It is Risk Management’s mission to provide risk prevention and mitigation services to the District, aimed at reducing conditions or practices which may expose the District to human, environmental, or financial loss.  Risk Management is responsible for the administration of the District's self-insured and purchased insurance programs along with occupational health and safety. These programs include property and liability claims, workers' compensation, contracts, insurance, safety and ergonomic studies of employees' work environments.

• Use proper step stool or ladder to reach overhead. Don't stand on chairs, furniture, or boxes. It's not worth a fractured bone!
• Watch where you step - uneven surfaces, or small items (rocks, pencils, etc.) can cause you to fall and sustain injuries.
• Use handrails when going up or down stairs; Don't overload your arms with books, supplies, or equipment when using stairs.
• Pay attention to the job you are doing. Be cautious and careful.
• When lifting or carrying loads, care should be exercised to avoid overexertion and straing. Too heavy? Ask for Help!
• Clean up spills immediately.
• Always keep aisles and passageways clear and unobstructed.
• Keep desk drawer and file cabinet drawers closed when they are not in use. Open one drawer at a time.
• Wear proper shoes; Closed toe and closed heel are best!

The District is self-insured in Workers' Compensation - every dollar spent on injuries comes directly out of the District's General Fund. If everyone adheres to the suggestions above, we can dramatically reduce injuries and costs.

Potential Facilities for Independent Study Physical Education (ISPE)

It is up the designated person at each site at to approve each student’s request. A student may not participate in ISPE before completing all paperwork including an appropriately signed release and obtaining a certificate of insurance from the organization that meets CVUSD requirements.

Each student should discuss any ISPE request with the designated ISPE site representative before joining a facility.

It is the student’s responsibility to make sure that his/her facility has a current, valid certificate of insurance, listing Conejo Valley USD as an additional insured.  If the certificate expires during the year, a new one must be obtained prior to receiving additional hours from that organization. A facility with an expired certificate of insurance will no longer be valid for hours without a new certificate of insurance.

Quick Guide:

Currently, pre-approved District contract agreement templates are the following two:

Independent Contractor Agreement- FORM 10200 Fillable

Independent Contractor Consulting Agreement - FORM 10100 Fillable

Examples of When to Use Independent Contractors IC Agreement (FORM 10200)

Animal demonstrations, Disc Jockeys, Inflatable action activities, Services Agreements, Carpentry, Drywall, Electrical work, Painting, Plumbing, Roofing, Welding and Small remodel projects.

Examples of When to Use Consulting Agreement (FORM 10100)

Story tellers, Event planners, lecturers, performer, assemblies, Philharmonic, after school enrichment, staff development seminar and various other specialized consulting engagements. 

The District no longer uses the short-form agreements for any engagement.

School site personnel should not sign contracts or agreements. Contracts and agreements may only be signed by designated directors and Assistant Superintendents. 

Pre-approved templates can be used for most engagements except for the following:

• Purchasing products, supplies or equipment:  Contact Purchasing Department at (805) 498-4557 x162 instead.  
• Construction or building projects:  Please contact the Director, Planning & Construction at 805-498-4557 ext. 153 for all construction and building projects no matter the amount.

• For vendors that are asking for facility use.  Please direct them to the District’s Facility Use Permits webpage, or Civic Center Coordinator at (805) 497-9511 extension 272.  The general rule of thumb: If someone pays the district to use facilities, a Facilities Use permit is needed. When the district pays someone else to do something for the District, school, or school organization, then either IC or Consulting Agreement are used.

Only unaltered pre-approved templates can be used.  Any proposed changes to the template and its provisions must be approved by the Risk Manager.

You may attach a vendor's proposal or quote, but do not sign their agreement/contract unless previously authorized by Risk Management and designated directors and Assistant Superintendents.

Insurance requirements for different engagements and services can be adjusted in accordance to the risk and approved by Risk Manager only. For insurance requirement details, view District’s most recent INSURANCE GUIDELINES AND INSURANCE REQUIREMENTS MATRIX:

CVUSD INSURANCE GUIDELINES - January 2018.pdf

Process:

The initiator of the service or engagement is responsible for obtaining:

• IC or Consulting agreement/contract signed by the vendor (use our template only)

• Agreement must include Exhibit A: Costs/Pricing and Payment Terms

• Agreement must include Exhibit B: Statement of Work or Scope of Services

• Proof of Insurance as required in Agreement (for exceptions or alternation of level or type of insurance, contact Risk Manager.)

Email service agreement, proof of insurance, and all other documents from vendor to the Risk Manager for review.  Risk Manager may respond with further requests, or say everything is in order.

If all is in order the service agreement/contract may be signed by the site administrator and forwarded to director for final approval and signature by the Director of that department.

Once approved, a purchase requisition is entered into Escape (if applicable) with scanned copies of the contract, and any other paperwork from the vendor, i.e. fee schedule, scope of services, etc.

Routing and approval process for Contractors under $5,000:

• Originator
• Principal
• Director
• Risk Management
• DeputyIAssistant Superintendent
• After all approvals, the originator will create a purchase order in ESCAPE and include scanned copies of all supporting documentation.
• Service may begin.
• Purchasing will generate the report for BOE approval.

Contracts/agreements considered high risk or with total contract value of $5,000 or greater:

All consultant contracts and agreements $5,000 or greater require PRIOR BOE approval.

Utilize the following process:

• For generic type services seek three proposals. (Unique/instructional related services are exempt).

• Obtain the vendor contract, requisite insurance and supporting documents.

  • IC or Consulting agreement/contract signed by the vendor (use our templates only)

  • Agreement must include Exhibit A: Costs/Pricing and Payment Terms

  • Agreement must include Exhibit B: Statement of Work or Scope of Services

  • Proof of Insurance as required in Agreement (for exceptions or alternation of level or type of insurance, contact Risk Manager.)

• DO NOT SIGN THE CONTRACT.

• Utilize the following routing and approval process for the hard copy contract:

  • Originator

  • Principal

  • Director

  • Risk Management

  • DeputyIAssistant Superintendent

  • BOE Agenda (Contract Services Report)

• After all approvals, the originator will create a purchase order in ESCAPE and include scanned copies of the contract and all supporting documentation.

• Service may begin.

Notes:

• You, the originator, are responsible for obtaining all documents and signatures required for contract approval.

• Contracts should be signed by the vendor prior to placement on Board of Education agenda.

• Contracts can be signed only by authorized CVUSD staff.

• Services may NOT begin until approved by the Board of Education, please plan accordingly.