Insurance Coverage

Category: Operations
Number: OPS-060-005
Audience: All University employees, Board of Governors, Students, and Volunteers
Issued: June 27, 1997
Revised: April 19, 2018
Owner(s): AVP (Finance)
Approved by: VP (Administration)
Contact: Financial Analyst Budget/Treasury - 306-585-5351

Introduction

This policy outlines the financial protection afforded to the University and its employees, Board of Governors, students, volunteers, and other authorized entities while acting on behalf of the University and in good faith.

Definitions


  • CURIE – Canadian Universities Reciprocal Insurance Exchange
  • CVA – Central Vehicle Agency
  • Employee – a person who receives a salary from the University for full-time or part-time work or services normally performed by an employee. This includes a person currently on an employment leave.
  • Insured person – A person identified in an insurance policy as being covered by the insurance provided.

Policy

Insured persons performing their normal responsibilities in good faith and within the scope of their employment, volunteer work or other authorized University activities will be defended and indemnified by the University against legal actions brought by third parties as outlined in the various insurance policies held by the University. Such legal actions may concern bodily injury, personal injury (e.g. libel or slander), damage to the property of others, or by error or omission causing financial loss to the third party.

To support the financial cost of defending legal actions and paying settlements, the University maintains insurance policies in several categories.

Exclusions

Items specifically excluded according to insurance policy exclusions will not be insured.

The University may choose not to defend or indemnify an insured person against legal actions arising from activities including but not limited to the activities described below:

  • arising from outside professional activities not expressly sanctioned and approved by the University;
  • if the insured person has not acted in good faith, such as having inflicted intentional or willful injury to others or damage to property; committed acts of fraud, dishonesty, criminal activity, harassment, sexual harassment, or discrimination on a ground that is prohibited under The Saskatchewan Human Rights Code.

CURIE Insurance Policies

CURIE is an insurance reciprocal arrangement that is owned by approximately 60 Canadian universities, including the University of Regina. The universities pay premiums and CURIE pays claims up to a certain dollar value with larger claims being reinsured through large international reinsurance organizations.

Insurance policies held through CURIE include:

General Liability Insurance Policy

The General Liability policy provides general liability coverage for the University. Insured persons identified by this policy include "any officer, director, governor or member of the directing or governing body, employee, shareholder or volunteer while acting on behalf of the Insured or any former officer, director, governor or member of the directing or governing body, employee, shareholder or volunteer with respect to acts performed on behalf of the Insured in that capacity" and "students while performing any duty which is considered regular or extraordinary studies or recreational activities connected with the Named Insured." The liability policies have a zero deductible.

Liability insurance coverage can be void if the insurer is not notified immediately once the University is aware of a liability claim or possible claim.  It is imperative that any possible claims be reported immediately to Financial Services (see “Reporting a loss/insurance claim” section below).

Educational Institutions Errors and Omissions Liability Insurance Policy

The Errors and Omissions policy provides more specific Errors and Omissions liability coverage to the University. Insured persons for this policy are the same as noted above for the General Liability policy.

Property Insurance Policy

The Property Insurance policy provides replacement cost coverage for University owned assets and assets of other entities which are placed in the care and control of the University.

The policy does not cover:

  • personal possessions of employees, students or other individuals; or,
  • “mysterious disappearance” of assets. There must be evidence of theft, break-in or similar proof of loss before the policy applies.

This policy has a $50,000 deductible and therefore only comes into effect in the event of major losses. Losses less than the deductible are covered by the University's Self Insurance Fund.

Certificates of Insurance

In order for the University to be able to engage in certain activities and sign certain contracts, proof of insurance may be requested from an outside party.  To prove that the University has adequate insurance, the University must provide a Certificate of Insurance.  To obtain a Certificate of Insurance, click “request form” in the Insurance tab on Financial Services website at Request Certificate of Insurance and follow the instructions.

Self Insurance Fund

Annually, the University allocates a portion of its operating budget to the Self Insurance Fund, which is then administered by the Financial Analyst Budget/Treasury. The purpose of this fund is to provide coverage for those items which would have been covered under the Property policy, but failed to exceed the deductible. If the loss would not have qualified for coverage under the Property policy, then the Self Insurance Fund will also not apply.  Departments are responsible for the first $2,500 deductible on all claims and the Self Insurance Fund pays the balance when the loss exceeds $2,500.

