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Risk Management for Unaffliated Groups Policy


A reflection of Davidson's commitment to excellence, the college is home to state-of-the-art facilities for academics, arts, athletics, student life, and campus offices and services. Often, Unaffiliated Groups seek to use the college's facilities for special programs and events. Additionally, Unaffiliated Groups often visit the campus to participate in or observe a program or event produced by the college. When these Unaffiliated Groups come to campus, certain risk management practices may effectively reduce the college's liability.


The purpose of this policy is to inform Contact Persons of their obligations before approving Unaffiliated Groups' on-campus visits.


All Contact Persons shall utilize all appropriate risk management strategies to minimize the risks associated with Unaffiliated Groups' on-campus visits. The practices identified in this policy shall be followed where practicable.


An "Additional Insured" is a person or entity added to an insurance policy for purposes of coverage. This may be a temporary arrangement (Unaffiliated Group makes a single visit) or more permanent (Unaffiliated Group makes repeated visits).

"Contact Persons" refers to those individuals who approve and coordinate on-campus visits by unaffiliated groups.

"Unaffiliated Groups" shall include any organization or group of individuals unaffiliated with the college. Examples of Unaffiliated Groups shall include, but are not limited to the following: elementary school field trips and commercial tour groups. Unaffiliated Groups shall not include visiting organizations or teams, athletic or academic, from other colleges or universities.

Administration of Policy

The Vice President for Finance and Administration shall oversee this policy and review it at least once every two years. Changes to this policy shall be made in accordance with the college's Policy on Policies.

There are many practices available to Contact Persons that will effectively limit the college's liability. The following two risk management practices are strongly encouraged:

  1. The Contact Persons should request the unaffiliated froup to list Davidson College as an "Additional Insured" under the Unaffiliated Group's insurance policy
  2. The Contact Persons should request the Unaffiliated Group to issue and collect signed waivers of liability from group members and represent to the college that all participants' forms are on file.

These practices are strongly encouraged and should be followed absent any compelling justification. Contact Persons should consider the nature of the on-campus activity, the Unaffiliated Group's age and experience, the length of time on-campus, and the area of campus to be visited when determining if there is any justification for not following these practices. In most cases, contact persons should consult with the vice president for Finance and Administration when making this decision.

Last Reviewed: Summer 2010​