Procedures

Insurance Coverage and Management of Claims - Procedure

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1.0   Purpose and Scope

The University of Queensland (UQ) maintains a portfolio of insurance arrangements to:

  • protect its assets and resources from the financial impact of insurable risks;
  • provide financial protection against liabilities arising from insurance risks in the conduct of its business; and
  • provide financial protection to staff, students and others who assist in the conduct of its business, against liabilities arising from insurance risks.

This procedure outlines the framework for UQ’s insurance arrangements. It applies to all UQ staff and students (and in some circumstances volunteers), UQ controlled entities (including specified affiliated bodies), and parties associated with UQ as named in specific insurance arrangements from time to time.

2.0   Process and Key Controls

2.1   Risk assessment and management

Insurance does not substitute the implementation of robust risk management practices to be implemented in accordance with the Enterprise Risk Management Framework.

Organisational Units must undertake a risk assessment when planning new projects (including research projects), contracts, activities and other proposals to assess the related risks and develop an appropriate risk management plan to mitigate the identified risk exposures to an acceptable level. Continuous review and monitoring of risks and controls is required, following the planning stage, to ensure ongoing relevant and appropriate risk management practices are in place.

Insurance Services, within the Governance and Risk Division, takes into consideration the risk assessment provided by the Organisational Unit to determine if UQ’s insurance program is appropriate to mitigate the risks associated with the proposal.

For assistance with risk assessments contact Enterprise Risk Services.

2.2   Insurance management

Insurance Services manages UQ’s insurance portfolio. All of UQ’s insurance coverage is arranged through Insurance Services, except for workers’ compensation for Queensland-based employees (which is administered by Work Injury Management within the Health, Safety and Wellness Division of the Chief Operating Officer’s Portfolio).

Insurance arrangements

All of UQ’s insurance arrangements are subject to the terms, conditions, exclusions and limitations as expressed in the respective insurance policies. Nothing contained in this procedure affects the force or scope of the insurance policies.

Details of UQ’s insurance arrangements along with their certificates of currency are available from the Insurance Services webpage.

Some risks are not covered by UQ’s insurance. These can include unauthorised travel, student personal accident during sporting activities (which are not course related), liability for dishonest, fraudulent and criminal acts or omissions, and contractually assumed liabilities. Some UQ entities and affiliates may have additional insurance to cover risks specific to them.

2.3   Notifying potential insurance claims

Staff and students must notify Insurance Services of any event or circumstance that may lead to an insurance claim as soon as practicable. This could include an accident or injury, property damage, or an allegation of wrongdoing made by a third party against UQ. Under no circumstances should any liability be admitted or agreement made with a third party. Staff and students must not discuss, negotiate or sign any agreement in the form or nature of, a deed of release, discharge or settlement of liability without specific advice from UQ Legal Services or lawyers appointed by UQ’s insurers.

2.4   Making an insurance claim

Claim documentation and processes are specific to the type of insurance. The claimant must complete the relevant form, include supporting and substantiating documentation and email to insuranceclaims@uq.edu.au. More detailed information about types of claims and processes for submitting a claim are available on the Insurance Services webpage.

The Organisational Unit should liaise with Insurance Services to determine the appropriate method (subject to the delegation framework) of paying for initial loss expenses, pending the processing of the insurance claim.

If it appears that UQ may have a claim against a third party in respect of any loss that UQ has suffered or might suffer (for example because the party was involved in or responsible for the loss), the Organisational Unit should seek legal advice from UQ Legal. 

Organisational Units incurring the loss are expected to pay the applicable excess for any given claim.  In some circumstances, the excess or a portion of the excess may be paid from central budgets. For example, Insurance Services generally pays a significant part of a property claim excess. Insurance Services will advise the relevant Organisational Unit if a particular excess will be paid from central budgets.

3.0   Key Requirements

3.1   Contracts and agreements

Organisational Units regularly negotiate contracts or agreements on behalf of UQ with counter-parties for the supply by UQ or acquisition by UQ of goods or services. Most counter parties will require UQ to have insurance for the activity or provide indemnities for any losses or claims that might arise against them as a result of UQ’s activity.

Organisational Units must ensure contracts or agreements are only entered in accordance with UQ’s Financial and Contract Sub-delegations Procedure, and do not include activities, events or potential liabilities or other requirements that are not covered by the terms of UQ’s insurance or otherwise exceed UQ’s insurance cover. Staff can refer to the relevant certificate of currency or contact Insurance Services for advice on UQ’s insurance coverage levels.

