Automobile Coverage

Authorized Operator

You must be listed on the RHIT Authorized Driver list prior to renting a vehicle or driving a RHIT owned vehicle.  Only RHIT authorized drivers may drive these vehicles for RHIT business purposes.  RHIT vehicles cannot be used for personal use.

To qualify as an "Authorized Driver" the employee must complete a "Motor Vehicle Background Check" form and return the form to our Manager of Insurance and Risk Management.  An employee will remain on the approved operator list until they cease employment, ask to be removed from the list or no longer meet the carrier's guidelines.

If a student needs to drive an Institute owned vehicle or non-owned vehicle for RHIT business purposes, the student must provide our Manager of Insurance and Risk Management with a Signed authorization from the department supervisor making the request. 

Any student that will be driving for an approved club event must obtain their own Bureau of Motor Vehicle report, at their expense, from the state where they are licensed.  The student will have 30 days from the date of the received report to submit the information to the Manger of Insurance and Risk Management. Any reports over 30 days old will not be accepted.  If the student meets the carrier's guidelines, they will be added to the Student Approved Operator list for that school year.  Students must obtain a current motor vehicle report and reapply to be listed on the student operator list each school year.  Student approval does not carry over from year to year. 

If an MVR comes back that is considered by standards established by our insurance carrier to be an at-risk driver, the individual will be restricted from driving Institute owned and non-owned/leased vehicles until further notice. 

The Institute's insurance carrier will not pay claims involving a non-authorized driver.  It is the individual and/or department's responsibility to verify that the driver of the rental or RHIT owned vehicle is listed on our Authorized Driver list.  Please contact our Manager of Insurance and Risk Management (x8457) if you have any questions.

RHIT Vehicles and Rental Vehicles

Please Note the following additional items related to vehicle insurance and rental:

• The above requirement does apply to class projects, trips, athletic events, etc. when a student may be required to drive a rental or RHIT owned vehicle for RHIT business purposes.
• All persons utilizing ANY institute owned or rental vehicles must wear seat belts at ALL times.  Drivers are also not authorized to use cellular phones while driving.  Please pull off the road to use a cell phone.
• The RHIT auto policy includes a $1,000 deductible for all collision claims and a $500 deductible for all comprehensive claims.  Deductibles are the responsibility of the department using the institute owned vehicle, or rental vehicle when rented in the name of RHIT, at the time of the occurrence.
• RHIT suggests that you do not take the Physical Damage coverage or any of the additional insurance coverage’s offered through the rental agency.
• RHIT DOES NOT permit the use of 11, 12 and 15 passenger vans under any circumstances.  Due to national highway safety issues concerning 11, 12 and 15 passenger vans, RHIT will not authorize or reimburse expenses associated with these vehicles.  The Institute's carrier will not cover accidents occurring as a result of the use of these vehicles.
• Please inspect rental vehicles prior to leaving the rental facility.  If you notice any damages to the rental vehicle, even if minor, bring this to the attention of the rental company. If there is preexisting damage, request that the rental agent give you something in writing stating that the damage was preexisting.  Failure to do so may leave RHIT/your department responsible for these damages.

Vehicle Accident Reporting

If an employee or student should have an accident while in an Institute owned or non-owned vehicle, the individual should contact the local authorities and our Manager of Insurance and Risk Management (x8457). If the accident happens on campus, the employee/student should also contact RHIT Campus Security (x8911) so an incident report may be completed. 

Steps to follow in an accident: 

1. Stop immediately, do not leave the scene of the accident and do not move your vehicle until instructed to do so by the police. 
2. When the accident occurs off campus, call the local police in the accident area and Risk Management (x8457). 
3. For accidents occurring on campus, contact Campus Security (x8590) and Risk Management (x8457). 
4. Exchange identification and insurance information with the other driver (s). 
5. DO NOT give statements to anyone except the police, RHIT's Manager of Insurance and Risk Management and RHIT Campus Security. Statements may be given to our insurance carrier and any other insurance carrier involved in the claim after a report has been filed with Risk Management (x8457). 
6. Be courteous, cooperative and reasonable.
7. Do not admit or deny blame. Do not sign anything. 

Vehicle Use Abroad

If you will be driving a vehicle while abroad, ALWAYS take the insurance coverage offered by the rental agency.  Rose-Hulman's Auto and General Liability policy will not afford liability coverage to protect you or any damage sustained to the vehicle while abroad.  This includes Canada and Mexico.

