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Office of Student Life

Risk Management & Insurance

Organization officers are responsible for their conduct of their organizations. Simply put, this means that organization officers might face disciplinary, legal, financial, or other consequences if something goes wrong. While thoughtful risk management cannot eliminate risk altogether, it helps to reduce the likelihood of trouble arising, reduce the severity of incidents, and improve incident response.

Whether you are having a small, members-only event or a large-scale, public event, consider the possible risks in each of these areas:
  • Participants' Physical Safety
  • Participants' Emotional Safety
  • Facility Integrity
  • Organization/Officer/Affiliate Reputation
  • Organization Finances
For each potential risk that you identify, you should also consider and implement ways to manage and reduce it. Furthermore, you should disclose risks to participants prior to their participation.

In addition to risk management, there are two tools that we use with registered campus organizations to reduce organization and officer liability: University waivers and insurance.

University Waivers
Waivers provide protection to our University (not the registered campus organization). Use of waivers is required preceding any activities that present physical risks, including transportation, off-campus events, international trips, and moderate to high-risk events. Download University waivers from UCSB Environmental Health & Safety.
  • The Elective/Voluntary Activities Waiver is the most commonly used, general purpose waiver.
  • The Facilities Use Waivers (athletic/non-athletic) are used when a University facility (e.g. conference room, classroom, gym) is used for an event.
  • The Group Attachment can be utilized with either waiver and helps to save paper by collecting multiple participant signatures on a single sheet. When using the Group Attachment, be sure that the event title is identical to the one listed on the Elective/Voluntary Activities Waiver. Everyone who signs the Group Attachment must first review and understand the content of the Elective/Voluntary Activities Waiver.
The waiver is also required for minor participants (under 18). Parent signatures are required on all waivers for minors. 

Waiver Retention
Waivers should be kept on file for at least three years (when minors are involved, they should be kept on file until the minor turns 20). After an event, you can submit your waivers to OSL for retention. They will be scanned and uploaded to the Files area of your organization's OrgSync portal.

Insurance
Event insurance provides protection to your organization and its officers. The UC Office of the President pays the cost of insurance premiums for on-campus events. Organizations are responsible for paying the cost of insurance premiums for off-campus events.

On-campus events considered low-risk are automatically covered by the policy. However, many events will require a separate to Campus Connexions. All off-campus events require a separate application for insurance coverage. Refer to the Insurance Hazard Classifications below to determine insurance requirements for your event.

Note: The Event Insurance policy also dictates the use of waivers. Without waivers, the insurance deductible (amount you pay in the instance of a claim) increases to $10,000.

Insurance Hazard Classifications - Non-Athletic/Sport
Low
Risk
General Waiver Required

Participant Waiver required
for minors only

Application required for off-campus events only
Anniversary celebrations, antique shows, art shows, association meetings, auctions, award presentations, band competitions, banquets, baton twirling, birthday parties (no Sweet 16 or Quinceñeras), block parties (no street closures, amusement rides or water attractions), business meetings, church services and meetings, choral competitions, civic club meetings, classical concerts, conferences, conventions in buildings, craft shows, cultural shows, debutante balls, debuts, drum and bugle corp shows, educational exhibitions, evangelistic meetings, fashion shows, film showings, flower and garden shows, graduation ceremonies, home shows, job fairs, ladies clubs, lectures (academic or literary speakers), luncheons, musicals, orchestral performances, receptions, retirement parties, reunions, seminars, symphony performances, symposia, teleconferences, telethons, trade shows, vacation shows, vigils, voter registrations.
Medium
Risk
General Waiver Required

Participant Waiver
required for minors only

Application required
Animal shows (dog, cat, etc.), animal competitions (dog frisbee, agility; animal bite exclusion applies), automobile shows, bar/bat mitzvah, beauty pageants, bingo, boat shows (dry dock), campus tours, comedians (stand-up), consumer shows, cooking demonstrations, county festivals and fairs, country mus8ic shows, dances (no heavy rock); fraternal conventions, fun fairs, graduation parties (adult attendance), harvest festivals (no petting zoos, hayrides, or owned amusements), health fairs, lounge acts (including tribute bands), outdoor picnics (no water exposures), outdoor trade shows, overnight host program, pageants, parades (under 500 spectators), Quinceñeras, speaking engagements (public speakers and/or public invited), Sweet 16, theatrical/stage performances, weddings.
High
Risk
General Waivers Required

Participant Waiver
required for all participants, including minors

Application required
Concerts (rock--no punk/heavy metal, rap or hip-hop), film shoots/photo shoots/video shoots, livestock shows, model airplane contests, proms, soap box derbies.
Restricted Requires underwrite approval. Complete and submit a paper application (online applications not accepted).

