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Business Services Guide

Risk Management

Certificates of Insurance

Contracts & Agreements

Contracts and agreements for services on and off campus almost always require proof of insurance. Depending on the contract/agreement, either CLPCCD needs to provide proper proof of insurance or the contracting party must provide proof of insurance. In some cases, both are required.

In the case of CLPCCD having to show proof, the contract administrator fills out a Request for Certificate of Insurance form and sends it to the Executive Assistant in the Office of Vice Chancellor, Business Services, who then reviews and submits the information to the district's insurance broker. Upon receiving the Certificate of Insurance, Business Services sends it to the requesting party. If a vendor/contractor needs to be endorsed as an additional insured on the certificate of insurance, the requesting department must provide an agreement/contract stating the requirement.

In the case of CLPCCD requiring proof of insurance, the proof must accompany the contract/agreement before approval is granted.

Outside Activities

Venues hosting CLPCCD activities require proof of insurance prior to the activity taking place. The person organizing the activity must submit a Request for Certificate of Insurance form to the Executive Assistant in the Office of Vice Chancellor, Business Services. If a vendor/contractor needs to be endorsed as an additional insured on the certificate of insurance, the requesting department must provide an agreement/contract stating the requirement.

If a general certificate of insurance is sufficient, it is available upon request.

Incident Reports

All incidents that occur on CLPCCD property must be reported to Campus Security with a copy to the Office of Vice Chancellor, Business Services. Student injury claims are forwarded to the respective college business office.

Incidents associated with off-campus CLPCCD activities must be reported and filed, with a notification to the Office of Vice Chancellor, Business Services.

Subpoenas

Due to the sensitive nature of subpoenas, only specified departments and personnel are permitted to accept them. If it is a subpoena for a student record, refer the individual serving it to the Admissions & Records Office of the appropriate college. If it is a subpoena for business records or an employee's records, refer the individual serving the subpoena to the Office of Vice Chancellor, Business Services.

Public Records Request

CLPCCD only has ten (10) days to respond to Public Records Requests. If you receive a request, immediately forward it to Guisselle Nunez, Director of Public Relations, Marketing, and Governmental Relations.

Student Travel

All international travel requires Board approval, according to Board Policy BP 4300. Additionally, a Certificate of Insurance must be obtained prior to Board approval.

Domestic travel does not require Board approval and is handled at the respective college Business Office.

Contact Information

Please contact Pushpa Swamy if you have any questions regarding Risk Management. She can be reached at (925) 485-5201.