If the counter party will not agree to an amendment which brings the contract or agreement in line with UQ’s insurance program or Risk Appetite Statement, the Organisational Unit must revise their risk assessment for the assessed risk exposure. The risk assessment will require approval from the reporting levels listed in 6.4 Risk Action Table in the Enterprise Risk Management Framework.

Should a claim arise, the Organisational Unit may need to fund any shortfall over UQ’s insurance coverage.

When required, Organisational Units should seek advice from UQ Legal Services, Insurance Services or Enterprise Risk Services.

3.2   Hiring consultants and contractors

External consultants and contractors engaged by UQ are not usually covered by UQ insurance and must hold their own policies, in particular public liability insurance and professional indemnity insurance.

The UQ Standard Agreement details the types and amounts of insurance required to be provided by consultants and contractors.

For larger projects and contracts, the level of coverage should be increased after the Organisational Unit has assessed the risk to UQ should an incident occur as a result of the consultant’s or contractor’s work, acts or omissions.

For small contracts, where the consultant is unable to provide the minimum level of coverage, the Organisational Unit must undertake a risk assessment and gain approval for the assessed risk exposure. The risk assessment will require approval from the reporting levels listed in 6.3.3 Risk Action Table in the Enterprise Risk Management Framework. In addition, changes to UQ standard contract terms and conditions such as insurance, require the appropriate sub-delegate to approve or sign off as per the Schedule of Contract Delegations and Sub-delegations.

Organisational Units must obtain and retain copies of the certificates of currency for the consultant’s insurance policies. This is a standard step in UQ’s due diligence and contract administration.

4.0   Roles, Responsibilities and Accountabilities

4.1   Insurance Services

The role of Insurance Services includes:

  • Management of the annual renewal of all policies, including the co-ordination of the collection of required data from all UQ Organisational Units.
  • Making recommendations to UQ management as to the nature and extent of the insurance program which UQ should hold.
  • Managing and purchasing all UQ insurance policies (excluding workers’ compensation insurance for Queensland-based employees of UQ).
  • Maintaining a register of insurance arrangements including –
    • the name of the insurance company;
    • a description of the risk insured; and
    • the commencement and expiry dates of the policy.
  • Providing management reporting as to the effectiveness and performance of UQ’s insurance program.
  • Ensuring UQ and its staff and students, based on information they provide to Insurance Services, have appropriate levels of insurance coverage for the diverse range of activities undertaken, and arrange additional coverage as required.
  • Providing insurance policy interpretation and advice to staff and students (excluding private insurance).
  • Claims management.
  • Working with Organisational Units and insurers to conduct risk assessments on UQ’s higher risk, insurable activities.

4.2   Heads of Organisational Units

Heads of Organisational Units are responsible for:

  • Monitoring the Organisational Unit’s risks and the management of its operations including all insured assets under their control.
  • Providing information about the operation and structure of the Organisational Unit as required to be submitted to UQ’s insurers and brokers on an annual basis to renew UQ’s insurance program.
  • Notifying Insurance Services of –
    • any loss or event which may trigger an insurance claim;
    • property losses over $500;
    • any anticipated or threatened legal action involving or against UQ; and
    • any loss arising from or caused by an offence or misconduct.
  • Co-operating with Insurance Services, UQ’s insurance brokers and UQ’s insurers in the investigation, assessment and payment of claims, including recovery actions against third parties liable for the loss, the subject of the claim.
  • Compliance with insurance policy conditions.

5.0   Monitoring, Review and Assurance

Insurance Services maintains and monitors:

  • a register of insurance agreements;
  • a directory of certificates of currency (current and prior 7 years) and policy schedules; and
  • an insurance claims database.

The Manager, Insurance Services is the Category Owner for all insurance policy purchases in accordance with UQ’s Procurement Policy.

Insurance Services will review this procedure as required to ensure its currency and relevance to the management of insurance at UQ.

6.0   Recording and Reporting

Insurance Services reporting responsibilities include:

  • ad-hoc reports as requested by or beneficial to management; and
  • bi-annual insurable loss reports to the Auditor-General.

7.0   Appendix 

7.1   Definitions, terms and acronyms

For the purposes of this Procedure:

Affiliate  any entity wholly or partly owned or controlled by UQ which has been accepted by the insurer as an affiliate at the request of UQ and specified as such in the Certificate of Entry or Protection Schedule.

Claim – a demand by an individual or corporation to recover, under a policy of insurance, for loss which may come within that policy.

Excess  the first amount payable by the claimant in the event of a loss, and is the uninsured portion of the loss; when a claim is submitted an excess may be payable [sometimes also referred to as a “deductible” or “retention” in insurance policies].

Exclusions – items, conditions or events that are not covered by the general insurance contract; examples include criminal penalties (e.g. imprisonment) or certain civil penalties (e.g. fines).

