Certificate of Insurance (COI) Requests -Decision & Action Chart

Use the following matrix (chart), to select the box that best fits your situation. / IS A CONTRACT (SIGNED AGREEMENT) REQUIRED?
ALL CONTRACTS that bind Scouts Canada into a legal agreement MUST be reviewed by Council; and if acceptable*, MUST be signed by the Executive Director or Operations Manager.
* If contract is not acceptable, Council will negotiate changes with Entity.
A. NO Contract / B. YES, Contract
Certificates of Insurance (COI’s) will be sent directly
to the Entity (Company, Municipality, School, Agency, etc.) requiring the COI.
If a contract is involved, please examine the insurance clause to see if it specifies the terms “named as additional”; if so 2B will apply. / 1.
ONLY THE
“GENERIC”
CERTIFICATE OF INSURANCE (COI)
REQUIRED / 1A - (NO Contract, Generic COI)
Your Action:
(Do NOT Use COI Request Form)
Send an e-mail to with the following information:
Your Name & Group,
Reason for request,
Name of Entity requesting COI
Contact Name at Entity
Contact Fax number or e-mail
Council Action:
Send generic COI directly to Entity
Inform Group when complete
Turn-a-round Timeline – 5 business days / 1B – (Contract, Generic COI)
Your Action:
Same as 1A,PLUS provide the completed unsigned contract(event name, dates, other pertinent information entered) preferably electronic, to
or fax to 1 (613) 225-2802
Council Action:
review contract
if acceptable*, sign contract
send completed contract and generic COI to Entity
Turn-a-round Timeline – 20 business days
2.
CERTIFICATE OF INSURANCE (COI) REQUIREMENT TO BE
“NAMED AS ADDITIONAL INSURED”
ON SCOUTS CANADA’S POLICY / 2A – (NO contract, Named Additional Insured)
Your Action – Complete the COI Request Form and e-mail to . Be sure to fill out all information.
Council Action:
Process COI Request through National.
Insurance Provider to send completed COI directly to Entity
Inform Group when request completed by most efficient means. Copy of COI to be included.
Turn-a-round Timeline – 10 business days / 2B – (Contract, Named Additional Insured)
Your Action – Same as 2A, PLUS the completed unsigned contract(event name, dates, other pertinent information entered) preferably electronic, to or fax to 1 (613) 225-2802
Council Action:
Process COI request and contract through National.
if acceptable*, sign contract
Insurance Provider to send COI request directly to Entity
Send completed contract and COI back to Group by most efficient means.
Turn-a-round Timeline – 20 business days

CERTIFICATE (PROOF) OF INSURANCE

Request Form

(put an ‘x’ in the appropriate box)

Contract Agreement Required: / Yes / No
If “Yes”, has contract been approved?: / Yes / No

The Scouting Group is required to complete the following information and send into the Scouting Service Centre (Ottawa), for processing. Please allow at least 4 weeks to process if there is a contract involved.

Named insured: / SCOUTS CANADA
Scouts Canada Contact name: / Operations Manager, Scouting Service Centre (Ottawa)
(for Volunteer Name Here, Area Name Here)
Phone#: / Your Phone Number / Fax# or email address / Your E-mail Address
Name & Address of
Organization Requesting
Confirmation of Coverage:
(including contact fax # or email address, if available) / Name:
Full Address (including postal code):
Contact:
Fax #:
E-mail:
Location of Event/Activity: / Full address including postal code
Date(s) of Event/Activity: / Self Explanatory
Details of Event/Activity: / e.g. Scoutrees Planting Day(s)
Date of Request: / Date you send to me
Date Certificate is Required by:
(Note: please provide 24 hr notice) / Self Explanatory
Name of Any Additional insureds: review insurance requirements and provide additional insureds if any, or please answer n/a) /
  • Look at the contract, they will identify all entities that need to be listed here. If there is no contract, they will still need to provide you with the necessary information to complete this form.

Additional Information:
(If applicable) / If any.