Insurance

All UCL students are covered by the Union's short term additional insurance during this period. This enables participation in sports trials without the commitment to join. Once trials have ended, all individuals participating in your activities must be members of the club to be covered by the Union's insurance policy.

Certain sports require individual participants to hold insurance or licenses with their National Governing Body or NGB (e.g. fencing, basketball, karate). 

You should already be aware if this affects your club, if you are unsure please contact your Sports Development Coordinator, or the TeamUCL inbox.

Many clubs and societies decide to contract professional support for one or more of their activities to ensure they are delivering high quality activity. Students' Union UCL welcomes professional coaches, instructors or trainers as a key way of ensuring our student members are getting the best possible opportunities through our student-led groups. 

All coaches and instructors must register with the Union before they can enter into a contract with a club or society. As part of this, all coaches and instructors must hold Public Liability Insurance with a minimum level of cover of £10 million.

Once a coach/instructor is registered and approved, they can enter into a contract with a Union-affiliated club or society, which must also be approved by the Union.

For more information on the coach/instructor registration and payment process, please review our guide on how to register and pay coaches and instructors.

After 'Joining Fortnight', all club presidents and treasurers can access membership lists via the Student's Union UCL Website, via the process outlined in the 'Memberships' section of 'Running Your Group'.

This information can be passed on to your committee members e.g. team captains, but not third parties. Please review our how-to guide on 'Data Protection for Clubs and Societies' for more information.

Club committee members should use this information to check that any individual taking part in any club activity is a fully paid member of the club, and therefore insured.

Should a committee member e.g. a team captain fail to make proper checks, or knowingly allow a non-member to take part in any club activity (e.g. a match/competition) then that individual and/or club could face internal disciplinary action, and further legal action should the uninsured individual(s) be involved in or cause an accident or injury.

Any new equipment your society purchases must be insured so that we can replace it if it is stolen, lost or damaged. 

The insurance will only cover the item for its market value, so as the item gets older in most cases it will depreciate in value. This means if a piece of equipment goes missing, the insurance may not cover the full cost of replacing the item with a brand new one.

Make sure any valuable items are stored securely, and make a note of this, as it will affect the insurance should any claims be made. Presidents and Treasurers should use the Union provided storage areas for the storage of all Club or Society owned equipment.

When you purchase a new piece of equipment, email su.activities@ucl.ac.uk to ask us to update your inventory. You will need the full details of the piece of equipment, including name, storage location, model number and value. Once it is placed on your inventory, it will be covered by the Union’s insurance policy.

You must email us (su.finance-activities@ucl.ac.uk) the details of any hired equipment you wish to ensure at least 5 working days before the hired items arrive. Please ensure you provide:

• Club/society name
• Activity lead / organiser
• Contact number
• Type of insurance required (public liability, all risks, or other)
• Period of cover required (start and end date)
• Details of the equipment and event, including:
  • What the equipment is
  • Value of equipment
  • Location of the equipment during use
  • Location of the equipment when not in use (i.e. storage)

You are responsible for ensuring that the equipment is locked securely away when not in use and for ensuring that any conditions to which the cover is subject to is adhered to.

You will be contacted to confirm when the insurance has been arranged. Contact the Activities Finance Team on su.finance-activities@ucl.ac.uk if you are not sure of any part of this process.

When your hired equipment arrives ensure the equipment is kept securely locked away whilst it is on hire with you. Don't forget the insurance policy may be invalidated if the items insured are not stored securely.

When returning the items you hired, ensure that they are returned complete and in the condition you were given them. If you have any doubt about this contact the Student Activities team who can assist you.