One of the benefits of affiliating to GSA is that affiliated graduate groups are automatically covered by GSA’s $20 million public liability insurance policy.
Public liability insurance is designed to help protect a graduate group against claims of personal injury or property damage that third parties may suffer or allege to suffer as a result of your group’s activities or negligence.
If graduate groups wish to lodge a claim following any event, however, they will need to meet these terms and conditions for insurance cover.
1. To make a claim, a Graduate Group must identify:
The number of attendees/participant list
Date and time of the activity
An event manager and their contact details
2. The event must be a planned activity of the Graduate Group.
3. Graduate Groups must meet the minimum health and safety guidelines as outlined in University of Melbourne policy: Events Health and Safety Management and Risk Assessment and Authorisation Form
4. For an event held on the University Campus Grounds, the event must comply with the Terms and Conditions for Events in the Campus Grounds.
5. Events involving alcohol must comply with the University’s Alcohol Management and Safety Checklist. Any events involving alcohol or food must be conducted safely. Under the University's alcohol management (6.3) you are required to ensure that an appropriate number of trained staff or committee members are present at all times.
6. If your group is selling alcohol in fundraising it must comply with the Liquor Control Reform Act 1998.
7. Review the Victorian Government’s application for a temporary liquour license. Where required, you must have a temporary license in place for the event if you lodge a claim with GSA.
8. If your graduate group is seeling food in fundraising, it must comply with the Food Act 1984 as well as the requirements of food premise registration with the relevant Council. Review Victoria's Food Act for Fundraising.
9. Events involving food must have a documented food plan and/or registration with the Council where required. If you are serving food, please read the Melbourne City Guide to Food Hygiene. We recommend filling out a foodhandling plan for any events involving food - the department of health provides templates.
10. If you are managing a camping activity, you must take extra precautions to ensure the following:
A first aider is present at all times
All participants are accounted for in a participant list
You have documented an emergency plan for the camping ground or have been provided with one
There is a foodhandling plan
11. To lodge a claim following a camping activity, you have to provide us with the following:
Copy of food plan
Copy of first aid certificate
12. For all events, we recommend that you maintain an event plan. Discuss the plan with any venue to ensure that adequate precautions are taken to provide for the health and safety of attendees. The event manager should ensure that all event plans and compliance papers are kept at the event and can be inspected by University staff or relevant authorities.
13. To lodge a claim, Graduate Groups will need to declare that they have reviewed and have followed and implemented the safety planning as outlined in University policies:
Events Health and Safety Management
Risk Assessment and Authorisation Form
Alcohol Management and Safety Checklist
Terms and Conditions for Events in the Campus Grounds
14. Claims must be lodged online as early as possible after an event and all relevant paperwork included before they can be processed and a claim for insurance begun. GSA will not accept claims made more than 48 hours after an event unless there is a compelling reason.
15. GSA must be kept apprised of any relevant circumstances leading up to a claim prior to the claim being lodges, so that it can notify its insurance company.
16. The Graduate Group must be aware that GSA cannot guarantee that the insurance company will insure an event.
17. Once a claim is lodged and GSA’s insurance company responds, the GSA Executive will discuss the matter. It is at the discretion of the Executive to cover any shortfall between the insurance and legal or other expenses.