Risk Management
i. Property and Casualty Insurance - (Liability Insurance)
ii. SDSU Research Foundation Vehicle Insurance
iii. Crime Insurance
iv. Wrongful Acts
v. Workers' Compensation/Special Services
vi. Loss Prevention
vii. Premium Allocations and Deductibles
viii. Certificates of Insurance/Additional Insured
ix. Vendor / Subcontractor Minimum Insurance Requirements
x. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements
xi. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
xii. Foreign Travel
xiii. Property Control
i. Property and Casualty Insurance - (Liability Insurance)
SDSU Research Foundation purchases property and casualty insurance to protect its assets against losses or damages resulting from its business operations. One component of this insurance is a commercial general liability policy. This insurance may not provide coverage for activities which are not considered in the scope and course of employment.
- Commercial General Liability
This policy generally should pay for damages that SDSU Research Foundation is legally obligated to pay due to negligence, which results in personal injury and/or property damage to others, subject to policy exclusions.
In the event of an accident, an investigation will be conducted by the risk management department. No admission of responsibility or commitment to pay for damages should be made by any other person. - Contractual Liability
Provides for payment of damages SDSU Research Foundation is legally obligated to pay under an insured contract. - Product Liability
Provides coverage for damages SDSU Research Foundation is legally obligated to pay as a result of loss involving a product designed, manufactured, or distributed by SDSU Research Foundation. Exclusions do apply. - How to Submit a Claim
All incidents involving personal injury, potential injury or property damage must be reported to SDSU Research Foundation's risk management staff immediately at 619-594-4139 or sdsurfriskmanagement@sdsu.edu.
ii. SDSU Research Foundation Vehicle Insurance
This insurance includes auto liability and physical damage coverage. Physical damage coverage includes commercial and collision protection for SDSU Research Foundation owned, leased, or rented vehicles.
- Comprehensive
Comprehensive damages include theft of vehicle or damages caused by fire or water. Damage to a vehicle’s windshield is also covered under comprehensive coverage.
No coverage is provided for personal effects or other property of the insured or others carried in or on the vehicle. Comprehensive coverage pays for the repair or replacement with like kind and quality for physical damage other than collision. The deductible amount of $1,000 will be charged to the department or project. - Collision
Collision damages include collision with another vehicle or fixed object, or vehicle overturns. Collision coverage pays for the repair or replacement with like kind and quality. The deductible amount of $1,000 will be charged to the department or project. - Automobile Liability
Automobile Liability is provided for all SDSU Research Foundation owned, leased or rented vehicles used to conduct SDSU Research Foundation business. This insurance program should pay for damages that SDSU Research Foundation is legally obligated to pay to third parties. Note that insurance coverage may not be automatic when vehicles are purchased. Therefore, the risk management staff must be notified when vehicles are acquired. - Personal Vehicle Usage
The vehicle owner must be aware that their personal automobile insurance is the primary policy in the event of an accident. SDSU Research Foundation's insurance coverage is only applicable if the claim exceeds the vehicle owner’s Personal Liability insurance coverage, and a claim is made against the SDSU Research Foundation because of the accident. Insurance carriers normally allow the occasional use of privately owned vehicles for business trips without an increase in premium rates. If a private vehicle is regularly used on SDSU Research Foundation business, an employee should notify their insurance carrier. - Rented Vehicles
Automobile insurance for rented vehicles is provided for SDSU Research Foundation employees, PI, and project staff who are employed by SDSU Research Foundation and are participating in SDSU Research Foundation related business activities. When employees rent vehicles to conduct SDSU Research Foundation business, they should advise the rental agency that they are renting the car to use while on SDSU Research Foundation business and deny the comprehensive, collision, and general liability coverages. All three of these coverages are provided under a single SDSU Research Foundation policy. If a rental agency requires proof of insurance, submit a request for a copy by completing the https://foundation.sdsu.edu/pdf/risk_certificate_insurance_request.pdf (PDF Format, 92KB)*. Please note: there is a $1,000 deductible. SDSU Research Foundation’s policy does not cover damage for rentals of more than thirty (30) consecutive days or for losses reported more than forty-five days (45) from date of loss. All such uninsured losses and the deductible amount of $1,000 will be charged to the department or project. - How to Submit a Claim
All accidents involving SDSU Research Foundation-owned or leased vehicles, and private vehicles being operated on SDSU Research Foundation business, must be reported to the risk management staff immediately at (619) 594-4139 or sdsurfriskmanagement@sdsu.edu. A Vehicle Accident Report along with all other documentation (estimates, police reports, etc.) should be forwarded to the risk management department. along with all other documentation (estimates, police reports, etc.) should be forwarded to the risk management department.
