Precollege & Youth Programs Third Party Vendor Minimal Compliance Requirements

Precollege camps provide an essential service to the participants and the University. The industry best practice provided by the Praesidium recommends policies to define the bandwidth of acceptable behavior —what’s permitted and what’s not—and inform and empower employees and volunteers to take action before an incident occurs. In many publicly known incidents, someone saw something that looked suspicious or didn’t seem quite right, but failed to act. They didn’t want to accuse a co-worker or volunteer of molesting a child or vulnerable adult, and they didn’t know what else to do. Sound policies provide the foundation for a safe environment. This effort supports UW-Madison’s desire to protect members of our community.

The University of Wisconsin-Madison has created a draft policy for third party providers of youth programs at the University. This policy will go into effect in the fiscal year 2020 (July 1st 2019) and will enhance our processes to ensure that the attendees of these programs have a safe, supportive learning environment while on the campus working with the third party providers. In the interim, the University has developed a set of minimal compliance requirements for all third party programs that use University facilities, resources, and housing. The requirements are outlined below and compliance must be demonstrated three months prior to the start of programs.

Third Party Programming Terms & Conditions

Programming Requirements

Human Resource Requirements

Insurance Requirements for External third Party Providers

Programs held at UW-Madison by third parties are not provided insurance coverage by UW-Madison or the State of WI. The third party shall, at own expense, procure insurance of the kinds and limits listed below and meet stated requirements.

  1. Standard Limits:
    1. Workers Compensation (WC) for third party’s employees: Meet WI Statutory Requirement Limits
    2. Commercial Comprehensive General Liability (CGL)
      • Commercial General Liability Insurance-minimum limits required:
        • Each Occurrence: $1,000,000
        • General Aggregate: $2,000,000
        • Products-Completed Operations Aggregate: $1,000,000
        • Contractual Liability: $1,000,000
        • Personal & Advertising Injury: $1,000,000
        • Damage to Rented Premises: $100,000
      • In addition, the Commercial General Liability Insurance-
        • Policy should be written on an occurrence basis, or if claims-made coverage is provided, coverage must be maintained for a minimum of five (5) years after the termination the program.
        • Policy must cover all activities to be performed by the external party, including athletic/physical activities.
        • Policy must not contain any exclusion for intentional acts.
        • Policy must not contain any exclusion for abuse from sexual, emotional or physical actions and/or misconduct. If such exclusions are included, separate coverage must be purchased and evidenced.
        • Shall be provided by a carrier with a minimum A.M. Best rating of A-.
    3. Automobile Liability: Combined Single Limit $1,000,000
  2. The third party shall deliver certificates of insurance evidencing the above coverage and applicable renewals thereof by May 1st of the year in which the program is scheduled at UW-Madison. The certificate of insurance shall name the “Board of Regents of the University of Wisconsin System, its officers, employees, and agents” as Additional Insured on their Commercial General Liability and Automobile Liability policies.
  3. Each policy shall be endorsed to provide that the policy not be canceled, non-renewed, changed or allowed to lapse for any reason without sixty (60) days of written notice to the University of Wisconsin-Madison. In the event of non-renewal, cancellation, or expiration, the contractor shall provide the University evidence of the new source(s) of required insurance within twenty-one (21) calendar days after the University’s receipt of the sixty (60) day notice. Failure to maintain the required insurance in force provides the University the right to cancel and terminate the contract without notice. Due to the nature of some activities, University of Wisconsin-Madison reserves the right to require additional limits of liability coverage.
  4. Participant medical and accident insurance for Third Party Programs: Accident insurance coverage for program participants is required. This coverage shall be equivalent to UWSA’s Camps and Clinics Accident insurance. Evidence of coverage shall be issued by the third party to UW-Madison by May 1st of the year in which the program is scheduled.

Link to Policy: https://kb.wisc.edu/youth-programs-third-party

Effective Date: October 9, 2018