Has your PTA/PTSA Board decided to offer an event on an SBISD campus that will require Vendors? Here is what you need to do to get a Vendor(s) for your event:
As you review this information, please consider the term, “Vendor” to mean the company providing services to your event. Lines of Coverage may be found in the Certificate of Insurance provided by your vendor that documents the vendors minimum coverage(s).
Below, please find guidelines for events that include any Vendors including:
- Vendors who will have one on one contact with children,
- Vendors who will provide only setup and takedown responsibilities, and
- Amusement Ride Vendors (Checklist).
No Vendor or Vendor’s representative may attend, work or be in any way connected with an PTA/PTSA event unless and until the criminal history/background check satisfactory to SBISD Purchasing Department has been completed and ALL representatives who will be on site at any event are cleared.
Steps to Getting a Vendor for your event:
Communicate with your Principal FIRST. Explain to your Principal the scope of the event, including any Amusement Rides your PTA/PTSA would like to bring to the event. Please refrain from communicating about specifics of your event (i.e. Amusement Rides) until you have secured permission from your Principal, remembering your Principal may always say, “No.”
If your Principal has agreed to move forward with this event, please use these scenarios to guide your next steps:
Scenario A: Your event will require a vendor or vendors who will have one on one contact with children:
- The vendor will need to obtain a fingerprint based national criminal history search with the Texas Department of Public Safety and submit a SBISD Fingerprint Affidavit to the Principal or Principal’s Designee. The PTA/PTSA is responsible for following up with the Vendor to ensure the Vendor has submitted the SBISD Fingerprint Affidavit.
- The vendor will need evidence of a local criminal background check. The PTA/PTSA is responsible for communicating to the vendor the requirement that they electronically submit their evidence of a local criminal background check. The Vendor will need to go to the SBISD website, and follow the “Purchasing” link to complete this requirement.
- The PTA/PTSA is responsible for obtaining from the Vendor a Certificate of Insurance.
- The PTA/PTSA is responsible for reading the Vendor Contract before signing the Vendor Contract.
- The PTA/PTSA is responsible for providing the Principal or the Principal’s Designee three (3) items:
- The Vendor Contract
- The Vendor Certificate of Insurance
- SBISD Fingerprint Affidavit
- The Principal or the Principal’s Designee will follow up on the status of the criminal background check and will communicate the results to your PTA/PTSA Designee. Remember, the PTA/PTSA is responsible for communicating this criminal background check requirement to the Vendor. Tell the Vendor this is done electronically through the SBISD website, following the “Purchasing” link (below).
7. The PTA/PTSA submits the three (3) required documents to the Principal or Principal Designee. The Principal or Principal Designee reviews these documents and decides whether to allow suggested Amusement Rides.
Scenario B: Your event requires a Vendor for setup and takedown of equipment:
- The Vendor will need evidence of a local criminal background check. The PTA/PTSA is responsible for communicating to the vendor the requirement that they electronically submit their evidence of a criminal background check. The Vendor will need to go to the SBISD website, and follow the “Purchasing” link to complete this requirement.
- The PTA/PTSA is responsible for providing the Principal or the Principal’s Designee two (2) items:
- The Vendor Contract, and
- The Vendor Certificate of Insurance
- Your PTA/PTSA continues to communicate and to plan for the event, respecting any modifications made by your Principal or their Designee.
- The Principal or the Principal’s Designee will follow up on the status of the criminal background check and will communicate the results to your PTA/PTSA Designee. Remember, the PTA/PTSA is responsible for communicating this criminal background check requirement to the Vendor. Tell the Vendor this is done electronically through the SBISD website, following the “Purchasing” link (below).
Scenario C: Your event will have an Amusement Ride
First, communicate with your Principal. Explain to your Principal the scope of the event, including any Amusement Rides your PTA/PTSA would like to bring to the event. For purposes of this discussion, Amusement Rides are defined as follows:
Amusement Rides: An amusement ride is any mechanical, gravity, or water device or devices that carry or convey passengers along, around, or over a fixed or restricted route or course or within a defined area for the purpose of giving its passengers amusement, pleasure, or excitement, and normally requires the supervision or services of an operator. Examples of amusement rides include:
- most mobile carnival rides;
- most theme park rides; and
- most water park rides and devices.
Amusement rides also include, but are not limited to, the following:
gokarts, rock climbing walls, bungee jumps, zip lines, mechanical bulls, trackless trains, continuous airflow inflatable rides/devices (bounce houses, inflatable slides), and various simulators.
Please respect the right of your Principal to say “No” to Amusement Rides. This may occur for a variety of reasons, many of which are legal and are beyond the control of your Principal or SBISD’s authority. Your Principal is responsible for the safety of their students and must make decisions within this viewpoint.
The Principal retains the right to allow, or disallow, Amusement Rides at any point throughout this process.
Please be open to their perspective and be willing to find alternate events and/or solutions that are agreeable to your Principal and PTA’s/PTSA’s goals.
If your principal is agreeable to investigating having an Amusement Ride at your PTA/PTSA event, please refer to and utilize the checklist below.
Amusement Ride Responsibility Checklist
| PTA/PTSA Responsibility | Principal Responsibility | Vendor Responsibility |
| Communicate with your Principal, with as much detail as possible | Decide what Amusement Rides to allow | |
| Assign a Principal Designee (optional) | ||
| Provide Principal/Principal Designee the Vendor Contract vetted to meet SBISD’s Lines of Coverage | Review PTA/PTSA provided Vendor Contract to ensure it meets SBISD’s Line of Coverage | Provide the PTA/PTSA with a Contract that meets SBISD’s Lines of Coverage |
| Provide Principal/Principal Designee the Vendor’s completed SBISD Fingerprint Affidavit | Receive SBISD Fingerprint Affidavit from either/both the PTA/PTSA or the Vendor | Provide PTA/PTSA and Principal, or their Designee, with completed SBISD Fingerprint Affidavit |
| Provide Principal/Principal Designee the Vendor’s Certificate of Insurance | Provide the PTA/PTSA with a Certificate of Insurance | |
| Inform the Vendor that SBISD requires an electronic Criminal Background Check | Follow up on status of Criminal Background Check | Complete SBISD’s Criminal Background Check electronically, using the SBISD website |
| Communicate with your Principal/Principal’s Designee | Communicate with your PTA/PTSA | Communicate with PTA/PTSA |
I heard about a “state vendor list”. What is that?
You are referring to the Texas Department of Insurance “Amusement Ride Regulations”. This includes the rules, regulations and definitions of several key terms. It also includes a list of vendors who have been vetted for “lines of coverage” through the State of Texas.
However, SBISD requires additional “lines of coverage”, therefore, the PTA/PTSA is responsible for providing the Principal/Principal Designee a Vendor that has met SBISD’s “lines of coverage” that are additional to the State of Texas requirements.
How does my PTA/PTSA get a copy of the Amusement Ride Regulations?
Here is the link to the Amusement Ride Regulations: State of Texas Amusement Ride Regulations Here is the link to the Texas Department of Insurance Amusement Ride Vendors: TDI Amusement Ride Vendors
How does my PTA/PTSA get a copy of SBISD’s Lines of Coverage/SBISD Fingerprint Affidavit? Click here: SBISD Insurance Requirements Educational Entertainment
Click here: SBISD Fingerprint Affidavit
Where is the “Purchasing” link that allows the electronic Criminal Background Check? SBISD’s Vendor/Purchasing Link
