USDA Dancers Insurance
year, I get all sorts of questions regarding our insurance coverage. I thought
it might be interesting to you (the insurance chairmen and dancers) to
share some of these questions with answers. I will include more
questions/answers as I get them.
1) Why should a club and it members participate in the
USDA Insurance program.
This insurance program, especially designed for USDA dance groups, provides
Accident Medical insurance, which helps protect club members from financial loss
due to a covered accidental bodily injury, and Liability insurance, which
protects the club and its members and association officials from financial loss
due to unforeseen incidents which may develop into litigation against members
and dance organizations.
2) What forms are required for
Yearly federation dues must be paid to USDA, a completed enrollment form and a
roster with 100% of club members listed in alphabetic order (must use Club
Roster Form), a check made payable to USDA for present enrollment fee times number of
3) What forms are required to
Class roster of name of students
enrolled in the class with a beginning and ending date for the class.
4) What forms are required to
cover Group Travel?
Notification of event form has
bottom section to be completed and submitted to USDA Insurance Coordinator
before travel date begin - a list of names of travelers would be wise although
the form does not request this.
5) What forms are required to
That depends on what the
facility requires; if the facility doesn't want a certificate of insurance then
the club can submit a notification of event form indicating where the exhibition
is taking place; however, the club needs to remember that there is no liability
coverage for the club if a certificate of insurance is not issued.
6) What forms are required for
The club must complete the club
accident report and submit it ASAP to their insurance chairman; the insurance
chairman will submit to USDA Insurance Coordinator who will send a claim form to
insurance chairman with instructions for the injured dancer.
7) What else is really
important to know to stay in compliance and correctly submit for valid claims?
It is important that the club always
have 100% of their members enrolled in the insurance program; clubs are very lax
about this procedure. Any time a dancer joins the club after the initial
enrollment has been completed a fee must be paid for that member. If the
club does not keep 100% of its members enrolled the club is considered as in
non-compliance and could lose their insurance coverage. If a member of a
club is injured and has not paid an enrollment fee then that dancer will not be
covered in case of an accident. All clubs should have a supply of "club
accident forms" at their dances and should always complete this form when an
incident happens regardless of how small or insignificant the injury or incident
may be at that time. The details are fresh in everyone's mind at that
point and might not be several days or even weeks later when what may have
seemed nothing important results in a major claim.
8) Why should a club be incorporated?
If someone should sue your non-incorporated Club
for liability in excess of your insurance coverage, for breach of
contract or for civil damages, you and each member of your club could be held
separately and jointly responsible. What that means is, if the court finds
against your club and there isn't enough money in the Club Treasury, then the
balance comes out of your pocket. If you are incorporated as a nonprofit entity, in
a judgment against your club, only the club's treasury and the assets of the
club may be attached.
9) Does a club need Liability Insurance if we are incorporated?
It is important for your club to be
incorporated, but it even more important to have liability insurance coverage
for the Protection of your club treasury and it assets.
Question is about students? After they complete lessons, say in July. If they
become club members, do they have to pay insurance for the remainder of the
year? If they do, is the premium the same as for a whole year or is it prorated.
covered at no charge for up to nine months while they are taking lessons; once lessons
are completed and they join the club an enrollment fee must be paid for them at
that time for the remainder of the year. There is no grace period on their
coverage so the enrollment should be done immediately to stay in compliance with
having the club 100% enrolled. The fee is the same; it is not prorated.
Needless to say, if the student does not join a club, there is no coverage for
him/her. You must be a member of an enrolled club to have our insurance.
11) What happens to a member's insurance when a
club folds? Since they paid for the year, does their insurance follow them for
the rest of the year or is it tied to the club. If the club folds, does their
insurance lapse until they are officially added to another club? Do they have a
certain number of days coverage to join another club? Do they have to pay again
when they join another club.
See item #3 on Additional Information sheet - the
club members have 30 days to join another club which has insurance to keep their
insurance coverage active. This is club insurance so you have to be a member of
a club to be insured. They would not have to pay another insurance fee if they
joined an existing club which already has insurance. If they do not join a club
within 30 days their coverage will end. The new club should complete the
additional enrollment form indicating that their new members were previously
insured with a particular club (give name) which folded.
Or Contact Our:
Eddie & Elizabeth Sanders
P.O. Box 417
Phone & FAX 706.759.3642