Not sure how to go about reporting a claim or whether you need waivers for events? The AIM insurance “resource” guide for parent-teacher groups provides samples of various forms and other files, each one serving a specific purpose. These documents help safeguard our community and clarify responsibilities. Understanding them is crucial for protecting your organization and ensuring it receives the right support. This page explains the purpose of each form, who needs to complete it, and why.
Additional Insured & Certificate Holder Request Form
The General Liability Additional Insured Request Form simplifies the process of adding a third party to your insurance policies and requesting proof of coverage.
Who Should Use This Form?
AIM designed this form so that parent-teacher groups can seamlessly add additional insureds, such as school districts, local governments, or venues, to their general liability policy.
What Is the Form For?
This form serves two purposes. First, it allows you to add another party to your insurance policy. Second, it lets you request a Certificate of Insurance (COI) as proof of coverage that you can then provide to the additional insured party for their records.
Additional Insured – Primary & Non-Contributory Form
This form provides your organization with a streamlined way to request primary and non-contributory coverage for an additional insured on your group’s general liability policy.
Who Should Use This Form?
If it’s specified as a requirement with your additional insured, parent-teacher groups should use the Primary and Non-contributory form to add another entity to its general liability policy. Primary and non contributory means your insurance provider is responsible for covering expenses (up to your policy limits) first. It won’t expect contributions from the additional insured’s insurance if they have any.
What Is the Form For?
Unlike the previous form, this one goes beyond just adding an insured party. Instead, it establishes primary and non-contributory coverage (see above).
Parent/Guardian Approval Waiver Form
This waiver form enables parents/guardians to grant permission for a minor to participate in a particular activity and authorizes emergency medical treatment if necessary.
Who Should Use This Form?
Parents and legal guardians of minors participating in activities with “potential” risks, like field trips or sporting events, should complete this form.
What Is the Form For?
The form authorizes full parental/legal guardian consent for a minor’s participation in a specified activity or activities. As well as permitting emergency medical treatment, the waiver also clarifies that the undersigned will be responsible for any associated costs.
AIM’s Participant Waiver Form
Non-minors use this waiver form to take responsibility for their involvement in an activity. It acknowledges the inherent risks of participation and releases organizers from liability.
Who Should Use This Waiver?
Adults participating in activities with potential risks should complete this form. It differs from the Parent/Guardian Approval Waiver form mentioned above, as the participant is not a minor and is therefore able to give their own consent. Although this is not a requirement of the GL policy, it is a best practice that your group can engage in.
What Is the Form For?
This waiver is for adults to assume personal responsibility. It acknowledges inherent risks and releases event coordinators from liability for any damages the person might incur. By completing this form, you also verify your physical fitness for the activity.
AIM’s Hold Harmless Agreement
This document protects your parent group by requiring vendors at your fundraising event to take financial responsibility for any incidents that occur during their participation.
Who Should Use This Agreement?
The Hold Harmless Agreement is for vendors, concessionaires, and service providers to complete before participating in a parent-teacher group fundraising event.
What Is the Agreement For?
This agreement differs from a standard waiver. Vendors who sign this form commit to giving proof of insurance. That typically includes workers’ compensation and liability coverage. Moreover, they also agree to accept financial responsibility for any event-related injuries or damages, thus shielding your group from potential lawsuits or financial pressures.
Gifting Letter for Property
Formalize the donation of property from your parent group to a school or district with AIM’s straightforward Property Gifting Letter form.
Who Should Use This Letter?
Parent volunteer groups that donate items or equipment to the schools or school districts they advocate for should consider using this form.
What Is the Letter For?
This form records the transfer of property. It details the donated item(s), the intended use, and any optional conditions. The document also stipulates that the school assumes maintenance and insurance obligations for the donated property.
View Sample Gifting Letter Here
Gifting Letter for Money
Formalize monetary donations from your parent-teacher group to a school or school district with AIM’s Financial Gifting Letter.
Who Should Use This Letter?
Parent groups that donate funds to a school or district can use the Gifting Letter for Money form. It serves as an official record in alignment with your organizational protocols.
What Is the Letter For?
The Financial Gifting Letter differs from the Property Gifting Letter in that it focuses on money instead of physical items and emphasizes how the funds will be spent. This document details your exact donation amount, intended use, optional return clause, and specific reporting requirements.
View Sample Gifting Letter Here
Audit/Review Guidelines
AIM’s audit/review guidelines ensure that the parent group’s financial records are accurately maintained and compliant with regulations.
Who Should Use These Guidelines?
Financial officers and auditors of a parent-teacher group can use this document as a reliable reference resource for conducting or preparing for audits. Your annual audit must be reviewed by a qualified committee or accountant by requirement for the Federal Bureau policy.
What Are the Guidelines For?
Audit reports are essential for annual reporting (see next). AIM’s Suggested Audit Guidelines is a reference file that explains the purpose of parent group audits to support financial accountability. The document offers step-by-step guidelines, including record preparation and reporting, along with handy tips for pre-audit preparation.
View a Sample of Our Audit Guidelines Here
Audit/Review Report
The AIM Audit Report Form summarizes the financial review of your parent group, highlighting key findings, recommendations, and areas for improvement.
Who Should Use This Report?
PTAs, PTOs, booster clubs, and other parent groups can use this easy-to-fill report to document the results of their financial audits or reviews.
What Is the Report For?
This audit report serves as a standardized representation of your group’s financial review outcomes. It captures key areas like balance information (start/end balances, income, expenses), shows irregularities, and offers practical recommendations for improvement.
Report a Claim Form
If your organization experiences theft, loss, property damage, or injury, file a claim using AIM’s Report a Claim form.
Who Should Use This Form?
Parent-teacher groups insured by AIM should use this claim form to report incidents requiring coverage under their current insurance policy. If you have Directors and Officers insurance, you will need to file a claim if there is a litigation against them due to their actions as a director or officer of the group.
What Is the Form For?
Our straightforward Claim Form enables AIM claims initiation by collecting specific incident details, including injured party information, if applicable. After completing the form, simply submit it to us, along with any relevant documents.