Insurance Questions and Answers for Schools

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1 Insurance Questions and Answers for Schools Over time a number of questions have kept reoccurring. Some of them are listed below Betterment what does this mean? This can mean getting an item with a better specification than what you had before. Betterment is not covered under the Council s contents insurance policy. So if you have standard laptop stolen, you will not be reimbursed for a laptop with all singing and dancing add extras. You may have it, but you will have to pay for the difference in price. In other words you may have new for old. Bouncy Castles what do we do when hiring one? These are often hired for fun events such as school open days and fetes. Although great for fun they can also become places where avoidable accidents happen. A couple of guidance points 1. Ensure the equipment is free from damage when it is first installed at least do a visual inspection 2. Ensure the equipment is properly fixed down and all trip hazards kept to a minimum 3. Do not allow a mixing of ages where little people may be squashed by big people! 4. The activity is to be supervised by school staff at all times staff must not walk off without ensuring there is adequate cover 5. Safety matting is to be placed at the entrance to the bouncy castle and to be regularly checked that it has not moved. Cars can we use staff cars for the transportation of pupils? Members of staff may transport children for school trips providing they have personal business use. In the event of pupils being injured under the 1972 Road Traffic Act, passenger liability cover is compulsory. Therefore any claim arising would be against the car owners insurance. Cash how much can we carry? School personnel carrying cash on their own should restrict the amount to 200. When carrying cash in excess of this amount they should be accompanied. If this is not practical they should ensure that they carry a mobile phone. The maximum amount for 2 people is 2,000 Claim for injury received what do we do? There are two types of claims: 1. Third Party Claims these can include claims from pupils or visitors to the school 2. Employee Claims these claims are from employees The first thing you do not do is acknowledge the claim without first consulting the insurance section. It is the insurance section who will acknowledge the 1

2 claim on your behalf. Telephone Mary Guruparan on or Damage by third party to walls or gates of school how do we get recompense? There have been occasions where vehicles have run into and damaged the likes of school walls and gate entry systems resulting in expensive damage. This is something that the Insurance Section cannot pursue on your behalf. The Insurance Section deals with the defence of claims, not making them. However here are some tips that may help you: If you have an agreement with the Council s legal section they may be able to pursue your claim for damages on your behalf, although they may charge you for the service. You can initiate the claim yourself by writing to the owner of a vehicle, for example, stating exactly what happened including date, time, location and why you feel they are liable for the damage. You will also need to advise them of the cost of repair or replacement of the damaged goods. Suggest in the letter that they place their motor insurers on notice. Ensure you take photos of the damage and any incriminating evidence, to help your case, such as paint marks on a wall. Give the third party a timeline within which to respond, such as 21 days. Be sure to stick to this and send them a reminder if you do not hear from them. At this point if you have still not heard from them you may then consider referring your claim to the Legal Section Epipens - may staff use these on a pupil? Yes but staff must follow written guidelines and only use a preassembled epipen. Equipment - Smoke and/or Water Damaged do we dump these? Often equipment can be saved after smoke and/or water damage. Do not be quick to dump the equipment even if others are telling you to do so. Refer to the following companies on page 3-2

3 Specialist Specialist Field Telephone Number Document SOS 9 Sherlock Mews LONDON W1M 3RH ISS Damage Control 11 Watermill Business Centre Millmarsh Lane Enfield, London EN3 7XF BEQUIP Ltd Ridgeway House Station Road LIPHOOK Hants GU30 7DW Smoke, Fire and Water Damaged books, paintings etc - Cleaning and restoration Smoke and Water Damaged electrical equipment including, Computers, Video Recorders, Televisions etc Cleaning and restoration Smoke and Water Damaged electrical equipment including Computers, Video Recorders, Televisions etc Contact Name Georgine Thorburn Contact Name Tina V Dyke Mobile or 24 hour Freephone Contact Name Corinna Smith Forced entry what does this mean? If a claim for an item is submitted then the Insurance Section will most probably request proof of forced entry to premises. So if a laptop is stolen from a staff member s home, then it will have to be shown that either windows or doors were broken or forced in order for the thieves to gain entry. A claim for replacement of goods will fail, if this cannot be shown that the item was not kept safe. Glasses my reading glasses got broken by a pupil will the Council insurance pay for a new pair? The answer is no. This is not covered by insurance. You may be able to claim against your home insurance. Graffiti how do we get it removed? It is known that graffiti or tagging of a building or surrounding premises may be a precursor to vandalism or a break-in. It is therefore important that this is removed as soon as possible. Report it to the Council s Graffiti Hotline. Ealing Council Graffiti Hotline graffiti@ealing.gov.uk Hire private hire of school facilities A school must never hire out its facilities to third parties if it has not seen a valid Public Liability Policy. 3

