Risk Management
Department of Risk Management
Florida Poly’s Department of Risk Management plays a vital role in identifying, analyzing, and mitigating risks that may impact the university’s people, property, and mission. Through strategic guidance and proactive planning, we support a safe, secure, and resilient campus environment.
What We Do
Risk Management collaborates with students, faculty, staff, and departments to:
- Identify and assess potential risks
- Provide guidance on event and travel planning
- Offer support with loss prevention, insurance, and claims
- Assist with policy and contract reviews
- Consult on safety protocols and business continuity
We also participate in university committees and working groups to provide expert risk management insight.
University Insurance
Statutory Coverage
As a member of the State University System (SUS), liability coverage for faculty and staff is provided by the State Risk Management Trust Fund. This coverage is pursuant to Chapter 284 Part II & Section 768.28 Florida Statutes and any rules promulgated there under.
Certificates of Coverage
To request a copy of a Certificate of Coverage, please contact the Department of Risk Management.
The University has numerous Commercial Insurance Policies to provide coverage for losses not covered under our statutory protections. Any inquiries regarding coverage or losses should be directed to the Department of Risk Management.
Event Risk Management
The Department of Risk Management supports safe and compliant on-campus and off-campus events at Florida Poly. Whether you’re planning a student event, hosting a guest speaker, or bringing outside vendors to campus, we’re here to help you manage risk and ensure everything runs smoothly.
Requesting an Event: All events held on Florida Poly’s campus must be approved through University Event Services (UES) by emailing events@floridapoly.edu.
Event Insurance Requirements
Non-university individuals or organizations (third-party users) must provide proof of insurance. Specific requirements vary based on the nature of the event.
Minimum Coverage
- Commercial General Liability (CGL)
- $1 million per occurrence / $2 million aggregate
- Certificate of Insurance (COI) must name Florida Polytechnic University Board of Trustees (BOT) as Certificate Holder and Additional Insured
- Commercial Automobile Liability (if applicable)
- $1,000,000 combined single limit or $1,000,000 each occurrence split limit coverage
- Certificate of Insurance (COI) must name Florida Polytechnic University Board of Trustees (BOT) as Certificate Holder and Additional Insured
- Workers’ Compensation (if applicable)
- As required by Florida law (Chapter 440)
- If exempt, a copy of the exemption certificate must be provided
Third Party Liability
External event hosts without their own insurance can purchase coverage through the Tenants’ and Users’ Liability Insurance Program (TULIP). This policy protects both the event organizer and the university against claims of injury or property damage during the event.
- Costs vary by event type, duration, number of attendees, and risk level
- Florida Poly provides access to the program via our URMIA membership
- Contact Risk Management for TUPLIP details
Email all Certificates of Insurance (COIs) to the Department of Risk Management at riskmanagement@floridaypoly.edu at least two weeks prior to the event.
FAQs
When is a COI required?
If a vendor or external group is providing services or using university property for an event, a COI is typically required. This includes food vendors, rental companies, speakers, and performers.
If I am renting event materials and/or paying for setup, do I need to ask for a COI?
Yes, the vendor will need to provide a COI showing they meet the minimum requirements of commercial general liability (GL), automobile liability (AL), and worker’s compensation (WC).
Does a food vendor require a COI?
Yes. General liability is required. If a vehicle is used, like a food truck, auto liability is also required. If they have employees, workers’ compensation is required – or proof of exemption.
Event Documentation
Student-Involved Travel
All university-sponsored student travel (academic or voluntary) must be approved in advance. This includes field trips, conferences, and service learning.
- Review the Student Involved Travel Guide for steps and resources
- Risk Management can assist faculty and staff with planning and documentation
International Health & Travel Insurance
Florida Poly prioritizes the safety of all faculty, staff, and students traveling abroad for university-related purposes. To ensure access to medical and emergency services while overseas, all international travelers are required to enroll in the university-approved health and travel insurance plan.
Coverage is sponsored by Cultural Insurance Services International (CISI) and administered through the Department of Risk Management. The Department of Risk Management must be notified of all planned international travel a minimum of 14 business days prior to international departure, and once the traveler’s Spend Authorization is approved, Risk Management will purchase the coverage on behalf of the traveler(s). A traveler’s department is responsible for the cost of the coverage.
Student Rates
Monthly Rate – $48.63
2-Week Rate – $31.06
6-Week Rate – $74.70
Faculty & Staff Rates
Monthly Rate – $61.82
Operating University Vehicles & Golf Carts
Florida Poly employees are insured to operate state vehicles when use is within the scope of their job and they are approved drivers.
How to Become an Approved Driver
Get Supervisor Approval
Talk with your supervisor about your need to drive a University vehicle or golf cart.
Submit Your Driver Request
Complete Required Training
You’ll receive training instructions after submitting your request.
Golf cart drivers must complete online training through Facilities & Safety Services.
Some departments may have additional requirements.
Pass Motor Vehicle Record Check (vehicles only)
Drivers of University-owned vehicles must pass a Motor Vehicle Record (MVR) check, handled by Human Resources.
Cost is covered by your department.
Golf cart drivers do not need an MVR check.
Drivers with serious or multiple violations in the past three years may not be approved.
Supervisor Authorization Form
Submit the signed supervisor approval form.
Allow up to two weeks for full approval—plan ahead!
