significant claims in the last two years. Actions taken to mitigate future losses include increasing written and video documentation of the condition of artwork received and revising transportation procedures.
Request an Insurance Quote
Foreign Travel Liability
The CSU Risk Management Authority
oversees the Foreign Travel Liability Insurance Program. This program is designed to provide financial protection for both trip participants and the University for claims arising from sponsored foreign travel.
While this insurance does not eliminate campus liability, it provides an alternative resource associated with medical assistance, personal assistance, travel assistance, security assistance, and Workers' Compensation coverage. This insurance is available to all University employees and students when traveling internationally related to the University. Student coverage does not include Workers’ Compensation.
To obtain Foreign Travel Liability Insurance, please click on the link below, enter your Portal login information, fill out the form, and click submit. Based on the funding source, your request will automatically be sent to the designated office for processing.
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Request for Foreign Travel Liability Insurance
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Walkthrough Guide: Requesting Foreign Travel Insurance
Special Event Insurance
All Special Event Insurance requests are processed according to the event date. Please provide the below information to risk@fullerton.edu
- Date(s) and time(s) of the event
- Location of the event
- Description of the activities that will occur at the event
- Name of the organization sponsoring the event
- Estimated number of people attending/participating in the event
- Whether alcohol is being served
- Number of exhibitors, food vendors, and/or non-food vendors that require liability insurance
Personal Property Insurance
Please contact Risk Management to see if coverage is applicable at risk@fullerton.edu
- Description of the item(s) to be insured
- Value of the item(s) to be insured
- Length of time the item(s) need to be insured
Insurance Coverage for Vehicles
University Vehicles
The University's automobile liability coverage does not provide either collision coverage (damage caused by a vehicle collision) or comprehensive coverage (damage not caused by a vehicle collision, such as vandalism, theft, fire, or hitting an animal) for university, rental, or personal vehicles used on university business. For this reason, departments or units that own vehicles may want to consider purchasing collision and comprehensive coverage. These coverages should only be purchased for vehicles that have a high value and a high risk of loss.
Departments or units that purchase this coverage are responsible for paying all premiums and the deductible if an accident occurs.
Rental Vehicles
The daily rental charges for vehicles rented through either the State's Rental Car Program Enterprise using a P-Card include collision and comprehensive coverage. Vehicles that are not rented through either the State's Rental Car Program or Enterprise using a P-Card DO NOT have collision and comprehensive coverage. Individuals who purchase collision and comprehensive coverage offered by a rental car company CANNOT charge this expense to a P-Card and WILL NOT be reimbursed for this expense.
For more information on renting a vehicle on University Business, visit the Travel Operations website
.
Personal Vehicles
An employee's personal automobile liability insurance is the primary coverage if an accident occurs when the employee is driving his/her vehicle on university business. The University's automobile liability coverage does not provide damage to personal vehicles used on university business. However, a University employee may seek relief for out-of-pocket expenses such as deductibles from the State's Victims Compensation and Government Claims Board.
Report an Automobile Accident
Employee’s involved in a vehicle accident while driving on university business, regardless of the amount of damage or if driving a university vehicle, are required to complete and send Report of Vehicle Accident (STD 270) form and Supervisor’s Review of State Driver Accident Report (STD 270) form to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident. Risk Management will send these forms and police reports to the Office of Risk Insurance Management (ORIM). If an accident occurs off campus, obtain a police report from the local jurisdiction. Accidents that occur on the weekend or during a holiday must be reported to University Police (657) 278-2515. Reporting a vehicle accident by phone does not replace the need to complete the necessary documentation required.
Actions to take in the event of an accident
while driving university vehicles or equipment (electric cart/golf cart/gas cart).
Utilize the STD 269 form
if you are in a vehicle accident. Complete the form and send it to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident.
Download and complete STD 270
or STD 274
form. Go to section- Automobile and General Liability Claims.Complete the form and send it to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident.
University employees involved in a vehicle accident should not discuss the accident with anyone other than the police, their supervisor, University Counsel or the Executive Director of Risk Management. Do not admit fault or make any promises that the University will pay for any damages. If contacted by the other party, their attorney, or their insurance company, refer them and any correspondence to the University Counsel or the Executive Director of Risk Management.
Never give a written or recorded statement to the other party or their representatives without first consulting the University Counsel or the Executive Director of Risk Management.
