Please note, this refers to INSTRUCTORS and NOT the much more commonly used open allocation STUDENTS.
Introduction
One of our more specialist solutions for clubs is open allocation instructor insurance. This type of cover is unlike standard named membership with insurance, in that cover is not necessarily running 24/7 on the same member.
How It Works
Our standard membership with insurance for instructors provides the named person with instructor insurance that is in place against their name 24/7 for 365 days. Open allocation, much like the student option, provides clubs with the ability to share a single insurance cover across multiple instructors. This is especially useful for clubs which may run peer to peer classes or with multiple volunteer instructors who do not regularly teach.
For example, a club with 6 instructors all running the same weekly class on a rotation would benefit from open allocation cover. As only 1 active insurance is required at any one time, open allocation instructor cover would allow the club to purchase 6x instructor memberships without insurance and just one active cover, which would save the club a considerable sum. The onus, however, is on the club to use the instructor portal effectively to manage who’s assigned to cover as failing to do this could invalidate a claim.
Please bear in mind that clubs will need to purchase instructor memberships (without insurance) for any instructor who will be assuming cover. The cost for this is substantially reduced compared with that of instructors with insurance, especially if you have a large team and only a relatively small number of active covers needed.
Memberships are reduced based on scale. Here's an example;
A club has 10x insured instructors with membership. The cost could be approximately £69 per instructor, per year for membership combined with insurance, costing c. £690 per year in this example.
With the open allocation insurance, the membership cost may be as low as £15 per instructor for their membership, and with perhaps 2 insurances at c. £69 per slot, the all-in cost would only be £288.
Obligations & Responsibilities, And How To Assign Cover
It’s crucial that any club with open allocation instructor insurance remembers to assign their instructors to available covers as and when required. This is an audited process, which means the insurer can see when said instructor was assigned to cover and this will always need to have been done before a claim arises.
To assign cover;
You’ll first need to ensure all of the instructors you wish to cover are registered as instructors within the association. You’ll also need to have the available open allocations for instructor insurance. Start by going to the instructor portal. Look for Open Allocation Insurance (not students!). This may be under the three dots at the end of the menu depending on screen size.
Next, click into the policy in question to view the cover details. (The below is what shows up by default – an overview of all active policies.
When you’re viewing the specified policy, click on ‘insurance assigned to’. Your team of instructors will appear. Simply click the person you wish to assume the cover. The ‘managing instructor’ will always be the person able to and responsible for allocating cover. This is typically the lead instructor.
Before and after assigning cover we would strongly recommend hovering your mouse over the instructor’s name as it will reveal a brief overview of their membership which will help you confirm you have the correct person in place.
Next, make sure the weapons and styled listed are correct. Some clubs may need to update this on a class by class basis, and others will largely be able to leave this unchanged.
Once cover is assigned, you can now go back to the open allocation insurance tab to see who currently has use of the policy at any time.
Managing Allocations At Club Level
Coming Soon
Producing Proof Of Cover
Understandably, you’ll want proof of cover for you and your instructor team. We can’t issue an annual document as the cover might change by the day in some cases. For all clubs running open allocation instructor cover, there are two documents we can issue for you.
OPEN ALLOCATION COVER NOTE
Click here to view an example cover note. This specifies the total number of instructors associated with the club along with available cover and helps you demonstrate that there is a proper, organised arrangement in place. You can freely request this document from us at any time by ticket, live chat, email and so on. Here’s an example below;
EDITABLE COVER CERTIFICATE
The next document we can also make available to you on request is an editable Word document which provides you with a cover note and schedule. You can freely issue this to your instructors ‘in-house’ without our approval provided it is done honestly and accurately based on genuine allocations. Please also request this via live chat, support ticket, email etc and we’ll make it available to you for download from your instructor folder.
Here’s an example of the editable document;
