District Forms and Processes for Schools and Partners

District 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) Personal Services Contracts
2) Fingerprinting
3) Memorandums of Understanding (MOUs)

An important part of our Department’s work is to simplify and make more transparent the requirements of partners and the process of becoming a partner. We will continue to update this page with any new and relevant information. 

We are moving towards a point when we will ask that all partners of Seattle Public Schools have a contract, MOU, or site agreement with the District and/or the school with which you are working. Below you will find information on the different types of contracts and agreements, and corresponding forms and requirements.

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:
1) Personal Services Contract
2) IRS W-9 form for your organization
3) A copy of your Washington State Business License
4) 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).
5) Bargaining Unit Checklist (fill in your organization name and tax ID, then return to school or District staff to complete section 1 and sign)
6) A certificate of general liability insurance for at least $1 million per occurrence with Seattle Public Schools named as additional insured.
7) For individuals, a resume or curriculum vitae showing that your education and experience qualify you for the contractor position.

You may need to provide fingerprinting 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. See below for more information on when a fingerprint background check is required.

Any individual who has contact with students without another adult present 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 choose to 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.us. While the form says it can be submitted in person or via snail mail, note that it is much quicker to submit via email.

Memorandum of Understanding
If you are offering a program or service free of charge, you must complete a Memorandum of Understanding (MOU) with your partner school. Here is the MOU template for the 2016-17 school year.  

We will be working to improve our MOU and contracting process to make it more transparent, predictable, and streamlined. We will update this page with new information as soon as we have it.


If your organization utilizes volunteers or if you are individual who would like to volunteer, you must complete the SPS volunteer requirements. You’ll find details and relevant forms on our volunteer page.
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