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:

1. 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)
2. Personal Services Contracts – contract between the district/schools and a community based organization where money is changing hands
3. Request for Qualifications (RFQs)- a required process for organizations that will receive school or district funds exceeding a total of $9,999
4. 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
5. 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.

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 jkleahy@jayconscious.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 communitypartnerships@jayconscious.com.

Memorandum of Understanding (MOU) Package

Personal Services Contract

If a partner is being paid to provide a program or service for students, families, or staff, there must be a Personal Services Contract (PSC) in place with Seattle Public Schools. PSCs are managed by school staff or the department responsible for the budget being used to pay the partner. Payment should be negotiated directly with the school or department receiving services.  

Partners should be prepared to provide answers to the following sections of the PSC:

• Contractor name and contact information 
• General objectives of the contract 
• Description of the work to be performed in detail, including all tasks, work elements, objectives/outcomes, and timetables of when work will be completed 
• Site/Location of services 
• Start and end dates 

Additionally, partners need to provide the following documents as part of the PSC package: 

• IRS W-9 form for your organization 
• Washington State Business License 
• A certificate of general liability insurance for at least $1 million per occurrence with Seattle Public Schools named as additional insured 
• For individuals intending to partner as an independent contractor (and not as part of an organization), a resume or curriculum vitae showing that your education and experience qualify you for the contractor position 
• You will need to provide background checks for any staff working directly with students. 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. 
• For paid contracts of $10,000 or more, partners must be approved for the Youth Programming Services or Creative Advantage Roster.

SPS staff can access current versions of the Personal Service Contract documents on the Accounting Business and Finance Forms page on MySPS. Partners should contact the school or department they are contracting with to acquire these forms/templates. While the School and Community Partnerships Department does not manage the creation or processing of PSCs, we are happy to answer questions. You can contact us at communitypartnerships@jayconscious.com. Questions can also be directly addressed to pscontracts@jayconscious.com. 

Summer Learning Enrichment Application is Closed

The Seattle School District has finished reviewing applications from community-based organizations to provide enrichment services at up to 12 elementary school sites during the SPS Summer Learning Program term (July 8 – August 2, 2024).

More Information and Application on the Summer Learning Enrichment CBO Application page

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.

Volunteering

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.