Risk Management administers the insurance program at the university. Questions about insurance coverage or providing evidence of insurance can be forwarded to firstname.lastname@example.org.
The university provides a small medical payments policy for camps which are run by the University of Idaho. All university-run camps must purchase camp insurance for their participants. Consult with us for help in setting up your camp insurance.
The procedures described in this page are intended to comply with the policy in APM 05.04. The APM takes precedence over this material. Any discrepancy in this content is unintentional.
This material describes the process by which University of Idaho units obtain required accident medical insurance for camps or day activities with participants who are not University of Idaho students.
*Process Updates for Camp Insurance*
The UI Camp Insurance Program provided through the Department of Risk Management is changing the process of premium payment for coverage.
Responsibilities of Sponsoring Unit
- Complete a Camp Insurance Request to notify Risk Management at least two weeks in advance of the program's start date.
- A camp program serial number will be generated and emailed to you from Risk Management on the Confirmation / Remittance Form. This serial number is required for claim forms.
- Risk Management may require a completed Risk Assessment Guide for your activity.
- Obtain a signed Acknowledgement of Risk and Waiver of Liability from every participant (signed by the parent or legal guardian if minors). Risk Management will provide a customized waiver form specific to the activity.These forms should be retained in the sponsoring unit for one year and made available to Risk Management or to the insurer upon request.
- Complete an Incident Report and an Insurance Claim form for any injury or illness requiring an insurance claim. See the Claim Form Instructions.
- Immediately report serious injuries to Risk and to file all claims with Risk within 48 hours of injury.
- Report all claims and turn the Confirmation / Remittance Form to Risk Management within one week of the end of the camp. The Confirmation / Remittance Form would have been emailed to the person who originally requested the camp insurance.
- *It is no longer required for units to submit payment to American Income Life. Risk Management will directly bill individual units via IDG based on the submitted completed Confirmation / Remittance Form.*
- If a Confirmation / Remittance Form is not received within 30 days of camp completion, your unit will be billed for the full cost indicated on your Request for Coverage submission.
Limits of Coverage
The insurance will pay claims for a covered accident or illness up to the benefits of the policy. The participant’s own health insurance should be billed first for any claims.
The insurance covers group travel to and from the sponsored activity. It is required that such group travel be accompanied by an adult program employee or authorized volunteer.
The insurance benefits are $5,000 for any one injury and $1,000 for illness that begins during the camp and is related to camp activities. The participant’s own health insurance will be billed first for any claims. Claimants do not need to prove negligence of the University.
Pre-existing medical conditions and side trips for the purpose of sightseeing or amusement are excluded. The day the majority of campers arrive must be included as a camper day and the appropriate premium submitted.
Inland Marine coverage is for items that are valued under $2,000, are owned by the University or are contractually obligated to be insured by the University, and may be subject to theft, or physical damage. Inland Marine coverage is not automatic coverage. Departments must report annually all items to be covered. If a new item is purchased or an addition is needed during the year, a department may request an addition to its covered items. The cost for coverage to the department is $.35 per $100 of the value of each item. Premiums are billed annually and are not prorated based on the length of time an item is covered. Items that have a locking mechanism to prevent theft can be covered by request at no charge to the department. In the event of a loss, the department must work with the university office of Risk Management (Risk) to make a claim to the State of Idaho Insurance Fund. When a loss occurs, there is a $50 deductible that the department must pay.
Coverage Exclusions. Inland Marine insures against risk of physical loss or damage, except as provided by policy exclusions, which include, but are not limited to, the following:
- Loss or damage to student or employee personal property unless the loss is due to clear negligence of the University, or in the case of employee property, the employee has been requested in writing by an authorized representative of the University to bring personal property to the workplace for employment purposes and a copy of that written request is forwarded to Risk prior to any loss
- Inventory shortage or unexplained disappearances
- Theft of University property by an employee
- Ordinary wear and tear, inherent vice, moths, termites, or vermin
- Mechanical breakdown
- Nuclear reaction
- Real property or buildings
- Vehicles licensed for the road
- Consumable supplies
Annual Renewal. In return for the low inland marine coverage premiums enjoyed by the university, it is necessary to provide timely and accurate information about university equipment to State RMP annually. Each spring, State RMP requires the university to complete a full and accurate listing of all university equipment on State RMP spreadsheets. State RMP sends out a notice for State agencies to review their covered equipment and make any changes. The State RMP a completion date for the agencies, which is based on their time requirements to provide underwriting information for the entire State program. Once university Risk receives the notice from State RMP, Risk will obtain detailed data from the Idaho Risk Management Information System (IDRMIS) to forward to UI units based on the contact information and email address in the previous year’s worksheet for annual renewal. Units can avoid a time crunch in the spring by keeping their contact and equipment information up to date throughout the year.
Review the the worksheet from Risk. Unit will need to request any additions, deletions or changes to the budget for equipment as applicable. Add, deleting, or changing coverage information for equipment can be done by the unit by completing the Inland Marine Add, Change, Delete Form. List only one item per form. When Risk receives the request from the unit, Risk will input the data into the State IDRMIS. Coverage will begin at that time.