Auto Insurance & Claims
Florida Poly leverages both insurance and self-insurance to cover damage to university owned vehicles as well as protect the university if found liable for someone else’s injuries or damage.
If an incident occurs:
Report it to Risk Management within 24-48 hours and include:
- Date, time, and location of the incident
- Description of incident including any injuries or damage
- Any parties involved
Coverage does NOT apply to:
- Failure to maintain vehicles
- Ongoing service and repair
- Vehicle refresh
- Wear and tear
- Incidents reported more than 30 days after the incident date
- Personal vehicles even if used by employees within the scope of their employment or assigned duties.
- Failure to participate in any investigation and / or produce requested records in a timely manner including incident reports, repair estimates, or pictures may result in coverage denial.
Liability
- Relates to injuries and damage to others or their property
- Coverage provided by State Risk Management Trust Fund
- Required Documentation:
- Police report
- Florida Poly Accident/Incident/Injury Report accompanied by Supervisor statement including information on the employee’s actions and certifying if the employee was acting within the course and scope of employment.
- Automobile Accident Report (DFS-D0-261)
- Report to the Department of Risk Management within 24 – 48 hours.
Physical Damage (caused by others)
- Relates to damage to Florida Poly owned vehicles caused by a known at-fault party or an unknown at-fault party (i.e. hit and run)
- Required Documentation:
- Police report
- Florida Poly Accident/Incident/Injury Report accompanied by Supervisor statement including information on the employee’s actions and certifying if the employee was acting within the course and scope of employment.
- Automobile Accident Report (DFS-D0-261)
- Additional documentation as noted by the University’s comprehensive & collision auto coverage.
- Report to the Department of Risk Management within 24 – 48 hours.
Other Physical Damage
- Examples
- Theft
- Vandalism by unknown party
- Collision with an animal
- Severe Weather
- Collision with an object (building, pole, fence, etc.)
- Coverage provided by the University’s comprehensive & collision auto coverage.
- Required Documentation:
- University Police report (if occurring campus)
- Florida Poly Accident/Incident/Injury Report accompanied by Supervisor statement including information on the employee’s actions and certifying if the employee was acting within the course and scope of employment.
- Additional documentation as noted by the University’s comprehensive & collision auto coverage.
- Report to the Department of Risk Management within 24 – 48 hours.
Windshield Repair/Replacement
- Report to the Department of Risk Management within 24 – 48 hours.
- Departments may need to provide additional documentation as noted by the University’s comprehensive & collision auto coverage.
Auto Resources & Expectations
Operating Rules & Responsibilities
- Departments are responsible for maintaining their assigned vehicles and golf carts.
- Drivers are personally responsible for any traffic citations.
- Students may not operate University vehicles or golf carts unless they are employed by the University and driving is part of their official job duties.
- Personal use of University vehicles is not allowed and is not covered by University insurance.
- Drivers must be at least 18 years old and have a valid driver’s license.
- Departments must refuel vehicles after use. For fuel cards, contact Procurement.
Trainings
2026 Summer Risk Champion Academy
The Department of Risk Management is excited to announce the launch of the Risk Champion Academy, a transformative opportunity for employees to deepen their understanding of risk management and enhance their skills in this vital area.
The training sessions will provide valuable insights into essential topics such as university insurance, practical risk mitigation strategies, travel risk, and more. Each session is designed to equip employees with the knowledge and tools they need to effectively identify and manage risks in their roles, ultimately fostering a safer and more secure university environment.
Registration for the 2026 Risk Champion Academy will open soon.
Anti-Fraud Framework
Florida Polytechnic University is committed to maintaining the highest standards of integrity and accountability. The Anti-Fraud Framework is designed to create a secure and trustworthy environment that supports our mission of academic excellence and innovation.
The Anti-Fraud Framework consists of five structural elements:
- Governance – Establishing a clear structure of accountability and oversight to ensure the anti-fraud framework is effectively implemented and maintained. The Vice President of Administration and Finance, in conjunction with the President’s Strategy Circle, University Audit & Compliance (UAC), and administrators at all levels of management oversee the antifraud framework.
- Education & Prevention – Raising awareness about fraud risks and promoting a culture of integrity. This includes providing regular training sessions for all levels of faculty and staff, students, and stakeholders on recognizing and preventing fraud, as well as implementing policies and procedures that deter fraudulent activities.
- Detection & Reporting – Setting up mechanisms to identify and report suspicious activities. This includes implementing internal controls, conducting regular audits, and establishing reporting channels. An individual may make a report by contacting University Audit and Compliance (UAC) directly or through the various options available through the Compliance Hotline that is administered by UAC. An anonymous reporting option is available through the hotline, if desired.
- Investigation & Action – Processes for thoroughly investigating reported fraud cases and taking appropriate actions. The Chief Audit Executive/Chief Compliance Officer (CAE/CCO) is the official contact for people reporting suspected fraud or fraudulent conduct. UAC will oversee all investigations into allegations of fraud.
- Evaluation & Review – Evaluation and review involve continuously assessing the effectiveness of the anti-fraud framework and making necessary improvements. This includes regularly reviewing policies and procedures, analyzing fraud incidents to identify trends and weaknesses, and updating the framework to address new and emerging fraud risks.
Contact Us
863-874-8421 | riskmanagement@floridapoly.edu
