FAQs and Forms
Answers to Frequently Asked Questions and Links to Commonly Requested Forms
This page has forms and other resources to answer general questions. If you don’t see what you’re looking for, please email us at risk@utah.gov.
Can schools rent buses to other entities?
School districts, charter schools, and the Utah School for the Deaf and the Blind are allowed to rent their school buses to other Utah governmental entities. The renter must maintain liability insurance for the use of the bus, and the bus owner should verify that the renter has insurance. Utah Code § 41-12a-301 opens in a new tab. The renter is responsible for any incidentals, such as fuel, depreciation, damage, destruction, etc.
The renter must use qualified drivers, which can be employees of the owner or renter of the bus. Regardless of who drives the bus, the renter must add drivers to the insurance as named insureds or permissive users. In the event of an accident, the renter’s insurance is primary over the bus owner’s insurance. In addition to these requirements, the bus cannot leave the State of Utah at any time during the rental period. Schools looking to rent their buses should use the Bus Use Indemnity Agreement link provided below.
Do I need an insurance card?
Insurance cards are no longer issued to covered entities. Under Utah law, persons operating government-owned or leased vehicles, with permission, do not need proof of insurance. Utah Code 41-12a-303.2 opens in a new tab.If you would like a copy of an insurance card, please send us an email requesting an insurance card to bbelliston@utah.gov.
Which car should I use for out of state travel?
Risk Management strongly recommends that state employees traveling on business outside of Utah use commercial carriers or rental vehicles provided through the State Travel Office opens in a new tab. Rental cars provide additional insurance coverage and thus reduce liability risk to the State of Utah.
When using a state fleet vehicle, Risk Management provides primary liability coverage for you as a state employee. If you are involved in an accident driving a state vehicle and cause injury or property damage to someone else, Risk Management will pay for the defense of any claim or lawsuit, any damages awarded against you up to the liability limits, and will also cover necessary repairs to the state vehicle. Risk Management’s coverage applies anywhere you travel in a state vehicle within the United States, but there are no damage limits if an accident occurs outside the state.
Using a rental car transfers some or all liability risks associated with state business travel. The State Travel rental contract provides liability coverage that attaches automatically to each rental for both in-state and out-of-state travel. The State Risk Fund’s liability coverage is secondary to the rental coverage. Commercial carriers also provide coverage for accidents that involve those using their vehicles. Please note that vehicles rented through State Travel may only be driven by state employees for business purposes to qualify for the primary insurance protection provided by the rental car company. Violation of this rule will void the rental car company’s coverage. The auto liability policy also imposes a $5,000 conditional deductible on claims related to rental cars not arranged through State Travel.
Can I use my personal car for state business?
A state employee may use a personal car for state business. If a state employee uses a personal vehicle on state business, the employee’s auto insurance is primary to any other coverage that may apply. Each private auto insurance policy is different, but insurers often have clauses that reduce or “step down” liability coverage to the minimum liability limits required by state law when the vehicle is used for business purposes. Please consult with your personal insurance agent to determine what changes to current coverage, if any, are necessary to ensure you are fully covered while using your personal vehicle for state business travel. Importantly, an employee’s personal insurance policy may exclude coverage for damage to the employee’s vehicle when it is used for business purposes. Since the State does not own the vehicle, Risk Management will likewise not be able to cover any damage to the vehicle. This can create a situation where there may be no coverage for damage to the vehicle while it is being used for business purposes. It is strongly recommended that state employees who use their personal vehicles for business travel check with their agent to determine if their policy will cover damage to the vehicle while it is being used for a business purpose. Some insurers will automatically provide such coverage, while others may require the purchase of a coverage rider to cover vehicle damage while the vehicle is used for business purposes.
What is the coverage for trailers?
Please click on the Trailers, Towing, & Coverage Information link below which will help answer your questions.
How do I file a claim?
For information on filing a claim, please click the link provided below.
Are interns covered by Risk Management?