Additions, Deletions or Changes to Coverage during the Fiscal Year. Items may be added/deleted or information regarding the item may be changed at any time during the year by filling out the Inland-Marine-Add-Change-Delete-Form. The coverage of the item will begin on the date the request is sent to the State RMP office and, unless deleted prior, will continue until the end of the fiscal year, June 30. Inland Marine Insurance premiums for the fiscal year are not pro-rated. on. The make and model of the property to be insured must be noted on the request worksheet. The maximum replacement value under Inland Marine Insurance is $2,000.
Claims.The units can file a claim to receive funds to cover the cost of the replacement or damage of an Inland Marine insured item. The unit should complete a property loss worksheet. Include in the report a detailed description of the damaged or stolen items and include identifying information such as the serial number, state tag number, make and model, and the Inland Marine Certificate number and a narration that describes the loss or damage to the item. Include the location where the loss occurred, witnesses, and the degree of damage.
In addition to an incident report, a unit needs to provide a police report, two estimates for replacement or repair, and their budget number. While this information is needed to process the claim, it can be sent separately. All supporting documentation needs to be submitted to the Risk Management Office via campus mail at mail stop 3162, by fax at 208-885-9490, via e-mail at email@example.com, or in person at the Risk Management Office in Administration Building Room 209.
Forms and Examples
- Inland-Marine-Add, Change, Delete Form.
- Property loss worksheet for presenting a claim.
Return to top of the page or return to Administrative Procedures Manual Chapter 05.03.
Risk Management is responsible for arranging liability insurance coverage for students in practicum or internship situations where a cooperator or clinical site requests liability coverage for the students as a condition of providing the on-site experience.
Shortly after the beginning of each semester students/instructors are asked to complete an Internship Practicum Insurance Request which provides information to the Department of Risk Management regarding all students who will be enrolled that semester in practica, internships or clinical experiences.
For each student enrolled in a practicum, internship or clinical experience, the student/unit is asked to report the student’s name, the course number, the type of practicum, internship or clinical experiences, dates of the activity and name and address of the agency/site where the student will perform the activity.
Exception - Student Teaching and School Counselor Training in Idaho Public Schools. Students serving as student teachers or counselor trainees in public schools within the state of Idaho are, pursuant to Idaho Code 33-1201, expected to be covered in the school’s liability policy.
To ensure that the school districts are aware of this obligation, it is recommended that a statement similar to the one below be included in an agreement between the university and the perspective school district.
Idaho Code 33-1201 states that it is the responsibility of the school in which a student teacher is placed to include liability insurance coverage for that student in its coverage for its own teachers and staff. This expectation extends to counselor trainees and students placed in other learning-experience situations in Idaho public schools.
Students scheduled for student teaching or counselor training in private schools, or in public schools outside of the state of Idaho, should be reported on the Internship Practicum Insurance Request. It is also required that the student arranged for coverage on an excess basis, over and above any liability insurance provided by the school.
Contact Risk at 208-885-7177 or email firstname.lastname@example.org.
The university participates in the State Risk Management Program for property insurance coverage. Property coverage includes: Buildings, contents, mobile equipment, stock and supplies, business interruption, rental income, extra expense, tuition or fees, builders risk and fine art. The property policy has a $2,000 deductible for covered events.
Losses arising from an explosion of a steam boiler, turbine, steam engine; or mechanical breakdown or failure may fall under the State's Boiler and Machinery coverage, which has a $5,000 deductible.
See APM 05.02 for UI's Property Insurance Policies and coverage.
Reporting New Property or Updates and Adjustments to Risk
- Building, contents, mobile equipment, stock and supplies: Complete a Property Value Adjustment form.
- Fine art: Complete a Fine Art Insurance Request form.
- Builders risk: Coverage is not always automatic. Project managers can complete a Builder's Risk Application form.
- New locations: Complete a COPE form. (COPE = Construction, Occupancy, Protection and Exposures)
- Business Interruption and Loss of Rents: Complete a Business Interruption and Loss of Rents coverage form when applicable.
Submit forms to Risk Management: email@example.com; Fax: 208-885-7001
For questions about submitting a property claim, refer to "Submit a Claim" for forms and information.
Administrative Procedures Manual - Policy 05.08
Approved Driver of University-Owned Vehicle - for non UI Employees
Coverage for University Vehicles
Car Rental for University Business
- Sign the rental agreement followed by the initials “UI,” indicating the vehicle is being used for university business.
- The driver is responsible for ensuring he/she has met the requirements of the university’s driver policies and any specific requirements of the rental agency. The Defensive Driver's Training needs to be assigned by the division gate keeper and accessed by the trainee through www.uidaho.edu/netlearning.
- Carry a University Auto Accident Kit.
- Some rental agencies offer contract specials or cost savings. Go to the Travel Services for details. Need to Rent a Car? was developed to provide a helpful resource regarding rentals.
Renting cars inside the U.S.
- You don’t need to purchase insurance from the rental car company.
- In case of rental vehicle damage, the department would pay the $500 deductible and charges for windshield damage.
Renting cars outside the U.S. - including Canada and Mexico
- Purchase rental car coverage from the rental agencies in foreign countries.