iii. Crime Insurance
Types of coverage include:
- Fidelity coverage extends to the loss of SDSU Research Foundation cash, securities, bonds and money as a result of employee dishonesty. Deductibles and exclusions do apply. Coverage may not be provided for the loss of personal property.
- Forgery and alteration insurance provides coverage for altered or forged documents.
- Money and securities coverage extends to the loss of SDSU Research Foundation cash, securities, bonds and money. Deductibles and exclusions do apply. Coverage may not be provided for the loss of personal property.
- Money Order Coverage protects against theft of money orders.
- Computer Fraud protects against financial losses resulting from computer theft.
All incidents and losses should be reported to risk management. Proof of loss and documentation supporting the amount claimed should be included.
iv. Wrongful Acts
- Employer's Legal Liability
Covers amounts SDSU Research Foundation is legally obligated to pay for the legal defense and for damages incurred resulting from a claim against SDSU Research Foundation, staff members, managers, officers, director, or named insureds. Coverage includes any alleged error, misstatement, misleading statement, act, omission, neglect or breach of duty arising while acting in good faith during the performance of their assigned duties. - Employment Practice Liability
Covers damages that SDSU Research Foundation is legally obligated to pay for claims arising out of wrongful termination, sexual harassment and employment discrimination. - How to Submit a Claim
Any notice of a complaint of alleged wrongful acts must be reported to the human resources department at (619) 594-4139.
v. Workers' Compensation/Special Services
Under Cal/OSHA regulations, all employers are required to log designated work-related injuries and illnesses. The Human Resources department compiles and maintains this log based on information from injury reports submitted. Any requests for viewing this log by Cal/OSHA representatives should be directed to the human resources department.
vi. Loss Prevention
Risk management attempts to identify loss potential and coordinates preventive measures to correct areas of concern. Expert assistance such as external consultants, work-site assessments and safety engineers may be utilized. In addition, risk management works with environmental health and safety, facilities management, and the human resources department, to provide education, training and assessment of risk areas. Employees, interns, volunteers and visitors are encouraged to bring dangerous situations to the attention of one of these departments.
vii. Premium Allocations and Deductibles
Premium allocations/deductibles for various types of insurance coverage or claims will be allocated to SDSU Research Foundation departments or projects. The allocation method is based upon the insurance exposures within each department. The deductible for theft, loss or damage to property is $5,000.
viii. Certificates of Insurance/Additional Insured
SDSU Research Foundation is involved in numerous activities and business ventures with various contractors, subcontractors and business entities. Therefore, it is necessary to ensure that SDSU Research Foundation is adequately protected against losses or claims arising out of the activities of contractors, subrecipients and business entities. If SDSU Research Foundation determines that an activity warrants additional protection against certain risks, it may request that the organization it is conducting business with provide a certificate of insurance (Accord form). This certificate should have an attached "additional insured endorsement" stipulating that CSU, SDSU and SDSU Research Foundation are additional insured under the contractor, subrecipient or vendor insurance policy. The certificate is to be sent to the department seeking the services of the contractor or supplier and to the risk management department. All certificates of insurance and additional insured requests should be submitted to SDSU Research Foundation’s risk management staff for processing.
If an organization requests a certificate of insurance from SDSU Research Foundation, that request must be submitted to risk management. The information required for completing a certificate of insurance (PDF Format, 166 KB)* that includes:
- Requesting persons' name, department, telephone/fax number and e-mail address;
- Certificate holder, to whom the certificate is to be issued;
- Certificate holder or contact person’s name, address, and phone/fax number and e-address;
- A description of the activity for which the certificate is needed, including purpose, location and time period;
- Items to be insured if property coverage is requested;
- The type and limits of insurance for which proof is required;
- Time frame of when a certificate is needed and who should receive copies;
- Whether or not the original is sent back to the requester (i.e., to be included with contract).
