Forms and Processes for PTSAs

We deeply value the support and partnership of our PTSAs. In many cases, PTSAs are using their own time and funds to provide much needed services and supports to our students. We have created a set of resources for PTSAs in order to ensure that these service are being offered in compliance with SPS legal requirements. These documents are primarily for PTSAs that are paying enrichment providers for ongoing academic and enrichment opportunities before or after school. 

Letter of Agreement for PTSA Programming: If your PTSA is paying for enrichment services at the school, this agreement should be reviewed by you and the principal and then signed by a PTSA representative and kept on file by both the school and the PTSA. It lays out what you must require of your contracted enrichment providers in order to meet SPS legal requirements, and provides assurance to the school that you will do so. This includes things like background checks, insurance, and equitable access to programming.

PTSA Services Contract Sample: This is a sample contract that you can use as a template with your enrichment providers. It is not required that you use this template, but it is a resource for you as you develop contracts with your paid enrichment providers; it includes all of the requirements laid out in the letter of agreement, and lists the attachments that you should collect from enrichment providers. If you typically include additional fields in your contracts, you are welcome to add those; this is just a model that provides language in compliance and alignment with our requirements at SPS.

Enrichment Guide from the Washington State PTA: This document lays out best practices and requirements for enrichment providers who are contracting with PTSAs. It includes templates and tools that you can use in your own programs. 

Compliance Matrix for PTSAs: This is a DRAFT compliance matrix that shows the various forms and processes needed depending on the situation. We are seeking feedback on this document, as we know it does not address every possible situation. We are also in the process of determining what the final requirements will be related to sexual misconduct insurance. We will provide that information as soon as possible. If you have feedback or questions on this document, please contact Rivka Burstein-Stern, rmbursteinst@seattleschools.org, 252-0688.

Background Checks: Any individual who has contact with students without another adult in the room at all times must have a fingerprint background check. Individuals who are supervised at all times can do the WATCH background check instead, which does not require fingerprinting.

Staff of partner organizations who will be working with students unsupervised can get fingerprinted through SPS Human Resources. You can schedule an appointment online or contact SPS HR at least one day in advance for an appointment (206) 252-0215. The cost is $45.75 for national screening, paid by the vendor, and must be paid by check or money order.

If you do your background check through SPS HR, in order to receive a copy of the fingerprint results to determine whether you have cleared, you must submit this form via email to OSPI at OPPFP@k12.wa.usWhile the form says it can be submitted in person or via snail mail, note that it is much quicker to submit via email. 
  
We welcome feedback and questions on any of these documents. Contact Rivka Burstein-Stern at rmbursteinst@seattleschools.org, (206) 252-0688.
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