If a full time employee is required to have personal professional property on campus, such as books, equipment, computers, etc., the University will provide insurance coverage from the Self Insurance Fund for losses up to $5,000.  Property covered is any personally owned property that relates to an employee’s profession.  There will be a $500 deductible on any claim and this deductible is the responsibility of the individual employee.  Individual employees' personal home insurance often covers this property as well, so in the event of a loss, employees must first make a claim against their personal home owner's or tenant's insurance, and the University's coverage will apply thereafter.

Specific Insurance Policies

In addition to the CURIE policies, several other insurance policies are carried by the University to cover specific risks not covered by the CURIE policies including, but not limited to:

  • Boiler and machinery insurance
  • Catastrophic accident insurance
  • Crime insurance
  • Fine arts insurance
  • Out-of-province practicum student accident insurance
  • Owned and non-owned auto insurance
  • Travel insurance
  • Umbrella liability insurance

An insurance broker is retained to tender these policies annually.  Their advice is utilized to obtain the optimum combination of coverage, deductibles and premiums.

Travel Insurance Policy

Insured persons for this policy include any officer, director, governor, employee or volunteer while acting on behalf of the University and students while performing any duty which is considered regular or extraordinary studies or recreational activities connected with the University.

An insured person, not including Out of Scope employees at a pay grade 10 or higher (who have this insurance provided on a 24/7 basis), travelling on behalf of the University is required to complete and get approved a "Travel Authorization Request Form" prior to their departure in order to document the travel for which they are insured. This form includes a section where the departure and arrival date must be given. Travel insurance is then provided based on this completed form between departure and arrival dates at no cost to the traveler. See policy EMP-050-010 Travel Insurance for coverage details.

Vehicle Insurance

Insured persons for this policy include any officer, director, governor, employee, or volunteer while acting on behalf of the University and students while performing any duty which is considered regular or extraordinary studies or recreational activities connected with the University.

The University carries collision and liability insurance for all owned and non-owned automobiles.

When an insured person rents a vehicle in Canada or the United States, the rental company’s insurance coverage should be declined.  This procedure will save approximately $34 per day in insurance fees while still maintaining adequate collision and liability insurance coverage. In order for the Travel Card's coverage to apply, the person renting the vehicle must decline the rental company's Collision Damage Waiver. If there is no space on the vehicle rental contract to indicate that you have declined the coverage, then indicate in writing on the contract "I decline CDW provided by this merchant". Outside Canada and the United States, insurance coverage should be purchased from the rental company.

The rental car should be paid for with the University of Regina Corporate Travel Card or a personal credit card which provides the same insurance coverage. The Travel Card's coverage applies to all rentals up to 48 days in length. The University's non-owned automobile insurance only provides collision coverage for rentals up to 30 days. Before renting a vehicle, if your rental will exceed 48 days (when using the Travel Card), or 30 days (when not using the Travel Card), contact the Financial Analyst, Budget/Treasury at 306-585-5351 to discuss collision coverage options. If the Corporate Travel Card (or similar card) is not used, there would be uncovered losses; See the chart below for coverage comparisons for rentals in Canada & USA:

Coverage CAN/USA

Travel Card (or similar personal card)

P-Card

Other Personal Cards

University Insurance

Collision Coverage Deductible

$0

Not Covered

Unknown Coverage

$1000*

Loss of Use (and Related) Rental Company Charges

Yes

Not Covered

Unknown Coverage

Not Covered

Liability Coverage provided by Card

Not Covered

Not Covered

Unknown Coverage

Covered

Other Benefits

Accidental Death & Dismemberment Coverage

Not Covered 

Varies by Card

Personal Effects Benefit Coverage

Only applies to most cars, SUVs, and minivans

* Within Saskatchewan, the vehicle's plate coverage would make the deductible $700.

If a vehicle is rented, here is how coverage will apply:

 

Travel Card (or similar personal card)

P-Card

Other Personal Cards

Uninsured Drivers (see below)

Deductible Payment

Covered

Operating Unit

Individual

No Coverage

Loss of Use Payment

Covered

Operating Unit

Individual

Individual

Max before University Self-Insurance

N/A

$2,500

$2,500

Unlimited

Liability Insurance

University Coverage

University Coverage

University Coverage

No Coverage - Individual

CVA vehicles provide the necessary insurance coverage and the above procedure is not required. See CVA vehicle rental procedures.