Note: Contracts or lease pages outlining requirements are typically helpful and in some instances, may be required for additional insured requests.
ix. Vendor / Subcontractor Minimum Insurance Requirements
- Commercial General Liability
Each subcontractor shall supply a Certificate of Insurance showing evidence of commercial general liability coverage with a limit of at least $1,000,000 combined single limit per occurrence, or higher as required by SDSU Research Foundation. The certificate must have an endorsement attached which (1) names SDSURF as an additional insured; (2) provides that such insurance is primary and any other insurance of SDSURF is excess; and (3) waives any subrogation rights or claims against SDSURF. The additional insured endorsement must be attached to the certificate. Endorsements that limit or exclude coverage are to be attached to the certificate. - Umbrella or Excess Liability
Each subcontractor shall supply a Certificate of Insurance showing evidence of umbrella or excess liability coverage in an amount not less than $1,000,000 combined single limit per occurrence. Endorsements that limit or exclude coverage are to be attached to the certificate - Worker's Compensation and Employer's Liability
Each subcontractor shall supply a Certificate of Insurance providing evidence of worker's compensation and employer's liability coverage. The employers' liability limits shall be at least $1,000,000 for each occurrence. A waiver of subrogation shall be attached in favor of SDSURF. - Automobile Liability
Each subcontractor shall supply a Certificate of Insurance showing commercial automobile liability coverage in an amount no less than $1,000,000 combined single limit per accident for all owned, non-owned, and hired vehicles. - Professional Liability
If the subcontractor is a licensed architect, engineer, designer, or other "professional," a Certificate of Insurance shall be supplied showing errors and omissions coverage in an amount not less than $1,000,000 per occurrence. The certificate must have an endorsement attached which (1) names SDSURF as an additional insured; (2) provides that such insurance is primary and any other insurance of SDSURF in excess and (3) waiving any subrogation claims against SDSURF. The additional insured endorsement must be attached to the certificate. - Property Insurance
Tenant will procure and maintain property insurance coverage for:
- All furniture, fixtures, office equipment merchandise and all other personal property at or about the premises.
- Leasehold improvements made by the tenant;
- All improvements, betterments, alterations and additions to the premises.
- Additional Requirements
The insurer providing coverage for commercial general liability, umbrella or excess liability, workers’ compensation, automobile liability and professional liability shall have a minimum A.M. Best's rating of A VII and be admitted in California. This can be amended by separate agreement by SDSURF. All certificates are to be sent to:
1. Original to the SDSURF department that contracts with the subcontractor or vendor.
2. Copy to Risk Management, San Diego State University Research Foundation, 5250 Campanile Drive, San Diego, CA 92182-1945.
x. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements
- Commercial General Liability
Each subcontractor providing transportation services shall supply a Certificate of Insurance showing evidence of commercial general liability coverage with a limit of at least $2,000,000 combined single limit per occurrence, or higher as required by SDSURF.
The above limit can be satisfied through a combination of primary and excess policies. - Worker's Compensation and Employer's Liability
Each subcontractor shall supply a Certificate of Insurance providing evidence of workers’ compensation and employer's liability coverage. The employers’ liability limits shall be at least $1,000,000 for each occurrence. A waiver of subrogation shall be attached in favor of SDSURF.
The above limit can be satisfied through a combination of primary and excess policies. - Automobile Liability
Each subcontractor providing transportation services shall supply a Certificate of Insurance showing commercial automobile liability coverage in an amount no less than $2,000,000 combined single limit per accident for all owned, non-owned, and hired vehicles.
The above limit can be satisfied through a combination of primary and excess policies
Certificate must have an endorsement attached which (1) names CSU, SDSU and SDSURF as an additional insured; (2) provides that such insurance is primary and any other insurance of SDSURF is excess; and (3) waiving any subrogation rights or claims against SDSURF. The additional insured endorsement must be attached to the certificate. Endorsements that limit or exclude coverage are to be attached to the certificate also. - Foreign Territories
If the vendor/subcontractor is providing transportation services or tours in a foreign territory, the certificate of insurance must have an endorsement attached verifying that the vendor/subcontractor’s insurance includes the foreign country in its Coverage Territory.
All certificates must be received and approved by SDSURF prior to any work, event, or activity that exposes SDSURF to legal liability.
