Handbook of Business Procedures
19.1.9. CAMP INSURANCE
The University of Texas System Camp Insurance Program provides excess accident and general liability coverage for academic and sports camps that are owned, operated, or sponsored by The University of Texas System, if the camp is enrolled in the Camp Insurance Program. Because of the additional risk associated with camps, The University of Texas at Austin requires that university camp sponsors enroll the camp in the Camp Insurance Program. The general liability portion of the program provides protection for the camp, coaches, and staff members against claims of bodily injury, property damage liability, and litigation costs to defend against such claims. The Camp Insurance Program also provides an excess accidental death and dismemberment policy that includes limits for medical coverage. The program’s policy is excess above any insurance the campers have available to them. Coverage is available through the Camp Insurance Program for both sport- and academic-focused camps.
Note: In order for coverage to be in effect, the university sponsors must enroll the camp in the insurance program. See How to Apply for Coverage below.
The nominal premium rates are detailed on the application form for each camp. These rates are subject to change annually, normally at the end of April. The camp administrator should ensure that the current application form is used.
C. Camp Coverage
Basic information about camp coverage is listed below. For more details, see the UT System Risk Finance: Camp Insurance Program Web page.
a. Complete the appropriate form at least 7 business days prior to the start of the camp.It will take at least 5 business days to receive a certificate of insurance.
b. Completed applications should be sent to The University of Texas System Office of Risk Management (ORM), Attn: Ruth Maldonado, via email at firstname.lastname@example.org or fax to 512-499-4524. Please do not send applications to Southwest Special Risk Insurance.
c. The University of Texas System Office of Risk Management (ORM) will accept the application as an order to bind coverage for the camp. Once ORM has received your application, coverage will be binding unless there are any inaccuracies in the application, i.e. number of days is incorrect or premium does not calculate correctly. If inaccuracies are noted, ORM will contact you as soon as possible to have them corrected.
Billing is coordinated by The University of Texas System’s Risk Finance Office. The camp insurance broker will bill each camp administrator individually.
- Southwest Special Risk Insurance will email an invoice for 50 percent of the quoted premium, a certificate of insurance, and claims form to the designated Camp Director.
- Timely payment of the 50 percent deposit is due directly to Southwest Special Risk. Failure to make timely payments may result in removal of coverage and impact future eligibility to participate in the Camp Insurance Program.
- **Camp is held **
- Southwest Special Risk will contact the designated Camp Director at the end of each camp with the actual, final number of campers and coaches/staff and will send a final invoice for the remaining premium balance (based on the actual camper counts) to the designated Camp Director.
- Timely payment of any additional premium is due directly to Southwest Special Risk. Failure to make timely payments may result in removal of coverage and impact future eligibility to participate in the Camp Insurance Program.
- Important: Please note that Southwest Special Risk Insurance has an updated Employer Identification Number. Use the revised W9 to update your vendor payment records.
3. Reporting Claims
Claims should be reported as soon as possible, using the procedures outlined on the Camp Insurance claim form.
D. Transporting Campers in 12- and 15-Passenger Vans
If camp participants and/or staff will be transported, please note the guidelines and restrictions in the University of Texas System policy UTS157 regarding 12- and 15-passenger vans. With limited exceptions, these vans may not be used to carry more than nine occupants, including the driver. Other restrictions apply as well, including specialized training requirements for van drivers. For information about 12- or 15-passenger van driver training, see 12- and 15-Passenger Vans or contact Parking and Transportation Services:
- For additional information about camp insurance, email Ruth Maldonado at email@example.com or visit The University of Texas System’s Camp Insurance Program page.
- Risk Management Guidelines for Special Events (Sponsored by UT, Sponsored by Third Party, Jointly Sponsored, Third Parties Providing Services)
- The University of Texas System’s Risk Finance Office
- Risk Management