Administrative Procedure 504

CONTRACTED CONSULTING AND OTHER SERVICES Background Contracting consulting and other services may be necessary when: specialized expertise is required; the services required are of a short-term or fluctuating nature; existing employees are unavailable to undertake the additional or specialized work required; other temporary or unique circumstances arise. The selection of consulting or other services needs to be done in an accountable and fiscally responsible manner. Procedures 1. The Chief Superintendent delegates to the Secretary-Treasurer the responsibility to engage consulting and contracted services. The Secretary-Treasurer determines whether a formal contract is required, with consideration for: 1.1

Total amount to be expended;

1.2

Duration of the work;

1.3

Nature and extent of the work to be conducted;

1.4

Financial risk and liability to the District; and,

1.5

Other circumstances as applicable.

2. Contracts are required to be authorized, approved and signed by the Secretary-Treasurer prior to any services being engaged, unless otherwise approved in advance by the Secretary-Treasurer. Ensuring that contractual agreements with consulting or other service providers meet legal requirements is the responsibility of the Secretary-Treasurer. 3. Principals or department supervisors desiring to contract services shall provide, through their respective superintendent, a written request to the Secretary-Treasurer with the details to be included in the contract, which at a minimum, will include: 3.1

A description of the services or work to be performed;

3.2

The price or cost to be paid for the performance of the work or service;

3.3

The duration or term of the contract;

3.4

The cancellation terms;

3.5

Confidentiality requirements;

3.6

An explanation as to why District staff cannot undertake the work;

3.7

An evaluation of the risk and insurance implications relative to the requirements associated with the activity;

3.8

The budgetary source and the total projected cost of the contract; and,

3.9

The superintendent’s recommendation of support.

Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual

April 2016 Page 1 of 2

4. Superintendents are individually responsible to ensure that there are sufficient budgetary resources to cover any services contracted for any school or department reporting to them, and that their budgets have been approved for such purposes. 5. Principals and department supervisors do not require contracts for professional development workshops with a cost less than $1,000 or for individual honoraria of $200 or less when paid to personnel not employed by the District. At no time can family members of District employees be engaged for such services, without prior approval of the Superintendent, Human Resources. 6. Honoraria payments, or other payments for services by District employees require the prior approval of the Superintendent, Human Resources and, where applicable, the Superintendent, Specialized Program Schools/Instruction/Religion. All such payments shall be processed through the District’s payroll department with appropriate statutory deductions. Approval Date:

April 12, 2016

Reference:

Section 18, 20, 60, 61, 96, 113, 116, 117 School Act

Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual

April 2016 Page 2 of 2