Purchasing Process for Parents

New guidelines have changed how HCOS can process the purchasing of resources from companies that do not accept HCOS PO#s.  It is possible that some items that were able to be purchased in the past can no longer be purchased. Hopefully, the following will acquaint you with the purchasing procedure.

When you wish to purchase a particular curriculum, the first step is to go to the Vendors page on the 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.  This can be found at the following link:

             https://onlineschool.ca/other/resources-and-curriculum/resource-vendors/

If the vendor you wish to purchase from is not on that list, you can sign into Encom where you will see an option on the tool bar called Curriculum Resources. You will need to click this link to fill out an order form for Curriculum purchases whose vendor will not accept your PO#.

Click on the    to start a curriculum order on the order form.  You will be able to order up to 10 items from a single vendor on the form.  The template will not allow more. There is a note section on the order form where you can indicate if you are continuing the order on another form.

If you want to make purchases from a variety of vendors, each vendor will require a different order form. 

When the “I’m Done!” box is clicked, you will be asked to fill in your 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 your teacher’s use only.  A link to your order form will then go to your teacher who will verify the order before purchases can be made.  Verification is making sure that that item/lesson is in the SLP, that there is sufficient funding for the purchase and that there is an equipment agreement or CRC, if necessary.

 

Once your teacher has verified your order form, you will receive either an email similar to the one below which indicates the order has gone through to the purchasing department:

 

 

OR .. an email like the one following which indicates that your teacher cannot approve the items you requested.  If you receive the following email, get in touch with your teacher to discover the reason.

 

 

Upon receipt of your verified order form, the purchasing department will either make the purchase within 3 – 5 days of receiving it or will be in touch with you 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, you are welcome to contact the purchasing office.

Purchasing Office

Heritage Christian Online School

905 Badke Road,  Kelowna, BC V1X 5Z5

Phone: (250) 862-1627

            Toll Free 1 (866) 862-1628

            Email:   dperret@onlineschool.ca

Video Instructions

Video- a short video teaching parents how to use the special curriculum order form.

Lesson Purchasing Procedures

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.

Most of the lesson/service providers WILL “invoice” (3rd party bill) HCOS for payment by cheque. It is the exception, rather than the rule, that a lesson/service provider will require payment by credit card at time of registration. Some guidelines you might find helpful…

1. 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.
2. Many sports clubs (hockey, soccer, gymnastics, dance, etc.) are also willing to 3rd party bill as long as you let them know there is a 3rd party (HCOS) potentially paying even a portion of the fees.
3. Finally…regardless of whether paid by cheque or credit card…the government requires we have criminal records check (CRC) confirmation/clearance before we pay for any 3rd party lessons. Therefore, we recommend parents call our Head Office to make a quick check in our extensive database to make sure your lesson provider is “approved” or whether we need to get that done for you.

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   dperret@onlineschool.ca