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Posted By SDA Headquarters,
Tuesday, September 24, 2024
Updated: Tuesday, September 24, 2024
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As we continue our CDFA Spotlight series, we’ve been thrilled by the positive feedback and engagement from our community. Each story has highlighted the dedication and hard work it takes to achieve the Certified Design Firm Administrator designation. We’re excited to keep bringing you more of these inspiring journeys. This week, we’re featuring Terri Blackert, CDFA, Senior Administrative Assistant with DLR Group in Phoenix, AZ. Her insights on learning all aspects of the industry are sure to inspire!
What motivated you to earn your CDFA certification?
A couple other Admins in our firm have earned their CDFA so I talked to them and found out that it is essentially the only certification related to a design firm we can get as an Admin.
Did you have any concerns, or fears, about taking the exam? If so, how did you address or overcome them?
I have held about four different Admin positions with DLR Group, so at first, I thought, "I got this!" But then as I started looking over the study material, I wasn't sure if I really knew what I was getting into. I decided to just take one section at a time.
What study tools did you find most useful (study group, CDFA-yoU materials, flash cards, other?)
CDFA materials - I put them in a binder and made a tab for each section so I could go through it and highlight sections. Flash cards were great for quick at a glance items.
Did you learn anything new, or surprising, while preparing for the exam?
It has taught me that I know more than I thought I did in areas like Marketing, which I do not normally work in.
What section of the exam was the most difficult for you?
Financial Section
What role, if any, has your CDFA played in advancing your professional or personal development, growth, network or career?
It has taught me that I know more than I thought I did in areas like Marketing, which I do not normally help with.
Was your employer supportive of your CDFA goals and accomplishment? If so, please share how they demonstrated that support.
Yes, they pay for my SDA membership and encouraged me to set aside time during the week to study prior to the exam.
What is your top tip to someone considering the pursuit of a CDFA designation?
Give yourself plenty of time to organize the materials and study. Do not try to cram right before the exam.
How did you, and your firm, celebrate your achievement?
They posted it on our internal knowledge sharing platform. People sent congratulations across the firm.
What has obtaining your CDFA meant to you?
It means a lot to me to know that I have a well-rounded knowledge of the different aspects of a design firm and hold a certification for it as an Administrative Assistant.
Feeling inspired by our CDFA Spotlight features? If you're ready to elevate your career and join the ranks of Certified Design Firm Administrators, now is the perfect time to take the next step. The CDFA designation not only strengthens your skills but also positions you as a leader in our industry. Visit our certification page to learn more about the application process and how you can start your journey today!
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Certified Design Firm Administrator
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Posted By SDA Headquarters,
Monday, September 23, 2024
Updated: Monday, September 23, 2024
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Many moons ago Gloria Jackson wrote an SDA blog about Homophones……words that are pronounced alike but have different meanings…..or spellings.
Such as: accept and except.
Both are primarily pronounced “ek” cept or “ak” cept. Very similar sounding.
Accept functions as a verb….to receive or take something willingly.
Except is most often a verb (but can be a preposition)....to leave out or exclude (key here is “ex”…..exclude).
For example:
I accept your gift of a chocolate cake (yes, I would).
All the kitties were adopted except one (sad little kitty).
And as a bonus….I’ll put them in one glorious sentence:
I would most gladly accept your platter of delicious cupcakes, except the chocolate one with mustard frosting.
For more information on “accept vs except” please see the “Merriam Webster” site.
Thanks to Carol Wanda Spradlin, CDFA, for providing our current Word Nerd feature.
Carol Wanda is the Office Manager for Baylis Architects in Bellevue, WA and
is a member of the SDA Seattle Chapter.
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Posted By SDA Headquarters,
Monday, September 16, 2024
Updated: Tuesday, September 17, 2024
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Reviewing an ACORD 25 Certificate of Liability Insurance may seem like a straightforward task, but it’s far from a simple ‘check the box’ exercise. The intricacies involved in this process require understanding the insurance verbiage and its implications.
It’s easy to glance past the standard verbiage at the top of each certificate without much thought. However, the wording at the top of every certificate is essential to understand: “This certificate is a matter of information only and confers no rights upon the certificate holder.” In other words, it’s just a snapshot of the policyholder’s insurance coverages, effective dates, and insurance limits at the time of the certificate’s issue date. It does not provide anything more than that. This leads to the second box, which is equally as important:
Important: “If the certificate holder is ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. IF SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such an endorsement(s).”
