This information is also duplicated in section 20.3.0 (Student Field Trips section) of the Risk Management and Insurance Manual.
A. DEFINITION OF COVERAGE
1. Travel accident coverage for bodily injury is provided for eligible students during District sponsored trips. Covered injury must be the result of an accident while participating in or traveling to/from a sponsored event. Coverage is only effective if the proper documentation has been completed (ref. Sections 9.4.2 and 9.4.6.D).
2. The insurance policy includes the following modes of travel: commercial air travel; domestic and international travel; travel in privately owned automobiles, DCCCD owned vans, or third party leased vans.
3. Coverage begins when the student leaves the campus (or residence if driving directly to a sponsored event) and ceases upon return to the campus or residence.
4. Employees participating in sponsored trips are covered under the Texas workers' compensation Plan and School Professional Legal Liability insurance when performing District business. Reference Section 20.3.14 - Risk Management and Insurance section of the Business Procedures Manual.
B. LIMITS AND DEDUCTIBLES PER STUDENT
Limits:
$ 10,000 for Accidental Death and Dismemberment;
$ 10,000 for Medical Expense resulting from an Accident
$1,000,000 Aggregate
Deductible:
$50 per claim for Accident Medical Expense
C. AREA NOT INSURED
1. This policy does not cover illness resulting from food poisoning, disease, or virus.
2. This policy does not cover vehicles or property.
3. This policy does not cover participation or practice in a team athletic event or tournament.
D. REPORTING OF TRIPS
1. Prior to the trip, the trip sponsor must complete the Field Trip Participation Consent (Form #0771) and a Student Travel Advance and Approval Request (Form #0223) to provide coverage for participating students.
2. To minimize the district's liability exposure, the trip sponsor must have students sign a Field Trip Participation Consent (Form #0771).
3. A listing of the students participating and the field trip participation consent (Form #0771) should be attached to the Student Travel Advance and Approval Request (Form #0223), and submitted to the College Business Office prior to the trip.
4. By the 5th calendar day at the end of each quarter, the College Executive Business Officer or designee, is responsible for submitting a report to the District Risk Management Department at the District Service Center of all DCCCD sponsored and supervised trips conducted during the prior 3 months.
a. The Quarterly Field Trips including Continuing Education, Field Courses, and International Courses Report must contain the following information: (Quarterly Field Trip Report)
College or location
Division Number or Division Name
Date of Trip
Type of Trip/Course
Duration of Trip
Mode of Travel
Number of Students
Name(s) of Sponsor(s)
Purpose of Trip
b. The quarterly reporting period are identified as :
September, October, November (Due December 5)
December, January, February (Due March 5)
March, April, May (Due June 5)
June, July, August (Due September 5)
5. The District Risk Manager will submit the report to the appropriate insurance agent.
E. CLAIMS
1. All claims (with the exception of Worker's Compensation Claims) Must be submitted in writing through the college executive business officer or designee to the District Service Center Risk Management Department, within 10 days of the date of the incident. The District Risk Management Department is responsible for submitting the claim to the appropriate insurance carrier.
2. Worker's Compensation claims should be forwarded to the district Human Resources Office.
F. CHARGES
The initial charge is made to he Prepaid Insurance Account 11-11-000000-74200. At fiscal year end, the insurance premium is distributed to account 12-XX-107080-23712 based upon each location, fall term student head count.