Insurance and Risk Reduction Guidelines

This page outlines Occidental College’s policy on Insurance and Risk Reduction Guidelines.

I. POLICY STATEMENT.

The Office of Risk Management, under the direction of the Audit Committee of the Board of Trustees, works with departments of the College to provide and require insurance (General Liability, Auto, Property, etc.) and risk mitigation for covered activities. These are intended to protect all members of the College community.

II. APPLICABILITY.

This policy applies to (1) agreements with vendors providing services to the College, and (2) organizers of and participants in College-sponsored events and activities that present more than a normal amount of risk of injury to participants, include transportation, or are held off campus.

III. DEFINITIONS.

Assumption of Risk, Release of Liability, and Indemnity Agreement – A legally binding document signed by the parent or guardian of a participant who is a minor, in which the parent/guardian agrees on behalf of the minor that, in exchange for participating in an activity, they accept the hazards of participation and agree not to sue the College.

Assumption of Risk, Waiver, Release – A legally binding document in which participants agree that in exchange for participating in an activity, they accept the hazards of participation and agree not to sue the College.

Automobile Liability Insurance – Provides coverage for claims alleging property damage or personal injury caused by a DMV registered vehicle owned or rented by the College.

Certificate of Insurance – A document issued by an insurance broker showing evidence of insurance. The certificate information includes the named insured, policy number, insurance carrier and policy period.

General Liability Insurance – Provides coverage for claims alleging property damage or personal injury.

Vendor – An entity providing services to the College. Services range from repairing and inspecting equipment, performing, catering, and hosting events at locations off campus.

Workers’ Compensation Insurance – Provides coverage for claims alleging employees were injured in the course and scope of their job duties.

IV. POLICY.

A. Insurance Requirements for Vendors

The following provides an overview of the insurance that Vendors performing services for the College must have (by contract) to fulfill the College’s insurance requirements. These requirements are included in the College’s template services agreements, the use of which is preferred when contracting for services. Where a Vendor’s agreement will be used, these insurance terms must be added to the agreement. Stakeholders may access copies of the required insurance terms in the standard terms.

Vendors must:

Maintain, at their own cost, a commercial general liability insurance policy with limits of not less than one million dollars ($1,000,000) for each occurrence and a three million dollar ($3,000,000) aggregate. The insurance policy shall name Occidental College, its trustees, officers, directors, employees (including student workers), and agents as an additional insured.
Maintain, at their own cost, an automobile liability insurance policy covering all their vehicles with limits not less than one million dollars ($1,000,000).
Maintain, at their own cost, workers’ compensation insurance and other insurance as required by California law.
Maintain, at their own cost, any other policy of insurance required by College policy (as stated in the standard terms) based on the specific type or risk level of the services to be performed.
Provide evidence of compliance with the required insurances by providing a copy of a certificate of insurance to the College. The certificate holder for the College is as follows: Occidental College, Attn: Risk Management, 1600 Campus Road, Los Angeles, CA 90041.

Contact the Risk Manager or the Assistant General Counsel with questions related to contracting and/or modification of these standard insurance terms.

B. Risk Mitigation Requirements for Organizers of College-Sponsored Events and Activities

College-sponsored events on campus are covered by the College’s liability insurance and no other evidence of insurance is required. If the event utilizes an outside Vendor, the insurance requirements of Section A apply such vendors.

To help mitigate risk, organizers of College-sponsored events and activities that present more than a normal amount of risk of injury to participants, include transportation, or are held off-campus must ensure that all participants sign an Assumption of Risk, Release and Waiver. Where the participant is a minor, the minor-specific Assumption of Risk, Release of Liability, and Indemnity Agreement (Spanish version) must be signed by the parent or guardian.

Signed Assumption of Risk, Release, and Waivers and Assumption of Risk, Release of Liability, and Indemnity Agreements should be emailed to the Risk Manager, where they will be maintained in accordance with College procedures.

C. Obtaining a Certificate of Insurance for Outside Parties

Periodically, outside entities may require the College to provide a certificate of insurance as evidence of the College’s insurance coverage. This current “to whom it may concern” certificate of insurance may be provided to outside entities who request a certificate of insurance.

To obtain a customized certificate of insurance, contact the Risk Management Department at 323 259-1364 or risk@oxy.edu and provide information about the request. The Risk Management Department will request a certificate of insurance from our liability insurance broker and provide it to the stakeholder for sharing with the outside entity.