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You are here: Home: Education and learning: Schools: Services for schools: Traded services

Traded services

Insurance services

  1. What is the purpose of this document?
    1. The purpose of this document is to:
      1. describe the Insurance Service that Calderdale Finance Services offer to schools;
      2. provide information about the service providers and how the key personnel can be contacted;
      3. explain, in outline, the main terms of the service;
      4. give details of the services to be provided;
      5. identify the ways by which the service will be provided;
      6. identify levels of service provision;
      7. describe service provider obligations and commitments;
      8. establish customer commitments;
      9. describe quality assurance systems and procedures for redress if things go wrong;
      10. describe charges and methods of payment.
    2. The purpose of this specification is to ensure that both provider and user are clear about the service to be offered and the ways the services will be delivered. This will help regulate the dealings between the user and the provider by setting out respective obligations relating to the performance and payment for the services.
  2. Who are the service providers?
    1. The service provider is Calderdale Metropolitan Borough Council, Finance Services.
    2. External service providers assisting the Council in the provision of this service are:
      • insurers;
      • claims handlers;
      • loss adjusters;
      • solicitors;
      • other professionals, as appropriate.
    3. This service is available to all schools within the Metropolitan Borough of Calderdale under the terms and conditions detailed in the Specification of Minimum Insurance Requirements.
    4. If you have any questions about this service or would like further information, please contact:
      • Name
      • Helen Branford, Insurance Officer
      • Address
      • Finance Services
        Princess Buildings
        Halifax HX1 1TP
      • E-mail
      • helen.branford@calderdale.gov.uk
      • Telephone
      • 01422 393560
      • Fax
      • 01422 393533
  3. Service Standards
    1. All core and traded services have agreed to the following principles to ensure that the customer receives a consistently high level of service. This service will:
      1. set standards;
      2. be open and provide full information;
      3. consult and involve;
      4. encourage access and the promotion of choice;
      5. treat all fairly;
      6. put things right when they go wrong;
      7. use resources effectively;
      8. innovate and improve;
      9. work with other providers;
      10. provide user satisfaction.
    2. The following paragraphs explain our service standards and what we are doing to improve them.
      1. Quality awards
        The service has achieved Investors in People accreditation.
      2. Education expertise
        Insurance staff have many years of experience in providing insurance services to schools. They also have considerable experience of insurance and funding arrangements within local government, particularly Children and Young People's Services. Knowledge of the wider insurance market, the range and availability of cover for schools, access to specialist insurers and our contacts with other local authorities provide us with the necessary knowledge and expertise to advise schools on insurance cover and claims issues.
      3. Qualified staff
        The Insurance Officer is a member of the Chartered Insurance Institute at Diploma level.
      4. Secure identification, CRB checks
        In the event of a visit to schools, all insurance staff will carry an identification card to be displayed at all times when on school grounds. Prior to the date of the visit, the headteacher will be informed of the date that the insurance staff will visit the school.
      5. Responsiveness
        Insurance Services aims to respond to communications from schools as follows:
        • Telephone: 48 hours
        • E-mail: ten working days
        • Fax: two working days
        • Letter: ten working days
      6. Courtesy
        You can expect us to be courteous and helpful at all times. When you write to us, telephone us, or visit our offices, the person you are in contact with will tell you his or her name and where appropriate telephone number.
      7. Meets all statutory requirements
        The Insurance Service operates in accordance with statutory requirements and best practice guidance issued by the Chartered Institute of Public Finance and Accountancy.
      8. Fully insured
        The service has third party liability insurance.
  4. Performance
    1. The following section shows our level of performance in comparison to other metropolitan authorities participating in the 2007 CIPFA Insurance Benchmarking Club.
       CalderdaleAverage

      Property Insurance:

      Premium per school
      Premium per million pounds sum insured
      Number of claims per school per year

       

      £1300
      £300
      0.02

       

