Risk Management & Insurance

 

The UT System coordinates the purchase of insurance policies for component institutions. This includes policies that cover multiple components (such as the System-wide Auto Liability policy) and policies that apply to specific risks at individual components.

System-Wide Policies

UT Dallas participates in several UT System policies:

Auto Liability

Comprehensive Property Protection Program

  • Fire and All Other Perils Policy
  • Named Windstorm and Flood Policy

Crime Insurance

Directors and Officers Employment Practices Liability

UTD Insurance Policies

Equipment Policy

Fine Arts Insurance

Special Event Insurance. See —

Camp Insurance (Athletic or Non-Athletic). See —

Special Risks

If you are concerned about a special risk due to a potential contractual arrangement or special circumstances within your department, and would like to discuss it, please contact Risk Management & Insurance.

If insurance coverage appears to be the best way of managing the risk, we will work with UT System to acquire any needed insurance coverage.

Equipment Policy

The Equipment Policy provides coverage for direct physical loss or damage to scheduled miscellaneous articles such as:

  • Audio/visual equipment
  • Computer equipment
  • Geological equipment
  • Medical equipment
  • Scientific equipment

The policy insures against all risks of physical loss or damage from any external cause, except as excluded within the policy. Coverage terms and conditions include a limit of $20,000,000 per occurrence, not to exceed $1,500,000 for any one item. There will be $1,500 per occurrence deductible except for laptops which have a $1,000 per occurrence deductible.

The policy provides worldwide coverage excluding North Korea, Libya, Iraq, Afghanistan, Syria, Liberia and Cuba. The policy excludes coverage during over-ocean cargo shipments; however, ocean cargo coverage can be placed to supplement the Equipment Policy.

Equipment Claims Reporting

All losses should be promptly reported to Risk Management & Insurance using the Potential Claim Incident Report Form. After the initial review by UT Dallas, the information will be sent to The University of Texas System (UT System) Office of Risk Management (ORM [Office of Risk Management] ) for processing.

Please take reasonable emergency measures to mitigate any further damages. All incidents involving theft or vandalism should be reported to the Campus Police and local Police Department.

Valuation

Property of The University of Texas at Dallas shall be valued up to the current market value of the property at the time of the loss. Property of others loaned to UT Dallas shall be valued at amounts agreed upon by the insured and owners.

Settlement of Claims

The insurance carrier will investigate, evaluate and offer settlements, less any applicable deductibles, on reported losses. ORM [Office of Risk Management] will review settlement offers with UT Dallas, and if the offer is accepted, forward payment as appropriate.

Frequently Asked Questions

How does my department purchase the coverage?

Please complete the necessary information in columns A-M for each piece of equipment you wish to insure on the Equipment Description Spreadsheet (XLS [Microsoft Excel Spreadsheet] , 24KB). Each item must include either the Serial Number or Inventory Tag Number (or both, if available). Omission of this information may result in a lack of proper coverage. If a Serial/Inventory number is not available, please create one so that items can be uniquely identified at the time of loss.

The current rate for FY12 is set at .594 per $100 of value. Once the equipment is added, a request for Interdepartmental Funds Transfer (IDT [Interdepartmental Funds Transfer] ) will follow for the premium amount.

How can my department obtain a Certificate of Insurance for the covered equipment?

Send a request to Risk Management & Insurance. Please allow 3-5 business days for processing through UT System and its insurance carrier.

How does my department renew coverage?

The System-wide Equipment insurance policy period runs from November 1 through October 31. As the date approaches for each year, the Office of Administration will contact the administrative officers of each department to renew coverage for the next policy period.

All certificates of insurance should name The Board of Regents of The University of Texas System and The University of Texas at Dallas as additional insureds (i.e.: certificate holder). The certificates, along with a completed Special Events Risk Assessment.

Special Events

Depending on the nature of the event, proof of coverage may be required. Limitations will depend on the nature of the event and will be handled on a case-by-case basis.

Food Products Liability

Proof of coverage is required when an outside caterer is hired to serve food at University events no matter the location. This requirement includes complimentary food products —minimum $1,000,000 per occurrence. The certificate of insurance should name The Board of Regents of The University of Texas System and The University of Texas at Dallas as additional insureds (i.e.: certificate holder).

Camps & Clinics

Involving Minors

Coordinators of all athletic and non-athletic camps and clinics are required to purchase special risk insurance prior to the first day of the camp or clinic. The insurance can be obtained at affordable rates through the UT System Office of Risk Management.

Automobile Liability

Proof of coverage is required when a third party will be driving their vehicles on campus in association with an event (not attendees) or when vehicles are being driven on behalf of the university —$1,000,000 Combined Single Limit. The certificate of insurance should name The Board of Regents of The University of Texas System and The University of Texas at Dallas as additional insureds (i.e.: certificate holder).

Workers’ Compensation Insurance

Proof of coverage is required when a third party conducts work on university property —e.g.: food, stage, tent vendors, etc. in preparation for an event— statutory limits.

Liquor Liability Insurance

Proof of coverage is required when a third party distributes or sells alcohol at an event. Must be in compliance with all university policies regarding the serving of alcohol —$1,000,000 per occurrence— see the Alcoholic Beverages policy (UTDBP3011). The certificate of insurance should name The Board of Regents of The University of Texas System and The University of Texas at Dallas as additional insureds (i.e.: certificate holder).

Film / TV Production Insurance

Proof of coverage for specific general liability insurance requirements on campus is included in the UT System Regents’ Rules and Regulations, Rule 80107 § 5.

