Purchasing Process for Parents
New guidelines have changed how HCOS can process the purchasing of resources from companies that do not accept HCOS PO Numbers. It is possible that some items that were able to be purchased in the past can no longer be purchased. Hopefully, the following will clearly outline the procedure for purchasing resources in this situation.
The first step is to go to the Vendors page on the HCOS website to see if the vendor is on the Vendors Accepting HCOS PO Numbers list. Vendors on this list do not require a curriculum order form as you can contact them directly to make your curriculum purchase.
If the vendor is not on that list, the next step is to sign into Encom where an option on the tool bar called Curriculum Resources is available. Click this link to fill out an order form for Curriculum purchases whose vendor will not accept an HCOS PO number.
Click on the to start a curriculum order on the order form. Each form submission allows a family to order up to 10 items from a single vendor. The template will not allow more, but there is a note section on the order form to indicate if the order will be continued on another form.
If purchases will be made from a variety of vendors, each vendor will require a different order form.
When the “I’m Done!” box is clicked, a prompt will appear asking for the Support Teacher’s email address. (For those who may not have a teacher as yet, please use the email address of the Regional Administrator who accepted your application to HCOS.)
Please do not try to enter a password .. that is for teacher use only. A link to the order form will then go to the Support Teacher indicated who will verify the order before purchases can be made. Verification includes making sure that that item/lesson is in the Student Learning Plan (SLP), that there is sufficient funding for the purchase and that there is an equipment agreement or CRC, if necessary.
Once the Support Teacher has verified the order form, an email similar to the one below will be generated and sent to the family, which indicates the order has been approved and gone through to the purchasing department:
OR .. an email like the one following which indicates that the Support Teacher cannot approve the items requested. If the following email is received, the family should get in touch with the Support Teacher to discover the reason.
Upon receipt of the verified order form, the purchasing department will either make the purchase within 3 – 5 days of receiving it or will be in touch with the family to work out any complications with the order.
As per HCOS policy, lessons will not be available for purchase until October. Close to the time that funding is released for lesson purchases, a link to the lessons order form will be made available alongside the Curriculum order form in Encom.
For further information about purchasing, please contact the purchasing office.
Phone: (250) 862-1627
Toll Free 1 (866) 862-1628
Email Donna Perret, Lead Purchaser: email@example.com
Video- a short video showing how to use the curriculum special order form.
Lesson Purchasing Procedures
Most of the lesson/service providers WILL “invoice” (3rd party bill) HCOS for payment by cheque or credit card.
Some guidelines that may be helpful…
- Most Rec Centres are willing to 3rd party bill HCOS for payment by cheque. The parent just needs to ask them if it is an option. This also generally means they will allow the student to register for lessons beginning in September and will wait for payment in October.
- Many sports clubs (hockey, soccer, gymnastics, dance, etc.) are also willing to 3rd party bill as long as they are informed that there is a 3rd party (HCOS) potentially paying even a portion of the fees.
- Finally…regardless of whether paid by cheque or credit card the government requires that HCOS have criminal record check (CRC) confirmation/clearance before paying for any 3rd party lessons. Therefore, it is recommended that parents call the HCOS Head Office to make a quick check in our extensive database to make sure the lesson provider is “approved” or whether that process still needs to be completed.
All lesson providers must supply copies of their Criminal Record Check (CRC) policy before payment can be made. CRC policies need to be in compliance with Ministry guidelines.
The lesson order form will only be for those vendors who will not third party invoice HCOS and require credit card payment for lessons.
For further information, contact the purchasing office:
Donna Perret, Lead Purchaser firstname.lastname@example.org