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Risk Management Department

Vision: To be a World Class Risk Management Department by Planning and Working to Protect the District’s Assets Everywhere, Every day.

Mission: We exist to support Aldine ISD’s vision and mission by assisting with the protection of the district’s employees, property, financial assets and records.  Moreover, we promote safe, accident-free, work and learning environments. The Risk Management department strives to offer exceptional operations and service in the support of high academic achievement for all students, the needs of our employees, the needs of the community and the continual improvement of the district’s high level of performance. The Risk Management department is passionately driven to be “All in” for “All Students”, at all times.

Approved Organization E-flyer Distribution

Organizations who do not engage in business with Aldine ISD and who are interested in offering programs and resources to parents/students or staff members must submit flyers through the district’s e-flyer distribution program:

Peachjar

The types of organizations that are permitted to distribute flyers are generally limited to education related products & entities, tutors, after-school care programs, sports registrations and retirement financial advisors. The organizations offer a product or service directly to parents/students or staff members.

Note of clarification: Vendors interested in conducting business with Aldine ISD should be directed to the Purchasing Department.

Buildings and Contents

The Property Loss Report is to be completed upon discovery of losses that may exceed $100,000. The report will be used to make initial claims with the district’s property insurance companies. The report may be supplemented with pictures, videos and other records related to the loss.

Schools and departments are responsible for preparing the appropriate work orders and/or requisitions for repair or replacement.

Public information requests are handled by the AISD legal department.

Visit their web page to learn more.

Records Management is an important function of the school district. “Records management” means the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of record keeping.

The Texas State Library and Archives Commission (TSLAC) establishes mandatory retention periods for local government records.  Records retention schedules list the records maintained by the district, their retention periods, and other records disposition information.

“Local government record” means any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information-recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by a district or any of its officers or employees, pursuant to law or in the transaction of public business.

All local government records shall be considered District property and any unauthorized destruction or removal shall be prohibited. 

Each location has a designated Custodian of Records who oversees its processes. Nonetheless, records management is a responsibility that belongs to all district employees.

Click here to access the Records Retention Schedules.

Click here for a Records Management Summary.

Refresher training for specific records management topics can be obtained by skipping to the designated video time noted below:

  • 1:29 – Laws and board policies related to records management
  • 2:15 – Records Custodian
  • 3:33 – Definition of a record
  • 5:05 – Records retention and the retention schedules
  • 11:53 – Cum folders
  • 13:00 – HCDE-Records management cooperative (off-site storage and destruction, Boxes, Forms, Electronic imaging, Pick up of records, etc.)

Records Management Program with Harris County Dept. of Ed.

Due to the volume of records created, Aldine ISD has contracted with the HCDE Records Management Cooperative to assist with the district’s records management program. HCDE stores, destroys and creates electronic copies of records.

To have records transferred to storage, complete:
1) Client Order & 2) Records Center Transfer Forms (found below)

To have records destroyed; complete:
1) Client Order Form & 2) Records Destruction Certificate (found below)

To have a stored file scanned and emailed to you, complete the Client Order Form. Email to:
[email protected]

To have a box returned from storage, complete the Client Order Form. Email to:
[email protected]

HCDE Forms– Complete and email to [email protected]

Complete titles and the school/fiscal year of the records are to be written on the HCDE forms. Click on the name of each form needed:

Client Order/Service Form (accompanies Transfer Form &/or Destruction Cert.)

Transfer Form (Principal/Dept. Head must sign!)

Destruction Certificate (Principal/Dept. Head must sign!)

Voluntary Student Accident Insurance

Every effort is made to educate children in a safe learning environment. Nonetheless, each year there are a few students who have accidents that require medical attention. With the exception of when an employee has negligently operated or used a motor vehicle, the laws of the state of Texas prohibit Aldine ISD from assuming financial responsibility for injuries suffered by students or other persons.

  • Voluntary Insurance Coverage for Student Accidents and Injuries

    The district makes voluntary student accident insurance plans available for the consideration of parents and guardians.
  • Types of PlansThe plans are available to all enrolled students of Aldine ISD.  Two types of coverage are offered, “At School” and “24 Hour” accident coverage. Each type of coverage has a high and low plan.Premiums, deductibles and all related plan expenses are paid for by the student’s parents or guardians.
  • Proof of Insurance for SportsThe student accident insurance plans may also be used as proof of insurance for student participation in district sports.
  • Benefits, Enrollment and Other InformationIt is important to note that the student accident insurance plans do not provide major medical or comprehensive medical coverage and are not designed to replace major medical insurance.The plans’ benefits are limited; therefore, please review plan benefits thoroughly before enrolling.

Claims Made for Unemployment Benefits

The district will vigorously defend against unemployment benefits requested by ineligible claimants.

Principals, department heads and first hand witnesses may be asked to participate in the protest of benefits for claimants who are considered to be ineligible recipients.

Liability Insurance

Automobile liability covers sums that the district is legally obligated to pay arising out of the ownership, maintenance, or use of district vehicles.

Personal Vehicles for District Business

Employees who use personal vehicles to perform a district related activity that are involved in an at fault accident, may have coverage through the district’s liability insurance policy on an excess basis should the limits on the employee’s personal auto policy be exhausted.

There is no coverage for Physical Damage to personal vehicles under the district’s liability insurance.

Employees must review their personal insurance policies with their insurance agents to assure that adequate coverage is purchased.

Employees must notify their supervisor, risk management and their personal auto insurer of such accidents.

