FAQ's - Frequently Asked Questions

1. Where do I find out how long a policy record has been in Policy Terminator^®?

Go to the policy record activity at the bottom of the policy page and it lists the creation date of the policy and also the date the last changes were made.

2. Why can't I change the Regulated Y/N field?

This field is pre-filled by ODEN^® according to each states laws and cannot be modified.

3. What does Underwriting Period mean on the Basic Notice Information screen? Also, why is Underwriting Period there sometimes and other times it is not?

If a policy is within its first year of issuance it is considered a new policy and when canceled within a certain period it may not have as many requirements for termination. If the listed question is answered yes, the underwriting period will show up on the Basic Notice Information page.

4. What is the difference between a Policy Question and a Pop-up?

Policy Questions are asked depending on the applicable state and policy type in order to ascertain if a specific coverage is included on a policy. The answer to a Policy Question determines whether the State's Insurance Code regulates the selected policy type with the additional coverage.

Pop-up questions are asked when further details are required to generate a compliant notice. Some pop-up’s are in the form of a Yes/No question, where as others prompt the user to supply additional information to complete a clause on the notice.

5. Why can't I find the Notice History on a policy that I know has had notices generated?

The Store Notice History option in the system setting may be disabled. Also notice history can be seen in read only mode.

6. The NAIC/Company name I need for this notice is not in the pick list. Why not and what do I do to get it added?

ODEN^®, a West business provides the Insurance Carriers in Policy Terminator^® for your use. The Insurance Carriers included are those Carriers permitted to issue notices as agreed by contract with ODEN^®, a West business, Inc. If you need a Carrier added, please contact ODEN.

7. I received a message saying that our information is old or has expired. How do I get Policy Terminator^® updated?

Contact your System Administrator to ascertain whether your subscription to Policy Terminator^® has expired or the latest release needs to be installed. If you are a System Administrator and you do not know whether your subscription is current or how to get updates, please contact ODEN^® at 1-800-327-8829, Option 6, Option 3 (Oden Customer Support)

8. We tell our Policy Terminator^® users to always answer 'No' to all pop-ups. Is that an acceptable business practice?

Pop-ups requiring a Yes/No response should always be answered based upon information pertaining to the policy being terminated. Always answering "no" to these pop-ups regardless of the coverage on a policy could result in a non-compliant notice.

9. Why isn't Refusal To Write an option for me when I try to create this type of notice?

The Refusal to Write notice option only displays if there is not a policy number assigned to the policy. Check the policy number field to make sure it has been left blank.

10. I have a mortgagee applicable to a policy for which I am nonrenewing. Why aren't I getting a copy of the nonrenewal notice for the mortgagee?

You need to edit the mortgagee/lienholder information and check "nonrenewal notice" as applicable to that mortgagee.

11. What is the difference between the state listed in Applicable State and the state listed in the mailing address of the First Named Insured? Wouldn't it always be the same state?

The Applicable State field allows the selection of the state laws that apply to the issuance of the notice. The Applicable State may or may not be the same state as shown in the mailing address of the First Named Insured. The state in the Applicable State field could be the insured's 'state of domicile', where the policy was delivered, or where the risk is located.

12. I have more than one producer that is applicable to a policy. Can I choose more than one producer as being applicable to a policy? If not, how can I get a copy of the notice printed for the other producer?

Policy Terminator^® allows for only one applicable Producer to be selected per policy. If you need to notify an additional producer, you may generate another copy of the notice by listing the additional Producer as an 'Other Party of Interest' under 'Additional Interests' on the Policy Information screen.

13. What is the difference between 'Policy Premium' and 'Premium Amount Due' in the Policy Profile?

Policy Premium is the the total amount of premium for the policy. (For example, if the policy period is one year, then this would be the annual premium of the policy.)

Premium amount due is the amount of premium currently due. (For example, if the premium is payable in installments, this would be the amount of the installment currently due.)

14. There are some words on the Policy Information screen that I do not understand. For example, how do I find out what Surplus Lines and Retrospective Rating mean?

Go to the Glossary found in the table of contents in the help section and look up the definitions.

15. How do I know what changes have been made to Policy Terminator^® when I get an updated version?

The changes will be seen on the Disclaimer page. You may also receive an e-mail from the IT department at ODEN^® explaining the changes.

16. I have more than one Consumer Influence that is applicable to the notice I am doing. Can I have more than one Consumer Influence and if so, how many can I have?

Yes, you have up to four Consumer Reporting Agencies.

17. I have some policy types that are not listed in Policy Terminator^®. How can I issue a notice for one of these policy types?

Some of the base policy types in Policy Terminator^® may be used for policy types that are not specifically listed. For example, a Garage Liability policy is the same as the base policy type of Automobile Liability and Physical Damage policy. Liquor Liability would be the same as General Liability (either Claims Made or Occurrence). If you are not sure which base policy type to use for the policy type you are terminating, please call ODEN'S^® Research Department at 1-800-327-8829, Option 6, Option 3 (Oden Customer Support).

18. What determines the reason codes listed in Policy Terminator^® and how do I know which one to select?

Only those reasons that require different days notice, mailing requirements, or specific wording to be on a notice are listed in Policy Terminator^®. The list of reason codes is specific to the state, policy type, insurance type, etc. Choose the reason code that most closely relates to the specific reason you are doing a notice. Choose "None of the Above Apply" whenever the listed reason codes are not applicable to your reason for the notice. If you choose "None of the Above Apply", you should also refer to ODEN^® State Rules and Regulations to be certain that your reason for the notice is acceptable. For example, some states do not allow a policy to be terminated due to "Underwriting Reasons".


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