Completing a Memorandum of Understanding (MOU)

Updated MOU procedures - including COVID-19 vaccination requirements!

We know many organizations need to complete an MOU for FY 2021-22.  Be sure to allow ample time for us to review your proposed MOU, identify revisions needed, and for you to provide signatures in time to meet deadlines for BOE approval.  Be sure to review the FAQs and understand the Reasons MOUs are Delayed!

  • Beginning the first day of school, SFUSD will require all in-person service providers to be fully vaccinated against COVID-19; or, if they cannot receive the COVID-19 vaccine due to disability or a sincerely held religious belief, to show proof of a negative COVID test.  See below for detailed information about the new requirements, including instructions for amending an existing MOU to include this certification and Vaccination FAQs.

Many requirements and procedures continue to shift as the State of California and San Francisco Department of Public Health develop new guidelines related to COVID. Please see below for detailed information about the MOU process, navigating the online MOU platform, and health requirements for service providers in schools.

New: COVID-19 Vaccination Requirements & How to Amend Existing MOUs

Beginning on the first day of school, SFUSD will require all in-person service providers to be fully vaccinated against COVID-19; or, if they cannot receive the COVID vaccine due to disability or a sincerely held religious belief, to show proof of a negative COVID test. 

  • Organizations are responsible for ensuring their staff and/or volunteers have been fully vaccinated or have a waiver and are being tested (similar to the responsibility for doing criminal background checks and TB clearance)
  • Organizations with an existing MOU and/or contract need to complete a one-page Amendment to certify their compliance with this requirement.    
  • Organizations with multiple existing MOUs and/or contracts will need to complete just one Amendment form (not a separate form for each MOU and each contract).
  • This certification is included in the process & templates for new MOUs.

Please see these Vaccination FAQs with more information.

How to submit an Amendment to existing MOU(s) and/or contract(s).

  • Download this one-page Amendment form, and complete all the fillable fields (which are highlighted in light blue)

  • An authorized representative of your organization must sign this Amendment. 

    • You may provide an electronic signature on the PDF, and save the PDF.

    • Or instead you may print a hard copy to sign, then scan the signed document.

  • Email the PDF of the signed Amendment to Partnerships@sfusd.edu

  • By signing this form, your organization certifies the information on it to be true and accurate, under penalty of perjury.

  • We will note receipt of the signed Amendment on the public MOU status spreadsheet and submit the Amendment for approval by the Board of Education.  (For organizations with an ExCEL contract, the ExCEL office will note this information with your contract records.)

  • School sites will verify your Amendment has been received before staff and/or volunteers are permitted to provide in-person services at a school.

How does it work? See FAQs and other resources!

See what’s new with MOU terms & requirements for FY 2021-22.  Check out these scenarios for providing services & confirm the forms you'll need.

Read the updated FAQs to learn more about completing an MOU.  

Before you get started:  be sure to check with the appropriate SFUSD contact to clarify your services.

Our Step by Step Guide provides instructions, examples and screenshots that walk you through the process.

See the Top Five Reasons MOUs Are Delayed - and some tips to avoid the # 1 Challenge

This infographic shows the process from getting started through approval by the Board of Education.

MOU How-To’s Workshop - Video & Resources

On July 7th we hosted a hands-on "MOU How-To's" workshop.   

Here's a video of the workshop, including questions asked by participants, and the slides from the presentation.

Confirm if your MOU expired on June 30th

Check this list to clarify the term for your MOU - and when it will (or if it did) expire.

Will we be able to provide services in person at schools? Can we continue virtual programs?

See what’s new with MOU requirements.

In-person services will continue at schools this fall - as public health conditions allow. Each school’s principal will determine the number of service providers their site can accommodate safely, and the priorities for their school.

  • Beginning on the first day of school, SFUSD will require all in-person service providers to be fully vaccinated against COVID-19; or, if they cannot receive the COVID-19 vaccine due to disability or a sincerely held religious belief, to show proof of a negative COVID-19 test.  See details about this requirement on this webpage.
  • Service providers must review SFUSD guidelines before in-person services begin; these are being updated to reflect new guidance from the CDC, state and city, and will be posted here soon! 

 

Virtual services may continue, at the discretion of school staff.  Service providers must follow the Guidelines for Virtual Services, comply with all terms of the MOU, and apply for SFUSD non-employee emails to access SFUSD’s technology platforms for students. 

Programs funded by the Dept. of Children, Youth & Families (DCYF)

New!  Only DCYF grantees providing services at a school site (in person) or through a school (if providing services virtually) must have an MOU or contract with SFUSD.  

Read the updated FAQs with common questions for DCYF grantees.

Check out these scenarios for providing services & clarify which forms you'll need.

See the short deck:  MOUs 101 for DCYF Grantees

Already have a login to the ExCEL / QAP platform in Salesforce?  How to create your MOU login.

Navigating the MOU Process

How it Works: Resources for Completing an MOU

Our Step by Step Guide provides instructions, examples and screenshots that walk you through the process

This infographic shows the process from getting started through approval by the Board of Education

These FAQs should address all your questions!

Check out our short videos that show you how to:

  • Create an account in the new platform
  • Find existing MOUs and data about services provided by community partners
  • Get started on a new MOU.

In January 2020 we moved to a new platform - learn more about the new system.

Videos to help you navigate the system

Here's the video from a "MOU How-To's" workshop on July 7, 2021 - including questions asked by participants.

Check out other short videos that show you how to:

  • Create an account in the new platform
  • Find existing MOUs and data about services provided by community partners
  • Get started on a new MOU.

Know What You're Signing!

See what's new with MOU terms, as they have been updated for the new 2021-22 school year.

Read the Terms and Conditions for a standard MOU template

Requesting Student Data?

Be sure to read SFUSD's guidelines for sharing student data.

SFUSD's templates for parent/guardian consent, and for requesting student data (in multiple languages).

SFUSD template to request Directory Information for students/families.

Service providers who access student data must complete the Oath of Confidentiality (which service providers must keep on file)

Facility Use Permits

Review this flow chart to determine which permit(s) you need to use or provide services at SFUSD facilities

Learn more about using or renting SFUSD facilities

Apply for a Facility Use Permit through SFUSD's Real Estate office.

 

Programs funded by the Dept. of Children, Youth & Families (DCYF)

New!  Only DCYF grantees providing services at a school site (in person) or through a school (if providing services virtually) must have an MOU or contract with SFUSD.  

Read the updated FAQs with common questions for DCYF grantees.

Providing Food and/or Beverages to Students & Families

SFUSD prioritizes the wellbeing of our students and their families!  Service providers must follow SFUSD's Wellness & Nutrition Guidelines when providing snacks, refreshments and meals.  See www.sfusd.edu/bewell

Organizations providing food and/or beverages to students more than once a week as part of their programs must complete this Food Providers Application.