Business and Administration

General Information

With limited exception, vendors providing work, goods, or using University facilities are required to first provide a Certificate of Insurance to the department initiating the agreement and this agreement shall be kept on file for seven years.

“High risk” vendor certificates should be sent to Risk Management for review at aurmi@auburn.edu along with a description of the activity and applicable contact information.

Examples of When Insurance Certificates are Required

1. Exhibitors
2. Contractors
3. Promotional Vendors
4. Business vendors including those performing a service
5. Third parties using or renting campus facilities
6. Non-profits hosting events on campus
7. Anyone hosting a large-scale event on campus
8. Caterers or other food vendors.
9. For Caterers, please see the Registration and Licensing Procedures for Caterers/Bartending Services

Insurance

• Commercial General Liability “CGL”
• • $1,000,000 Each Occurrence

• • $2,000,000 Aggregate

• • $2,000,000 Products & Completed Operations Aggregate

• • $1,000,000 Personal & Advertising Injury

• • $100,000 Fire Damage (Any One Fire)

• • $5,000 Medical Expense (Any One Person)

• Commercial Auto Liability: (*If driving on university-owned property or driving University personnel – may be waived if contract does not involve use of motor vehicle)

• • $1,000,000 Combined Single Limit

• Workers’ Compensation:

• • Statutory Limits Plus

• • $1,000,000 Minimum Employers Liability Limits

• Professional Liability/Errors & Omissions: (If vendor is providing professional, technical service (medical, engineering, legal, business/marketing consultants, architecture etc.)

• • $1,000,000 Each Occurrence

• • $1,000,000 Aggregate, including proof of coverage for up to three years after completion of the project

• Crime Coverage

• • $1,000,000 per loss

2. Additional Recommendations

1. Insurance policies must be issued by an insurance company licensed to do business in the State of Alabama carrying an A.M. Best’s rating of A- VII or Standards & Poor’s rating of BBB+ or better, and the certificate must be signed by an authorized agent. Coverage shall not be suspended, voided, or canceled, except with 30 days prior written notice to the University, unless cancellation is for non-payment of premium; then ten (10) days prior written notice may be given. For any insurers that refuse to provide the required notice, the contractor, vendor, or its insurance broker shall agree to notify the University of any cancellation, suspension, or non-renewal within seven (7) days of receipts of insurer’s notification to that effect.
2. Auburn University, its Board of Trustees, Trustees Individually and Collectively, Administrators, Faculty, Staff and Agents shall be named additional insured for ongoing and products/completed operations on the Commercial General Liability (CGL) coverage by endorsement with respect to liability arising out of the activities performed by, or on behalf of, the contractor or vendor.  On insurance policies where Auburn University is named as an additional insured, the university shall be an additional insured to the full limits of liability purchased by the contractor or vendor, even if those limits of liability are in excess of those required by this contract.
3. The contractor or vendor’s insurance coverage shall be written on a primary basis as respects any other coverage and/or self-insurance carried by Auburn University. In addition, insurance policies shall provide waivers of subrogation in favor of Auburn University.
4. All contractors and vendors shall provide a Certificate of Insurance (ACORD form or equivalent), before work commences, stating that there is insurance in effect with the minimum limits required by the university. All completed Certificates of Insurance shall be sent to the attention of the Auburn University department negotiating the contract.
5. If a contractor or vendor elects to engage the services of a subcontractor or any other outside parties, it is the obligation of the primary or general contractor/vendor to confirm every subcontractor or outside party meets the insurance requirements outlined above or the primary or general contractor/vendor shall assume all risks.
6. Higher limits or specific requirements may be recommended depending on the activity. Please consult Risk Management & Safety for recommended limits with regards to high risk activities such as those involving alcohol, or charter services, aircraft, watercraft, minors, health consultants, construction projects, engineering, environmental hazards, or information technology, fireworks/pyrotechnics.
7. All coverage, except for professional liability/errors and omissions insurance, should be written on an occurrence basis.