Interns, including student interns and student teachers, are considered employees of the covered entity that hires them during the term of the internship, and employees of covered entities are covered by Risk Management. See Utah Code 63G-7-102(3)(a) opens in a new tab.
Are volunteers covered by Risk Management?
Per the Volunteer Government Workers Act, only “approved” volunteers are entitled to the liability protections and indemnification rights that are normally extended to paid government employees under the Governmental Immunity Act of Utah. See Utah Code 63G-7. Additionally, “approved” volunteers are eligible for workers’ compensation medical benefits as an exclusive remedy for their injuries and occupational diseases, which means that “approved” volunteers who are injured in the course and scope of their volunteer services are generally prohibited from suing for damages related to those injuries. See Utah Code 67-20-3(1)(a) opens in a new tab.
To qualify for Risk Management coverage, volunteers must be formally approved by the chief executive or authorized representative of the subject entity. Approved volunteers may receive limited compensation for their services in addition to expenses actually and reasonably incurred, as approved by the supervising agency. See Utah Code 67-20-2(5)(a).
The decision to approve a volunteer should be governed by the nature and duration of a volunteer’s services. It may not be prudent to approve volunteers whose services are short-duration and whose duties provide little to no risk of harm to the volunteer or others. We strongly recommend that all covered entities exercise good judgment in the volunteer approval process and that they document each approval. Additionally, all volunteers, whether approved or not, should be properly trained about their duties, the inherent risks, and the measures they should employ to avoid liability before they commence their volunteer services.
Can charter schools be covered by Risk Management?
Charter schools may receive insurance through Risk Management if approved by the State Risk Manager. According to UCA 63A-4-204.5 opens in a new tab, participation requires each charter school's joint approval of the State Risk Manager and the Governing Body. All charter schools interested in participating in the Fund must complete and apply for coverage. Upon receipt of an application, representatives of the interested charter school will be expected to participate in a due diligence process, which concludes in a formal grant or denial of coverage. Please note that one of the common reasons the Risk Management will not extend coverage is if the charter school’s management deviates from the following three acceptable models:
Model One: The charter school does not engage a service provider for management and/or educational support. The school director, teachers, and staff are employees of the school.
Model Two: An independent service provider(s) is engaged to support school operations. No employee of the service provider is housed at the school. The director, teachers, and staff are school employees.
Model Three: An independent service provider(s) is engaged to support school operations. An employee of the service provider is placed in the school to manage daily operations. The director, teachers, and staff are school employees.
Can a school opt for only liability coverage?
No. If accepted, charter schools must have liability and property insurance through the Fund. If a charter school opts to lease its building(s), the Fund can cover those buildings if they are subject to a "triple-net lease." Charter schools operating buses or other vehicles must also cover those vehicles within the Fund.
Forms
Building/Property Status Report opens in a new tab
For agencies to update their property lists.
Course of Construction Coverage Application Form opens in a new tab
Provides insurance for buildings under construction.
Trip Inspection opens in a new tab
Generic Trip Inspection Form for Vehicles
School District Legal Liability opens in a new tab
Legal Liability Protection for School District Employees
Informed Consent - Long Form opens in a new tab
Waiver that identifies the risks to minors when participating in a school program.
Informed Consent - Short Form opens in a new tab
Waiver which identifies the risks to minors when participating in a school program.
Safety Practices & Procedures opens in a new tab
For Administration, Teachers, Facility, and Student Responsibility.
Charter School Legal Liability opens in a new tab
Legal Liability Protection for Charter School Employees.
HIPAA Release opens in a new tab
Authorization for use and disclosure of health information. (ADA)
Employee Ceiling Light Modification From opens in a new tab
ADA Coordinator Use
Parental Consent Example opens in a new tab
Parental consent, waiver, release form
Waiver and Assumption of Risk Example opens in a new tab
Waiver and Release of claims
Risk Reduction Plan Form opens in a new tab
Helps identify and reduce possible risks