4 While the Council s own PL insurance will cover it for it s own negligence, it will not cover the negligence of a third party. Hirers of premises owned or occupied by LB Ealing do they have to have public liability cover? The answer is yes! Cover may be arranged for a hirer where the hirer will be indemnified. 1. Insurance Company s liability in respect of any one event is limited to 2,500, First 250 of any claim in respect of third party property damage is not covered The school may collect payment for from the potential hirer in the form of a crossed cheque made payable to London Borough of Ealing. This is to be forwarded to the Insurance Section giving 7 clear working days for the insurance to be set up and the certificate to be posted to the hirer. The following information is required: 1. Full Name of hirer 2. Full address of hirer 3. Date and time of hire 4. a cheque for 42- made payable to London Borough of Ealing Inhalers may staff give them to a pupil? Yes for both mechanical and held inhalers but staff must follow written guidelines. Inventories what do I need to include? Anything over the value of 1000 is to be included in the inventory. Keep the inventory on a spreadsheet so that items can easily be added or removed from the list. Where there are electronic items such as printers or PC s then the following is required make, model, serial number, purchase date and value of the item. You may find it useful to the delivery docs to the insurance section at insurance@ealing.gov.uk It should be noted that items that are not listed are not insured in the event of a claim arising. Keys 1. School keys for the buildings are not to be left unattended on school premises under any circumstances. The replacement is covered but an excess is applicable. 2. Safe keys are to be kept on the appointed person, they are not to be left in drawers. Laptops when are these covered? School laptops are covered by the council s insurances so long as the following are adhered to: 1. Laptops must be security marked 2. Laptops are not to be left unattended in classrooms but are to be locked away in cabinets and the keys not left in the classroom 3. Laptops are not to be left unattended in cars they will not be covered. 4

5 4. If a laptop is left in a car, although not ideal, they must at least be locked away in the car boot and the Bluetooth switched off. 5. Laptops in use at home are not to be left in view of passers by, nor are they to be left in unlocked premises. 6. Laptops taken abroad are covered so long as a teacher takes all reasonable steps as above. Items, such as laptops, which are issued for the sole use of an individual are not insured in the event of a claim arising. Lead theft from roofs - is it covered? Replacement of stolen lead is covered by the Council s insurances. Lift inspections what do we do? These inspections are carried out on a regular basis by HSB. The inspection reports, when received by the Insurance Section, are ed to the school. Many inspection reports are fine however some will flag up the requirement for remedial action. It is the responsibility of the school to ensure any recommendations raised on the inspection report are executed. If you notice that a lift or a hoist are not being inspected then you are to notify the Insurance Section who will contact HSB to get the item added to their inspection list. New for old what does this mean? See above for Betterment Personal possessions are these covered? These are not covered by the Council s insurances under any circumstances, whether they are musical instruments, damaged or stolen, theft of handbags or cars damaged by passers by. Playground Equipment is this covered if stolen? This must comply with safety guidelines and must be inspected on a regular basis. Play equipment is not covered for theft unless it is within the confines of the building and locked up. Therefore play equipment left outside is not covered. Any vandalism as a result is not covered. Safes and their limits what are they? The manufacturer sets the limit on cash that a safe may hold and is not set by the Council or the insurer. It is the school s responsibility to ensure that the safe is notified to the Insurance Section. It is important that a school ensures that collections by security companies are scheduled. Schools can find that they are carrying extra money because of school trip payments or money collected from fetes. The Insurance section cannot bump up the limit on a safe until the next security collection. School trips do we need to tell the Insurance Section? There is blanket cover in place for school trips so no declarations are necessary. So a trip planned to a museum in London or a trip to France and 5

6 the like, does not necessarily have to be reported to the Insurance Section. However, it is imperative that risk assessments are carried out prior to the trip going ahead. If the trip is an adventure holiday trip where the pupils will be rock climbing or kayaking, or trekking through the likes of Outer Mongolia, then it is imperative that the school requests sight of the holiday provider s Public Liability policy as well as all relevant certificates showing that staff on site, are adequately trained before the trip takes place. To be on the safe side visit Keep this web address handy and take it with you on your trip in case you may need it. There is an emergency button on their front page for you to access emergency advice. The insurer: ACE Europe The cover is a blanket cover no declarations necessary. The Policy Number is 51 UK ACE Rescue - From the UK Telephone No Outside the UK Telephone No Any doubts - consult with your Health & Safety team or the Insurance Section, both located at Perceval House. Transportation of pupils See above under Cars Trees in school grounds Schools are responsible for all trees and foliage growing in their school grounds. It is important that schools regularly inspect and maintain the trees. Claims can arise from fallen limbs, and also subsidence affecting neighbouring properties. Vehicles school vehicles School vehicles are covered by the Council s insurances as long as the Insurance Section is notified of the acquisitions. The current annual premium is 550 and is charged to the school in arrears. Staff vehicles are not covered by the Council s insurances. If the vehicle is damaged or broken into by another third party in the school car park neither the Council nor the school is liable. The member of staff is to be advised to contact their own insurers or pursue the claim against the third party. The school must not pursue a claim on behalf of a member of staff. In exceptional circumstances a head teacher may consider an ex-gratia payment, but this is not a right. Volunteers are they covered if they help at the school? They are covered by the Council s public liability insurance as long as they are not paid for their services. 6

7 Work Experience are pupils from another Ealing school covered? The Council's insurances automatically extend to cover work experience placements. It is not necessary for schools to notify the Insurance Section of every placement. Work Experience are pupils from another school covered? Work Experience placements not from LBE Schools are also covered under the Council's employer liability insurance. If a note is received from them asking for confirmation of our insurances they can be advised the following: The Insurer: Chartis Insurance UK Ltd Policy No: Expiry Date: following 31 st March 201? Work Experience are Ealing pupils covered when volunteering outside Borough auspices? These pupils working off-site are covered by the off-site activity insurance. The insurer is ACE Europe Blanket cover is in place so no declarations necessary. The Policy Number is 51 UK ACE Assistance - From the UK Telephone No Outside the UK Telephone No Reviewed MG 06/15 7