A not-4-profit organisation that is running projects or events may have an insurance and risk managment team.
Rotary does and that team collects for the insurance broker and provides guidance and learning for its officers, members and volunteers on risk..
That information is collected by Rotary is done by completing online information forms or 'infosheets' through a secure server that provides the insurance brokers and insurers the information to place and maintain 'master policies'. Rotary Oceania's server is dedicated to Rotary so there is no 'bleed' of information and the Rotary privacy policies are observed.
The insurance process is annual. The questions each year change to meet the requirements to ensure risk review for the next insurance year is covered.
The information is complied automatically by the system and sent to the broker every quarter.
The current insurance period is for each calendar year and to renew updating the information starts as early as possible so that the broker has the information for the renewal discussionsthat take place at the end of each calendar year
That information is subject to a number of system checks before the insurance confirmations are issued by the system.
The system checks are delegated to the Rotary insurance team.
Rotary's Oceania Zone 8 insurance team's broker, AON, is on a fee basis and they rely on Rotary to provide checked information.
The Rotary insurance team effectively have a delegated role from our broker and the team has members that have the skills required of an insurance professional. If you are a current of former insurance professional and are interested in being part of that team, the team would be very interested in talking to you. You can contact the team by filing a Helpdesk ticket.
The work of the insurance team assisting our brokers with checks and other back-office processes in the insurance system includes:
(a) assisting with a risk management view across Clubs and Trusts with completing the info sheets
(b) understanding that the renewal process for the type of liability insurance is an annual requirement and
(c) that the requirements change e.g. as we lead up to each renewal by providing updates through the information sheet. For example for 2026 the insurer will want to know the Club has re-registration planned - there are several ancillary risks with that task including if there is going to be a wind-up of a Club or trust as that affects the premium which is based on:
(i) claims and notifications
(ii) number of entities insured ie, Clubs and their trusts
(iii) number of members
(iv) risk disclosures such as the drop dead requirements to re-register.
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