In accordance with the Risk Insurance for Camps and Clinics Involving Minors (UTDBP3012) policy, coordinators of all athletic and non-athletic camps and clinics are required to purchase special risk insurance prior to the first day of the camp or clinic. The insurance can be obtained at affordable rates through the UT System Office of Risk Management.

In addition, each participant is required to submit a —

Release and Indemnification Agreement for Minor Participant (PDF [Portable Document Format File] , 79KB)

or a

Release and Indemnification Agreement for Adult Participant (PDF [Portable Document Format File] , 80KB)

— and a —

Medical Release and Information Form for Minor Participant - Domestic (PDF [Portable Document Format File] , 56KB)

or a

Medical Release and Information Form for Minor Participant - Foreign (PDF [Portable Document Format File] , 56KB)

or a

Medical Release and Information Form for Adult Participant (PDF [Portable Document Format File] , 38KB)

The completed forms should be filed and maintained by the camp coordinator for a minimum of one calendar year unless they are required by other campus offices. Persons employed with UT Dallas prior to the camp or clinic are not required to complete these forms if the activity is sponsored by UT Dallas.

Furthermore, camp coordinators should exercise good judgment when hiring persons who will work with minors. Criminal Background Checks (PDF [Portable Document Format File] ) are required for all persons working with minors —including students and volunteers. Complimentary checks are conducted by the UT Dallas Police Department for UTD— sponsored camps/clinics only.

Texas SB 1414 requires that counselors, volunteers and directors of any camp or activity that involves minors for more than one day must complete child-protection training. The University offers a Child Protection Training Course via eLearning for UTD camp counselors and staff. There also is a Training Module (PDF [Portable Document Format File] , 454KB) for third-party camp counselors, staff and volunteers to review. After reviewing it, they should take the Child-Protection Exam (PDF [Portable Document Format File] , 62KB).

Frequently Asked Questions >>

Tenant Users Liability Insurance Protection (TULIP [Tenant Users Liability Insurance Protection] ) provides event liability insurance for non-UT Dallas organizations and groups —called tenant users— who request the use of university facilities or property for special events. The TULIP [Tenant Users Liability Insurance Protection] policy should be utilized when the facility user is unable to provide liability insurance which names The Board of Regents of The University of Texas System and UT Dallas as additional insureds. Purchasing this coverage allows these organizations or groups to maintain the required liability limits needed to use the facility, along with offering the tenants competitive rates on their event insurance.

Please review the TULIP Guidelines (PDF [Portable Document Format File] , 216KB) for information on rates and how to obtain coverage.

To request coverage for your event, please fill out the TULIP Request Form (PDF [Portable Document Format File] , 69KB) and submit the completed form to Risk Management & Insurance.

Whenever students or members of the public are involved in travel or risk-related activities, the University has a responsibility to insure the safety of all participants. These links will assist you in understanding your responsibilities in planning and preparing for travel and risk-related activities.

Policies & Procedures

What You Need to Know (PDF [Portable Document Format File] , 28KB)

Emergency Procedures (PDF [Portable Document Format File] , 21KB)

Guidelines for Academic Units (PDF [Portable Document Format File] , 99KB)

Guests Best Practices (PDF [Portable Document Format File] , 179KB)

Travel Management

Travel and Risk Related Activities Policy, UTDBP3023

UT System Policy on Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles, UTS157

Travel Forms

General

 

Team / Group Disbursement Register, B15 (PDF [Portable Document Format File] , 51KB)

 

Out-of-State, Foreign, and Field Trip Course Approval (PDF [Portable Document Format File] , 90KB)

Domestic

 

Release and Indemnification Agreement - Minor, B4 (PDF [Portable Document Format File] , 79KB)

 

Release and Indemnification Agreement - Adult, B4-A (PDF [Portable Document Format File] , 80KB)

 

Student / Team / Group Authorization, B14-D (PDF [Portable Document Format File] )

 

Medical Release and Information Form for Minor Participant - Domestic (PDF [Portable Document Format File] , 56KB)

 

Medical Information and Release - Adult, B4-C (PDF [Portable Document Format File] , 38KB)

International

 

Authorization Request for Individual Student or Student Group, B14-F (PDF [Portable Document Format File] )

 

Student Information for Authorization Request (PDF [Portable Document Format File] )

 

Authorization Request for Faculty and Staff (PDF [Portable Document Format File] )

 

Additional required documents for faculty, staff, and student travelers.

International - Authorized Non-UTD Participants

 

Medical Release and Information Form for Minor Participant - Foreign (PDF [Portable Document Format File] , 56KB)

 

Medical Information and Release - Adult, B4-C (PDF [Portable Document Format File] , 38KB)

 

Release and Indemnification Agreement - Minor, B4-D (PDF [Portable Document Format File] , 80KB)

 

Release and Indemnification Agreement - Adult, B4-E (PDF [Portable Document Format File] , 78KB)

International - Personal

 

Export License Exception for UTD-Owned Property, B16-EXC

Contacts

Abby Kratz

Associate Provost

 

[email protected]

972.883.6742

AD 2.228

Mail Stop AD 43

 

Domestic Academic Student Travel

Amanda Smith

Dean of Students

 

[email protected]

972.883.6154

SSB 4.400

Mail Stop SSB 46

 

Domestic Student Affairs Travel

David Liner

Director of Environmental Health and Safety

 

[email protected]

972.883.6111

SG 1.210A

Mail Stop SG 10

 

Camps and Clinics Insurance

Equipment Insurance

Insurance

Special Events Insurance

Imperio Shanks

International Risk and Insurance Analyst

 

[email protected]

972.883.4042

SSB 3.400

Mail Stop SSB 34

 

All International Travel for Students, Faculty and Staff

Is any of this information out of date?

Please let us know.