Safety, Security, and Insurance at Student Events

Registered student organizations can use the University's Special Events Safety Checklist Tool (PDF) as a guide when thinking about safety and risk management. RSOs are not required to complete the checklist tool. If you have any questions, please contact the facility manager at the location of your event.

The University of California has purchased an insurance program to cover Registered Student Organizations (RSOs) for most on-campus events. The university pays for the insurance costs for covered events by Mercer CampusConnexions, but RSOs are still responsible for making sure their on-campus event is registered with the insurance carrier.

To determine if you need liability insurance for your on-campus event: 

1.  Assess what level of risk your event/activity is by using the Risk/Hazard Class Chart.
   1. “Low risk” events  and many “medium risk” events are covered.
   2. Events deemed as “high risk” events are not automatically covered and will need to apply with the insurance carrier. 
2. If your event is listed as having automatic coverage, no further action is needed.
3. If your event is not covered automatically:
   1. Complete the quick 2-minute online application process.
   2. Print your Certificate of Insurance (for immediate proof of coverage) and upload it to the Event Insurance module on TAP.
   3. The University will pay for your coverage (if approved).
4. If your event still does not qualify for coverage, contact Campus Connexions at 1-866-839-9536.

This information can also be found in the event insurance module on TAP or the On-Campus Events tab at the RSO Event Liability website.

Previously, student organization events and activities held on campus were not covered by the University of California's own insurance programs. This posed a problem for both students and the university because:

• The students had to rely on personal or family financial resources to defend a claim or lawsuit arising out of their activities.
• The university had no financial recourse when its property was damaged by student activities or when it received a claim or lawsuit arising from student activities.

Do you need waivers?

Event participants must sign a waiver if:

1. Participants are under the age of 18 (for any on-campus event).
2. Participants that are not UC San Diego students, staff, or faculty 
3. Your event type is one that requires waivers. Please review the UC Hazard Class Chart (PDF) to determine whether your event requires participant waivers.

Student organizations may create and store electronic waivers online through the ewaivers.ucsd.edu website or when completing the Event Participant Waiver module on TAP for their event. 

Get signatures

Ensure that all event participants sign the waiver using one of the following options:

• Publicize the QR code or unique website generated by ewaivers.ucsd.edu on your event publicity or invitations. 
• Provide paper versions using the PDF available at ewaivers.ucsd.edu. If you do not utilize the online e-waiver tool, the organization’s president(s) must keep all waivers for at least three (3) years to meet the statute of limitations.

Day of event

On the day of the event, check that all participants have signed a waiver.

 If your organization is working in collaboration with an off-campus vendor, a current Certificate of Liability Insurance naming the Regents of the University of California as 'Additional Insured' for no less than $1,000,000 coverage is required.

In addition, if a vehicle will be used by the vendor in order to transport or provide a service on University property, automobile liability insurance must also be included in the coverage.

The Certificate Holder must be named as:

The Regents of the University of California

The Certificate of Liability Insurance must be turned in to your CSI advisor or event facility manager at least 14 days prior to the event date.  See a sample Certificate of Liability form (PDF).

The University of California does not purchase liability insurance for off-campus activities hosted by student organizations but strongly recommends RSOs purchase liability insurance for these events. 

Without this insurance, your personal or family financial resources could be affected by a claim or lawsuit. This has occurred at other UC campuses. Visit the RSO Event Liability website and click on the Off-Campus Events tab for more information.

If your student organization is looking to work with individuals under the age of 18, please contact your student organizations advisor  to discuss resources and support for your on-campus program or event. Examples of programs and activities involving minors include hosting campus tours and workshops for K-12 students.