Liability – any legally enforceable obligation (e.g. to pay monetary compensation).

Loss – a physical loss or a potential loss as a result of a legal action against UQ.

Organisational Unit – any Faculty, School, Institute, Centre or Division of UQ.

Staff – a current employee of UQ.

Student  a current, enrolled student of UQ.

7.2   Related legislation

UQ manages its insurance portfolio in accordance with the following legislation:

Financial and Performance Management Standard 2009 (Qld).

Motor Accident Insurance Act 1994 (Qld).

Workers’ Compensation and Rehabilitation Act 2003 (Qld).

Personal Injuries Proceedings Act 2002 (Qld).

Custodians
Director, Governance and Risk Mr Suresh Chand

Forms

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Approval to take Equipment to a Private Residence - Form

Approval to take Equipment to a Private Residence - Form

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Description: 

To ensure insurance protection applies, use this form when seeking approval to borrow UQ property or equipment that will be used or stored at your home.

Custodians
Director, Governance and Risk Mr Suresh Chand
Authorised Student Activities Insurance Letter - Form

Authorised Student Activities Insurance Letter - Form

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Description: 

Letter with insurance details for UQ authorised student activities.

Custodians
Director, Governance and Risk Mr Suresh Chand
Clinical Trials Insurance Protection - Form

Clinical Trials Insurance Protection - Form

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Description: 

Complete this form and submit with your trial paperwork to the UQ Ethics Office so that insurance protection applies.

Custodians
Director, Governance and Risk Mr Suresh Chand
Conference and Exhibition Insurance Proposal - Form

Conference and Exhibition Insurance Proposal - Form

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Description: 

Complete this form to obtain a quote for Conference and Exhibition cover.

Custodians
Director, Governance and Risk Mr Suresh Chand
Expatriate Insurance Summary - Form

Expatriate Insurance Summary - Form

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Description: 

Staff members who are Australian citizens and who are permanently residing in other countries may require expatiate insurance. Includes pricing summary.

Custodians
Director, Governance and Risk Mr Suresh Chand
Expatriate Medical Expenses Claim - Form

Expatriate Medical Expenses Claim - Form

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Description: 

Complete this form for medical expenses incurred as an expatriate with UQ.

Custodians
Director, Governance and Risk Mr Suresh Chand
Fit to Travel Report - Form

Fit to Travel Report - Form

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Description: 

Have this report completed by your doctor within 30 days before the date of your journey if you have a pre-existing medical condition.  The Fit to Travel form can be found on the last page of the Travel Insurance Summary.  

Custodians
Director, Governance and Risk Mr Suresh Chand
Loss Report - Form

Loss Report - Form

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Description: 

Complete this form for loss of items on the UQ Asset Register (regardless of the value), losses of $2,000 and over and cash losses $500 and over. If the loss includes research project losses, please also complete a Research Claim Form.

Custodians
Director, Governance and Risk Mr Suresh Chand
Marine Hull Claim - Form

Marine Hull Claim - Form

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Description: 

Use this form for boat claims.

Custodians
Director, Governance and Risk Mr Suresh Chand
New Building Unimutual Notification - Form

New Building Unimutual Notification - Form

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Description: 

Form to be completed for newly constructed UQ buildings to be added to the University's property protection.

Custodians
Director, Governance and Risk Mr Suresh Chand
Overseas Transit Insurance Advice - Form

Overseas Transit Insurance Advice - Form

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Description: 

Use this form if you are transporting University property overseas via commercial carrier or as baggage for University purposes.

Custodians
Director, Governance and Risk Mr Suresh Chand
Placement and Work Experience Insurance Flowchart - Form

Placement and Work Experience Insurance Flowchart - Form

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Description: 

A flowchart to assist with determining what documentation needs to be completed for insurance for your work experience or placement.

Custodians
Director, Governance and Risk Mr Suresh Chand
Research Insurance Claim - Form

Research Insurance Claim - Form

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Description: 

Use this form in addition to the Loss Report Form to record claims for research project losses incurred due to an insurable event.

Custodians
Director, Governance and Risk Mr Suresh Chand
Staff Travel Insurance Summary - Form

Staff Travel Insurance Summary - Form

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Description: 

A summary of the staff travel insurance policy.

Custodians
Director, Governance and Risk Mr Suresh Chand
Student Personal Accident Claim - Form

Student Personal Accident Claim - Form

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Description: 

Students can fill out this form to claim under Personal Accident Insurance.

Custodians
Director, Governance and Risk Mr Suresh Chand
Custodians
Director, Governance and Risk Mr Suresh Chand
Custodians
Director, Governance and Risk Mr Suresh Chand