Insurance

The university participates in aviation coverage through the State of Idaho Risk Management and Insurance Program which includes coverages for chartered aircraft and drones.

Chartered Aircraft

The state requires that all chartered aviation companies provide a certificate of insurance prior to our use of their services.

The certificate should show evidence of commercial general liability, aviation liability and workers' compensation coverages with the certificate holder being listed as the "State of Idaho and the Regents of the University of Idaho, Attn Risk Management, 875 Perimeter Drive MS 2433, Moscow ID 83844-2433". All certificates should be emailed to UI-Risk@edu.idaho.gov.  A Request for Certificate of Insurance may be given to the aviation charter service to assist them with providing this certificate. Contact U of I Risk Management by emailing UI-Risk@edu.idaho.gov for specific limits or certificate questions.

In the spring, units will annually report all chartered aircraft usage to U of I Risk Management. The report will include the name of the aviation charter service, location, dates aircraft was charted and if the company has a certificate on file with the State/U of I.

Drones

All U of I-owned drones must be covered under the aviation policy with Risk Management and registered with the Office of Research, Unmanned Aircraft Systems. Coverage for drones must be requested through Risk Management at the time of purchase and annually thereafter. Coverage is requested by completing the Drone Coverage Worksheet and emailing it to UI-Risk@edu.idaho.gov.

Questions about coverage or certificates can be forwarded to UI-Risk@edu.idaho.gov.

Disclaimer

The procedures described in this page are intended to comply with the policy in APM 05.04 and the Standards for Camp Insurance. The APM takes precedence over this material. Any discrepancy in this content is unintentional.

Purpose

This material describes the process by which University of Idaho units obtain required accident medical insurance for overnight or day programs, camps or activities for minor non-U of I students.

Process for Camp Insurance

Detailed information on Camp Insurance and step by step instructions for obtaining coverage and handling claims is available in the Standards for Camp Insurance.

Responsibilities of Sponsoring Unit

• Complete the Youth Services Program Registration during the planning stages of program to assist with APM 05.12 Protecting Minors.
• Complete a Camp Insurance Request to notify Risk Management at least two weeks in advance of the program's start date.
• Obtain a signed Acknowledgement of Risk and Waiver of Liability (Waiver) from every participant (signed by the parent or legal guardian if minors). Units will need to complete an Online Activity Waiver with two weeks notice for Risk Management to customize a waiver form specific to the activity. The completed and signed Waiver forms should be retained in the sponsoring unit for two years from the date of majority of the participants and made available to Risk Management or to the insurer upon request.
• Immediately report serious injuries to Risk and file all claims with Risk within 48 hours of injury.
• Complete an Incident Report and contact Risk Management to request an insurance claim form for any injury or illness requiring an insurance claim.
• If needed, Risk Management may require a completed Risk Assessment Guide for your activity.

Limits of Coverage

The insurance will pay a claim 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 Authorized adult program employee or Authorized volunteer.

The insurance benefits are $25,000 for any one injury and $500 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.

Certificates from the University to Other Parties

University of Idaho participates in the Risk and Insurance program administered through the State of Idaho and is subject to the limits of liability specified in Idaho Code 6-901 through 6-929, known as the Idaho Tort Claims Act.

Units may request a certificate of financial responsibility showing evidence of the university coverage. Download the Certificate of Insurance Request instructions (Word) for steps.

Requests are sent to the State of Idaho, and subject to the terms and limits of the ITCA. Standard certificates are at $500,000 limit and do NOT include additional insured status.

Certificates to the University from Other Parties

General information

Why is a certificate of insurance needed? Collecting certificates of insurance is a sound business practice and contributes to the financial health of the university.

The university requests a certificate of insurance from other parties (non-U of I) performing a service or using university facilities. Units should request evidence of insurance from other parties using the Request for Certificate of Insurance form, which the other party can give to their insurance agent. The request contains instructions for insurance agents to complete a Certificate of Insurance for U of I. Standard U of I contracts also contain a Request for Certificate of Insurance. Certificates of insurance need to be collected before services begin, and before any losses occur.

Facility Use Agreements — Certificates of insurance from facility users are required for facility use agreements.

