Contract Approval Requirements
It is imperative that all university contracts contain language to adequately protect university assets and resources. All contracts for services provided to university entities are to be reviewed and approved per guidelines from the Office of Legal Affairs. All contracts and agreements are to be signed only by those with delegated contract signature authority.
Insurance Guidelines – Exceptions
Short Form Contracts – Suppliers are exempt from the above guidelines and instead shall maintain (i) comprehensive general liability insurance (or equivalent professional liability insurance) covering bodily injury and property damage that may arise from or in connection with the services in amounts not less than $500,000 per occurrence and $1,000,000 in the aggregate; and (ii) workers’ compensation coverage as required by Ohio law.
Honorarium Agreements are exempt from the above guidelines.
Office of Global Opportunity Agreements – After consultation and subject to approval from the university’s Department of Enterprise Risk Management and Insurance, the requirements can be waived for international vendors.
Other exceptions to the insurance limit requirements outlined may be developed by the university’s Department of Enterprise Risk Management and Insurance, in conjunction with an individual unit or third party, following a process of risk identification and evaluation. In such situations, if it is determined minimal or no risk is involved, the limits may be lowered or the requirement eliminated. Conversely, it may be determined that greater risk is involved in which case the limits may be raised. Criteria to be considered include, but are not limited to: nature and risk profile of the event/services; duration of event/timeframe for services to be provided; current level of coverage vs. required level; local/known vendor vs. unknown vendor.
The insurance guidelines below should apply to all payees, suppliers, contractors, consultants and/or vendors doing business with Ohio University.
Level 1 Risks
Payees or suppliers at this risk level are required to carry the following insurance levels. However, they do not require any proof of insurance and are not required to provide a certificate of insurance (COI). This includes BWC proof.
Worker’s Compensation Insurance to the full extent as required by applicable law. Any Ohio payee or supplier with one or more employees must have Worker's Compensation.
Commercial General Liability (Professional Liability may be substituted) coverage for bodily injury and property damage, in amounts not less than $500,000 per occurrence and $1,000,000 in the aggregate.
Level 2 Risks
Payees or suppliers at this risk level are required to provide proof of insurance in the form of a COI with the below insurance levels indicated. If unable to provide this COI the below Insurance Warrant must be signed by the payee or supplier. The COI provided must meet the following insurance guidelines:
Worker’s Compensation Insurance to the full extent as required by applicable law. Any Ohio payee or supplier with one or more employees must have WC.
Commercial General Liability (Professional Liability may be substituted) coverage for bodily injury and property damage, in amounts not less than $1,000,000 per occurrence and $2,000,000 in the aggregate.
Level 3 Risks
Construction contracts and other transactions that have state or federal insurance requirements must provide a COI showing the supplier/vendor meets those requirements.
Exceptions and waivers to these guidelines can be approved by the Risk Manager.
Insurance information and COI requests should be submitted in a timely fashion, at least two or more weeks in advance of the event/services to be provided if possible.
With respect to all liability insurance, if coverage is written on a claims-made basis, it shall be maintained for a period of not less than two (2) years after contract completion. Such insurance shall have a retroactive date not later than the date on which contractor commenced the performance of services relating to the project.
Absent contractual or Ohio Revised Code legal requirements stating otherwise, contractor/vendor shall name Ohio University and its Board of Trustees, officers, agents and employees as additional insureds on general and automobile coverages. All insurance required pursuant to this section shall be primary coverage to any insurance or self-insurance carried by the University and shall provide a waiver of subrogation in favor of the University. All companies issuing insurance policies must be authorized to do business in Ohio and have a rating of at least A VII, as noted in the most recent edition of the A.M. Best’s Insurance Guide. No later than the first day of contract inception, contractor shall provide the University with certificates of insurance evidencing the required coverage. Contractor, on its own initiative, shall also provide certificates of insurance for the renewal of coverage. The certificates of insurance shall contain a provision stating that the policy or policies have been endorsed so that they will not be cancelled without thirty (30) days prior written notice to the University.
Special insurance requirements may apply for air and bus charter services. Contact procurement for further details.
All certificates shall be sent to the following address:
Ridges, Building #18, 3rd floor
Athens, OH 45701