3. Waivers

In certain cases, the general recommendations for certain insurance coverage may be waived or reduced. Examples may include:

1. 1. Vendors with the financial strength to self-insure part or all of insurance requirements outlined above as evidenced in audited financials reflecting a net worth adequate to absorb self-insured losses.
   2. A sole proprietor may be allowed a full exemption depending on the activity.
   3. If a vendor/contractor elects to participate in a self-insured workers’ compensation program, the A.M. Best’s or Standard & Poor’s rating requirement may be waived as long as self-insured entity or group trust is in good standing with the appropriate governmental agency and holds a current exemption certificate or certificate of authority. If the authorization to self-insure is subject to a specific and/or aggregate limit, the self-insured entity or group shall provide evidence of excess insurance.
   4. In situations where goods are purchased and no delivery or notable on-site support is provided, the requirements for automobile liability and workers’ compensation may be waived. Some limited deliveries with private passenger cars and lights trucks may also qualify for this exemption and will be handled on a case by case basis.
   5. If the transaction involves the purchase or goods with no service or installation through a sales agent, authorized dealer or manufacturer’s representative, the required product liability coverage may be provided by the manufacturer. The manufacturer must provide a certificate of insurance with language accepting the product liability exposure without any limitations or restrictions as respect to the work or services performed by the dealer, sales agent or manufacturer’s representative.
   6. In very limited situations, if a vendor is allowed a workers’ compensation exemption due to the limited number of employees, the coverage requirement may be waived if the type of work is not understood to be hazardous classification. This exception will not be considered on any construction projects. A waiver and/or release of liability may be required if a workers’ compensation exemption is allowed.
   7. Any entity or group associated or affiliated with the State of Alabama or United States government are typically exempt from all insurance requirements. This exemption may also be offered to other governmental operations and/or entities subject to review of the specific situation.

4. Sample Certificate of Insurance and Additional Insured Endorsement

• • Sample Certificate of Insurance
  • Additional Insured Endorsement

Insurance Requirements for Auburn Recognized Greek Life Organizations Policy

General Information

Greek Life organizations (fraternities and sororities) recognized by Auburn University Student Affairs and Greek Life shall maintain, for the entire time of their Auburn University recognition, insurance meeting the following minimum requirements. The Auburn University Student Organization Policy defines fraternities and sororities as social, Greek-lettered (in most cases) organizations affiliated with an inter/national organization. Fraternities and sororities must be recognized by one of the three Auburn Greek governing councils (Panhellenic Council, Interfraternity Council, and National Pan-Hellenic Council).

These coverages and limits are to be considered minimum requirements and are not intended to  limit the liability of the Greek Life organizations. All Greek Life organizations, its members, alumni, advisors, and agents are responsible for their own actions and activities and assume full responsibility to review their policies on a regular basis to determine whether additional coverage should be considered.

The requirements of insurance do not constitute an acceptance of any responsibility for or duty to regulate the conduct or activities of the organization, its members, alumni, advisors, or agents by Auburn University and are subject to change.

Notice of Changes

Should coverage for any of the described policies be canceled, non-renewed, changed, or allowed to lapse for any reason before the expiration date thereof, the Greek Life organization shall deliver written notice to Student Affairs and Greek Life and Risk Management and Safety within three (3) days after any notice from the insurer. 

General Liability Insurance

Property Insurance requirements for Greek Life Organizations leasing land from Auburn University

Evidence of Property Insurance, confirming compliance with the following requirements shall be provided to Student Affairs and Greek Life and Risk Management & Safety annually, and within seven (7) days of policy expiration date.

Evidence of Property Insurance shall disclose ALL coverage sub-limits and self-insured retentions/deductibles; Auburn University reserves the right to approve coverage sub-limits and retentions/deductibles.

