Recognized Sports Clubs

Recognized Sports Clubs  

 

EVENT PROCEDURES DURING COVID-19

  • In-Person Events: Please contact your campus Student Life office for specific guidelines on holding in –person events. Application procedures for event liability insurance remain the same.

  • Virtual Events: Follow the normal application procedures for event liability. The carrier has advised including cautionary wording in your invitation/links/communications stating that you expect participants to follow safety guidelines while participating in the event.

  • Event cancellation: Please email your request to plsdsteam.service@mercer.com. Include the following in the subject line of the email: the event date, the event name and your Campus location. For Example: 3/20/2020 - Educational Lecture - UC Davis - Cancelation Request.

 

 

Recreation Department Recognized Sports Clubs Event Liability

The University of California has created an insurance program to cover Recognized Sports Clubs for most on- and off-campus events. Events covered by the policy are paid for by the University. However, Recognized Sports Clubs are responsible for making sure their event is covered and may need to complete a registration form to request certificates of insurance for off-campus venues. Additionally, once at the beginning of each season, it is required to obtain signed waivers from all sports team participants.

As you plan your event, it's essential that you make certain you have the appropriate insurance coverage. Don't put it off; take care of the insurance now!

Background

Recognized Sports Clubs Event Liability Summary

The Philadelphia Indemnity Insurance policy will provide $2,000,000 coverage for the following participants:

  1. Members of governing body &/or their appointed officers (including volunteer workers or individuals paid less than $5,000 per year for their assistance)
  2. Association
  3. League
  4. Team
  5. Camp or School Officers or Officials
  6. Coaches and Managers
  7. Trainers and their Assistants
  8. Game Officials and Referees except independent contractors who are paid for their service*
  9. Statisticians and Scorers except independent contractors who are paid for their services*
  10. Groundskeepers and Ushers
  11. Volunteer Workers
  12. Dance and Performing Arts Groups
  13. Concession and Refreshment Stand workers except independent contractors who are paid for their service*. 
  14. Individual Participants and Players

 

*Third party contractors involved should provide their own insurance coverage

Exclusions

GENERAL LIABILITY INSURANCE POLICY EXCLUSIONS

 

  • Aircraft/Hot Air Balloon
  • Abuse/Molestation
  • Airport
  • Amusement Devices
  • Bungee Jumping
  • Inverted Aerial Maneuver
  • Leased/Loaned/Rented Recreational Vehicle
  • Object Propelled
  • Player vs. Player Claims
  • Pyrotechnicians/Fireworks
  • Rodeo and Roping Events
  • Snowmobiles

Request a Certificate

All requests for Certificates of Insurance must be directed to the Mercer Service Team. Contact information provided below:


Mercer Service:

Email: plsdsteam.service@mercer.com
Service Phone Number: 1-866-838-9536
Service Fax Number: 515-365-3005

Please print and complete the following registration form to be submitted to the Mercer Service Team.

Form more information view the University of California Accident Medical Insurance Policy Summary.

Add/Delete a Sports Club

If your sports club has been recognized and approved by the University Rec Sports Department as a new club or if you need to remove an inactive club from the policy, please complete the Rec Sports Club Insurance Program Add/Delete Form provided (to the right) and email it to Mercer Consumer CampusConnexions at plsdsteam.service@mercer.com.

If you have any questions, please call us Monday - Friday, 8am-5pm CT at 1-866-838-9536.

Claims Reporting

How to report a claim:
  • Philadelphia Process (Liability Claims)

    1. Gather the Facts

      When reporting a notice of loss (injury, property damage to third parties, auto accidents, etc.; related to a registered event), please provide as much detail as possible. This should include, but not be limited to, Insured Name (The Regents of the University of California plus student organization/club name), Contact Name (student organization/club), Policy Number, Claimant Name, Claimant Contact Information, Date of Loss, Location of Loss, Cause of Loss, Your Policy or Reference Number, Initial Steps Taken to Mitigate the Loss, Type (s) and Description of Damage and Estimated Amount of Loss.
       

    2. Report
    3. Follow Up
    4. The claims customer service department will immediately process your first notice of loss and you will be contacted by your servicing representative.

      For information on how to report a University of California Accident Medical claim, view the instructions below for the ACE Process. You must report the accident to ACE prior to reporting to Philadelphia.

  • CHUBB Process (Accident Medical Claims)

    1. Gather the Facts

      IMPORTANT NOTICE: Written notice of claim must be provided within 90 days of the loss.  Written proof of loss must be provided within 90 days after the date of loss. If it cannot be provided within that time period, it should be sent as soon as reasonably possible.  In no event, except in the absence of legal capacity, will proof of loss be accepted more than one year from the date it was otherwise required.

      When reporting a notice of an injury to a member and/or participant, please provide as much detail as possible about the circumstances of how the injury occurred. The information you gather will be needed on the claim form, see below, and the servicing representative will obtain further information when needed. Details should include, but not be limited to, Insured Name (UC Campus and full name of the student organization/club), student organization/club Contact Name, Policy Number (provided on form), Injured Member/Participant Name, Date of Loss, Description of the Injury, Description of the Event where the Injury Occurred, Physical Location where Injury Occurred, Cause of Injury, Your Reference Number (if applicable), Initial Steps Taken to assist the injured participant, any medical reports or invoices received from or on behalf of the injured participant.

    2. Report
    3. Follow Up
    4. The claims customer service department will immediately process your report and you and the injured participant will be contacted by your servicing representative.