FAQs

It is strongly recommended that a written contract or memorandum of understanding be prepared that states the responsibilities of both parties.  In general, the landlord should be responsible for the safe condition of the facility.  George Mason University should be responsible for only the event and the negligent acts or omissions of its employees and agents.  Items like security, parking, and maintenance should be addressed in the contract.  If the landlord insists that George Mason University indemnify, hold harmless, or make the property owner an additional insured, the matter must be referred to Operational Risk Management (ORM) and University Counsel.  In addition, if requested, ORM will send the other party a Certificate of Insurance that will demonstrate George Mason’s insurance coverage.

The practice of Risk Management is identifying and analyzing loss exposures other than business risks and taking steps to minimize the financial impact of those risks.

The University insures all the property it owns, on and off campus.  Under certain circumstances it also insures property that departments rent, lease, or borrow.  Property coverage is worldwide and reimbursement is based on the lesser of repair or replacement of covered property damaged by a covered cause of loss/peril. Further, there is a $1,000 deductible per occurrence, paid by the department(s) that suffered the loss. Reimbursement of the excess above the deductible amount occurs after the department has paid for the repair or replacement cost.

The department that owns or operates the property or vehicle is responsible for the damage and comprehensive deductible of $1,000 per occurrence. If several departments are affected by the same event, the $1,000 deductible is pro-rated among the various departments.

Report the incident to University Police (703-993-2810) or local police department  and Operational Risk Management (703-993-2599) in accordance with University Policy 1404. Complete a Report of Loss to State Owned Property. The department has a duty to prevent further loss by taking reasonable steps to protect University owned or leased property from further loss/damage.

First seek medical attention.  If the injury is serious contact University Police (703-993-2810) and Operational Risk Management (703-993-2599) in accordance with University Policy 1404 and complete an Incident Report. When completing the incident report form please include details regarding the location of the incident to include building, door number, street signs etc.

If you are an employee, contact HR Workers Compensation (703-993-2600) and file a First Report of Accident Form.

If it is at all possible to replace the stolen/damaged item with the same brand and model that was lost, you should do so.  The State reimburses the University for replacement with the same model or nearest equivalent.  In some cases, it isn’t possible to replace the item with the exact model due to discontinuation of some items.  In those cases, you would need to find the nearest equivalent to the lost or damaged item(s).  If you do this you must provide the specifications for the original item and replacement item.  If you do choose to upgrade the item, instead of purchasing the same item or nearest equivalent, the department will reimburse for the replacement cost of the item minus any cost for upgrades. There is no reimbursement for the cost of warranty.

A claim can only be considered if there is clear evidence that the damage occurred as a result of negligence on the part of the University or if a state-owned vehicle can be identified as having caused the damage.

Faculty, staff, and other agents who are acting within the course and scope of their employment are covered under the Plan.

• Only certain campus officials are authorized to sign contracts on behalf of the University.  Before anything else, consult University Counsel at 703-993-2619.
• For purchase orders and procurement contracts, boilerplate language specifies the kind of insurance the vendor is to supply. Questions should be directed to the Purchasing Department.
• For leases or other contracts involving the use of outside property, consult University Counsel at 703-993-2619.

The Commonwealth of Virginia provides worldwide insurance protection for all State agencies and their personnel through the Commonwealth of Virginia’s Risk Management Plan. In general, this coverage includes liability (general, professional and automobile), property, medical malpractice, automobile physical damage (Car Care and Lease Care), fidelity bond (faithful performance and crime) and watercraft. The University also purchases insurance coverage for international travel emergencies and cyber liability.

The University insures all the property it owns, on and off campus.  Under certain circumstances it also insures property that departments rent, lease, or borrow.  Property coverage is worldwide and reimbursement is based on the lesser of repair or replacement of covered property damaged by a covered cause of loss/peril. Further, there is a $1,000 deductible per occurrence, paid by the department(s) that suffered the loss. Reimbursement of the excess above the deductible amount occurs after the department has paid for the repair or replacement cost.

Contact Operational Risk Management prior to putting the watercraft in service.  Be prepared to provide the following information:

• Appraisal, with value, of watercraft or acquisition cost documents
• Hull make, size and identification number
• Hull mooring location

No, George Mason employees who engage in personal business enterprises in George Mason facilities are NOT covered by George Mason University’s insurance. Individuals engaged in such activities are required to purchase general liability insurance naming George Mason as an additional insured party and obtain professional liability insurance for themselves

No, all vendors, contractors, and other groups using Mason property must show proof of their own insurance.

Students are covered only while participating in an authorized scope of a clinical, internship, externship, or other educational program in order to meet pedagogical requirements.

No, student organizations are not covered under George Mason’s insurance.

No, student organizations are not covered under George Mason’s insurance.

Operational Risk Management (ORM) provides proof of insurance coverage.  Complete the Certificate of Coverage Request and forward the completed form to ORM (MSN 6D6 or email risk@gmu.edu) along with any contract or agreement associated with the requests. COI’s cannot be back-dated and are provided to cover only a period of (1) year.

Once we have the request and any contracts or agreement associated with the request, ORM will be able to draw up the certificate; it will be signed and forwarded as specified on the request form.

No, the owner of a personal vehicle is financially responsible for losses to their personal vehicles while conducting official University business. The Commonwealth of Virginia’s Risk Management Plan may provide defense and payment in excess of your policy.  The Plan would still only pay up to $2,000,000 excess of your personal policy limits. *Before operating a personal vehicle for official University business the driver must be compliant with University Policy 1411, Vehicle Use, and MUST have supervisor’s permission.

The driver of the vehicle is responsible for any tickets, fines or fees incurred while operating vehicles for university business. Any points associated with the tickets will also be applied to the operator’s driving record.

The department that owns or operates the property or vehicle is responsible for the damage and comprehensive deductible of $1,000 per occurrence. If several departments are affected by the same event, the $1,000 deductible is pro-rated among the various departments.

1. Call the Virginia State Police (703-803-2676) for off-campus accidents and University Police for on-campus accidents (703-993-2810). Contact the local police department if you are traveling out of state.
2. Fill out the paperwork located in the glove compartment of all university owned vehicles. Forms are also located on our website here.
3. Notify your supervisor and contact the Operational Risk Management (703-993-2599) to report the accident.
4. If you involved in an accident while utilizing a rental vehicle for University business, report the accident to the rental company and provide the University’s insurance card located here.

A non-state employee may drive a state owned vehicle if authorized by the appropriate person in the State agency.  Anyone driving a State owned vehicle with authorization on state business is considered an agent and is covered through the Commonwealth of Virginia’s Risk Management Plan.

No, Students performing internships/externships are not considered volunteers.  Their activities must be documented using an Externship/Internship Agreement Form.