Insurance Requirements

For specific questions, please contact Risk Management at safety@uttyler.edu.  
 
Per UTS 192 insurance coverage is required for all Official Youth Programs with minor children equal to the UT System Camp Policy. The policy is needed per session. If you have the same type of program multiple times with different registrants and/or different dates, each session needs its own application. If you have multiple camps on the same day, they need their own insurance. The UT System Camp program provides Excess Accident and General Liability coverage to participants and staff for enrolled, UT-owned camps and clinics held throughout the year, including joint-sponsored events. Coverage is available for online, sport- and academic-focused events. More information can be found on UT System's Risk Management Systemwide Insurance Programs webpage.  

How to Request Coverage CAMP Program Insurance 
The Camp Program provides Excess Accident and General Liability coverage to participants and staff of enrolled, UT-owned and operated camps held throughout the year. The Camp Program provides insurance coverage in accordance with UTS 192 Youth Protection Policy (Section 4.6). 
   
Please use the ORM Camp Portal link https://apps.utsystem.edu/ormcamps/camplist to access the applications by using your institution’s credentials.

Apply at least 7 business days before your camp starts if you want to enroll in the Camp Program. It will take at least 5 business days to process. Please do not send applications to Southwest Special Risk Insurance (SWSR). 

1. Submit Application – Complete the appropriate application based upon the type of camp to be held by selecting one of the following: sports, educational (non-sports) or online. Note the form will not be submitted without answering all questions. - Once submitted ORM Camp Policy Administrator (Ruth Maldonado) and Submitter will receive a pdf copy of your application from ORMinfo@utsystem.edu .
2.  Proof of Coverage - Southwest Special Risk will email proof of coverage certificate of insurance (Acord Form) and claims form to the Contact Name listed on application form Tammy_Westbrook@outlook.com. 
3. Update or Cancel - ORM will accept all applications as an order to bind coverage. You will be able to update or cancel your application by logging back into the Camp portal and selecting from the list of camps you have submitted. The last time to edit an application is midnight, the night before the coverage start date. Contact Ruth Maldonado at rmaldonado@utsystem.edu if you have any questions. 
4. Audit - An email notification from the ORM portal will be sent to the Contact Name 72 hours (about 3 days) after the last day of the program (expiration date of coverage) for the actual final number of campers and staff/coaches. Complete the audit form within 72 hours (about 3 days) of email notification. The audit form will be in the ORM portal. 
5. Invoice - An invoice for the premium (based on the Audit) will be sent to the designated Contact Name from Tammy_Westbrook@outlook.com. 
   a. Note: If the audit form is not completed in a timely manner SWSR will invoice from the initial application. 

Helpful Information 

• Please be aware that an application is needed per session. If you have the same type of program multiple times with different registrants and/or different dates, each session needs its own application. 
• Please make sure to include any volunteers running/assisting with your program into the staff section of the application.  
• You may use estimates when submitting your initial application. You may edit the form later. 
• THE LAST DAY TO EDIT THE APPLICATION IS MIDNIGHT BEFORE YOUR PROGRAM START DATE. 
• An audit form will be available in the ORM portal after the program concludes for your actual attendance numbers. 
• You will receive an email from the ORM portal 72 hours (about 3 days) after your program as a reminder to complete your form.
•  You will have 72 hours (about 3 days) after that to complete the form. 
• If you do not return the audit form you will be billed based on the original submission. 
• If your program cancels, you must also cancel your insurance in the ORM portal before the proposed start date. Failure to do so will result in payment for coverage. 
• Failure to provide prompt payment can result in removal from the insurance program – this means you will no longer be able to host youth programs. This may also impact the institution.
•  Failure to obtain insurance coverage will result in the cancellation of your program at the department's expense. 
• Insurance forms will be required before a Youth Program is moved from pending to scheduled in Astra.  
• If there is an incident during your program, you must complete your part of the claim form and give instructions to the parent on how to complete the form with the deadline for submission. 
   

To obtain a TULIP quote for your event, please email eventmgmt@uttyler.edu.   To obtain a UT System Camp Policy quote for your event, please email yp@uttyler.edu