Vehicular Accident Report

Accidents/occurrences are to be reported on the Aldine ISD Vehicle Accident Report. Complete and submit the report to the department leader if:

  1. Use or operation of a motor vehicle results in bodily injury and/or property damage.
  2. Damage to a district vehicle is caused by fire or lightning; theft or larceny; windstorm, hail, earthquake, or explosion; malicious mischief or vandalism; flood or rising waters; breakage of glass; fire; theft; hail, collision with an animal or collision of a covered auto with another object.
  3. Any occurrence which leaves a “mark” on a district vehicle.

Insurance and Accident Information Envelopes

Envelopes that are labeled “Insurance and Accident Information” should be placed in each district vehicle’s glove compartment. The envelopes are to contain:

  1. Procedures for Vehicular Accidents
  2. Aldine Vehicle Accident Report
  3. District’s fleet liability insurance card
  4. Pencil

Bodily Injury to Employee

Employee’s injuries are covered under the district’s workers’ compensation policy.

New Vehicle State Registration and Insurance Procedures

  1. Submit the following five (5) documents to Risk Management for the title and license plates applications and for the addition of the vehicle to the insurance policy and district vehicle log:Original documents required:
    a) Form 130-U: Application for Texas Certificate of Title (from DPS)
    b) Certificate of Origin for the vehicle (or title from seller)
    c) Odometer Disclosure Statement

    Copies accepted:
    d) Invoice and district payment information (check, purchase order, etc)
    e) Vehicle Inspection History (AirCheckTexas report; obtained at http://www.mytxcar.org/txcar_net/SecurityCheck.aspx – Be certain to click on BEGIN DATE TIME to view test details)
  2. Using a copy of the Vehicle Inspection History (AirCheckTexas report), request a check from Accounts Payable for the state’s portion of the registration/inspection fee. The fee is listed on the Vehicle Inspection History as “State Fee”. Include a note to Accounts Payable to give the check to Risk Management.Request a check* using the following vendor code:
    VC0000127014
    Ann Harris Bennett Tax Assessor Collector – NEW VEHICLES
    PO BOX 4089
    Houston, TX 77210-4089*Harris County only allows payment for 10 vehicles per check. If more than 10 vehicles have been purchased, please advise the Accounts Payable department that separate checks are needed for every 10 vehicles.
  3. Maintain a copy of all documents for your records
  4. Risk Management will obtain the Chief Business and Operations Officer’s signature on the following forms:
    a) Form 130 – U; Application for Texas Certificate of Title (from DPS)
    b) Form VTR-62-A; Application for Standard Exempt License Plates (prepared by RM)
    c) Odometer Disclosure Statement
  5. Risk Management will make copies of all documents. Risk Management will mail all forms and the check to the Harris County Tax Assessor Collector.
  6. Upon receipt of license plates:a) Risk Management will make copies of license plates and sticker
    b) Risk Management will add the license plate number to the insurance policy and district vehicle log
    c) Risk Management will contact you to pick up your license plates and stickers.
    d) As soon as possible, adhere the license plates and stickers to your vehicles.
  7. RTA system:
    a) Enter new vehicles into the Ron Turley and Associates (RTA) system.
    b) Email Nathan Bauman at [email protected] to notify him that new vehicles have been entered into the RTA system. Mr. Bauman will report the vehicle(s) to the Harris County Toll Road Authority (HCTRA). 

Courtesy toll road information

Map of Houston area toll roads and authorities

  • Tolls are paid by each department
  • Toll Roads and Rates:
    • Hardy Toll Road and Sam Houston Tollway
      Toll Authority: Harris County Toll Road Authority (HCTRA)
      Rate: Reduced corporate rate once a vehicle is in their system
    • Grand Parkway (99)
      Toll Authority: Varies by section of road; TX DOT (TXTag) and Fort Bend County Toll Road Authority (FBCTRA)
      Rate: A corporate rate is not offered. Use of this toll road system will result in the full rate plus fines.
    • Dallas North Tollway, President George Bush Turnpike, Addison Airport Toll Tunnel, etc.
      Toll Authority: North Texas Tollway Authority (NTTA)
      Rate: A corporate rate is not offered.  Use of this toll road system will result in the full rate plus fines.

Injury Occurred July 1, 2023 or AFTER

Aldine ISD is focused on preventing accidents, ensuring safety and carrying out our mission. This section contains contact information, documents and forms that will assist administrators, nurses and injured employees with the workers’ compensation process.

Should you have questions please contact:

Aldine ISD Risk Management Department
[email protected]
Phone: 281.985.7171
Fax: 281.985.7330

Insurance Provider
Texas Mutual Insurance
www.texasmutual.com
Phone: 1-800-859-5995
Fax 512-224-3889

Documents, Additional Information, and Videos

Injured Employee Packet
   
Find a Doctor

Rx Card Information
Early Return to Work Information
Supervisor’s Packet
Information on Texas Mutual and the WorkWell Network – Video: English | Spanish
Texas Mutual – Information for Injured Employees 

Injury Occurred BEFORE July 1, 2023

Should you have questions please contact:
[email protected]
Phone: 281.985.7171
Fax: 281.985.7330

Texas Association of School Boards Risk Management Fund Workers’ Compensation Insurance Provider
Phone: 1.800.482.7276
Fax: 1.800.580.6720

Staff

Lilly Fernandez
Risk Management Specialist
[email protected]
Tel: 281.985.7830

Nora Pina
Risk Management Specialist
[email protected]
Tel: 281.985.4787

Samantha Rodriguez
Risk Management Specialist
[email protected]
Tel: 281.985.7171

Patricia Guidry
Director of Risk Management
[email protected]
Tel: 281.985.6212

Mailing Address

Aldine ISD
M.B. “Sonny” Donaldson Administration Building
Attn: Risk Management Department
2520 W.W. Thorne Drive
Houston, TX 77073

Fax: 346.636.8072
[email protected]