Student Use of Vehicles 

RHIT CLUB AND INTRAMURAL GROUP USE

Student groups/organizations that compete with other schools are classified as RHIT Clubs.  Student groups/organizations that do not compete with other schools are classified as Intramural groups/activities.  Intramural groups/activities are not permitted to use RHIT vehicles.

RHIT Clubs:

1. Any RHIT approved Club may use RHIT vehicles for Rose-Hulman approved/sponsored events.  
2. Rose Hulman vehicles cannot be used for Personal Use.
3. The club advisor must approve the use of such vehicles by contacting Facilities Operations. The advisor must provide Facilities Operation with the name(s) of the designated operator(s) that will be operating the vehicle, and the purpose of the event/activity.
4. RHIT students may only operate the RHIT sedans, mini vans and/or vehicles determined to be available as deemed by Facilities Operation.  
5. RHIT vehicles cannot be used for travel beyond 100 miles from campus.
6. RHIT students must be listed on the Student Authorized Operator list in order to drive RHIT vehicles. 
7. Passengers in the RHIT vehicle may only be current Rose-Hulman faculty, staff or students.
8. RHIT Student Operators must follow the Institute's safe driving practices.

a)  Driver should not talk on a cell phone while   operating the vehicle. 

b)  Driver and all passengers must wear seat belts.

c)  Smoking is prohibited in RHIT cars and trucks.

9. If in an accident while in a Rose-Hulman vehicle, follow the procedures as outlined within the insurance packet located in the glove box of the vehicle. 

 

ALL OTHER RHIT STUDENT USES:

There are situations where a department or a departmental sponsored club may require a student be able to use RHIT vehicles for departmental use or class required activities. In those situations the following guidelines would apply;

1. The Department Chairperson or designee must approve the use of such vehicle(s) by contacting Facilities Operations. The chairperson/designee must provide Facilities Operation with the name(s) of the designated student operator(s) that will be operating the vehicle, and the purpose of use.
2. Rose Hulman vehicles cannot be used for Personal Use.
3. RHIT students may only operate the RHIT sedans, mini vans and/or vehicles determined to be available as deemed by Facilities Operation.
4. RHIT vehicles cannot be used for travel beyond 100 miles from campus.
5. RHIT students must be listed on the Student Authorized Operator list in order to drive RHIT vehicles.
6. Passengers in the RHIT vehicle may only be current Rose-Hulman faculty, staff or students.
7. RHIT Student Operators must follow the Institute’s safe driving practices.

a)  Driver should not talk on a cell phone while operating the vehicle.

b)  Driver and all passengers must wear seat belts.

c)  Smoking is prohibited in RHIT cars and trucks.

8. If in an accident while in a Rose-Hulman vehicle, follow the procedures as outlined within the insurance packet located in the glove box of the vehicle.

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Liability and Property Coverage
 

 Use of Facilities by Others

When others use Rose-Hulman facilities, or provide a service to Rose-Hulman, we ask to see that the "user" has adequate insurance coverage in place which will protect our facility. We also require the individual, group or business to sign a release form which releases Rose-Hulman of any damage or liability that may occur due to the event/activity that has taken place on our campus.  If you have any questions in regards to this request, please view "What and Why" or contact the Manager of Insurance and Risk Management (x8457).

Certificate of Insurance (COI)

A Certificate of Insurance (COI) listing RHIT as an "Additional Insured" is required from any individual, corporation or business that may be using our facilities or providing a service, even if there are no fees involved.   

Use of Facilities Agreement

This is a written agreement, in addition to the Certificate of Insurance, that is required when any individual, corporation or business will be using our facilities or grounds. 

Service Provider Agreement

This is a written agreement, in addition to the Certificate of Insurance, that is required when any individual, corporation or business will be providing a service but not occupying space on our grounds or in our facilities.  This form is generally used by Facilities for general maintenance services and/or projects under $25,000. 

The COI and any of the above listed agreements, if applicable, must be completed and returned to the Manager of Insurance and Risk Management a minimum of 14 days prior to the date of the event. Clients/Vendors are not permitted to use our facilities without this information on file. 