What this means for your firm
What this means for your firm is that simply stating on the certificate that the holder is an additional insured does not ensure that the certificate holder is, in fact, an additional insured. To be an additional insured can only be accomplished through a policy endorsement. If you have requested that your sub-consultant include your firm in their policy as an additional insured, you will want to be provided with a copy of that endorsement. To protect your firm, insist upon being provided with the endorsement. You may even provide them with your company’s COI as an example. Absent this endorsement (or functionally equivalent embedded language within the actual policy(ies), which must be provided in lieu of an endorsement(s)), you cannot assume your firm is protected in the event of a claim.
What is an additional insured?
Policies are written to cover the entity that purchased the coverage for its own protection. They are the named insured. To extend the policy coverage to others, a policy endorsement is required. Endorsing the policy to name your firm as an additional insured means that your sub-consultant has agreed to extend commercial general liability and automobile liability coverage to your firm for claims caused in whole or in part by your sub-consultant. Neither professional liability nor workers’ compensation coverage can be endorsed to another entity including additional insured or primary and non-contributory status, period.
Primary and non-contributory coverage
Equally important is assuring that your subconsultant’s insurance is primary and non-contributory. Primary and non-contributory insurance is a term used in insurance policies and certificates of insurance to specify the priority and obligation of an insurance policy in relation to other applicable policies. To clarify these terms:
Primary insurance is the insurance policy that responds first in the event of a claim. It pays out up to its coverage limits before any other applicable insurance policies are triggered. The primary insurer is responsible for handling and paying the claim without waiting for other insurers to contribute.
- Example: If a contractor has a primary general liability policy and an incident occurs on a job site, this policy will cover the claim up to its limit before any other policies are involved.
Non-contributory insurance means that the primary policy will not seek contribution from other insurance policies that might be available to cover the same loss. In other words, it prevents the primary insurer from sharing the loss with other insurers. The primary insurer is solely responsible for the claim up to the policy limits without expecting payment from other insurers.
- Example: If a client requires a contractor to have primary and non-contributory insurance, it means that the contractor’s policy will cover any claims first and in full without asking the client’s insurance to share in the payment.
Importance in Contracts
- Risk Transfer: This provision is often required in contracts to ensure that one party’s insurance policy (e.g., a contractor’s policy) will handle claims without involving the other party’s insurance (e.g., the client’s policy), effectively transferring the risk.
- Clarity and Priority: It provides clarity on the priority of coverage and ensures that the party requesting the COI (e.g., the client) is not financially impacted by claims arising from the insured party’s (e.g., the contractor’s) actions.
Example Scenario
Imagine a scenario where a contractor works on a client’s project, and the contract specifies that the contractor’s insurance must be primary and non-contributory. If an accident occurs on the job site and a claim is made, the contractor’s insurance will pay for the damages up to its coverage limit without involving the client’s insurance. This protects the client from potential premium increases or claims on their insurance policy.
Ongoing Operations and Product-Completed Operations Hazard
Another element of the Additional Insured Endorsement is in the “Who is an Insured” section of the endorsement. Some firms may include only “ongoing operations” in their endorsement. An “ongoing operations’ endorsement does not protect against post-completion claims. You want to see verbiage to the effect of “In the performance of your ongoing operations” and “In connection with “your work” and included within the “product-completed operations hazard” to ensure that claims that occur both during your ongoing services and after the project has been completed will be covered. If not, your firm stands in that coverage gap.
Summary
Understanding and enforcing these insurance requirements for your subconsultants will significantly mitigate your firm’s claims risks. Ensure that each certificate of insurance is reviewed carefully for these essential elements. Additionally, set up a system to track and monitor your sub-consultant insurance renewal dates. Many software programs have this system built-in to provide reminders.
Want to learn more? Here are some resources.
SDA Recordings: Understanding and Complying with Client Insurance Requirements
AIA Trust – “Understanding Insurance: Additional Insureds: Home - AIA Trust (theaiatrust.com)
SDA Blog - Certificates of Insurance: An Essential Guide for Businesses - SDA (sdanational.org)
SDA does not endorse any products or services mentioned, and SDA does not assume responsibility for any circumstances arising out of the interpretation, application, use, or misuse of any information presented. SDA recommends that the reader consult the appropriate legal, financial, or human resource counsel before implementing the information contained herein.
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Posted By SDA Headquarters,
Friday, August 23, 2024
Updated: Friday, August 23, 2024
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In the world of business, risk management is a crucial component for ensuring smooth operations and safeguarding against potential liabilities. The Certificate of Insurance (COI) is a key tool in this process. Understanding a COI, why it is necessary, and how to read and manage it can significantly enhance your business's risk mitigation strategy. Here’s an in-depth look at Certificates of Insurance.