The immediate supervisor of the employee involved in an accident is required to make sure that the necessary documentation, including forms STD 270, STD 274, and police report (if any), is sent to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident. The supervisor should also initiate any appropriate corrective action, whether verbal or written, and record any corrective action taken in the appropriate personnel record.
Certificate of Insurance Request
A Certificate of Insurance (COI) is a document that provides evidence that the University maintains appropriate insurance coverage at the levels required by an agreement with a third party. The Certificate of Insurance does not extend insurance coverage to a third party.
A Certificate of Insurance (COI) requesting an Additional Insured Endorsement provides evidence that the University maintains appropriate insurance coverage at the level required by an agreement and extends insurance coverage to a third party.
Risk Management can provide a COI with an additional insured request to a third party when an agreement has been properly executed by an authorized signer between the University and the third party.
The terms and conditions of these Agreements must be reviewed for legal requirements; the campus Contracts and Procurement department has the option for this review. Risk Management will not process a request for a Certificate of Insurance with an Additional Insured Endorsement unless the Agreement has been signed by an authorized signer.
Risk Management Program
Presidential Directive No. 12, which outlines the University’s risk management program, is currently under review.
The University’s Risk Management program involves identifying and analyzing potential risks in day-to-day operations, activities, and events, both on and off campus. Our goal is to minimize risks while maximizing the opportunities for students, faculty, and staff to participate in high-impact practices.
For questions or to schedule a Risk Management consultation, please contact Michael Coughlin, Risk Manager, at (657) 278-8673 or email mcoughlin@fullerton.edu.
Authority
- The authority to enact this Directive and the Program is granted by California State University Executive Orders 715 and 849. The President hereby assigns overall management for the Program to the Vice President for Administration.
Scope
- This Directive applies to all University programs and activities wherever they occur, whether on or off-campus. Campus auxiliary organizations are responsible for applying risk management practices to their respective programs and activities.
Definitions
- Loss. A reduction or elimination of value; an unfavorable deviation from expectations. For example, damage to a university building or property, injury or death to an employee, costs associated with defending a lawsuit, or diminished goodwill or standing.
- Risk. A condition in which a loss or losses are probable.
Accountability
- The Vice President for Administration will ensure that this Directive and the Program are implemented and regularly communicated to faculty, staff, and administrators, and that changes to the Program are implemented in accordance with this Directive.
- The Director of University Risk Management is responsible for coordinating campus risk management assessment programs and activities and developing and delivering training and assessment methodologies to assist faculty, staff, and administrators in effectively implementing this Directive and the Program.
- A University Risk Management Committee will assist in the identification and analysis of campus-wide losses and provide counsel and recommendations regarding (a) the development of training and education strategies and (b) guidelines and procedures that enable faculty, staff, and administrators to more effectively manage the risks associated with university programs and activities.
- Faculty, staff, and administrators are responsible for managing the risks associated with the programs and activities within their organizational authority or responsibility, complying with this Directive and the Program, and reporting conditions that may represent an unreasonable risk of loss or injury.
Assessing and Managing Your Department’s Risks
Use the Risk Management Worksheet
to identify and control risks related to academic and co-curricular activities and events.
The Worksheet Instructions
will help you identify risks and their severity.
If you have questions about using the worksheet or ways to mitigate identified risks, please contact the Office of University Risk Management at extension 4937.
Contract Review
The President has delegated contracting authority for the University solely to staff in Contracts & Procurement. Only staff in the Office of Contracts & Procurement
may sign a contract on behalf of the University. Any individual who signs a contract obligating the University without prior written authorization from Contracts & Procurement may be personally liable for that obligation. The University may choose not to honor contracts entered by individuals unauthorized to act on behalf of the University.
The Office of University Risk Management reviews contracts and agreements as requested by the Office of Contracts & Procurement to assess, identify, and assess risks, evaluate insurance standards, and review harmless and indemnification provisions. The Chancellor's Office requires that the University obtain, in most instances, not only a Certificate of Insurance, but also an Endorsement. Collecting these documents is often the most time-consuming part of the contracting process.
Guidelines to Planning an Activity
The University is exposed every day to various risks which may be avoided, retained, spread, controlled, or transferred. Recognizing the need and responsibility to preserve the University's resources, the following guidelines have been prepared for the management of risks:
All risks of loss must be evaluated from both a department and campus perspective.