 Assumption of Risk and Release  

Rose-Hulman Institute of Technology has an Assumption of Risk and Release Waiver form to be completed by all participants including Rose-Hulman students, faculty, and staff when participating in an Institute event whether on or off institute-owned property. The institute has a "duty-to-warn" the individual/s of the potential risks they may encounter while participating in such event/s.  Once completed, this form should be sent to our Manager of Insurance and Risk Management prior to participation in such event/s.  If you should have any questions, please contact the Manager of Insurance and Risk Management (x8457).

 Group Travel

Group Travel-Faculty, staff, and student workers, are required to complete a Travel Authorization form when work related travel is more than 75 miles from campus (one way). This form must be completed and returned to Accounts Payable prior to departure.  Any travel abroad requires the appropriate Vice-President's signature, where noted, prior to returning the form to Accounts Payable.   

Travel Abroad - Faculty and staff members who are required by their job description to travel abroad will have liability coverage under a Rose-Hulman liability policy. Sabbatical abroad does not qualify as a job requirement and is not covered under this policy.  Rose-Hulman has medical coverage for employees when traveling abroad if they participate in the Rose-Hulman Health insurance plan.  For information about this coverage, please contact Rose-Hulman's Benefit Coordinator (x8455). 

Rose-Hulman does not have liability coverage to cover students when traveling within the U.S unless such travel is considered to be a Rose-Hulman sponsored event or an approved class requirement. The advisor or professor overseeing such activities must complete the required Student Trip Travel Authorization form and return the competed form to the Manager of Insurance and Risk Management prior to the event.    

Any student travel abroad, when such trips are determined to be a Rose-Hulman sponsored/approved event, requires the advisor overseeing such event/s to contact the Manager of Insurance and Risk Management so special liability coverage can be acquired while abroad.   This must be done a minimum 90 days prior to the date of the trip.  Additional information on this topic, such as required advisor attendance, is available under "Student Services" or by contacting the Manager of Insurance and Risk Management (x8457).

Director's and Officers Liability Coverage

Liability insurance protects Institute employees if they are named in a lawsuit for an alleged error or omission they made when performing their duties for the Institute. There is no coverage for a criminal act. 

Property Coverage

Our property coverage has a $25,000 deductible per claim.  This deductible is the responsibility of the department that incurred the loss. 

Art Floater - This policy has a $ 2,500 deductible.  The policy covers our personal art collections and items on loan to us by artists. Items on loan or added to our collection must be reported to the Art Curator (x8452) and our Manager of Insurance and Risk Management (x8457). The Manager of Insurance and Risk Management will need to know the description of the item (s) including size and title, appraised value, artist, location and if the item is owned by the institute or on loan. If the item is on loan, you must provide the dates that insurance coverage is required. If Risk Management is not notified of the item(s) to insure, there is no coverage.

Art Floater Transit Coverage-This policy has a $2,500 deductible with a total in-transit limit of $50,000.  This floater is for art work already listed on the temporary or permanent art collection on file with the carrier.  Any item/s being transported with a total value more than $50,000 will have to be insured under a specialty/per trip policy. 

In order for coverage to be afforded under this coverage, the Manager of Insurance and Risk Management must be provided with an written itemized list which includes the description of the item/s being transported, insurable value per item, date/s of transportation, and destination.  If the value of the item/s in transit exceeds $50,000, a specialty policy can be acquired at an additional expense.

Contractor's Equipment Floater - This policy has a $ 2,500 deductible and provides additional insurance coverage for equipment and tools that are used 1,000 feet from the primary storage location. This would cover landscaping equipment, motorized carts, weed eaters and etc. In order to have coverage under this policy, the item must be specifically listed in the policy.   

Claims Procedures or reporting damage or theft to RHIT property

The Following procedures should be followed when reporting damage or theft to Rose-Hulman property: 

1.    File a report with RHIT Office of Public Safety (x8590).   

2.    If the claim is due to a theft, you must also file a report with the Terre Haute City Police Department (238-1661) or the police department within the city of the occurrence.  Please provide this police report number to RHIT Office of Public Safety (x8590).

 

3.    Contact the Manager of Insurance and Risk Management provide the date and time of the occurrence along with a copy of the police report.

 

4.     Provide the Manager of Insurance and Risk Management with an itemized list of the item(s) that were damaged or stolen, supporting documentation of ownership and cost of item(s) at time of original purchase.

