Insurance

Insurance

for the University of Worcester is dealt with by Finance. We arrange cover for the University’s building, contents, equipment and motor vehicles in addition to insuring activities undertaken by staff and students on behalf of the University, including overseas travel.       

On this page, guidance can be found in relation to:
· Students frequently asked questions about insurance
· The University’s Employers’, Public and Professional Indemnity Insurance policies
· University related travel
· Motor insurance
· Student placements 

If you have any further questions relating to insurance, please email insurance@worc.ac.uk.

Students frequently asked questions about insurance
The attached table provides advice to students regarding insurance: Student Insurance Table

Employers’, Public Liability and Professional Indemnity Insurance Policies
By law, employers are required to insure their liability to their employees in respect of personal injury, disease or death sustained in the course of their employment in Great Britain. The University has such cover. The term ‘employee’ includes HPL’s, unpaid volunteers, trainees and those on work experience (including school children).

The Public Liability policy protects the University from paying legal fees and settlement costs (in situations where the University is found to be legally liable of negligence which has caused death, personal injury or property damage to another party). The actions of employees and students of the University are protected by this insurance whilst they are engaged on University business.

The University has product liability insurance for activities insurers have been made aware of.

The University’s insurance cover for Employers’ and Public Liability for the Academic Year 2023/24 is provided by Allianz. Professional Indemnity insurance cover for the Academic Year 2023/24 is provided by Royal Sun Alliance. Please find attached documents that provide evidence that the University has these policies in place. Copies of these documents may be sent to third parties, if required.

Certificate of Employers' Liability Insurance 

To Whom It May Concern 2024/2025 Letter (This provides details of our Employers' Liability and Public Liability Insurance policies)

To Whom It May Concern 2024/2025 (PI) Letter (This provides details of our Professional Indemnity Insurance policy)

Insurance for University-related Travel

As a result of the Covid-19 pandemic affecting all travel from March 2020, all staff and student travel in association with the University of Worcester for business or study needs must be approved by members of the University Executive Board, prior to booking. Details must be sent to the Insurance Team ahead of booking any travel. Queries can be sent to insurance@worc.ac.uk

Please note that the University only provides overseas insurance cover when an Overseas Travel Form has been completed and approved.

For Staff Members, please click here to complete the new Staff Overseas Travel Form, word document copies will no longer be accepted, and you will be required to complete the form again.

For Students, the Overseas Travel Form can be found here.

Please note that the University reserves the right not to provide cover for high value personal items, such as pieces of jewellery, mobile phones, laptops and tablets. If you are intending to take individual items that are worth more than £500 on a University trip please contact the Insurance Officer before travel. Should a personal item need to be claimed for, where there are personal policies in place (such as household insurance or a mobile phone contract) these should be claimed against first. 

Please note that the University must advise its insurers and receive clearance before travel to sanctioned countries - the Insurance Officer can advise which countries are sanctioned. Please do not incur any costs until this clearance has been obtained. Please note that our insurers do not provide Serious Disruption cover for travel to FCDO red zones (i.e. no cover for evacuation due to security reasons or Government advice).

Motor Insurance

Driving your own vehicle
If you use your own vehicle for University business and wish to claim expenses for mileage, you will need to have business use as part of your personal insurance policy. If in doubt, contact your insurance company. The University does not provide motor insurance cover for private vehicles. In order to be able to claim for mileage, you will need to be set up on the expenses system. To be set up, please complete the ‘Request Access to Expenses (aCloud)’ form available from the IT Service Desk area under 'Access to corporate systems' or contact Finance Systems, financesystems@worc.ac.uk

Driving vehicles owned by the University
The University’s motor insurance policy covers staff, students and third parties when they drive University vehicles with the permission of the University on University business and have the correct category on their driving licence to drive that particular vehicle. Before you drive a vehicle owned by the University, you should complete the Work Related Driving Online Form which is here. To complete the form, please sign in on the Staff webpage and you can find it under Applications on the left hand side.  

If you are involved in an accident when driving a vehicle owned by the University, please take comprehensive photographs of the damage and complete a Motor Accident Report Form, on the day of the damage occurring (or the next working day if it is in the evening/weekend) and send it to the Insurance Officer. If appropriate, the Insurance Officer will then report the accident to the Insurers and be given a reference number. 

Hiring Vehicles with a Driver
The University does not provide motor insurance cover when hiring in vehicles with a driver, e.g. coaches. The company that is providing the vehicle and driver should be on the University’s approved supplier list. Our Purchasing team will have verified that the company holds the relevant motor insurance policies during the tender process.

Hiring Vehicles without a Driver
The University’s motor insurance policy covers staff, students and third parties when they drive vehicles hired in the name of the University with the permission of the University on University business, and have the correct category on their driving licence to drive that particular vehicle. Before you drive a vehicle owned by the University, you should complete the Work Related Driving Online Form. To complete the form, please sign in on the Staff webpage and you can find it under Applications on the left hand side.

What to do when collecting hire cars and vans:
Please check the exterior of the vehicle thoroughly before you get in and drive. Make a note of any marks, scratches and dents and take photographs as evidence. These should be reported to your Departmental Administrator or School Manager before you leave the campus, who should then inform Purchasing.

What to do when returning hire cars and vans:
When finished with the vehicle, return it to Car Park C (Woodbury). Check the vehicle for any damage. Any damage should be reported to your Departmental Administrator or School Manager immediately, who should then inform Purchasing.

ALL damage to the vehicle must be photographed as evidence for any claims that might be made. In addition, the Motor Accident Report Form needs to be completed and returned to insurance@worc.ac.uk

Should you be in a motor accident, or cause damage to the vehicle:
You will need to take comprehensive photographs of the damage and complete a Motor Accident Report Form on the day of the damage occurring (or the next working day if it is in the evening/weekend) and send it to the Departmental Administrator or School Manager who booked the hire car. They will need to pass this information on immediately to Purchasing. If appropriate, the Insurance Officer will then report the accident to the Insurers and be given a reference number. 

Please refer to the Vehicle Damage Procedure Checklist if in doubt. 

Students using their own vehicle to drive to placements
If you use your own vehicle to drive to a placement regardless of whether the University reimburses your costs, it is important that you check that your motor insurer will cover the trips under a social and commuting use policy. If not, you will need to take out additional business use cover. 

Student Work Placement Insurance
As part of the University's duty of care to its students we need to ensure that employers who take students on work experience or placements have sufficient Employers’ Liability and Public Liability Insurance. Depending on the type of placement, Professional Indemnity Insurance may also be required. The indemnity limits expected for such insurance should be in general at least £5 million, preferably £10 million.

In order to demonstrate that we have fulfilled our duty of care we are required by insurers to obtain copies of the Certificates of Insurance or a letter from the employers’ Insurance Brokers/Insurers confirming the policy details and indemnity limits (commonly known as a “To Whom it may Concern” letter). 

Further detailed guidance regarding placements and insurance can be found in the final section of the Policy On The Management Of Placement And Work-Based Learning https://www.worcester.ac.uk/documents/policies/Policy-for-the-Management-of-Student-International-Mobility-April-2022.pdf

Advice relating to placements undertaken by students within the School of Allied Health can be found in the SAH UK Placement Flowchart

Advice relating to overseas placements can be found here: Overseas Flowchart