• Policy Limits:

• Limits must be a minimum of 100% of the replacement cost value of all buildings(s), improvements, and other structures (gazebos, event spaces, etc.).

• Policy Terms & Conditions:

• All Risk/Special Form basis and provide coverage for all buildings, improvements, and other structures on Auburn University property;
• Auburn University shall be listed as Loss Payee;
• Include a waiver of subrogation in favor of Auburn University;
• Insurance carrier must be licensed or authorized to do business in Alabama with a minimum A.M. Best rating of A-VII;
• Boiler & Machinery/Equipment Breakdown insurance to cover all buildings, improvements, and fixtures on Auburn University property.

Flood Insurance

Flood insurance equal to at least 100% of the replacement cost value of all buildings(s), improvements, and structures is required for any building located in a High Hazard Flood Zone.

FEMA Flood Maps will be the approved source of determining High Hazard Flood Zones.

Builders Risk Insurance

During any periods of construction, including improvements, additions, or renovations, the fraternal organization or the fraternal organization’s contractor shall also obtain Builders’ Risk Insurance meeting the following minimum requirements:

All Risk/Special Form basis with replacement cost coverage, written on a completed value basis in an amount not less than the total value of the fraternal organization’s Improvements, Betterments, and/or Additions.  Auburn University shall be listed as a Loss Payee on the Builders’ Risk policy.

Special Circumstances

Additional insurance may be required for activities, events or projects that may generate a liability exposure with the potential for claims of higher severity and/or frequency. It is also possible that other insurance programs in addition to the General Liability and Property insurance requirements outlined above may be required. Some of the possible circumstances where the insurance requirements may be altered include, but are not limited to:

• Chapter house construction projects;
• Social events with an estimated attendance greater than 500;
• Events, activities, and projects involving three or more fraternal/fraternal organizations;
• Events openly promoted to the non-fraternal public;
• Events, activities and projects with inherently dangerous equipment or activities.

In addition to insurance requirements for special circumstances, the university may require organizations to develop and implement certain risk management programs to control hazards and reduce the potential of injury or damage.

Requirements for Greek Life Organizations Renting Chapter Rooms from Auburn University

Greek Life organizations renting chapter rooms from Auburn University for Sorority or Chapter gathering space are encouraged to maintain property insurance for Chapter-owned contents (e.g., furniture, electronics) and improvements and betterments e.g., (floor and wall coverings installed by the Chapter).  Auburn University provides no insurance coverage for, and is not responsible for, damage or loss to property belonging to the lessee.

General Information

Contracts for information technology (IT) products and services, such as system integration, programming and data management create specialized exposures from loss or loss of use of the university’s tangible and intangible property including software, data and other electronically stored information.

Risk Management & Safety recommends the following minimum insurance requirements be included in any agreement as a contractual obligation which the vendor must be in compliance with before commencing work, providing goods:

Insurance

• Commercial General Liability “CGL”
  • $1,000,000 Each Occurrence
  • $2,000,000 Aggregate
  • $2,000,000 Products & Completed Operations Aggregate
  • $1,000,000 Personal & Advertising Injury
  • $100,000 Fire Damage (Any One Fire)
  • $5,000 Medical Expense (Any One Person)
• Commercial Auto Liability
  • (if driving on University-owned property or driving University personnel – may be waved if contract does not involve motor vehicles)
  • $1,000,000 Combined Single Limit
• Workers’ Compensation
  • Statutory Limits Plus $1,000,000 Minimum Employers Liability Limits
• Professional Liability / Errors and Omissions
  • includes Privacy Liability and Technology E&O
• Contracts for Service at or under $500,000
  •  $1,000,000 Each Occurrence
  •  $1,000,000 Aggregate
• Contracts for Service Over $500,000
  •  $3,000,000 Each Occurrence
  •  $3,000,000 Aggregate
• Crime Coverage
  • $1,000,000 per loss

Additional Recommendations