Student Film Production Insurance | Risk Management Services

The Department of Cinema and Media Arts, in collaboration with Risk Management Services has created an online application for student productions to request insurance coverage through the University's insurance program.

Students, please:

Complete the Student Film Production Insurance Application and submit it to supervisor for approval;
Attach all necessary licenses, clearances, and consents from contributing parties to the application

Students whose applications have been approved will be covered for the following while performing course-related activities:

injuries due to accidents for approved productions;
losses and/or damages to rented equipment and locations (third-party/off-campus);
losses and/or damages to equipment borrowed and spaces booked from York University;
losses and/or damages to the production product;
claims alleging unauthorized use of titles, format, ideas, characters and plots (i.e. plagiarism); and
alleged libel, slander, defamation of character or invasion of privacy.

York University insurance coverage does not provide protection to students for:

intentional or criminal acts;
losses and/or damages to their own equipment or home (personal property);
losses, and/or damages that that are not related to a course required production; and
rental vehicle damages and/or liabilities.

Filming without receiving Risk Management approval, or filming in a location without the proper permissions may void insurance coverages.

Student Film Productions at a Glance

6

Years of reviewing student film projects

270+

Student film projects reviewed by RMS

14

International locations across 4 continents

600+

Documents issued for student film productions

Application Process

Risk Management Services will review the application with the students and issue a letter confirming insurance coverage for the production once the application is complete and any risks have appropriate mitigation plans. Risks can include:

Locations - including international travel
Types of scenes in films - and whether or not ACTRA benefits are needed
Items listed in the "Common Items f or Re view" section

Student Film Production Insurance Applications need to be submitted to Risk Management Services before any filming takes place. It may take several days to review an application.

Project Descriptions	Timeline
Projects that include: - Films with no risky elements - Simpler projects (few rentals, locations, etc.)	Risk should receive your application at least 1 week before production starts.
Projects that include: - Films with some risky elements - Moderate projects (some rentals, locations, etc.) - ACTRA Talent	Risk should receive your application at least 2 weeks before production starts.
Projects that include: - International Travel - Films with many risky elements - Use of prop weapons (on or off campus) - Complex projects (multiple rentals, locations, etc)	Risk should receive your application at least 3 weeks before production starts.

If you have submitted an application, and Risk Management Services has not responded, please contact us (see the student guide for submitting the Student Film Production Insurance Application for the types of notifications you should receive when a submission has been submitted successfully). We can confirm if:

The application is incomplete due to a missing required field, and can send the application back for completion
The application is complete but missing final sign off from a supervisor/professor
The application has been signed off, but was not submitted (can be a user error or an issue with internet connection)

For more information on Student Film Production Insurance details, please visit Film 411.

REMINDER: Risk Management Services does NOT sign contracts for elements of student film productions, including for accounts at rental houses. We also do not apply for any permits or permissions for filming locations including on York University properties. The completion of the student film production insurance review does not automatically grant permissions to film on York University property.

Location Permissions

Productions need to obtain the proper permissions from all locations to film (including on campus locations). This can include rental agreements for filming at studios and venues, and permits issued by municipalities for filming on public property.

Filming without permission can void the insurance coverage.

RESOURCES:

ACTRA Talent

All films using ACTRA talent must comply with union requirements, including:

securing Accident on Set benefits (or another workers compensation equivalent coverage) for the duration of filming
registering the production with ACTRA

The University's CGL policy is only extended to films that are reviewed and approved by Risk Management Services.

RESOURCES:

Accident on Set Application
(select Student Production)

International Travel

If international travel is required for your project, there are a series of pre-departure requirements that need to be completed.

Safety Abroad may also require additional consultation depending on your travel location. Please contact Safety Abroad well in advance of your planned trip.

RESOURCES:

Common Items for Review

If working with animals is an essential part of your film production, the following is suggested:

Hire a qualified animal wrangler/handler to supply the animal and be on set with it at all times*
Ensure that the location you are filming is aware an animal will be on the premises, and that you have permission to have the animal at that location
Notify cast and crew of the animal on set as they may have some sort of aversion to it (allergies, fears/phobias, etc.)

A reminder that if an animal causes any property damage during the course of the film production, students are responsible costs below $1,000 for on-campus property and $2,500 for off-campus property.