"Low Risk" service agreements — an exception to collecting certificates

Low-risk service agreement vendors are still required to be responsible for the damages or injuries they cause (per the clauses in the service agreement). However, units do not have to collect a certificate. Contracts and Purchasing will process a low-risk service agreement without the unit having to collect a certificate. Low-risk services identify services for which collection of a certificate is not needed.

Units must collect a certificate of insurance for high-risk services, or services that are not on the list of low-risk services. Examples of high-risk services include trades and youth programming (minors).

U of I Risk and U of I Contracts & Purchasing Services view the list of low-risk services as dynamic and are open to questions. If you want to discuss whether or not services are low-risk, please contact U of I Risk at UI-Risk@edu.idaho.gov. See Frequently Asked Questions for more information.

Questions about coverage or certificate requests can be forwarded to UI-Risk@edu.idaho.gov.

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 UI-Risk@edu.idaho.gov.

University of Idaho participates in the Risk and Insurance program administered through the State of Idaho and is subject to the limits of liability specified in Idaho Code 6-901 through 6-929, known as the Idaho Tort Claims Act.

Units may request a certificate of financial responsibility documenting proof of the university’s liability coverage by completing a Certificate Request for Liability or Auto.

Questions about liability coverage or certificate of financial responsibility requests can be forwarded to UI-Risk@edu.idaho.gov.

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 tiered system for deductibles. Losses under $50,000 will have a $5,000 deductible and losses over $50,000 will have a $10,000 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 U of I'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.
• Equipment used in water: Complete an Equipment Used in Water form.
• Freezer Registration and Coverage Request form is designed to assist researchers in requesting a coverage review for the materials contained in a -80 freezer. The form should be completed when a new freezer is brought into service, annually during the property coverage renewal and when changes to an existing freezer are needed.
• 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 can be arranged by contacting UI-Risk@edu.idaho.gov.

Submit forms to Risk Management through link on form or emailing UI-Risk@edu.idaho.gov.

Claims

For questions about submitting a property claim, refer to "Submit a Claim" for forms and information.

Other Questions

Questions regarding the coverage for property, business interruption or property claims, review the Administrative Procedures Manual (APM 05.02). Or contact Risk at 208-885-7177 or UI-Risk@edu.idaho.gov.

University of Idaho's Standards for University Owned, Rented, or Leased Vehicle Use and Coverage provides step-by-step guidelines for compliance.

Drivers' Qualification

• Drivers Record Request
• Vehicle Use Agreement
• Driver’s Training — is available to university employees, non-employee students and those that have neither a U of I or student status. Follow the instruction at the link to the applicable course. Questions regarding having the course assigned or logging into the training course can be directed to Environmental Health and Safety by emailing safety@uidaho.edu.
• Approved Driver of University-Owned Vehicle — for non-U of I Employees

Coverage for University Vehicles

Purchasing Services notifies Risk and Asset Accounting of newly acquired vehicles and SOHV’s. Risk will automatically enroll the vehicle in coverage — full coverage for vehicles 20 years or newer and liability only for vehicles 21 years or older.

Coach Courtesy Vehicles that are not used for personal business OR vehicles 21 years or older when the value of the vehicle and any special equipment is valued over $15,000 may be enrolled in full coverage by unit request to UI-Risk@edu.idaho.gov.

Units that have purchased a vehicle outside of Purchasing’s process should contact UI-Risk@edu.idaho.gov to arrange for coverage of the vehicle.

• Vehicle Change Form
• University Auto Accident Kit
• In case of university-owned vehicle damage, the department would pay a $1,000 deductible.

Car Rental for University Business

• Sign the rental agreement followed by the initials “U of I,” 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.  See Standards for University Owned, Rented, or Leased Vehicle Use and Coverage for qualifying to operate a vehicle.
• 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 a $1,000 deductible/$2,500 if university contract with Enterprise or Hertz is not used but available in rental area and charges for windshield damage. There is no deductible for rentals using the university's contract with Enterprise or Hertz.

Renting cars outside the U.S. — including Canada and Mexico

• Purchase rental car coverage from the rental agencies in foreign countries.