- FAS IT Support Program
- Insurance
Insurance for University-owned computers
All university-owned computer equipment at Yale is covered against loss, theft, and/or damage by insurance. However, not all equipment receives automatic, or total, coverage upon purchase and receipt. This document outlines the procedures for compliance, types of insurance coverage provided, and the conditional provisions of coverage.
Compliance
In order for university-owned desktop computers to be covered by insurance, the University Insurance Department must receive official notice of the equipment. Registration of all computer components, which include CPU, monitor, printer, scanner, and/or any other peripheral device must include the following information:
- Serial number
- Description (manufacturer and model number)
- Date of purchase
- Location
- Description of security (i.e., alarm system, cable locking device, or CompuGard)
Please note: University-owned laptop computers do not need to be registered to be covered by insurance.
Any desktop computers or peripheral equipment that has not been reported to the Insurance Office is not covered by University insurance. This information can be submitted via fax to 432-7520.
Basic coverage
The University Insurance Office can handle claims of up to $250,000. All computers that have been registered with the University Insurance Office are covered against theft, loss, and/or damage. There is a deductible of $500 per claim for desktop computers and $1,000 for laptop computers. A single claim can include a computer and attached peripherals and/or multiple computers and devices. University Insurance provides replacement of equipment that has been lost due to theft or accidental damage.
As an example, if a department looses five computers in five offices due to flooding, a single claim can be submitted. The department, or some other funding source, must pay the $1000 deductible and the remainder is paid by University Insurance. The amount paid through insurance is for replacement of comparable equipment, meaning five computers will be purchase to replace those lost during the flood.
Insurance claims in excess of $250,000 must be submitted directly to the University's insurance carriers.
Laptop computers
Laptop computers are difficult to secure and a fragile devices. As such, the possibility of loss due to theft or damage is considerably higher than desktop computers. All University-owned laptops are covered by insurance, both on campus and off, with a standard $1,000 deductible.
In the case of theft, the faculty member must report the loss to the appropriate authorities and obtain a copy of the police report. This report must be submitted to the Claims Adjuster at the University Insurance Office in order to process the claim.
In the case of loss due to damage or breakage, the faculty member is urged to submit the laptop to the Claims Adjuster at the University Insurance Office for inspection. If the loss is due to an accident, the faculty member is urged to obtain written statements from anyone witnessing the event. For example, if a faculty member is walking with a colleague and drops a laptop after slipping on a patch of ice, a statement from the faculty member's colleague describing the event should be submitted with the claim.
Desktop computers
All desktop computers that have been registered with the University Insurance Office are covered with a $500 deductible. The most important factor in registering desktop machines is to determine the correct method of security. According to the University offices of Insurance and Physical Security, there are two approved methods to provide computer security at the desktop level: locking devices and alarm systems.
Locking devices include mechanisms which physically secure the computer either to the floor, a wall, or a piece of furniture. The Office of Physical Security has approved devices manufactured by CompuGard and SecureData. No other security devices are ap proved or covered by University insurance policies. All new computers delivered under the Faculty Support Program for the Humanities and provostial awards to new faculty include locking systems, unless the building and/or room has an approved alarm syst em.
Alarm systems in buildings and/or individual rooms can potentially eliminate the need for individual locking devices. The Physical Security Office maintains a list of buildings and rooms which are considered to meet the University standards for insuranc e. Physical Security can also advise academic departments on technologies and procedures for developing an effective alarm system.
Home use of University-owned equipment
In many cases, faculty members have opted to move University computers to their homes. This is an acceptable practice under University policy. However, before any equipment can be relocated off campus, faculty must check to make sure the equipment is covered by their personal home-owners insurance. If accident or theft of a desktop computer occurs at an off-campus location the liability for the loss must be covered by the faculty member's private insurance policy. Faculty members with university-owned computers in their homes should contact their insurance provider in order to determine coverage.
In the case of laptop computers, all laptops are covered by University insurance both on campus and off campus.
Contact information
Peter Lemay
Univeristy Risk Management Office
432-6606
For information on improving security at your facility:
Hesh Rosenberg
Physical Security
785-5270
