Encom - 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 acquaintclearly you withoutline the procedure for purchasing procedure.resources in this situation.

When you wish to purchase a particular curriculum, theThe 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.  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, youthe cannext step is to sign into Encom where you will see an option on the tool bar called Curriculum Resources.Resources is available. You will need to clickClick this link to fill out an order form for Curriculum purchases whose vendor will not accept youran HCOS PO#.

Click on the    to start a curriculum order on the order form.  YouEach willform besubmission ableallows a family to order up to 10 items from a single vendor on the form.vendor.  The template will not allow more.more, Therebut there is a note section on the order form where you canto indicate if you are continuing the order will be continued on another form.

If youpurchases wantwill tobe make purchasesmade from a variety of vendors, each vendor will require a different order form. 

When the “I’m Done!” box is clicked, youa prompt will beappear askedasking tofor fillthe in yoursupport 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’steacher use only.  A link to yourthe order form will then go to yourthe support teacher indicated who will verify the order before purchases can be made.  Verification isincludes 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 yourthe support teacher has verified yourthe order form, you will receive either 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 yourthe support teacher cannot approve the items you requested.  If you receive the following email,email is received, the family should get in touch with yourthe support teacher to discover the reason.

 

 

Upon receipt of yourthe verified order form, the purchasing department will either make the purchase within 3 – 5 days of receiving it or will be in touch with youthe 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, you are welcome toplease 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 parentsshowing how to use the curriculum 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 or credit card.

Some guidelines youthat mightmay findbe 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 youthey letare theminformed knowthat 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 wethat HCOS have criminal recordsrecord check (CRC) confirmation/clearance before we paypaying for any 3rd party lessons. Therefore, weit recommendis recommended that parents call ourthe HCOS Head Office to make a quick check in our extensive database to make sure yourthe lesson provider is “approved” or whether wethat needprocess still needs to getbe that done for you.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   dperret@onlineschool.ca