Insurance Programs

University of California Office of Risk Services and Auto Insurance Program

Report all auto accidents that occur while using any vehicle for university business. Report any other damage to, or theft of, university vehicles. Reports should be made within 24 hours. Also report claims involving university vehicles to Fleet Services.

Find UC policies relating to vehicles, search for “BUS-46” for information about use of university vehicles and “G-28” for information about travel regulations. See the UCSC Travel Guide for more information about rental car and personal auto usage, including information about rental car expense reimbursement.

Rental Vehicles

Within the United States

• Only rent vehicles using UC system-wide rental agreements. Reserve rentals through the Connexxus portal.
• Negotiated rates for these rental vehicles include the cost of the insurance when traveling for UC business and only within the United States. 

Outside the United States

• Only rent vehicles using UC system-wide rental agreements. Reserve rentals through the Connexxus portal.
• We recommend purchasing both liability and physical damage insurance. Liability insurance is for damage to others property and injuries to others; physical damage is for damage to the rental vehicle.
• If you choose to research what insurance might be included in the rental contract, then go to Connexxus. Navigate to the Ground Transportation, Car Rentals section. You will be able to access downloadable information with detailed information about rental vehicles and insurance.

If you have any questions, contact propertycasualty@ucsc.edu.

Mexican Auto Insurance is Required.

When using a university vehicle in Mexico, the unit using the vehicle in Mexico must purchase a Mexican Auto Insurance Policy. This is required by Mexican law. 

Process to Obtain Mexican Auto Insurance Process – allow at least 10 business days.

• The unit undertaking the trip completes the Request for Mexican Automobile Insurance (attached below) form. Send the form using Virtru to protect the data. Send the completed form to propertycasualty@ucsc.edu.

• UCSC Risk Services will forward the approved form to MacAfee & Edwards.
• UCSC Risk Services will also prepare an Authorization to Drive UC Vehicle in Mexico (attached below) letter and forward it to the unit using Virtru.

• MacAfee & Edwards will prepare the insurance policy and forward the insurance policy and invoice to the unit.
• The unit is responsible for paying the invoice directly to MacAfee & Edwards; acceptable methods of payment include the Travel Card, a personal credit card (to be reimbursed) or by Direct Payment (follow the link and look under “Payments & Reimbursements” for the Direct Payment form). 
• Employees must carry the Mexican Auto Insurance Policy and the Authorization to Drive UC Vehicle in Mexico letter in the vehicle while traveling in Mexico.  Also carry proof of registration for all vehicles, trailers and boats. Fleet Services can provide duplicate proof of registration if needed.

If you have any questions, contact propertycasualty@ucsc.edu.

Insurance for boats is not automatic.

• To get insurance coverage for boats, you must specifically request coverage prior to any loss. Use the Boat Insurance Request (attached below) to request coverage.

• Historically, this program covers damage to boats/vessels, trailers (when used to transport boats or when stored for that purpose), and engines; boat valuation has been based on “like kind and quality” (not “new”). Coverage is subject to the current insurance policy terms and conditions.
• Units do not pay a premium for insurance for smaller boats. Premium is charged for major vessels.
• Get information about the insurance deductibles.

Some situations in which there might be no coverage, even for a scheduled boat.

• Boats are borrowed or lent and there is no written agreement in place (or no insurance clause within a written agreement).
• University owned boats are not in the care, custody or control of the university, then the other party will likely need to insure the boat.

To file a claim:

• Use the property loss reporting form. 

If you have any questions, contact propertycasualty@ucsc.edu.

Campus departments and units offering day or overnight programs should consider purchasing campers insurance. Campers insurance typically includes accident medical expense benefits for covered accidents. Additional coverage for eligible expenses resulting directly from a participant’s emergency illness may also be purchased. (UC employees are not ‘participants’ as relates to the insurance.)

How to Purchase Campers Insurance

• Go to CampusConnexions for instructions about purchasing Campers Insurance. 
• Payment for the insurance is made by check. Start by submitting a CruzBuy Purchase Requisition and include the policy number and code on the purchase requisition.

