Providing Proof of Insurance Requests - Grant and Research Applications

As Laurentian University expands its research and academic activities, there is an increased need to demonstrate adequate risk management to external partners and funding agencies. A common requirement for grant and research applications is to provide proof of insurance, often requiring the funding agency to be listed as an "additional insured" on the university's policy. 

This is a critical step in a proactive risk management approach, as it ensures all parties are appropriately protected and liabilities are clearly defined. To streamline this process and avoid delays, it is important to provide our office with the correct information from the outset.

This document outlines the essential information needed to process a request for proof of insurance and explains why each piece of information is necessary.

Essential Information Required for Proof of Insurance

To efficiently provide a proof of insurance document that meets the requirements of a grant or research application, please provide our office with the following details in a clear and complete manner:

1. Full Legal Name of the Entity to be Added as an Additional Insured
   • What we need: The exact, official legal name of the organization or agency requiring this coverage. This is often different from a common name or acronym. For example, "The National Research Council of Canada" instead of "NRC."
   • Why it's needed: The insurance certificate is a legal document, and it must precisely match the legal name of the entity being added to the policy. Any discrepancy could render the certificate invalid and cause delays in your application process.
2. Mailing Address of the Entity
   • What we need: The full and accurate mailing address of the organization, including the street, city, province/state, and postal code.
   • Why it's needed: This ensures that the certificate of insurance is sent to the correct location and that our records are complete.
3. Specific Project or Grant Name/Number
   • What we need: The official name or unique identifying number of the grant or research project.
   • Why it's needed: This information is crucial for accurately documenting the purpose of the insurance. Our policies often cover specific activities, and linking the coverage to a named project provides clarity and reduces the chance of a claim being denied later.
4. Nature of the Activities Covered by the Grant or being completed in Research
   • What we need: A high-level description of the activities involved in the project. For example, "conducting field research in environmental science," "laboratory work with specialized equipment," or "organizing an international conference."
   • Why it's needed: This helps our office determine if the university's existing insurance policies—such as general liability, property, or professional liability—are adequate for the scope of the project. If the activities involve unusual risks, we may need to procure additional coverage or have a conversation with the insurance provider. It is the responsibility of each department manager to advise the Director, Enterprise Risk & Insurance of changes in programs, activities, or assets which may affect insurance coverage in place or require the procurement of additional coverage.
5. Minimum Insurance Requirements (as specified in the application)
   • What we need: A copy of the section from the grant or research application that outlines the specific insurance requirements. This typically includes a minimum amount of coverage (e.g., "$5,000,000 Commercial General Liability") and any special endorsements.
   • Why it's needed: This is the most critical piece of information. The university has a fulsome risk financing program with the primary vehicle being insurance through CURIE and Marsh. However, to issue a certificate that satisfies the funding agency, we must know exactly what their requirements are. This ensures our response is compliant from the beginning and prevents multiple back-and-forth exchanges.
6. Contact Person for the Grant Application (Optional but Recommended)
   • What we need: The name, email, and phone number of the person at the funding agency who is managing the application.
   • Why it's needed: While optional, providing this contact information can expedite the process if our office needs to clarify any details with the agency.

Once you have gathered all the necessary information, please submit it to the Office of Risk & Insurance. The procurement of all insurance coverages and products must be arranged or approved by the Office Enterprise Risk Management & Insurance. 

Our office will review the request, confirm that the necessary coverage is in place, and issue the certificate of insurance. By providing this information upfront, you are contributing to our proactive ERM approach, helping to ensure that our partnerships are built on a solid foundation of managed risk and accountability.

Email us! risk@laurentian.ca or risk@laurentienne.ca