Texas Notary Public Commission

The District will no longer pay to have a notary at a campus unless there is a school related need.  It is the understanding of the Business Office that student related forms no longer need to be notarized.  A campus is not allowed to pay for a notary from campus funds if the notary is for personal use only. If you feel that your campus needs a notary, please contact Angela Loera x70023.

Eligibility

To hold the office of Notary Public an applicant must be at least 18 years of age and a legal resident of the State of Texas and must not have been convicted of a felony or crime involving moral turpitude.  A social security number is mandatory and must be disclosed on the application. 

Application

An application form is available upon request from the Business office.  The name used on the application can be the full legal name or any variation thereof.  There is not a statutory requirement that you use your full legal name.  However, when signing as a Notary Public, you may use only the name under which you qualified.  On the front side of the application all questions must be answered.  Three signatures are required to complete the application and to secure a surety bond.  The form should be mailed to Arthur J. Gallagher Risk Management and their office will secure the bond and pay the filing fee on behalf of the district.

Costs To Be a Texas Notary Public

The Secretary of State fee of $21.00 and the $50.00 premium payable to the insurance company (Arthur J. Gallagher) to purchase a $10,000 surety bond is paid for by the district.  This invoice is paid by the Business office.  Once our insurance company receives payment from our office, we will then turn around and process a Journal Entry for reimbursement from your campus/department. You will need to have an object code of 6427 set up.

Supplies

The cost of purchasing a personalized notary seal and record book are paid for by the campus/department budget.  Notary supplies may be ordered from any office supply vendor.  The campus petty cash checking account can be used for this expenditure.

Training Sessions

Training sessions are not mandatory for becoming a Notary; however, information can be found on the Texas Notary Public website. 

Expiration of Commission

A commission is usually for a four year term.  In order to continue your commission an application form must be submitted to the Secretary of State.  The process and the application form is the same as applying for the original commission.  If and when the time arises that an individual decides to no longer renew their commission, the record book should be turned into the County Clerk's office in which the notary public resides.  The notary stamp or seal should be destroyed.

Statement of Automobile Liability Coverage
Statement of Automobile Liability Coverage Spanish
Private Vehicle Consent Form - Parent or Legal Guardian
Private Vehicle Consent Form- Adult Student

Pasadena ISD purchases the following insurance:

• Commercial Crime Insurance
• Student Trip/Travel Accident Insurance
• Fleet Insurance/Business Auto
• Property Insurance
• Flood Insurance
• Student Accident/UIL Insurance
• School Board Legal Liability
• Worker’s Compensation

Student Accident/UIL Insurance

The district offers comprehensive accident insurance to all student groups participating in District sponsored UIL events.

Student Trip/Travel Insurance 

The district has a limited accident insurance policy.  It is an accident only policy and does not cover loss or expenses resulting from sickness, disease, or bodily infirmity. A PISD covered activity is described as a sponsored land or air trip (excluding scheduled athletic events, games, or practices) as designated by the plan sponsor.  Such a trip will begin at the actual start of the trip from the original point of departure.  Such a trip will end when the insured arrives at the return destination point.

The district provides coverage for the following eligible persons:

1. All PISD registered students, teachers and chaperones who are traveling on sponsored trips within the boundaries of the United States.
2. All PISD registered students, teachers and chaperones, who are being transported from the campus to the insured’s home by a nurse, administrator or teacher employed by PISD and in a privately owned vehicle.
3. All PISD registered students, teachers and chaperones, who are being transported to and from community based vocational instruction worksites.

Student Insurance

If students are in need of Student accident coverage it may be purchased by their parent or legal guardian anytime throughout the year by filling out an enrollment form, attaching the premium payment and submitting the documents to Monarch Management, Topeka, Kansas. This plan is vital for those students who have no insurance coverage at all.   Also, this plan may help fill those “gaps'' caused by deductibles and copays.  This plan does not contain a deductible provision.  This coverage is not managed by the district and all claims are made directly to Student Insurance (1-800-767-0700) P O Box 809066, Dallas, Texas 75380-9066.  Brochures are available from your school office or the Business Office.

Personal/Rented Vehicles

Employees who use personal or rented vehicles to perform a district related activity that is involved in an at fault accident, have coverage through the district’s insurance policy as follows:

1. Automobile Liability (Injury and Property damage to other party)
2. Bodily Injury to Employee – employee’s injuries are covered under the district’s workers’ compensation policy.
3. Physical Damage ( to your personal car) – actual cash value
4. Primary Insurer – The district’s insurance company will contact your automobile insurance company.   Your insurance company is the primary party responsible for the incident.  Should your insurance limits be exhausted, the district’s insurance company may apply on an excess basis within the limits listed above.

PISD Employee Not at Fault in an Accident 

Employees who use personal or rented vehicles to perform a district related activity that are involved in accidents caused by the other motorist have coverage as follows:

1. Bodily Injury – employee’s injuries are covered under the district’s workers’ compensation policy. 
2. Physical Damage to personal vehicles – not covered on the district’s insurance policy. 
3. Physical Damage to hired or rented autos – covered on the district’s auto insurance policy

Name of Insured When Renting Vehicles for District Related Activities 

Vehicles must be rented in the name of Pasadena ISD.

Purchase of Insurance when Leasing/Renting a Vehicle

Insurance for non-owned or lease/rental vehicles is included in the district’s liability insurance coverage.  If a vehicle is leased/rented by an employee for the purpose of district business, that person is covered under the district’s policy for liability.  The Collision Damage Waiver (CDW) should be purchased when vehicles are rented.  If additional insurance is taken during the leasing/rental process for any vehicle being used for district business, the person who has signed that lease/rental agreement will be responsible for the cost of the additional coverage.  The district will not reimburse additional insurance coverage, other than the Collision Damage Waiver, for any lease/rental vehicle being used by an employee for district business.

Cell Phones and MiFi Guidelines

Acquisition of cellular phones and MiFi, billing, and personal use reimbursement costs are managed within the Business Office.  Providing cellular equipment, accessories and services to the district are AT&T/FirstNet. Paging equipment and services is provided by Spok. To obtain equipment necessary to the function of everyone’s work responsibilities, an approval must be submitted to Angela Loera in the Business Office by the account budget manager at the campus or department. The Business Office will work with everyone in selecting the best type of equipment and service plan that is the most cost effective for the district.  The equipment and services are continuously being updated through communication with the respective vendors.  Refer to the Budget Preparation Book for budgeted amount. All costs associated with cell phones and pagers are summarized and charged to account code xxx-51-6256-000-xxx-xx-xxxxxx.

Cellular Phone Reimbursement Procedures for Overages

Each month the invoices are received by the Business Office, reviewed, and paid.  If the monthly bill does not exceed the minimum billing, then no reimbursement would be due to the district since there is no additional cost to the district.  If the monthly bill exceeds the minimum billing, then the employee would be required to reimburse the district for all personal calls that cause the monthly bill to exceed the minimum billing at the rate.

Order Form

Request for a new line of service for phones or MiFi complete the attached order form and email form to Angela Loera.
For assistance with itemized billing charges, upgrades, repairs, or if a phone has been lost or stolen, contact Angela Loera in the Business Office or 713-740-0023.