For More Assistance or Support:

• Contact ​lgraf@wellfleetinsurance.com.

Claims

• Always file a claim directly with the insurance company or their claims administrator as soon as possible to avoid any denials based on delayed reporting.
• Contact propertycasualty@ucsc.edu to let us know about any incidents and to inform us when a claim is filed.

Campus units need to report aircraft charters to Risk Services to ensure insurance coverage. If you are chartering an aircraft, please submit the Air Charter Reporting Form to Risk Services.

If you have any questions, contact propertycasualty@ucsc.edu.

Charterers Legal Liability Insurance provides liability coverage when the university charters a non-owned boat. This coverage is not automatic and the campus must provide notice to the insurance company to have coverage. There are insurance policy exclusions related to geographical areas and other risk control considerations.

If you are undertaking a boat charter, please submit the Boat Charter Questionnaire to Risk Services as you begin planning the charter. 

Risk Services requests advance notice of all boat charter; to have insurance coverage, we must receive notice of charters no later than:

• For charters initiating from January to March – April 1
• For charters initiating from April to June – July 1
• For charters initiating from July to September – October 1
• For charters initiating from October to December – January 1

To report a boat charter, complete the Boat Charter Reporting Form below:

If you have any questions, contact propertycasualty@ucsc.edu.

The University of California is subject to a variety of unique exposures related to electronic information security and privacy. 

The cyber security and privacy liability policy covers damages and claims expenses that the university is obligated to pay because of an actual or alleged privacy breach, confidentiality breach, security breach or online media activity.

If you have a cyber incident:

• Report the incident to Information Technology Services 
• Contact Risk Services at propertycasualty@ucsc.edu

Find more information at:

• University of California Cyber and Privacy Liability Insurance
• Find UC policies relating to information security, search for “BFB-IS-3.”

If you have any questions contact propertycasualty@ucsc.edu.

This coverage is not automatic. Art must be scheduled with Risk Services prior to a loss to be insured. This coverage is subject to all the policy terms, conditions and exclusions.

Coverage under the Fine Arts Insurance Policy is optional and subject to reporting. Each department is responsible for notifying Risk Services of any changes. Risk Services recommends that high value art be insured under this policy.

How to Get Fine Arts Insurance – Art Owned by the University

• Submit the Fine Art Insurance Request form (attached below) to propertycasualty@ucsc.edu.

How to Get Fine Arts Insurance – Art Loaned to the University

• The university will only provide insurance for art loaned to the university if there is an agreement in writing prior to any loss requiring the university to insure the art. Risk Services developed a template agreement (and exhibit) primarily for the purpose of defining the insurance terms and conditions for art on loan to the university. The unit or department receiving the artwork on loan is responsible for determining if the template agreement is sufficient. If a unit or department develops a unique agreement, then Risk Services should review any language relating to insurance within art loan agreements. For help with any terms or conditions other than insurance, please work with a campus contracting office.

Template agreement:

Exhibit:

• Submit a copy of the loan agreement to propertycasualty@ucsc.edu prior to the start of the loan. The unit or department receiving the art on loan is responsible for retaining the original agreement according to established retention requirements. 

If the University is Lending Art, Be Sure to Have a Written Agreement

• Any agreements for lending art from the university to another institution need to have the insurance terms reviewed by Risk Services prior to entering into the agreement. Forward the agreements to propertycasualty@ucsc.edu for review of the insurance terms only. For help with any other terms or conditions, please work with a campus contracting office.

To Submit a Claim

• Fill out the claim form as soon as possible. Forward the claim form to propertycasualty@ucsc.edu. Delay in submitting a claim to Risk Services could affect coverage.

For More Assistance or Support:

• Contact propertycasualty@ucsc.edu.

The University’s Property program provides coverage for direct physical loss sustained to university property due to an event that falls with the terms and conditions of the insurance policy. Coverage may be extended to property (loaned or leased) that is in the care, custody, and control of the university.

