Q. Am I eligible to rent a vehicle from the University fleet?
A. To determine your eligibilty, visit U Drive.
Q. What if I am renting a vehicle off-campus through Budget?
A. The requirements for renting a vehicle off-campus (through Budget, etc.) are exactly the same as those for renting a University fleet vehicle.
Q. What if I need a vehicle but don't have the time to complete the requirements because I am leaving on a trip outside the province?
A. If you anticipate driving on behalf of the University at some point in the future, arrangements for finalizing the requirements should be made in advance. The options are to use a credit card providing car rental coverage or pay for the Collision Damage Waiver or other insurance at time of rental. This expense would have to be absorbed by the authorizing department.
Q. Will I be covered by University insurance if I drive my own personal vehicle on University business and I am involved in an accident?
A. No. Your personal automobile insurance policy is considered primary and would respond to any claims arising from accidents regardless of the fact that it was on University business. The University insurance policies do not provide coverage for personally owned vehicles.
Q. If I use my personal vehicle for University business, do I need to notify my broker or insurance company?
A. Yes. If you are using your vehicle for University business, particulary if it is more than on an infrequent basis, your vehicle would need to be "rated" for business use. What this means is that the insurance company needs to collect the correct premium for the use of the vehicle; otherwise, the insurance company may say that you have misrepresented the use of the vehicle.
Q. I plan on renting a vehicle from the University Vehicle Pool and need information on driver requirements, rates, etc. Where can I get this information?
A. Just check these links for additional information:
Q. I just had an accident. What is the deductible?
A. The standard deductible is $500.00. The deductible is waived where the department authorized driver is not reponsible for causing the damage. Departments may be subject to a higher deductible based on loss history. If you cause property damage and/or bodily injury to another party, the deductible is $2,500.00 additional which is the deductible charged to us by the insurance company.
Please note that the stipulated deductibles are maximum amounts assessed against the department. If damages are less, you are only charged the lesser amount.
INSURANCE (PROPERTY) RELATED
Q. We just had some University property stolen. What do we do? Are there forms to complete?
A. The first thing to do is to contact Protective Services to report the theft. Obtain the Protective Services file number for reference and then call our office. Insurance & Risk Assessment will provide you with the necessary guidance for what documentation will be required to adjust the claim.
Q. I am using my own personal laptop for university business. Will I be covered if it is stolen or damaged?
A. No. The University does not provide any insurance coverage for personal property. Please note that your own personal policy (homeowner's) may also have restrictions of coverage for business use of property that is off your premises (check with your insurer).
Q. Our department just had a computer stolen. How much is the deductible?
A. The standard deductible is $1,000.00.
PROOF OF INSURANCE
Q. We have been asked to obtain proof of insurance or a "Certificate of Insurance" for a student who is doing a placement or some other activity. How do I go about getting this document?
A. All the information that you need can be obtained here: Certificates of Insurance.
STUDENT GROUPS RELATED
Q. We were approached by an outside Society to become a student chapter. How will this affect our group status regarding insurance?
A. You have to find out if such Society has its own insurance and whether that insurance will extend to cover the student chapter. If your group is participating in any events or functions that are affiliated with such Society, you have to ensure that the Society has the insurance to cover your group.
Q. One of our group members will host a party at his house. We want to send out invitations by campus e-mail. Members are welcome to bring their own beer, beverages, etc. Is this okay?
A. If it is a club event, you have to obtain the approval from the Office of the Dean of Students through a BearsDen event application (e.g. special permit or liquor license permit) and participants are required to sign a waiver. If it is a private function, you cannot use your group's name or utilize the University's computer system. The host will be solely responsible for any outcome arising from the event.
Q. Our group's laptop is stored in a storage room on campus and it was stolen. Will the University pay for it?
A. No. The University of Alberta is NOT responsible for any loss or damage to property owned by the student group or group members.
Q. We are a registered student group at the University of Alberta. Are we automatically covered by the University of Alberta's insurance program?
A. It depends...on the structure of your group and types of activities that your group is conducting in the course of its operations. The University's general liability policy extends only to insure the registered student groups against legal liability claims from third parties if your group is carrying out recreational activities/events which are affiliated with the University and also approved by the University.
Q. We believe that our events/activities are affiliated with the University and approved by the University. Is this sufficient for our event/activity to proceed?
A. No, you have to obtain written confirmation from the Dean of your faculty stating that the event is sanctioned by the University. This needs to be forwarded to the Office of Insurance & Risk Assessment.
Q. We realize that the University of Alberta will not cover events deemed to be "high risk". What are these events?
A. High risk events can be any of the following:
- major fuctions with over 400 people and where alcohol is served, e.g. Beer Gardens
- any alcohol function which takes place off-campus, e.g. pub crawls
- any sport or outdoor recreational activities which are not registered with Campus Recreation
- unusual or extraordinary activities such as ski trips, large scale public events, travel outside the Edmonton area, etc.
Q. What do we need to do if we want to hold events/activities which have been classified as "high risk"?
A. Purchase a separate insurance policy through an outside insurance broker. Contact the Office of Insurance & Risk Assessment for additional assistance.
Q. How many people do we need to work as security for events?
A. It depends on the magnitude of the event. One security person for every fifty people is a guideline. Security would be separate from the door/sales people and server/bar people.