 

5.    Provide the Manager of Insurance and Risk Management with an itemized replacement cost estimate per item.  This is necessary in order to replace the damaged or stolen item(s).

 Claim Procedures for Theft of Electronic Devices 

1.    Contact IAIT and report the theft IMMEDIATELY

2.    File a report with RHIT Public Safety and the Terre Haute Police department (If the theft occurred in Terre Haute and/or on RHIT campus).  If the theft occurred in another city, file a report with the police department in the city of the occurrence and notify RHIT Office of Public Safety (x8590).

3.    Provide RHIT Office of Public Safety with the police report number.

4.    Provide Risk Management with the date and time of the occurrence, item(s) stolen, estimated cost to replace said item(s).  Also provide Risk Management with a copy of the police report or the police report number along with the name, address and contact number of the police department in which the report was filed.

5.    If the claim is determined to be over the RHIT Institute deductible ($25,000), Risk Management will request an itemized list of the item(s) stolen, replacement cost per item, along with supporting documentation of ownership.

 Safety Tips

1.    NEVER check your laptop as luggage or place within your checked luggage when flying.  Keep your laptop with you at all times.  

• If you are traveling and must check your laptop, you should

• Check your laptop only if it does not contain any confidential data.

• If cost effective, consider purchasing insurance coverage directly through the airline(s) in which you are traveling. Cost and requirements will vary per airline.

Insuring the item can be costly and will not eliminate a theft but will provide some means of reimbursement of the stolen item(s).

2.     Do not leave your laptop in your vehicle or car trunk.

3.    Do not leave your laptop sitting out in your hotel room if you are not there.

4.    When possible, refrain from storing confidential data on your laptop.  If you must store data, make sure it is protected in the event of a theft.  Remove all confidential data when such data is determined to no longer be necessary in order to perform the functions of your job or activity.

Protect your laptop and electronic devices as you would any other valuable item or piece of equipment.

 

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Worker's Compensation Insurance

General Information

Worker's Compensation is a law mandated by the State of Indiana to provide insurance coverage for all employees (which includes paid student workers) who may be injured on-the job. The purpose is to help the work-injured employee recover to pre-injury status and return to the workplace. 

Step by Step Claim Procedures -

1. Immediately notify your immediate supervisor or Site-Coordinator of the injury.
2. Complete the First Report of Injury form, if injury is not life threatening.
3. The immediate supervisor or Site-Coordinator must deliver or fax (x8032) the completed First Report of Injury form to Susan Butts within 24 hours of the date of the injury.
4. The injured employee should READ the Employee Packet received from their immediate supervisor or Site-Coordinator.
5. Go to one of the medical care providers listed within your employee packet for treatment due to your W/C injury.
6. During your first visit, provide the medical care provider with the Physician Provider Report that is located within your employee packet.
7. Return to work and provide your supervisor or Site-Coordinator with the Medical Release or Return-To-Work form that you receive from the medical care provider.
8. If a prescription is required, due to your workers comp injury, DO NOT use your RHIT prescription card. Go to a participating pharmacy and ask the pharmacist to contact our Worker's Compensation Medical Prescription Provider, Tmesys.  Their number is listed within the "Employee Care Packet."  The pharmacy will fill the prescription and bill the prescription charges directly to the Worker's Compensation carrier.  If you do not know if your pharmacy is a participating provider, you may contact Tmesys directly at 800-964-2531 for assistance.

   Failure to follow these procedures by seeking your own medical care will result in non-payment of medical bills and you will be responsible for the incurred medical costs.

   Note: Worker's Compensation wages are non-taxable. For additional information on Worker's Compensation, please review the Worker's Compensation Reference Guide or contact our Manager of Insurance and Risk Management (x8457).

   Return to Work Program -

   In the event your injury requires work restrictions, RHIT will contact your immediate supervisor to determine if the restrictions would prohibit you from performing your normal job functions.

   If the work restrictions prohibit you from performing your normal job functions, and if there is no other work available within your department, the Institute will temporarily place you with another department where alternative work may be available or applicable.  You will remain in that department until your work restrictions are changed or until the alternative work is no longer available.

   If there is no alternative work available on or off campus, you will then be required to remain off work until your work restrictions are changed or until you are released to return to work, whichever comes first.

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