The programs include coverage for buildings, contents, equipment, vessels, fine art and library collections.

Claims

• Claims are typically submitted by the unit whose property is damaged or stolen.
• Fill out our online Property Claim Reporting form or call in the claim: (800)-416-4029.
• Find out what to expect during the handling of a property claim.

Questions

• If you have any questions, contact propertycasualty@ucsc.edu or see Frequently Asked Questions.

Insurance is not automatic for all shipments of property.

Office of the President Risk Services (OPRS) maintains insurance for the UC system. See additional information at their website. All insurance coverage is subject to the terms and conditions of the insurance policies.

1 – Shipments within the contiguous United States – UC Property Insurance

UC owned property in transit within the contiguous United States is insured by the university’s property self-insurance for up to $5,000,000 subject to all insurance policy terms and conditions including, but not limited to:

• All deductibles apply, which range from $1,000 to $5,000 or more.
• All exclusions apply, including the exclusion for “mysterious disappearance”

Insurance limits are $5,000,000.

• If you are shipping property within the contiguous United States and it has a value over $5,000,000 and/or is not owned by UC, then contact propertycasualty@ucsc.edu.

2 – Shipments outside the contiguous United States – Open Cargo Insurance

Insurance is not automatic for UC property being shipped outside the contiguous United States. Submit the Open Cargo Insurance Request (attached below) to propertycasualty@ucsc.edu prior to shipping.

Shipments must meet certain criteria to be eligible for Open Cargo Insurance:

• UC owned scientific equipment only
• Value of $5,000,000 or less
• Shipped to/from the contiguous United States to Alaska, Hawaii, or any other location outside the contiguous United States
• Shipped outside the contiguous United States
• Be within certain geographical limits
• There are geographical limits to the university’s open cargo insurance. Coverage is excluded for UC owned scientific equipment in transit to and from countries which are the subject of trade or economic embargoes imposed by the laws or regulations of the United States of America. If this exclusion applies to your shipment, then contact propertycasualty@ucsc.edu.

Take action to get coverage.

If the shipment meets all of the above conditions, then you MUST register the shipment to have insurance coverage, subject to all policy terms and conditions. Submit the Open Cargo Insurance Request (attached below) to propertycasualty@ucsc.edu prior to shipping.

If your shipments do not meet all of the conditions listed above, then contact propertycasualty@ucsc.edu.

No Insurance Coverage

Insurance is not automatic for property not owned by the university.

There must be a legally binding contractual obligation and insurable interest for the university insurance to extend to non-owned property.

• If you believe the university should be insuring property that is not owned by the university, then make sure the agreement with the owner of the property reflects this understanding and is legally binding.
• Additionally, if the shipment is in transit outside of the contiguous United States, then also request insurance by submitting Open Cargo Insurance Request (attached below) to propertycasualty@ucsc.edu prior to shipping.

Insurance is not provided for property shipped by any government postal service.

UC owned property that is carried in the checked or carry-on baggage with a UC business traveler on a commercial aircraft does not need to be reported.

If you have any questions, contact propertycasualty@ucsc.edu.

The University of California strongly recommends renters insurance for all students. UC Santa Cruz students who apply for university housing will be provided with information during the housing application process. Students who reside off campus can also apply. You can find details at CampusConnexions.

The University of California recommends that students consider purchasing Tuition Refund Insurance to help protect them financially in case they need to withdraw for covered medical reasons. 

You can find details at CampusConnexions.

The university has arranged for employees and students traveling on official university business to be covered for a wide variety of accidents and incidents while away from the campus or primary workplace at no cost to the traveler or their unit. Key benefits of the travel program include the UC Trip Planner for planning your trip, travel alerts and emergency medical services, emergency travel services, information services and security evaluation services. For more details about the program, see Travel Risk and Insurance.

Be aware of UC Systemwide Travel Advisories.

UC Personal Travel Insurance is available for employees and students personal travel.

