Do not offer or promise proof of insurance to any location, vendor, or organization. A Certificate of Insurance (COI) is issued only when specifically requested by a location owner, municipality, or vendor and only after all required reviews and approvals are completed. Offering insurance when it is not required will delay your approval process.
If an agreement, contract, permit, or written requirement is provided by a location owner, municipality, equipment rental agency, or other party, you must work with the Dean’s Office and provide them with a copy of the document. Ithaca College’s Contract Review Policy must be followed in all cases.
Risk Management can issue a COI only after a formal request has been made and only after the steps below have been completed in the order listed.
Step 1: Submit the Required Form
Complete and submit the Off‑Campus Film/Media Production Form. Be sure to include:
- Comprehensive details by location
- A complete list of props and activities, by location
- A detailed safety plan (specific to location if prop weapons, violent actions, higher risk activities, etc.)
Pro Tip: Providing thorough information will help streamline the review process.
Step 2: Faculty Review
Your faculty advisor or instructor will review your submission and either approve or decline it. Please review and follow any feedback or additional requirements provided during this stage.
Step 3: Dean’s Office Review
Upload all location‑related documents to the form for review by the Dean’s Office, including:
- Insurance requirements
- Permit applications
- Contracts or agreements
The Dean’s Office will review then approve, decline, or indicate whether additional review is required.
Important:
Students are not permitted to sign contracts, permits, or agreements on behalf of Ithaca College. Only the Dean’s Office is authorized to sign these documents.
Step 4: Submit Insurance Requirements to Risk Management
If insurance is required, it is the student’s responsibility to provide Risk Management with the specific written insurance requirements, to include:
- The requesting entity’s full legal name and complete address, including email address.
- Required insurance type(s) and coverage limits (provide via email or upload documentation)
NOTE: When Additional Insured status is required, you must coordinate with the Dean’s Office. This will involve Legal Affairs, as a contract is required.
Pro Tip:Failure to provide complete insurance information will delay processing of your request.
Step 5: Certificate of Insurance (COI) Issuance
Once all prior steps are completed and approved, Risk Management will issue the Certificate of Insurance directly to the requesting party.
City of Ithaca Permits (Exception):
You may submit a City of Ithaca film permit request without attaching a COI. If the City approves your request, they contact Risk Management directly to coordinate the insurance. Risk Management will then send the COI directly to the City. This streamlined process applies exclusively to City of Ithaca permits.