Conditions and practices that may cause loss are to be eliminated, prevented, mitigated, or transferred whenever possible.
Risks should be retained or controlled whenever the amount of potential loss would not significantly affect the University's financial position.
Risks should be transferred whenever the amount of potential loss is significant and detrimental to the University.
If you plan to have an event on campus or would like more information, contact the Office of Events, Facilities Use, and Filming.
Releases and Assumption of Risks
Release of liability means that a person is declaring that the University will not be held responsible for any injuries that person sustains while participating in a specific activity.
When a person signs a form assuming the risk of an activity, they are declaring that the potential for injury and personal damage has been explained to them, and that they are proceeding even with the knowledge that the activity is dangerous.
When is a Release of Liability and Assumption of Risk Required?
If your department or program sponsors activities, such as field trips, that involve risks of injury or damage to property, a release of liability should be used. If not, you may be unnecessarily exposing the CSU, the University, and yourself to costly claims or lawsuits. You may also be missing an opportunity to inform participants about the risks associated with an activity or event. Although releases are primarily legal tools, they also serve an educational purpose by making participants aware of potential risks. Often, that is all that is necessary to avoid preventable accidents and subsequent litigation.
When is a Release Form Not Needed?
Releases are also not required to participate in or attend a:
- Class Activity
- Campus Tour
- Cultural Performance
- Athletic Event
Releases are also not required to participate in self-selected academic or club activities. For example, when a faculty member requires a student to visit a museum or attend a performance as a class requirement, but gives the student the freedom to decide what museum to visit/performance to attend and when.
Filling Out the Release Form
The University has developed the CSUF Waiver of Liability Form
to transfer the risks associated with an activity or event to the participant in exchange for allowing participation.
Instructions
- Print out Release of Liability Waiver: fill in sections for activity, activity dates, activity times, and activity location. Do not alter this document in any way. If the document is altered, it will be voided, and another one will be required.
- Signature required: participants must review the release of liability waiver prior to signing and commencing with the campus activity or event. A parent or guardian must sign if the participant is under 18 years of age.
- Document Retention: once signed, the original document must be stored within the department the activity is related to for a period of at least three (3) years. If the participant is a minor, store for at least three (3) years after the minor turns 18 years of age.
Request a Risk Management Consultation
There are many insurance and risk management issues that arise in the day-to-day activities of the University. To assist you in managing the risks associated with your department or event, the Risk Management department provides consulting services for:
- Risk assessment and analysis
- Event planning
- Contract drafting (Insurance and Indemnification clauses), Insurance coverage review
- Liability review
- Loss prevention and loss reduction
Academic Safety
Along with providing for the academic development of students, the faculty and staff are also responsible for ensuring safety and a safe instructional environment for students. Laboratories, field trips, internships, study abroad, and other higher-risk activities require a higher level of attention depending on the nature of the activity.
Faculty Responsibility for Safety in the Classroom
Faculty have specific responsibilities and liabilities in the instructional setting whenever activities involve more than an ordinary degree of risk. Faculty members are entitled to indemnification and legal defense for alleged acts or omissions occurring within the course of scope of their employment, unless such acts or omissions involve fraud, corruption, or actual malice. Following university safety rules, using safety equipment, and supervising students in the instructional setting will provide evidence of conduct that is within the course and scope of employment.
Faculty must always:
- Inform students of all risks inherent in the class, lab, or activity, including dangerous substances, equipment, or procedures.
- Instruct students on how to properly and safely handle all such dangerous items or activities.
- Exercise a degree of supervision over student activities appropriate to the possible degree of hazard involved.
- Enforce all applicable safety regulations developed by the departments of Risk Management and the Environmental Health and Safety departments.
- Inform students of campus emergency procedures specific to the classroom or laboratory. This includes response to emergency evacuation, fires, chemical spills, and earthquakes; location of the nearest emergency exits; reporting an emergency using the campus 911 emergency number; and proper procedures in case of an injury.
- Minimize the risks associated with field trips and other off campus activities by informing students of the risks inherent in the field activity, exercising a degree of supervision over the class activity appropriate with the degree of hazards involved, inform students of campus emergency procedures and explain their application in the field, ensure that no alcohol or controlled substances are transported in university vehicles, and notify University Police in the event of a serious injury, death, or extensive property damage.
