Insights

Pick up tips even if it isn’t your first go-round for insurance renewals                                                                                                                                                                  

YoPro Leaders Offer Tips from Their Own Experiences

Navigating your first insurance renewal in higher education might sound as thrilling as watching paint dry but trust me—it doesn’t have to be! With the right strategy, you can own this process like a rock star. Here are ten tried and true ways to make your insurance renewal experience less stressful and way more successful – right from the YoPro Leadership Team!

1. Start Early - Like Yesterday

Waiting for your broker to contact you is a rookie move. Get ahead of the game! Most required documents don’t change year to year, so give your stakeholders a heads-up ASAP. They’ll appreciate the extra time, and you’ll avoid last-minute chaos. Be the early bird that catches the best insurance terms!

2. Terms Are Negotiable – Channel Your Inner Haggler

If you thought your insurance proposal was a "take-it-or-leave-it" deal, think again! Caitlin Cai, risk and insurance program manager for the University of Tennessee System, learned this the hard way. Deductibles, endorsements, conditions, and limits are all up for discussion. Don't leave money (or coverage) on the table—negotiate like a pro!

3. Have Email Templates Ready – Work Smarter, Not Harder

Why reinvent the wheel every year? Draft and save email templates for common renewal requests. Store them in a dedicated insurance renewal folder for easy access. Your future self will thank you.

4. Keep Track of EVERYTHING – Become the Spreadsheet Guru

• Master Record Keeper: Keep a central document or spreadsheet tracking submissions, outstanding items, and follow-ups. Trust us—it’ll be your lifesaver.
• Contacts for Renewals: Keep a list of names, positions, emails, and responses. Next year, you’ll look like a genius when you don’t have to ask, “Who handled this last time?”

5. Set Calendar Reminders – Your Secret Weapon Against Procrastination

Think of follow-ups like your favorite playlist—put them on repeat! Weekly reminders will keep the process moving, ensure deadlines are met, and help you tackle issues before they turn into full-blown disasters.

6. Set a “Fake” Deadline – Jedi Mind Trick Your Stakeholders

Tell your stakeholders their deadline is a week earlier than the real one. Why? Because life happens. Giving yourself this buffer will save you from unnecessary stress and last-minute scrambling. Future you will be doing a victory dance.

7. Communicate with Your Broker – Make Them Your Insurance BFF

Your broker isn’t just a name in your inbox—they’re a key player in your renewal success. Keep them updated, check in regularly, and make sure they’re prepped well before the final submission. Good communication = fewer surprises.

8. Understand Your Coverage Needs – Because Higher Ed Never Stands Still

New buildings, programs, or policies can shake up your insurance needs. Stay ahead of the curve by regularly reviewing your coverage. No one wants to find out they’re underinsured after something happens!

9. Document Questions and Clarifications – Avoid the “Wait, What?” Moments

If something about your renewal makes you go, “Huh?”—write it down! Keep a running list of questions for your broker so you’re never caught off guard. Insurance lingo is confusing enough—clarity is key!

10. Debrief and Improve the Process – Learn from This Year’s Wins (and Fails)

Once the renewal is done, do a mini post-game analysis. What worked? What was a disaster? Make notes, tweak your system, and update templates. Each renewal should be smoother than the last!

Final Thoughts

Sure, insurance renewal in higher education isn’t glamorous, but it doesn’t have to be painful. With preparation, organization, and a little strategic trickery, you can make the process a breeze. Start early, stay on top of details, and build strong relationships with stakeholders and brokers. Before you know it, you’ll be handling renewals like a total pro!

By Michelle Powell, Risk Manager, Florida Polytechnic University

By Olivia Watson, Risk Manager, Colorado School of Mines

Insights Home