Office of the Controller

Office of the Controller

Student Interest Topics

The Office of Risk Management is very interested in helping students and registered student organizations to manage the risks associated with their activities. For more information on how we can assist, or for questions, please contact Marjorie Lemmon or at 203.432.0140.

Insurance Provided to Registered Student Organizations

One of the benefits to being a Registered Student Organization is protection under the University’s insurance. Such insurance includes:

  • Automobile Liability Insurance
  • General Liability Insurance
  • Property Insurance

In order for coverage to apply, the activity must be curriculum related, or the organization must be registered with the University. All activities must be in compliance withthe law, and with the Undergraduate or Graduate regulations. Students and members of the student organizations may be held personally liable if these conditions are not met.

Use of Automobiles & Car Rental Procedures

  • All Undergraduate students are required to take and pass the Driver Safety Awareness class in order to be covered under Yale University's Automobile Insurance. Complete information on driver requirements and other information pertaining to vehicle use, can be found in University Fleet, Rental and Safety Policy 1705
  • A $500 deductible will apply for property damage incurred to any Yale owned or rental vehicle.
  • Use of personal vehicles for Yale sponsored activities is strongly discouraged because your auto insurance is primary and Yale's insurance is secondary.
  • Yale Travel Services has arranged for preferred vehicle rental agencies who will include insurance in the rental fee. Use of these vendors is strongly encouranged.
  • Use of 12 and 15 passenger van use is prohibited. (see below)

Travel

University Travel Resources

The Yale and the World Website contains valuable information for travelers and group leaders.

If you are traveling, internationally or domestically, please take a few minutes to complete the emergency contact and travel form. The information you provide will be used by the Office of the Secretary to reach you in the event of an emergency.

Information for Student Organizations

Student organizations are responsible for appointing an officer of the organization to act as the trip leader, and notifying the Yale College Dean’s Office of the name of the appointed trip leader. The trip leader should consult Responsibilities of Group Leaders or Trip Sponsors for a list of their responsibilities and a list of available resources.

Trip leaders should contact the Office of Risk Management prior to travel. We will assist you in indentifying risks and methods to mitigate these risks. Please contact Marjorie Lemmon or at 203.432.0140.

Before you travel:

  • Consult first the specific travel requirements, guidelines & checklist from the sponsored program or Yale school you attend.
  • Consult your health care provider to confirm your coverage while traveling.
  • Consult UHS Travel Clinic or your health care provider for necessary pre–trip medical advice and inoculations.
  • Waivers must be signed before each trip, regardless of destination or distance traveled and given to your travel advisor or the YCDO.
  • Provide your program advisor or YCDO with your EMERGENCY CONTACT INFORMATION.
  • Provide your program advisor or YCDO with your TRAVEL ITINERARY and register your travel, including:
    • Destination
    • Travel Route
    • Dates of Travel
    • Housing Information
    • 2 Key Contacts in the event of emergency. A key contact abroad that can reach you, and a personal emergency contact.
  • Secure your MEDEX ID card & Description Guide & make sure you understand the terms & conditions. Keep your MEDEX card in your wallet or passport in the event of an emergency. MEDEX information can be found below.
  • Carry a Global cell phone if traveling internationally.
  • Familiarize yourself with the customs of the countries you are visiting

Event and Vendor Management

Events organized by students or student organizations should be reviewed by the Office of Risk Management. This is especially true for large scale events, events including outside parties (vendors, performers, etc.) and events involving travel. Student Organization events should be approved by the YCDO prior to contacting the Office of Risk Management. Other departments such as the Yale Police Department and Fire Marshal may also need to approve your event.

Written contracts or agreements must be used when hiring a vendor, contractor or performer for events, or when renting/leasing equipment for an event.

  • Contracts and agreements must be reviewed by the Dean of Student Affairs, and by Marjorie Lemmon in the Office of Risk Management and Courtney Barnikow in the Office of Procurement.
  • Contracts must be signed by University Administration. Students are not authorized to sign contracts on behalf of the University.
  • Think ahead.  Please allow sufficient time for contract review and signature, or your event may not take place.

All vendors, contractors, or non-Yale partner organizations hired to provide a service for Yale must provide a certificate of insurance prior to commencement of activities.

  • Details on standard insurance requirements can be found here.

Last Updated: October 27, 2009 (jp).