      £3600
      £700
      0.1

  5. How long will a contract for this service last?
    1. Any contract for this service will run for three years from 1 April 2007 to 31 March 2010.
  6. How can the contract for this service be changed?
    1. Any variations to the service required due to changes in the risk profile of the school, such as additions or deletions of buildings, will be notified in writing by the school.
  7. What services will be provided?
    1. The service provider is committed to providing a comprehensive insurance service in line with the Service Specification and Specification of Minimum Insurance Requirements.
    2. We are also able to offer a range of other insurance services to assist with the changing insurance needs of schools. These other services are available at additional cost and are over and above those included in the core insurance service and include:
      • motor insurance for non-fleet vehicles such as mini buses;
      • all risks insurance for buildings and contents;
      • ad-hoc insurance for equipment being taken outside the UK;
      • third party liability insurance for hirers of school premises;
      • fidelity guarantee insurance for school funds;
      • fidelity guarantee insurance for PTA funds;
      • school journey insurance (administered by Children and Young People's Services);
      • all-weather pitch insurance;
      • digital projectors and whiteboards all risk insurance;
      • legal expenses insurance;
      • access to loss control and risk management services provided by external service providers;
      • other insurance covers as required.
    3. These services can be selected by contacting:
      • Name
      • Helen Branford, Insurance Officer
      • Address
      • Finance Services
        Princess Buildings
        Halifax HX1 1TP
      • E-mail
      • helen.branford@calderdale.gov.uk
      • Telephone
      • 01422 393560
      • Fax
      • 01422 393533
  8. How will the service be provided?
    1. The services are provided by qualified and experienced staff. The service provider will ensure that the qualifications, expertise and training of staff are consistent with the service being provided.
    2. The service provider will respect the confidentiality of its relationship and dealings with clients.
    3. Finance Services will ensure that school enquiries are dealt with by the right person speedily and effectively.
    4. Where the service is provided by external service providers such as insurers, claims handlers, loss adjusters and solicitors. Finance Services will ensure they are selected on the basis of experience, cost and quality of service.
  9. What do the suppliers expect of me as a customer?
    1. To ensure continuity of cover, which commences from 1 April each year, confirmation of renewal must be provided to the service provider at least two weeks before the commencement date of the contract.
    2. Reporting of claims by the school within fourteen days of occurrence utilising appropriate claim form. Losses estimated to cost in excess of £5,000 to be reported to Insurance Section by telephone within 24 hours.
    3. Incidents and complaints are to be reported to Insurance Section where there is potential for a claim for compensation, for example injuries, failure to educate or diagnose dyslexia, defamation.
    4. Any correspondence received from third parties (parents or solicitors) claiming compensation, to be passed to Insurance Section on the day of receipt, unacknowledged.
    5. Requests for information from Insurance Section relating to claims (liability, property or other) to be responded to in writing within fourteen days.
    6. Major changes in risk profile are to be notified in writing by the school, for example additions or deletions of buildings; involvement in multi-agency activities; provision of summer schools; school entering into contracts containing indemnity clauses.
    7. Notification by the school in writing of activities of hazardous nature, such as events on school premises involving bouncy castles and the like.
    8. The client will be asked by the service provider to complete a questionnaire on an annual basis outlining the level of satisfaction with the performance of the service.
  10. How can I be sure of a high quality service?
    1. Responses to urgent queries will be made within one working day. It will be the responsibility of the school, in making the initial contact, to explain the degree of urgency of the response.
    2. In the case of complex queries, or where the circumstances relating to a particular situation are exceptional, the Insurance Section will agree with the school a date by which the matter will be dealt with.
    3. A telephone 'help desk' service will be available during normal working hours (Monday - Thursday 8.45 am to 5.30 pm, Friday 8.45 am to 5.00 pm).
    4. Finance Services will ensure external service providers (such as insurers, claims handlers, loss adjusters and solicitors) are selected on the basis of experience, cost and quality of service.
    5. Schools will receive fair and reasonable treatment in relation to any disputes which may arise from the provision of service, in line with the complaint procedures set out in Section 11 below.
  11. Who do I contact if things go wrong?
    1. Any concerns or complaints about the level or quality of service should be made in the first instance to:
      • Name
      • Helen Branford, Insurance Officer
      • Address
      • Finance Services
        Princess Buildings
        Halifax HX1 1TP
      • E-mail
      • helen.branford@calderdale.gov.uk
      • Telephone
      • 01422 393560
      • Fax
      • 01422 393580
    2. If concerns or complaints are not resolved, they should be reported to:
      • Name
      • Stuart Milner, Assistant Chief Finance Officer (Internal Audit, Risk Management, Local Management of Schools and Insurance)
      • Address
      • Finance Services
        Princess Buildings
        Halifax HX1 1TP
      • E-mail
      • stuart.milner@calderdale.gov.uk
      • Telephone
      • 01422 393589
      • Fax
      • 01422 393533
    3. If the issue cannot be resolved, you may wish to invoke the Council's Complaints procedure .
  12. What is the basis of the service price and what will the service cost?
    1. The charge for the service will be the formula fund for insurance for that particular financial year.
    2. For secondary schools there will be an additional element to reflect that funding for sixth formers is no longer the Council's responsibility.
    3. For PFI schools the insurance premium will reflect the responsibilities of the school.
    4. Average annual price for all categories of insurance forming part of the basic insurance package:
      • typical primary school in 2008/09 - £5,000
      • typical secondary school in 2008/9 - £23,250
  13. How will I be charged?
    1. The charging year is concurrent with the financial year.
    2. The client will be charged annually in advance.
    3. Additional insurances not forming part of the insurance package will be invoiced separately at the time of the request for cover.
    4. Clients should pay invoices within 28 days of the date of the invoice, or raise queries with the Service Provider immediately.

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Page Published: 28/06/2006 : Last Updated: 05/01/2010