Board Report Templates Instructions

T1 - PURCHASE OF GOODS

• Use only for the purchase of goods.
• This type of Board Report must be initiated through the Purchasing Department.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in appropriate information.
• This Template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on template.
• All Board Reports must be in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T2-AGREEMENT FOR CONSULTING SERVICES

• Use for all consulting services or other services (such as teacher training).
• A signed written contract is required before any services can be rendered.
• This Board Report must be initiated through the Purchasing Department.
• Scope of services should be concise, but thorough.
• Deliverables require from Consultant must be identified.
• The anticipated outcome(s) or goal(s) of the Consultant's services must be identified.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T3-OPTION TO RENEW OR EXTEND

• Use for an option to renew or extend an existing contact.
• Do not amend an existing Board Report to exercise an option to renew or extend.
• Reference the information regarding the existing contract.
• Reference the specific dates for the renewal period and the costs associated only with the renewal period.
• A written document evidencing the renewal is required.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T4-TERMINATION OF AN AGREEMENT

• Use only when an existing agreement is being terminated.
• Call the Law Department before you take any action to terminate agreement.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T5-SOFTWARE LICENSE

• Use only for software license and maintenance agreements.
• A written license agreement is required prior to receiving or using the software.
• This Board Report must be initiated through the Purchasing Department.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• All Board Reports must be in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T6-LICENSE AGREEMENT (for use of a school facility, including parking lots)

• Use only for license agreements for a facility (e.g., auditorium, parking lots).
• This Board Report requires prior approval of the Director of Real Estate and must be initiated by the Real Estate Department.
• The term of the license agreement cannot begin prior to the execution of a signed license agreement.
• The information in [Brackets] indicates where information is required. Yu must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt.Font with 1-inch borders n all four sides of the page.

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T7-APPROVAL FOR SHORT TERM SPACE RENTAL/CATERING SERVICES

• Use when a school or department is renting a facility (i.e., hotel, banquet hall) for a short term (usually 1 to 3 days).
• Include the actual date and times of the event or conference.
• Include scope of the rental, including rooms and catering services.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T8-APPROVED STUDENT PARTICIPATION AND/OR SCHOOL TRAVEL

• Use when a school, students, departments or employees are going to participate in a program (such as a Learning program or a trip) where expenditure is required.
• Include travel information, if applicable.
• If using a tour group operator, a signed written agreement is required.
• Indicate the anticipated outcome(s) or goal(s) of the participation in this program.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T9-RENAMING OF A SCHOOL

• Use only for the renaming of an existing school.
• Local School Council approval is required.
• Renaming of school Board Reports are submitted one year, in March, with the approved name change-taking place in September of the next school year.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is deigned to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T10-LEASE AGREEMENT (Board as Landlord)

• Use only when an outside party is renting a Board Report (i.e., a classroom in a school on a regular basis) - For rentals of a short period, use the Usage Permit issued by the Real Estate Department.
• This Board Report requires prior approval of the Director of Real Estate and must be initiated by Real Estate Department.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T11-LEASE AGREEMENT (Board as Tenant)

• Use only when the Board is renting space or property from an outside party.
• This Board Report requires prior approval of the Director of Real Estate and must be initiated by the Real Estate Department.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T12-PURCHASE OF LAND

• Use only for the purchase of real estate.
• This Board Report requires prior approval of the Director of Real Estate and must be initiated by the Real Estate Department.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T13-SALE OF LAND

• Use only for the sale of real estate.
• This Board Report requires prior approval of the Director of Real Estate and must be initiated by the Real Estate Department.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T14-PRE-QUALIFICATION OF VENDORS

• Use only when a pool of vendors have been pre-qualified pursuant to a Request for Qualification issued through the Purchasing Department.
• This type of Board Report requires prior approval of the Chief Purchasing Officer and must be initiated by the Purchasing Department.
• All pre-qualified vendors must enter into a written master agreement.
• Board Report must identify how the pre-qualified pool will be used and by whom.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T15-RATIFICATION OF CONSULTING SERVICES

• Use only if consultant's services began prior to Board approval but not been completed.
• A Ratification Endorsement form must accompany this Board Report.
• A written agreement is still required even though Consultant has begun services.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T16-RATIFICATION OF THE PURCHASE OF GOODS

• Use only if goods have been ordered but not received prior to Board approval.
• A Ratification Endorsement form must accompany this Board Report.
• A written agreement will still be required if goods have been ordered and not delivered, in part or in whole.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T17-APPROVE PAYMENT FOR CONSULTING SERVICES

• Use only if consultant's services are completed.
• A Ratification Endorsement form must accompany this Board Report.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T18-APPROVE PAYMENT FOR THE PURCHASE OF GOODS

• Use only if goods have been received prior to Board approval.
• A Ratification Endorsement from must accompany this Board Report.
• Reference the Purchase Order number or other document used to order these goods.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T19-RESCISSION

• Use only when rescinding a Board Report for reasons other than failure to enter into a contract.
• Use only when the authority granted in the original Board Report is not going to be acted upon.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T20-SPECIAL ON-LOAN LEAVE

• Use only for special on-loan leave for a teacher or employee of the Board.
• The information in [Brackets] indicates where information is required. You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report. Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T21-INTERGOVERNMENTAL AGREEMENT

• Use only for intergovernmental agreements with City, Park District, CHA
• The information in [Brackets] indicates where information is required.  You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report.  Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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T22-APPROVE TUITION PAYMENTS

• Use only for tuition payments.
• The information in [Brackets] indicates where information is required.  You must remove the [Brackets] after you fill in the appropriate information.
• This template is designed to provide assistance in preparing this type of Board Report.  Please include all relevant information regarding this matter even if not shown on the template.
• All Board Reports must be typed in Arial 10 pt. Font with 1-inch borders on all four sides of the page.

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