Download the Faculty Responsibilities for Student Safety brochure
.
Taking a Class on a Field Trip
A field trip is defined as an off-campus group learning activity led by a faculty or staff member who travels with the group. Field trips do not include off-campus assignments such as internships or visits to a local museum where a student acts independently of a group assignment. Field trip participants are limited to university faculty, staff, volunteers, and currently enrolled students.
Under special circumstances, a spouse, parent, or child may participate in a field trip only with the prior written approval of a Division Head or designee.
Faculty responsibilities are listed below, but you should also review the entire Academic Field Trip Guidelines
.
- Forward to their department chair, prior to the beginning of each semester, a list of those courses or course sections that incorporate field trips as part of the curriculum.
- Make any field trip a component of the course requirements and include this activity in any course syllabus.
- Student Travel Accident Insurance, which can provide medical expense benefits to an injured student, is only available if the field trip is listed as a course requirement.
- Inform and discuss with students the known risks associated with the field trip.
- Instruct and discuss with students how to properly and safely handle situations reasonably likely to occur during the field trip. Inform and discuss with students the campus emergency procedures
and explain their application to the field activity.
- Inform and discuss with students their right to not participate in a field trip based on their perception of the risks involved.
- Begin and end all field trips on campus whenever possible to ensure a proper head count and submission of waiver forms.
- Exercise a degree of supervision over the activity appropriate for the degree of hazards involved.
- Maintain an accurate copy of the Academic Field Trip Participant List on the field trip and in the department office.
- Ensure that only those students who have signed an Academic Field Trip Waiver of Liability and Hold Harmless Agreement participate in the field trip.
- Inform and discuss with students UPS 330.232 and any department policy related to student use of alcohol on field trips.
- Ensure that no alcoholic beverages or controlled substances are transported in a university or privately-owned vehicle used on the field trip.
- Student use of alcohol on field trips is governed by UPS 330.232 and department policy.
- Call 911 immediately concerning any incident involving serious injury or death, multiple injuries, extensive property damage or whenever appropriate. Contact the University Police (657) 278-2515 as soon as possible.
Download the Academic Field Trips Faculty & Staff Guidelines brochure
.
Off-campus assignments for students
Students are often given an assignment to visit locations or events such as schools, museums, plays, or conferences. A faculty's responsibility is to ensure these locations are safe and to inform and discuss with students any known risks associated with the assignment.
Student refusal to participate in a course activity
Any student who at any time believes that risks associated with a field trip or other activity are excessive, whether physical or psychological, may withdraw from participation at that time without penalty. Students who have withdrawn from an activity due to their perception of the risks involved must ask the instructor whether there are alternative means of fulfilling the requirements. If there is none, the student may petition for withdrawal from the course without penalty or appeal for an appropriate modification of the activity.
Faculty responsibility for students injured in the classroom, laboratory, or on a field trip
For on-campus injuries: Faculty must first ensure that the injured student(s) receive appropriate medical attention. If the injury is more than first aid, dial 9-1-1 from any campus phone or cell phone. The University Police will respond and determine if the student(s) should seek medical attention from the Student Health Center or call Emergency Medical Services for treatment or transport to the nearest hospital.
For off-campus injuries during a field trip, dial 9-1-1 immediately.
Once the student has received proper medical care, complete a Student/Visitor Injury Report. Visit our forms page
and find the form under the Risk Management table and send a copy to Environmental Health and Safety, T-1475, and to Risk Management, CP-770.
Faculty responsibility when students participate in service-based learning and internships
There are two documents that the university uses to manage risk in relation to credit-bearing off-campus experiences: The University-Community Learning Activity Agreement and the Participation Consent Form. The University-Community Learning Activity Agreement is a contract, developed by Contracts and Procurement, that guides the relationship between the University and the off-campus agency hosting our students in a credit-bearing off-campus experience.
For information, consult with the Center for Internships and Community Engagement or visit the CICE website
.
Students requesting Internships outside of the United States and its territories will require completion of the following forms. To access the following forms, visit our forms page
and find the form under the Risk Management table.
- Release of Liability and Assumption of Risk Waiver
- Student Code of Conduct Agreement
- Foreign Travel Liability Insurance