Field Research Insurance & Risk

As part of planning and preparing for UBC field activities your work may involve contracting with a third party to provide products, services or supplies and or may include a research collaboration agreement. We do strongly recommend that UBC approved agreements are used to enter into any agreements that are approved and signed by UBC authorized parties.   We do recommend that confirmation of insurance is received from a third party prior to commencement of work including confirmation of workers compensation insurance.

If a third party is requesting confirmation of insurance from UBC, a certificate of insurance can be provided by Insurance and Loss Prevention on at least 14 business days notice. For insurance language review or require of a certificate of insurance, email insurance.ubc@ubc.ca. A copy of the agreement must be included as part of this request. We recommend that you contact ILP in advance of contract execution to ensure that all terms of insurance can be met.

UBC’s insurance is for the benefit of current faculty, staff, enrolled students and authorized/approved volunteers (not research participants) while conducting work under the auspices and approval of UBC. Restrictions for coverage include but are not limited to:

• activities conducted in your personal/extra curricular time or benefit
• professional activities invoiced outside of UBC
• any illegal, criminal or intentional act
• high risk areas, locations or certain types of work where professional activities may be limited by professional associations/authorities
• UBC does require primary medical insurance to be in place as well as travel medical insurance. Accident insurance through Insurance & Loss Prevention is excess.
• A participant who is volunteering as part of a clinical trial or research do not quality for UBC coverage
• Jurisdictional requirements which specify insurance that must be purchased prior to commencement of your work. This includes but is not limited to workers compensation, marine liability and compensation, clinical trial insurance

Not sure if you qualify for coverage? Contact Insurance & Loss Prevention.

There are a large variety of different types of insurance policies that cover many types of events and sources of risk including from the business activities we undertake with others in the course of conducting field work. All insurance policies come with exclusions and limitations of coverage.  Local admitted insurance may be a jurisdictional  requirement for operations out of Canada.  UBC does not insure the personal activities or personal property of UBC faculty, staff, registered students or volunteers.  Examples of UBC insurance includes but is not limited to:

• Accident Insurance including High Risk Area Travel – excess only over primary government or travel medical policies. High risk areas may be excluded and are subject to change. The attached form must be submitted to insurance.ubc@ubc.ca at least 14 business days in advance of departure if you are travelling to any Zone A or Zone B area.
• Automobiles – Vehicle insurance, rental and UBC driver requirements
• Environmental/Pollution Exposure – contact HSE & Insurance & Loss Prevention if there is a potential environmental exposure as part of your work off campus.
• In-transit/shipping and storage of goods – UBC self insures up to $25,000. We do not cover perishable items, dangerous goods, radioactive, toxic and/or other hazardous items,  goods shipped by mail or damage from improper or inadequate packing, consigned or leased tool. Contact ILP for any shipment to Russia, Ukraine, Belarus.
• General liability
• Property including Equipment (research & mobile) Insurance – No coverage for personal property
• Basic Health Insurance, Student Practicum and Placement (Workers Compensation)
• UBC Employee Health & Benefits coverage – contact UBC HR
• AMS – Graduate Student Society – Student Care – contact Student Care

Processes related to claim reporting can vary based on the type of scenario including cause of loss, who is involved (UBC or third party), was anyone injured, was property damage, and where did loss occur. In addition to emergency assistance for police, ambulance or fire department services,  it is important that you comply with all related laws, regulations and UBC protocols for HSE/worker and student injury, security, IT, privacy as well as reporting a potential insurance claim to Insurance & Loss Prevention including ICBC.

When reporting a claim to insurance, please complete the applicable automobile or property form and email to insurance.ubc@ubc.ca without delay. If this is an automobile claim, a claim must also be filed with ICBC.

• Notice of Loss – Automobile Form
• Notice of Loss – Property Form

Insurance & Loss Prevention must approve all repair and/or replacement costs before any spend in order to qualify for reimbursement. A member of the Insurance and Loss Prevention team and/or an assigned adjuster will support you through the claim process. If any claim involved a third party, please do not release any information without the expressed written permission of UBC.

Depending on the type and circumstances of the claim incident, a deductible will be applied to the total loss amount. Following all UBC policies including procurement as well as approval by the adjuster, the amount reimbursed (based on the actual approved quotations and invoices) will be after the applicable deductible and rebated GST (as applicable).

Reimbursement is based on like, kind and quality. No financial support for any type of improvements. There is no financial reimbursement for any item that is not repaired or replaced. The amount of your reimbursement can be impacted by non-compliance to any breach of laws and/or UBC policy.

• UBC Travel – planning and booking university related travel
• UBC Student Travel Abroad
• Registering for Travel Abroad with Canadian Government
• Canadian Medical Protective Association (CMPA) – principles and limitations of medical professional work v research activities under UBC including out of Canada, treating non-residents of Canada, teaching or learning outside of Canada, providing medical input in an administrative role. Specific insurance coverage may be prescribed under local laws and agreements.
• Government of Canada travel advice and advisories by destination
• International SOS – location assessment as well as itinerary review
• Funds to Foreign Countries
• Shipping / Exporting Goods including transportation of dangerous goods/dry ice
• Research Security – The UBC Research Security team supports UBC researchers and scholars to implement best practices in safeguarding research from national security risks. policy self-check, assessing your affiliations, introduction to research security course,
• Research Agreements and Contracts
• Research Policies