*Request a certificate of insurance from the animal wrangler/handler for $2M CGL and listing York University as Additional Insured

A location you are filming at or a rental house you are renting equipment from my require a certificate of insurance before you are able to secure your location/equipment. In order for Risk Management Services to issue a certificate of insurance, we will need to know the following information:

Full name of the organization requesting the certificate
Insurance requirements they are looking for: limits, conditions, types of insurance
The beginning and end date of the rental/agreement
Any documents that they have provided you

Please note that certificate requests can take several days to process as we have to request these documents from our insurance company. We can try to accommodate rush requests, but there is no guarantee that the documents will be ready.

Take proper precautions when filming at night. This can include having adequate lighting, and barricades/pylons/marking devices. Please scope out your filming location during daylight hours to ensure that there are no hazards for night filming.

No two locations are the same. Let Risk Management know of your filming plans to help with a risk assessment and any insurance or logistics requirements.

When having food and drinks on set as part of your film, please take the following points into consideration:

Double check for allergies among the cast and crew
If any of the food is to be consumed by the talent as part of the scene, ensure food is stored at the appropriate temperature during filming
Have additional cleaning supplies on hand to clean up any spills

Please secure the rights to use all music featured in your films. If you choose to use an unlicensed song, please note that the film cannot be submitted or posted anywhere (ex. submitted to a festival, posted to a youtube channel).

If using songs/compositions created specifically for this production, please obtain written permission from those involved in creating the music. You may also want to give credit to them at the end of the film.

All props for drugs and alcohol should be just that - props.

If your script calls for prop cigarettes, cigars, etc. that will be lit, please clear their use with the property owners. It is recommended to have a fire extinguisher on set.

Prop Weapons at an Off-Campus Location

Inform the property owner of the plans to use prop-weapons at the location
Inform local law enforcement of your planned use of prop weapons (date, time, location, type of prop weapon, description of scene, etc.) - they will be able to inform you of any other requirements they may have
Put up notices at the location about filming
When possible, rent prop weapons from a prop-house that has the ability to transport the prop weapons for you

Prop Weapons at an On-Campus Location

Please follow the AMPD SOP on the Use of Replica Firearms & Weapons for Live Performance and Film Shoots
If you are planning on filming a scene on-campus that may require a prop weapon, you will have to consult with Community Safety well in advance of the start of any planned filming (recommended 6-8 weeks prior to start of filming)

Please make sure care is taken while performing any stunts, ensuring that all stunts are property simulated to avoid injury. This can include:

Working with a stunt coordinator
Having proper prep/rehearsal/choreography for stunt sequences
Making sure all actors involved in the scene are aware of the stunt requirements and have agreed to them
Using props that are intended for stunt work and are acquired from a reputable prop company

No two stunts are the same. Please let Risk Management Services know of any planned stunts during the review process to allow for a risk assessment.

When having scenes with swimming, the following guidelines should be followed:

Have enough lifeguards on set for the amount of people who will be in the water
Ensure that those who will be in the water are strong swimmers and comfortable being in the water for the required period of time
If filming outdoors, take into account weather and water conditions
Take precautions with all equipment that will be around the water - consider only using items that are rated for water exposure

The University's liability and property insurance does NOT include coverage for any kind of vehicle.

If renting a vehicle, please agree to and pay for the rental car damage insurance.

INCIDENT REPORTING

If an incident occurs during filming, please contact Risk Management Services at riskmgmt@yorku.ca with any details including a completed YU Incident Report.
If serious, call 705-229-4282. If calling after hours, calls will be re-directed to the Risk Manager on call.

Incident Reporting SOP

Visit

Request Info

Has your production resulted in a claim?

If you are contacted about an injury or property damage due to an incident that occurred as part of your production (either to a location or to rented equipment), please notify Risk Management Services as soon as possible. Include the following information:

Details of the injury or damage (include emails, attachments, screenshots, photos etc.)
Copies of any agreements with the location or organization

DEDUCTIBLES

A deductible is the amount of money a student will have to pay out of pocket before the University’s insurance coverage will take effect. Damage to York equipment, as well as leased and rented property will result in students having to pay the following:

Injury Liabilities – no deductible
Property Damage
- York equipment and property – $1,000
- Third-party leased and rented property – $2,500