If an insured person uses a personal vehicle for University business and then claims mileage reimbursement, collision coverage is provided by the insured person’s personal license plates (and package policy if one exists). The University carries an insurance policy which provides additional liability coverage.

In all circumstances, in the event of an insurance claim, the insured person’s operating unit is responsible for paying the first $2,500 of any insurance deductible.

The insurance coverage described above only applies to vehicles used in Canada or the U.S.A. If an insured person is renting vehicles abroad, the insured person is responsible for arranging insurance as is appropriate for the location.

The Corporate Travel Card is issued in the name of the individual who may use the card for whatever personal purchases the cardholder chooses. If vehicles are rented for personal use, all of the Corporate Travel Card benefits apply, including collision damage coverage. However, the University's other liability insurance policies do not apply for personal use rental vehicles. Therefore, when a cardholder rents a vehicle for personal use using the Corporate Travel Card, only the collision damage insurance offered by the car rental company should be declined, with other liability insurance coverage being purchased from the car rental company.

In order for drivers to receive coverage, they must have a valid driver’s license for the type of vehicle being operated.  If a vehicle is operated without the proper license, there would be no insurance coverage, the driver would be personally liable for any damages, and the driver could be subject to discipline for violating the law.

If someone is operating a vehicle on behalf of the University (owned, CVA, rented, or personal), and they have their license suspended or restricted, they must let their direct supervisor know this immediately.  Failure to do so may lead to discipline, in addition to having no insurance coverage, as listed above.

University Insurance Coverage as it Applies to Students

If students still qualify as dependents of their parents, the parents' home insurance often covers the student's possessions and liability while attending university.  Similarly, parents' health coverage also usually covers the students.  In addition, if the student is in full-time attendance at university, the Student Care health coverage administered by the University of Regina Students' Union is mandatory, unless the student qualifies to opt out, and has opted out of such coverage.

When students are performing a duty or taking part in an activity which is considered part of regular or extraordinary studies or recreational activities connected with the University, they are insured persons under the University's General Liability and Errors and Omissions Liability policies. This includes students on a practicum or work placement which is part of their academic program.

When students operate vehicles during their practicums or while involved in University approved activities, they are considered to be acting as agents for the University and are thereby provided with the insurance coverage described above while operating vehicles.

Students involved in travel authorized by the University are required to complete a "Travel Authorization Request Form". Once this form is completed, travel insurance is put into place. Only one form with an attached list of participants is required for teams or classes traveling together.

When students are injured during their studies and incur medical or dental expenses that are not covered through the Saskatchewan Health Plan, the student must first make a claim against the student health and dental plan or other plans that provide their coverage (i.e. their parents’ plan).  If there are additional expenses not covered by these plans, the University will reimburse them for certain medical expenses under a self-administered Student Accident Benefit Plan. This covers items such as dental work, ambulances, crutches, etc. (see 8.4.10.2 in the Undergraduate Calendar).  For details regarding the benefit plan, see Financial Services’ Website

Students working in unpaid work placements must make application for Workers' Compensation Board (WCB) coverage at no cost to the students. The “Workers’ Compensation Agreement” form is located on the Registrar's Website at: http://www.uregina.ca/student/registrar/assets/docs/pdf/forms/ScheduleB.pdf. This form must be completed by the student, submitted to the student’s Department or Faculty for work placement confirmation and then forwarded to the Registrar's Office and approved by the Saskatchewan Ministry of Advanced Education. This is provincial coverage and only applies to students working at unpaid work placements/practicums in Saskatchewan.

Students involved in paid work placements in Saskatchewan will have WCB coverage from their work placement employer.  Students involved in paid and unpaid work placements in the rest of Canada and the United States have coverage similar to what would be provided by workers' compensation under the University’s out-of-province practicum student accident insurance policy. 

Reporting a Loss/Insurance Claim Processes

Insured persons are not authorized to make a statement assigning responsibility for an incident. This will be determined following an internal investigation or, in more serious cases, by insurance adjusters and legal counsel. Insured persons are expected to cooperate fully with such investigations.

The procedures to be followed in the event of a loss to the University are as follows, as per the University of Regina Emergency Preparedness Guide:

Fire

  1. Call 911 and notify the Fire Department and City Police immediately.
  2. Call Campus Security at 306-585-4999.
  3. Campus Security documents all the facts and observations of the incident and sends a copy to the Financial Analyst, Budget/Treasury for use in the insurance claim process.
  4. Campus Security notifies appropriate Facilities Management and Health and Safety personnel.

