Please be sure to contact us:
Campus Purchase & Budget Managers
Purchasing and budget managers order services and supplies for use in their department. It is the budget manager’s responsibility to review terms for any agreement or purchase. If a vendor presents terms that are outside of normal payment terms or require additional stipulations it should be reviewed by the Risk Management office before the order is placed. Examples of some unusual terms include performance penalties, contingencies, or liabilities.
- Taun Toay
- Laura Ramsey
- Leon Botstein
- Jonathan Becker
You will need a contract if you are:
- Using a consultant
- Paying a band or performer
- Paying a guest speaker
- Hiring a third party to perform services for the College
- Holding an event on campus using a third party vendor
- Allowing outside groups to use Bard’s facilities or equipment
- Acquiring online services
- Purchasing IT software or hardware
- Renting equipment
We have a standard contract that outlines our insurance requirements and that allows us to set forth payment arrangements. Any modifications or use of a vendor’s contract need to be carefully reviewed by Risk Management to make sure it adheres to our guidelines and does not benefit the vendor. The Risk Management office will negotiate and work with the vendor to attain acceptable terms for the College.
Have the other party sign the contract before sending it to an authorized Bard College signatory for final signature. If you are named in the contract make sure it is for contact reasons only and does not imply authorization to sign.
Please be aware that only a few people have the authority to sign contracts on behalf of the College.
When you receive a request for an insurance certificate, please send it to me with the following:
- Brief description of the activity including dates and approximate times
- Legal name and address of the party to be insured
- Name and email address of the person to whom the certificate is to be sent
- When arranging any activity on campus that involves an outside person or company using Bard space and facilities, they need to provide an insurance certificate naming Bard as “Additional Insured.”
- When sponsoring an event involving outside parties, a formal contract must be used.
- As per our service contract, Parkhurst is to provide all food services to programs. This includes catering and summer conferences.
- The nature, size and location of an event will dictate the insurance and contract requirements.
Below I have listed a sample of some of the types of events and their requirements:
Student Activities: Bands, guest speakers, food vendors
We normally do not need insurance for small events, however if it is a larger event or has a high-risk, we should review and require proof of insurance beforehand.
Faculty & Staff Activities: Guest speakers, professional services
If this is a high-risk event, the College will need to be named as additional insured on the vendor’s insurance policy.
Vendor providing event and entertainment: The College should be named as additional insured if this is a high-risk event or if it is large in size.
Conference or Meetings at Bard: We need an insurance certificate naming Bard College as additional insured with a minimum of $1 million in general liability coverage, $2 million in aggregate. If the vendor does not have general liability insurance, they need to purchase it for the event.
Educational Programs involving Minors using Bard Facilities: We need an insurance certificate naming Bard College as additional insured with a minimum of $1 million in general liability coverage, $2 million in aggregate.
Sporting Events on Bard Campus and Facilities: We need an insurance certificate naming Bard College as additional insured with a minimum of $1 million in general liability coverage, $2 million in aggregate.
Travel & Transportation
Faculty and staff may rent vehicles while traveling on College business. Rentals should be made through Enterprise. When utilizing Enterprise no additional insurance needs to be purchased.
If an accident happens while renting a vehicle on College business, contact the Risk Management office within 24 hours to report it.
When individuals use their personal vehicles for College business, the individual’s insurance is the primary insurance in the event of an accident. An individual who drives his or her personal vehicle on College business or to/from a College activity is responsible for his or her own safety, as well as the safety of any passengers. The College bears no responsibility for the operation or operating condition of personal vehicles and expects drivers of personal vehicles to comply with applicable local, state and federal laws. The owner of the vehicle must carry at least the minimum automobile liability limits required by state law. The owner of the vehicle is responsible for any applicable deductible (e.g., liability or collision coverage) and is responsible for any increased personal automobile insurance premiums as a result of any accidents. Claims arising from use of a personal vehicle are to be reported to the owner’s insurance company under the owner’s policy. In the event of a serious or potentially serious claim, the Risk Management office should also be notified.
Please contact us . . .
. . . if you are unsure about the potential risks associated with any activity, event, agreement, or contract into which you propose to enter. Email the Business Office ([email protected]).