Risk Management

A certificate of insurance is a document issued by an insurance company to a third party to show "proof of insurance". Certificates provide information about the insured, including the insurance policy coverages, effective dates and limits, and other contract provisions. Since OSU participates in the State of Oregon Self Insurance Fund (SOIF) through the Department of Administrative Services Risk Management Division (DAS-RMD), OSU's proof of insurance is called a Certificate of Coverage.

Many University operations routinely require proof of insurance. Sometimes OSU requests certificates from a third party and at other times, OSU is asked to provide certificates to a third party. Process for Requesting OSU Proof of Coverage

Certificates issued on behalf of OSU are always issued in the name of OSU; therefore, only activities/events that are solely between OSU and an outside organization are insured through the SOIF. For examples of activities/events of a social nature with student clubs are normally not insured through the SOIF, but activities/events with instructional opportunities may have some limited insurance coverage. For assistance in determining if an activity/event is covered, please contact OSU Office of Risk Management (ORM) at 541-737-1323.

• Proof of Coverage for OSU Owned Vehicles 
• Proof of Coverage to an Outside Organization 
• Proof of Insurance from an Outside Organization 
• Process for Requesting OSU Proof of Coverage

Use the below links for information on certificate requests.

Proof of Coverage for OSU Owned Vehicles

The Oregon Financial Responsibility Law requires that all vehicles maintain liability insurance; therefore, a proof of insurance certificate must be placed inside OSU vehicles.

Check out the Vehicles Tool Kit for additional information needed in OSU vehicles.

Proof of Coverage to an Outside Organization

When OSU uses property or facilities owned by others and/or when we enter into contracts with outside organizations, OSU may be asked to provide a Certificate of Insurance. OSU may be asked to name the outside organization as an additional insured. An additional insured is a third party who is added to OSU's insurance coverage and considered an insured for that location or for that activity.

Proof of Insurance from an Outside Organization

Other organizations such as commercial businesses, private individuals, universities, and even student clubs using OSU property/grounds for their organization's activity/event may be asked to provide OSU with a certificate of insurance. Departments arranging the use of OSU facilities/grounds to outside organizations need to contact the Procurement and Contract Services (PaCS) for a Facilities Use Agreement that outlines OSU's insurance requirements to protect the University.

Process for Requesting OSU Proof of Coverage

Since a majority of certificate requests are triggered by a contract, certificates are requested by the Procurement and Contract Services (PaCS) to the OSU Office of Risk Management (ORM). Certificates are issued out of the DAS-RMD in Salem; therefore, PLAN AHEAD as certificate requests can require up to seven business days.

If a certificate is needed, take the following steps:

• Send the contract (i.e. rental agreement) that outlines the organization's insurance requirements to PaCS.

  NOTE: ANY contract for OSU can ONLY be signed by designated signors for the University; therefore, all contracts must be forwarded to PaCS for review and signatures. If you sign a contract on behalf of the University without authority, you could be held personally responsible for the agreement.

• Include the name and address of the organization requesting the certificate
• Include the dates of the activity/event
• Specify if the organization is requesting to be named as an additional insured

It is not uncommon to have these contracts revised several times prior to the ORM requesting the certificate from DAS-RMD due to OSU being subject to the Oregon Tort Claims Act.

On very rare occasions, certificates may be issued without a contract. If this situation occurs, request the certificate directly from the ORM at 737-1323. The ORM is available to provide assistance in determining when contracts are not needed for a certificate request.