Theft, Break-In, Vandalism

  1. If it is an incident in progress or if there are injuries or loss of life, call 911 immediately.
  2. Call Campus Security at 306-585-4999.
  3. Do not touch or move anything until Campus Security and the Police (if they were contacted) complete their investigation(s).
  4. Campus Security documents all observations and facts, including the name of the investigating officer and the police file number, and sends a copy to the Financial Analyst, Budget/Treasury.
  5. Campus Security notifies appropriate Facilities Management personnel.

Property Damage from Flooding, Accidents, etc.

  1. If there are injuries or loss of life, call 911 immediately.
  2. Call Campus Security at 306-585-4999.
  3. Call Facilities Management at 306-585-4039.
  4. Do not touch or move anything until Campus Security and the Police (if they were contacted) complete their investigation(s).
  5. Campus Security documents all observations and facts, including the name of the investigating officer, and sends a copy to the Financial Analyst, Budget/Treasury.

Accidents Causing Bodily Injury

  1. If there is injury or loss of life, call 911 immediately.
  2. Call Campus Security at 306-585-4999.
  3. Campus Security documents all observations and facts, including the name of the investigating officer, and sends a copy to the Financial Analyst, Budget/Treasury.
  4. An incident causing injury to an individual must be reported to University of Regina Health, Safety and Wellness.  If there is a potential insurance claim, Health, Safety and Wellness will forward details to the Financial Analyst, Budget/Treasury (306-585-5351). This step is completed to ensure the accident scene is preserved and evidence is gathered in case a lawsuit is subsequently launched against the University. This is essential as late reporting could adversely affect the University’s insurance coverage.

In addition, depending on who is injured, the following procedures are to be followed:

  • Injury to Employees – The incident must be reported immediately to Health, Safety and Wellness (306-337-2370). An “Incident Report Form” must be completed. Forms are available from the office of Human Resources or online at http://www.uregina.ca/hr/forms/injury-illness.html. The completed forms are to be submitted to Health, Safety and Wellness.  If there is the potential of an insurance claim, Health, Safety and Wellness will forward a copy to the Financial Analyst, Budget/Treasury for liability insurance purposes.
  • Injury to Students – Students are covered by the Student Accident Benefit Plan. The plan covers students while engaged in University approved activities and pays for certain medical expenses which are not covered by Saskatchewan Hospitalization, or the student’s personal insurance coverage. An Incident Report Form must be submitted to Health, Safety and Wellness.  If there is the potential of an insurance claim, Health, Safety and Wellness will forward a copy to the Financial Analyst, Budget/Treasury for liability insurance purposes. Incident Report forms are available from the office of Human Resources or online at http://www.uregina.ca/hr/forms/injury-illness.html.
  • Injury to Others (Visitors, General Public, etc.) – An Incident Report Form must be submitted to Health, Safety and Wellness.  If there is the potential of an insurance claim, Health, Safety and Wellness will forward a copy to the Financial Analyst, Budget/Treasury for liability insurance purposes.

Consequences for Noncompliance

Employees in noncompliance with this policy may be subject to disciplinary action. Inaccurate or incomplete reporting before or after an incident may have ramifications for the University, which could include: legal action; financial costs; imposition of fines; and, the loss of reputation. Failure to notify Financial Services on a timely basis of actual or potential losses or lawsuits could result in denial of insurance coverage by the insurers.

If a credit card other than the Corporate Travel Card or a personal credit card with the same coverage is used, the University will have some uninsured risks.  If a University procurement card is used, the individual’s operating unit would be responsible for the deductible and the other uncovered charges from the rental company, to a maximum of $2,500.  If a different credit card is used, the individual will be responsible for the deductible and the other uncovered charges from the rental company, to a maximum of $2,500.

If the individual drives a vehicle (University owned, CVA vehicle, rented vehicle, or personal vehicle on University business) without the proper license, the individual would have no insurance coverage, would be personally liable for any damages, and could be subject to discipline for violating the law. 

If someone is operating a vehicle on behalf of the University (owned, CVA, rented, or personal) and they have their license suspended or restricted, they must let their direct supervisor know this immediately.  Failure to do so may lead to discipline, in addition to having no insurance coverage, as listed above.

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