See policy terms.
Aircraft/balloon events, amusement parks, balloon rides, base jumping, BMX cycling, bouldering, bungee jumping, carnivals (5,000+ attendees or with amusement rides), concerts (punk, rap, hard rock, hip-hop), demolition derbies, demonstration marches, dragonboat, equestrian, events with armed security, exotic animal acts/shows, fireworks stands, firework exhibitions or use of fireworks (except flashboxes), go-kart races or tracks, extreme skateboarding or cycling, gun/knife shows, hanggliding/skydiving, haunted houses, heavy metal concerts, hip-hop concerts, horse racing, luge, mechanical amusement devices (including mechanical bulls), monster truck or big foot competitions, mountain biking, mosh pits, motorized events (NOC), motorsports events, motor racing, mud events (any), off road events (bike, ATV), parachute jumping, parasailing, political conventions, polo (equestrian), professional sports, pyrotechnics (except flashboxes), rap music concerts, rave parties, rock climbing (outdoors), rodeo and roping events, roller/sky coasters/sky jumps, ropes courses, scavenger hunts, skiing, skiing competitions (other than cross country), slam dancing, snowmobiles, speed skating, surfing, survivalist games, swimming open water, tractor pulls, trampoline events, union meetings, wakeboarding, wall climbing (free climbing), water slides, white water rafting, windsurfing, youth outreach, water skiing, weightlifting, wrestling.


Insurance Hazard Classifications - Athletic/Sport
Low
Risk
General Waiver Required

Participant Waiver required
for minors only

Application required for off-campus events only
Aerobics, archery, badminton, bowling, cricket, darts, dodge ball, drill team, golf, marching exhibitions, pom pom, tennis, walkathon.
Medium
Risk
General Waiver Required

Participant Waiver
required for non-sports oriented RCOs and/or minors

Application required
Baseball, basketball, cross country running, cross country skiing, dance (performance or competition--not theatrical), fencing, field hockey, football (non-contact), handball, ice skating, judo, karate, lacrosse, raquetball, rowing/crew, sailing, soccer, softball, squash, swimming (no open water, no diving), table tennis, taekwondo, ultimate frisbee, volleyball, water polo.
High
Risk
General Waivers Required

Participant Waiver
required for all participants, including minors

Application required
Boxing, cheerleading, challenge/ropes courses, climbing/rock walls (indoors with safety ropes), cycling (no mountain or BMX biking), diving, football (contact), gymnastics, jousting, ice hockey, inline hockey, martial arts (no mixed martial arts), paintball, re-enactments (battles or tournaments), rifle/skeet/trap, rugby, roller skating, skate boarding, triathlon, track and field.
Restricted Requires underwrite approval. Complete and submit a paper application (online applications not accepted).

See policy terms.
Aircraft/balloon events, amusement parks, balloon rides, base jumping, BMX cycling, bouldering, bungee jumping, carnivals (5,000+ attendees or with amusement rides), concerts (punk, rap, hard rock, hip-hop), demolition derbies, demonstration marches, dragonboat, equestrian, events with armed security, exotic animal acts/shows, fireworks stands, firework exhibitions or use of fireworks (except flashboxes), go-kart races or tracks, extreme skateboarding or cycling, gun/knife shows, hanggliding/skydiving, haunted houses, heavy metal concerts, hip-hop concerts, horse racing, luge, mechanical amusement devices (including mechanical bulls), monster truck or big foot competitions, mountain biking, mosh pits, motorized events (NOC), motorsports events, motor racing, mud events (any), off road events (bike, ATV), parachute jumping, parasailing, political conventions, polo (equestrian), professional sports, pyrotechnics (except flashboxes), rap music concerts, rave parties, rock climbing (outdoors), rodeo and roping events, roller/sky coasters/sky jumps, ropes courses, scavenger hunts, skiing, skiing competitions (other than cross country), slam dancing, snowmobiles, speed skating, surfing, survivalist games, swimming open water, tractor pulls, trampoline events, union meetings, wakeboarding, wall climbing (free climbing), water slides, white water rafting, windsurfing, youth outreach, water skiing, weightlifting, wrestling.