The University of California Office of the President (UCOP) has created an insurance program to cover Registered Campus Organizations (RCOs) for most on-campus events. The University of California pays for the insurance coverage for “low risk” events (e.g., banquet, meetings, etc.) and many “medium risk” events (e.g., dances, cultural shows, etc.). Events deemed as “high risk” events (e.g., concerts, paintball, etc.) are not automatically covered and will need to apply with the insurance carrier. For “high risk” events, a RCO will be given a quote on a premium to purchase. RCOs are responsible for making certain their on-campus event is an applicant with the insurance carrier – CampusConnexion.
Previously, RCO events and activities held on-campus were not covered by the University of California's own insurance programs, which posed a problem for both students and the university because:
The students had to rely on personal or family financial resources to defend a claim or lawsuit arising out of their activities.
The university had no financial recourse when its property was damaged by student activities or when it received a claim or lawsuit arising from student activities.
RCO Affiliations. If your RCO is an affiliate member or local chapter of a regional or national organization, such as a few fraternities and sororities, you may be able to attain insurance from your regional or national organization. Please contact your organization's regional or national office to see if they will cover your RCO; they must name the Regents of the University of California to their insurance. If the affiliate will not cover the RCO with insurance, then the RCO can attain insurance coverage from the CampusConnexions program.
The University of California does not purchase liability insurance for the off-campus activities of student organizations but strongly recommends RCOs purchase liability insurance for these events. Without this insurance, your personal or family financial resources could be affected by a claim or lawsuit. This has occurred at other UC campuses. Visit the RCO Event Liability webpage and click on the off-campus events tab for more information.
Your Own Insurance. Organizations are not restricted to utilizing the insurance program through UCOP for "medium" and "high risk" events. If you have another carrier that you would like to work with, please feel free to do so. Please note: The University requires minimum of $1,000,000.00 per occurrence and $2,000,000.00 aggregate for comprehensive general liability and property damage covering activities for general use of University Properties. Your organization must provide the reservation facility a Certificate of Insurance naming the Regents of the University of California as additional insured for "medium" and "high risk" events. Click here for a CampusConnexions Certificate of Insurance example.
Off Campus Vendor. If your organization is working in collaboration with an off-campus vendor, please remember that all vendors working with the RCO must apply for Vendor/Exhibitor Liability Insurance. Vendors can apply for this insurance online here. You can also download (PDF) the Vendor/Exhibitor Liability Application.
In addition to the insurance coverage for campus events offered by the UCOP, event participant waivers will also help to protect RCOs in case of legal actions. For the insurance coverage to be effective, many types of events require participants to sign a waiver. Follow the steps below.
Step 1: Determine if participants at your event need a waiver.
RCOs must guarantee all event participants sign their waiver and provide a signed copy. RCOs may want to provide printed versions of the waivers for participants. Remembers minors must have their guardians signature.
Step 3: Waiver collection.
On the day of the event, a signer for the RCO must collect the waivers. A signer for the RCO should keep these waivers for at least two years. Signers may scan and keep for their records and signers could also transition this information to new leadership.