As a requirement under Texas A&M University University Rule 24.01.06.M1, Campus Programs for Minors are required to purchase general liability and accident medical coverage through System Risk Management. By completing the CPM application and receiving approval from the appropriate Sponsoring Dean, the office of University Risk, Ethics, & Compliance will secure insurance coverage on your behalf.
The only requirement is that the Program Sponsor submit their participant rosters using this Roster Template at the conclusion of the program (no later than five business days afterward) as coverage will be based on the number of participants and program staff who actually attended the program. Rosters may be submitted online through the CPM Application System or via email to firstname.lastname@example.org.
Third party programs are required to obtain their own insurance coverage that meets the standards of System Risk Management and lists Texas A&M University as additionally insured. For more information on third party insurance requirements, please visit the page for Third Party CPMs.
*All rates are per person per day. The System insurance policy for Campus Programs for Minors renews each year in March and runs to February of the following year.
Campus Programs for Minors Staff are required to be included in the program’s accident medical coverage. If someone on your program staff is an employee of Texas A&M University and the program is within the scope of their employment, then they will not need this coverage. Please be sure this is noted when submitting rosters after the conclusion of the program.
Please keep in mind that the insurance coverage secured through the Texas A&M System Risk Management office is a secondary policy and may only be used after the participant’s primary insurance company has been processed. The 2023-2024 CPM Policy Summary contains information on the accident medical coverage and general liability coverage. Please note that the description of coverage listed on the accident medical and general liability policy summaries are intended to be brief and is, by necessity, incomplete. For complete coverage information or coverage clarification, please contact System Risk Management and Safety at (979) 458-6330. To file a claim against the CPM insurance policy, please see the instructions and forms below.
Support Service Fees
In addition to insurance, Campus Programs for Minors are required to pay support service fees which cover the costs associated with facilitating the review process, procuring insurance, submitting documentation to the State of Texas, maintaining the technology that supports Campus Programs for Minors, etc. These fees are based on a graduated fee structure outlined below.
Event Management System, also known as EMS, is Texas A&M University’s online reservation system, where you can reserve or rent spaces in buildings all over campus. Most organizations and departments use this system to reserve spaces for their events or programs. Because of this, the University Youth Programs office has adapted this system to bill insurance and support service fees.
In order to bill programs correctly, the organization and/or department must have an account set up in the EMS system. If you are unsure if you have an account set up in EMS, please contact our office and we can check the system. If you do not have an account set up in EMS, review the instructions on how to fill out the Customer Information Sheet and turn the form into our office. This process can take up to a couple of weeks, so please try to submit the form by the 60 day deadline to coincide with your application submission to ensure that the account can be set up and that billing can be completed.
Recognized Student Organizations (RSO) are still required to turn in the On Campus Approval to Charge form and all applications are still required to confirm their account number when they submit their application. Once we receive the roster after the completion of the program, we will create an invoice for the program and send it to the program sponsor for review and we will provide a date that the invoice must be reviewed by. After this date, we will process the payment directly through the EMS system.
*For Third Party Programs, we will be expecting the payment from the Texas A&M University department or organization that is sponsoring the program. In accordance with section 9.1 of the Texas A&M University Rule for Campus Programs for Minors (24.01.06.M1), the sponsoring department, college, or other University unit will be responsible for payment of CPM-associated costs. Therefore, it is the responsibility of the sponsor to ensure that the payment is completed, then it will be up to the third party organization and the associated A&M partner to determine how the payment is settled between the two organizations.