Emergency Travel Assistance 

Chubb-AXA Global Travel Assistance

• +1-855-327-1420 – Toll free in the US
• +1-630-694-9804 – Outside the US
• Email at: MedAssist-USA@AXA-Assistance.us (for inquiries that need less immediate attention)

Get more information about Travel Assistance, including services provided, possible limitations and challenges and opening a case with Chubb.

Before Travel

1. Register Your Trip 
   • Trip registration is required for University related trips out of state and to foreign countries.
   • UC Travel Registration
     • Find out how to register your trip.  
     • Travel registration does not guarantee that your trip is eligible for travel insurance travel.
2. Activate or Update Your Account
   • After registration of your trip is successful, a welcome email from ​no-reply@welcome.worldaware.com will be sent to the traveler with a link to activate their account and provide emergency contact information. After the account is initially activated, travelers can access their account at https://traveler.worldcue.com to update their emergency contact information, review their trips, access location information, travel tips and more.
   • If you do not receive a welcome email after registering your trip, or if you have any problems activating your account, accessing or updating your information, then please contact us at propertycasualty@ucsc.edu
3. REQUIRED: For trips to Cuba, Greenland/Antarctica (Polar Regions) you must also fill out these additional affidavits/forms.
   • Travel – Cuba Form
   • Travel – Greenland/Antarctica (Polar Regions) Form
4. Review guidance and advisories for the destination, complete any required plans and consult on high-risk areas.
   • All travelers should review CDC Guidance.
   • All international travelers should review the DOS Travel Advisories prior to making travel plans. For international travel that involves carrying out field work, travelers are required to fill out the EH&S Field Safety Plan and COVID-19 Research Travel Checklist. 
   • Consult the the UC Trip Planner while planning your trip.
   • For High-Risk Areas If you know you are traveling to a high-risk destination, thoroughly review the security information provided by WorldCue.  If you are uncertain about whether your destination is in a high-risk region, the UC Trip Planner provides an overall risk rating of countries.  The UCSC Global Travel Security Manager, Michael Price, can provide more information about your international travel and arrange for a pre-travel risk assessment, contingency planning and pre-travel safety and security planning at migprice@ucsc.edu.  Additional planning, risk mitigation and security briefing assistance is also available through the UC Office of the President with Phillip Van Saun, UCOP Director of Risk, Security & Resilience, at Phillip.Vansaun@ucop.edu.
5. Review the Travel Risk and Insurance webpage
   • Topics include, but are not limited to the following:
     • Registration
     • Eligibility
     • Benefit summaries
     • FAQ’s for students and employees
     • How to file a claim 

Miscellaneous Resources

• UCSC EH&S – Field Research
• Mexico
• State Department Travel Advisories
• UC Personal Travel Program – available for purchase by UC faculty, staff, students and retirees for their personal travel
• Students Returning from Travel
  • Contact Slug Support if you have arrived in Santa Cruz and need assistance with any quarantine and/or self-isolation requirements by emailing deanofstudents@ucsc.edu.
  • Contact the Student Health Center with any health-related questions/issues by calling our Nurse Advice Line 831-459-2591, or seek information on the website.

If you have questions, contact propertycasualty@ucsc.edu.

Risk Services offers resources for programs and activities involving with minors. We work with campus programs individually to address abuse prevention. Contact us to get started!

We can help with

• Training, online or in person
• Development and review of policies and procedures
• Risk mangement as relates to abuse prevention

Online Training for the Prevention of Abuse of Minors

• Go to the UC Learning Center 
• After log in, go to the Library in the upper left corner; the Library icon looks like books
• Choose Risk Services and browse the courses
• Find the CANRA Training for Mandated Reporters course by searching for “CANRA”

UC Policies

Minors in Laboratories and Shops includes a waiver for minors in laboratories and shops.

University Policy – Reporting Child Abuse and Neglect – CANRA – requires that employers of Mandated Reporters (as defined in the Act) promote identification and reporting of child abuse or neglect. It is the policy of the university to comply with its obligation under the Act.