COI Tracking for Schools and Universities
Campus insurance collection spans routine facilities work, summer projects and occasional events. The facilities office needs current certificates, but procurement and student-safety decisions require additional records. Certy supports a vendor list with a shared insurance baseline, private upload links, AI-assisted certificate reading and renewal reminders. Use it for that focused task while the institution keeps its own contract, access and project approval systems.
A familiar handoff
Suppose a flooring contractor returns during the summer break after working on campus last year. The old COI is easy to find, but it does not establish current policy dates or approval for the new building. A new request should connect current evidence to the institution’s existing work approval.
Prepare for the planned work window
Before the holiday or summer program, reconcile the awarded vendor list with procurement. Confirm the insured legal names and insurance contacts, then import the group that shares one requirement baseline. Keep campus, building and project assignments in the procurement or facilities register. A vendor that has not worked recently should not be assumed approved because an old certificate is stored.
Give vendors a direct submission route
Send the private upload link instead of routing every renewal through a staff member’s inbox. Vendors can upload a PDF or phone photo without creating an account. Review the extracted dates and limits and correct mistakes. If a certificate is insufficient, send a document-specific deficiency request and preserve the response rather than letting “received” become the only status.
Review special contracts beyond the baseline
Lab work, construction and event services may require different policy provisions or a more detailed review. Keep those terms in the contract file and have the institution’s insurance adviser evaluate the supporting documents. Certy’s single account requirement set does not automatically enforce separate project schedules. Student-contact screening, permits and training remain independent checks even when the COI meets the baseline.
Preserve continuity between academic years
Use the policy-expiration reminders to request renewals 30, 14 and 7 days ahead. At staff turnover or annual reconciliation, export vendor records and compare them with active contracts. Assign a person to outstanding insurance gaps before work resumes. Keep historical evidence and any exception approvals according to the institution’s retention process so a later reviewer can understand what was accepted and when.
Prepare these records
- The awarded contract and applicable insurance schedule.
- Current liability and required employee coverage certificates.
- Applicable additional insured and waiver documents.
- Project-specific laboratory, construction or event review records.
- External access approval and insurance exception decisions.
Where Certy fits
Certy does not provide procurement approvals, student-safety screening, campus permissions, SSO or project-specific requirement sets. Institutions needing those controls inside the insurance platform should evaluate that need separately. Try a vendor certificate in the free checker and confirm the common baseline before using Certy for ongoing collection and renewals.
Certy’s paid plans include certificate tracking. Free tools are available separately without signup; there is no free account tier. Review the current plan limits before importing your vendor list.