What is a Certificate of Insurance (COI)?
A Certificate of Insurance is a document that serves as evidence of insurance that an outside organization or company has insurance should an accident occur. It summarizes the policyholder’s coverage, detailing the types of insurance, limits, and other critical information. However, it is essential to note that a COI is only valid for the period specified and must be reissued when the policy is changed or renewed. Note that a COI is not an insurance policy and provides only general information.
Why are COIs Necessary?
- Risk Transfer: COIs are vital for transferring risk from one party to another, ensuring that the financial burden does not fall solely on your business in the event of a claim.
- Mitigation of Risk: COIs help mitigate potential risks by verifying that all parties involved in a project are adequately insured.
- Ensure Alignment with Contract Requirements: Clients often require specific insurance coverages for a project. Ensuring that your sub-consultants comply with these requirements is crucial. If they do not, your firm could be liable for any gaps or excess above their insurance limits, leading to unnecessary exposure.
How to Read a Certificate of Insurance and What to Look For
These definitions and explanations are referenced by number on the Certificate of Insurance image - click here for complete form.
- Producer: Individual or business entity licensed by the state to sell, solicit, or negotiate insurance.
- Insured: The named insured is the primary entity covered by the insurance policy. Confirm that the named insured is the entity you are doing business with. Being listed as “additional insured” on the Certificate has limitations, and your entity may have no legal rights or access to the stated coverages. Insurance companies can and do deny coverage to entities named as “additional insured” on the Certificate. This is why you need an Additional Insured Endorsement; it changes the insurance policy, adding your entity to the definition of Who Is Insured or Covered.
- Insurance Agent/Broker/Contact: An insurance agent or broker sells insurance policies and provides related services, often working for a producer. They act as intermediaries between insurance companies and customers, helping clients find the right coverage for their needs.
- Insurer(s) Affording Coverage: The name(s) of the insurance company providing the coverage. Note that there may be multiple insurance companies involved.
- Types of insurance, coverage included, and policy effective/expiration dates: Check the types of insurance listed and the corresponding coverages. Note the policy dates and ensure they cover the period you require. Look for check boxes that provide important information about the coverage.
- Limits and Coverages: Understand the limits and coverages, distinguishing between each occurrence (maximum coverage per individual claim) and general aggregate limits (maximum coverage for all claims within the policy period). These are the maximum amounts the insurance company will pay for covered claims. The only reliable way to verify whether the limits have been reduced is to obtain a current loss report from the insured for the policy period. You may have specific coverage limits required by your client and will want to ensure that your sub-consultant carries the same or higher amounts to avoid leaving your firm in the gap.
- Descriptions of Operations: Ensure that the operations described match the scope of work covered by the insurance, for the project. If additional insured or endorsements are included for a given project, they are listed here.
- Certificate Holder: A certificate holder is an individual or organization that receives a certificate of insurance from a policyholder. If your company is the certificate holder, ensure your business name and address are correct on the certificate. When sending a Certificate of Insurance (COI) to a client or other party, verify that their address is accurate.
- Cancellation Notice: Check the notice period to understand how much advance notice you will receive if the policy is canceled.
Types of Coverage
- Commercial General Liability: Typically, covers bodily injury, property damage, personal and advertising injury, and medical payments resulting from business operations.
- Automobile Liability: Provides coverage for vehicles used in business operations.
- Umbrella or Excess Liability: Offers additional coverage limits above primary policies.
- Workers’ Compensation / Employer’s Liability: Covers employee injuries and illnesses that occur in the course of employment.
- Professional Liability: Protects against claims of professional negligence, errors, omissions, or mistakes. It can be either claims-made or occurrence-based.
- Pollution Liability: Covers liability for pollution-related incidents.
- Cyber Liability: Provides coverage for businesses against risks related to cyberattacks, data breaches, and other technology-related issues.
Additional Considerations
- Additional Insured: If required, ensure your firm is listed as an additional insured and that the endorsement adding your firm is included with the COI. An endorsement changes the policy to add your entity to the definition of who is insured (covered). A statement on the certificate is insufficient to prove that coverage is extended to your firm. Most Professional Liability Coverages, as described below, do not permit adding entities as "Additional Insured." Consequently, if a claim arises, the insurance company will not cover any losses for or caused by the additional insured.
