Forms and Processes
Forms and Processes for Schools and Partners
We know that navigating District processes and systems is often difficult for partners and school staff. Below you will find information on:
- Personal Services Contracts – contract between the district/schools and a community based organization where money is changing hands
- Request for Qualifications (RFQs)- a required process for organizations that will receive school or district funds exceeding a total of $9,999
- Memorandums of Understanding (MOUs) – contract between the district/schools and a community based organization where no money is changing hands (the organization is bringing their own resources)
- Intent to Apply for Grants – information on the form that needs to be complete if a community organization is applying for a grant to work in partnership with a school
- Volunteering – information if you would like to volunteer as an individual (not as part of an organization)
If you are looking for information on background check requirements, please visit our background checks page. An important part of our Department’s work is to simplify and create transparency around the requirements for an organization to become a partner. We will continue to update this page with any new and relevant information.
Personal Services Contract
If you are being paid to provide a program or service for students, families, or staff, you must have a Personal Services Contract with Seattle Public Schools.
In order to execute a Personal Services Contract, the following documents are needed:
- Personal Services Contract
- A. Vaccine Verification
- IRS W-9 form for your organization
- A copy of your Washington State Business License
- Employee versus Independent Contractor Classification Checklist(complete sections 1,2, and 3, then return it to the school or district office to complete section 4).
- Bargaining Unit Checklist(fill in your organization name and tax ID, then return to school or District staff to complete section 1 and sign)
- A certificate of general liability insurance for at least $1 million per occurrence with Seattle Public Schools named as additional insured.
- For individuals, a resume or curriculum vitae showing that your education and experience qualify you for the contractor position.
You may need to provide background check records, depending on what type of service you are providing. This can be done by drafting a brief letter (1-2 sentences) on letterhead describing what form of background check the staff person/people have undergone, including the name of the company. Visit our background checks page for more information.
Request for Qualifications
Seattle Public Schools has developed a Request for Qualifications (RFQ) for community-based organizations serving youth in SPS schools.
Beginning in the 20-21 school year, this RFQ is required for organizations that will receive school or district funds exceeding a total of $9,999 (the total amount across schools if your organization supports multiple schools). SPS is required to follow federal and state procurement requirements, as well as District policy, for expending funds, which means contracts above a certain amount must go through a competitive process. This RFQ will mean that individual schools no longer need to conduct their own competitive or sole source process; it will also enable SPS to build a pre-qualified list of CBOs that can meet basic legal requirements and have experience offering programs that are in line with our strategic plan.
Organizations and individuals who are currently approved providers through another Seattle Public Schools-run competitive process, e.g. the Creative Advantage Roster, are automatically approved for this roster and do not need to apply for this RFQ. Providers that are sponsors for School Based Health Centers, do not need to apply for this roster, unless they intend to provide services separate from those offered at the School Based Health Center.
This RFQ is ongoing and submissions will be reviewed as they are received. Organizations can download application materials and instructions on the Seattle Public Schools Current Rosters for Professional Services webpage.
Organizations will be notified if they are accepted to the Youth Programming Services Roster within 2 weeks of submitting an application.
Summer Learning Enrichment Application is Closed
SPS is currently reviewing applications from community-based organizations who completed this RFQ detailed above to provide enrichment services at six elementary school sites during the SPS Summer Learning Program term (July 10-August 4, 2023).
Memorandum of Understanding
If a partnership is serving a school free of charge (bringing their own funding), there must be a Memorandum of Understanding (MOU) between the partner and the school/s. In partnership with SPS legal, School and Community Partnerships has developed a MOU template that includes a scope of work, measurable goals for the partnership, and a plan for ongoing communication. To get a copy of the latest MOU template, email Jill Leahy at email@example.com. The School and Community Partnerships Department facilitates the creation of MOUs, so please contact us to help you complete the template and circulate for signatures at firstname.lastname@example.org.
Intent to Apply for Grants
The purpose of the Intent to Apply for Grants form is to ensure that grant-funded partnerships are initiated with a consistent and transparent process, and that resources are deployed in coordination and alignment with SPS schools, priorities, and initiatives. The form requests basic information on the grant application, including the funder, grant amount, and schools/departments that are associated with the grant should funding be awarded.
If you are interested in volunteering as an individual, not affiliated with another community partner, you must complete the SPS volunteer requirements. You’ll find details and relevant forms on our volunteer page.
If you are interested in volunteering with an organization supporting SPS programs and activities, please work directly with the associated community based partner.