BOARD OF EDUCATION OF THE CITY OF ST



BOARD OF EDUCATION OF THE CITY OF ST. LOUIS

Service Agreement Request

Request for Usage of a Non-Employee In My School

Risk Management Department

Why is a Service Agreement Important? A service agreement is important to protect the District, our staff, our students, our parents, and our volunteers. The service agreement provides financial protection in the event that someone or something is injured or damaged. It also requires a background check that will protect our students from individuals with a past history of hurting children.

Who must sign a Service Agreement? All individuals or companies must have a written agreement that is signed by the individual or company and Dr. Adams (or his approved designee) before they are allowed to enter your building or work at a school-sponsored event. This does not apply to the following:

1. District Employees

2. Students

3. Parents (unless involved in an activity beyond that of being a parent)

4. District qualified volunteers

5. Individuals/companies that have an approved MOU in place. All MOU’s must be Board approved, signed by the individual/company and signed by Dr. Adams (or his approved designee).

6. Individuals/companies that have a signed consulting contract in place. A signed consulting contract must be signed by the individual/company and signed by Dr. Adams (or his approved designee). If the contract exceeds $5,000, it must be Board approved prior to signature.

Does the Service Agreement Replace an MOU or a Consultant Contract? The service agreement is approximately ½ the size of our standard agreement.   This document is meant to provide the District with minimum protections and should only be used for those projects where we consider our exposure to be relatively low, for example, catering, photography, etc.   Please note that Paragraph 11 regarding Insurance includes two options: 1) the party we contract with maintains their own insurance (we should request proof of same), or 2) the District pays the cost of providing event coverage and “offsets” this cost against the fee paid to the service provider (you may wish to absorb this cost). 

Approval of a Service Agreement. A service agreement is only considered approved after it has been signed by both the individual/company and Dr. Adams (or his approved designee). As noted above, until the contract is signed by both parties, the agreement is not in place and services cannot be performed.

How do you get a Service Agreement completed? The process will be as follows:

1. Complete page 2 of this packet and send to Purchasing-Service-Agreements@ . Please pay particular attention to the Scope of Work. An agreement cannot be written without one. A copy of this packet including the form can be found on the district website under Purchasing/RFP’s/Contract Templates.

2. The Purchasing Department will complete the agreement and send it back to you.

3. You will have the individual/company sign the agreement and return the signed agreement to back to Purchasing-Service-Agreements@

4. The agreement will be given to Dr. Adams (or his designee) for signature.

5. Once signed, the agreement will be sent back to you and then services may begin.

NOTE: Based on the number of touches required in the process, a minimum of 7-10 business days should be allowed to complete the process.

BOARD OF EDUCATION OF THE CITY OF ST. LOUIS

Service Agreement Request

Request for Usage of a Non-Employee In My School

Risk Management Department

USE BALLPOINT PEN, TYPEWRITER OR COMPUTER

APPROVED COPY WILL BE EMAILED TO YOU

Date

Name of Individual or Organization

Type of Organization (Corporation, Partnership, etc.) _______________________________ Individual (Y or N)

Address ________________________________________________________________ Contact Name: _______________________

Taxpayer ID # _______________________ W-9 Complete (Y or N)

Where will the services take place? (on-site or off-site) _______________________________________________________________

Will the services be during school hours (Y or N)

Name of school _

Date(s) when the person will be engaged

Number of date(s) covered by this request

Day(s) of week Hours of day a.m. p.m.

Compensation Amount $___________________

Reason For Use of Non-Employee _______________________________________________________________________________

___________________________________________________________________________________________________________

Nature and Purpose of Services

___________________________________________________________________________________________________________

Scope of Services (As it should appear in the agreement) _______________________________________________________________

_____________________________________________________________________________________________________________

Will there be SLPS Safety and Security personnel at this event? (Y or N)

Will the event be open to the public? (Y or N)

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Signature of Principal Print name

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(Applicant is not to write in this space)

APPROVED

Kevin Coyne, Sr. Risk Management & Compliance Analyst                                                                      

DATE

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