- Understanding Primary & Non-Contributory: This clarifies the priority and obligation of an insurance policy in the event of a claim. The primary insurance policy responds first, paying up to its coverage limit before any other policies are triggered. Non-contributory insurance prevents the primary insurer from sharing the loss with another insurer, ensuring that the primary policy handles claims without seeking contributions from other available insurance policies.
- Waiver of Subrogation: This prevents the insurer from pursuing recovery from the third party that caused the loss, ensuring that your business does not become entangled in subrogation claims.
Post-Project COI Requirements
Even after a project is completed, it is essential to maintain COIs for a specific period, typically ten years post substantial completion or according to the state’s statute of repose. This ensures continued coverage for any claims that might arise after the project's completion.
Certificates of Insurance are an integral part of a robust risk management strategy. By understanding their importance, how to read them, and the various types of coverage they entail, businesses can better protect themselves and ensure compliance with contractual requirements. Stay vigilant and proactive in managing your COIs to safeguard your business against potential risks and liabilities.
Want to Learn More? Check Out This Resource:
SDA Webinar Recording - Understanding and Complying with Client Insurance Requirements
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Posted By Stephanie Kirschner, FSDA,
Wednesday, July 24, 2024
Updated: Wednesday, July 24, 2024
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Welcome to another edition of SDA's Quick in 30! This session, we dove into note-taking for business professionals, specifically focusing on the innovative Rocketbook, also known as the Smart Notebook. We were joined by Diane Klug, CDFA, a master of Rocketbook from WSP in St. Louis. Diane shared her journey with Rocketbook and demonstrated its many features.
The Rocketbook Revelation
Diane's fascination with Rocketbook began a few years ago at the SDA EDSymposium PPC fundraising event, where she encountered Rocketbook for the first time. Although she didn’t win the raffle, she went online and bought one, and has been using Rocketbook ever since.
So, what’s so magical about a notebook? Rocketbook combines the feel of traditional writing with the efficiency of digital note-taking. Using Pilot FriXion erasable pens, you can write on Rocketbook’s special paper, scan your notes to various digital destinations, and then wipe the pages clean with water to reuse the notebook multiple times.
The Eco-Friendly and Economical Choice
Rocketbook notebooks are sustainable and eco-friendly, helping to save trees by eliminating the need for single-use paper notebooks. They offer a variety of styles, including notebooks, index cards, sticky notes, calendars, multi-subject notebooks, and even whiteboards, in numerous colors. This variety ensures that there's a Rocketbook product to suit everyone's needs.
Unlocking the Magic of Smart Technology
The true magic of Rocketbook lies in its smart features and free app for iOS and Android. The app can convert your handwriting to searchable text or PDF with a simple click. Here are some of the standout features Diane highlighted:
- Smart Titles: Automatically convert handwritten titles into digital file names.
- Smart Lists: Transform handwritten lists into digital to-do lists.
- Smart Search and Tags: Enable easy searching and tagging of your notes for quick retrieval.
Getting Started with Rocketbook
To get started with Rocketbook, download the free app from the Apple App Store or Google Play. The app will guide you through setting up your Rocketbook, including configuring scan destinations and enabling smart features. Diane’s presentation included step-by-step instructions on setting up and using these features, emphasizing the importance of turning on all smart features to fully leverage Rocketbook’s capabilities.
Practical Tips and Tricks
Diane shared several practical tips for making the most of your Rocketbook:
- Central Location: Use a single, easy-to-find location for all your scanned notes.
- Handwriting Recognition: Ensure your handwriting is clear, especially for titles. Be sure to print as it does not recognize cursive.
- Smart Features: Use features like Smart Lists and Smart Search to stay organized and efficient.
Scanning and Saving Your Notes
Scanning with Rocketbook is simple. Open the app, select "New Scan," and hold your phone over the page. The app will automatically recognize and scan the page, converting it to a digital format and sending it to your chosen destination. You can even scan multiple pages into a single file.
Questions and Answers
During the Q&A, Diane answered questions about using Rocketbook on multiple devices, the special pens required (Pilot FriXion pens), and how to optimize settings for the best results. She also shared tips on maintaining your Rocketbook and getting the most out of its smart features.
Conclusion
Whether you're new to Rocketbook or looking to unlock its full potential, Diane’s insights and tips provide a comprehensive guide to making note-taking magical. Stay tuned for more Quick in 30 sessions where we explore innovative tools and techniques to enhance your professional life!
Intrigued by what you have read and want to learn more? Click here to review the entire program. [SDA Members - be sure to login to be able to access the handout and program recording at no charge].
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