SDSU Research Foundation retains the right to evaluate any business agreement to insure compliance with this requirement. SDSURF also retains the right to make exceptions where needed.
xi. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
- Leased/Rented Equipment and Vehicles:
SDSU Research Foundation may be required to provide leasing/rental agencies with a certificate of insurance. In such cases, the buyer will request a certificate of insurance. The buyer will provide risk management with a detailed description of equipment (to include manufacturer, model, color etc), value and the insurance requirements as defined in the company terms and conditions. - Loaned/Borrowed Equipment and Vehicles:
SDSU Research Foundation may be required to provide a company/individual with a certificate of insurance. In such cases, the department/project will request a certificate of insurance from the SDSURF risk management staff. The department/project will provide risk management with a detailed description of equipment (to include manufacturer, model, color etc.), proof of ownership, age/year originally purchased, purchase price, current value, and if possible, a photo and condition report.
xii. Foreign Travel
Insurance coverage and assistance is provided for PI or project staff employed by SDSU Research Foundation when they are participating in SDSU Research Foundation related activities in a foreign country. SDSU Research Foundation’s risk management staff must be notified at least 30 days in advance whenever foreign travel is anticipated. In order for the California State University Risk Management Authority (CSURMA) Foreign Travel Liability Insurance Program to cover travel to countries deemed war risks or high hazardous, SDSU Research Foundation may be required to obtain written approval from SDSU’s president, CSU’s Chancellor and CSURMA’s insurance company prior to travel to those areas.
xiii. Property Control
SDSU Research Foundation defines inventorial property as a tangible, non-consumable fixed asset having a useful life of one or more years and a minimum unit acquisition cost of $5,000. All computer property (servers, desktop/workstation CPUs, laptops, tablets, notebooks, etc.) is inventorial property regardless of the cost. Property purchased by SDSU Research Foundation is for authorized project purposes only.
After payment is processed a member of SDSU Research Foundation’s staff will contact the PI to arrange for the item(s) to be tagged with a numerical SDSU Research Foundation identification sticker. Facilities management tags items located off campus and the transaction team tags items located on campus. The control number, along with a description of the item, the serial number, and location are entered into banner and maintained by SDSU Research Foundation financial services department.
The financial services department conducts biennial physical equipment inventories in compliance with Federal regulations. An email announcing the commencement of the inventory process is sent from MyRF to the equipment custodian on record (usually the PI). Instructions for accessing PI profile to complete the equipment inventory are included. Reminder emails are auto generated daily from the system until the PI completes their inventory. The PI, or designee, verifies that the equipment items listed on the report are correct or makes a notation of any discrepancies. The inventory report is submitted though the MyRF to the fixed asset coordinator and the results are reconciled to the inventory system. In addition, spot physical inventory audits may be conducted on a periodic, informal basis by SDSU Research Foundation staff.
The PI is responsible for establishing property maintenance procedures based on manuals and instructions furnished by manufacturers. In the absence of such instructions, the PI should establish a maintenance program based on experience and judgment. If required, assistance in developing such a program may be obtained from SDSU Research Foundation’s facilities management department.
The financial services department must be notified using the Property Inventory Modification Request form whenever there are changes in property such as: location, damage, theft (police report must be attached), loss, fabrication, loan, or receipt of government-furnished property. This form is also used to request transfer to the university or disposal by SDSU Research Foundation.
All computer property must be managed in accordance with the SDSU Information Security Plan, including secure disposal requirements outlined in Section 3.9.8. If computer property is lost, stolen or missing, a completed Lost Computer Inventory form must be submitted to the SDSU Research Foundation fixed asset coordinator, the SDSU Information Security Office and SDSU Public Safety.
Temporary relocation of property off-campus, including to an employee’s home, for SDSU Research Foundation business and/or academic activity should be reported to the fixed asset coordinator using the Off Campus Use of Equipment Agreement form. This authorization, and a statement that the property is to be used for SDSU Research Foundation business, should be forwarded to financial services. Without this authorization, the employee could be held responsible for any loss incurred while the property is in his or her care.
Financial services will obtain the approval of the SRA grant specialist and the fixed asset coordinator/f (for individual items with a net book value greater than or equal to $5,000 on an active federal grant or contract, or for all sponsored owned property) and forward the request to facilities management for pickup.
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