Avoid the Most Common Mistake When Booking EcoHealth
Many educators may not realize that their school district requires us to submit a Certificate of Insurance (COI), even if we are invited to just present on campus to your classes.
When you book an EcoHealth visit, we need to double check to see if a COI is required from us. Don't worry! We will work with an administrator to complete the process.
For this reason, please book our EcoHealth programs at least 8 weeks in advance.
Many visiting programs may require approval by your school board. By booking at least 8 weeks in advance, there will be time for the program to be put on the agenda and for your school board to approve it at their next regularly scheduled meeting.
Why do we ask if your district/city/organization requires a certificate of insurance (COI) and what is a COI?
Any time an entity performs services on another entity’s property, the visiting entity (San Gabriel Valley Mosquito and Vector Control District - SGMVCD) should provide protection for the risk they are bringing to the host entity (your school district/city/organization).
The visiting entity does this in the form of the Certificate of Insurance (COI) issued by their insurer, proving that they can pay for claims should they cause a claim (harm/damage/other issue that results in an insurance claim) on the host’s property.
The host entity must request the COI from the visiting entity. The host does this in the form of a contract or at least a letter that contains pertinent information.
Commonly Asked Questions
Question: "Do I need a COI?"
Answer: In our experience, all public school districts and cities now require a COI from most visiting entities. So far, only a few private schools require COIs. If you are not sure, mark “yes” to the question, “Does your organization/school require a Certificate of Insurance Liability?”
That’s all you need to do. We will contact your school district/city administration vendor insurance contact and request a contract/letter of request for a COI.
Question: “Why do you require an eight week lead time between my booking your program and your visit?”
Answer: It takes time to find the right person in your school/city/organization, have them issue a request for a COI, submit that request to our insurance agency and have them issue a COI. In addition, most public school districts require the contract and COI be included on the school board agenda and reviewed by the school board prior to our visit. Most school boards only meet once a month.
Question: “My administration said we need to include additional insured coverage. What does that mean?”
Answer: Additional insured coverage allows the school district to submit any claims the visiting party causes directly to the visiting party’s insurance. Additional insured usually includes members of the school board or others in your organization that may be affected by a claim. This requirement is good practice for any entity that allows another entity to come onto their property to perform services. This is why your administration wants a formal contract that clearly states the additional insured coverage that will be provided by the visiting entity’s insurer.
Are you in charge of the COI process at your school?
Here is a briefly stated list of what we would need from a certificate holder (the school district/agency requesting the certificate) in order to fulfill their request to be added as an additional covered party (ACP) (additional insured):
Full name and complete address where the certificate would be sent, if being sent via US Mail, or the contact location for the agency requesting to be added as an ACP. If the certificate is to be faxed or emailed, please provide that contact information as well.
A copy of the agreement/contract specifying the insurance requirements, the parties involved, and the services being performed by our San Gabriel Valley Mosquito & Vector Control District or the Event Name in which our mosquito control is asking to participate.
We ask that all certificate requests be submitted at least 8 weeks prior to the event or the start date requested for coverage (i.e. term)
Questions? Please contact an Education Specialist at 626-844-9466 or email Ecohealth@sgvmosquito.org.