Embedded Files
Orders may not be placed for students until both the Master Agreement and the Household Data Collection (HDC) form have been signed by the parent/guardian and approved by the Registrar.
Ordering Materials
When requesting materials, submit your request using OPS. You will need to provide Category , item number, item title/description, and Quantity and the cost.
All items must be Marked Consumable/ Non-consumable
Criteria for Materials That Can Be Purchased with Instructional Funds
Excel Academy Charter School receives funding from the State of California to support student learning and academic progress toward state standards. As such, Instructional Funds (IFs) must be used exclusively for educational purposes and must align with the criteria outlined below.
Instructional funds are assigned to each individual student and cannot be transferred between siblings under any circumstances.
Teachers of Record (ToRs) will collaborate with the Business Services Manager for clarification on acceptable purchases as needed.
Please note: This list is not exhaustive. Excel Academy reserves the right to interpret these guidelines and to make final decisions regarding the appropriate use of IFs.
Here are some examples of things that can be purchased with IFs:
✅Educational classes
✅Materials and curriculum
✅Tutoring
✅Elective educational classes
✅Elective educational materials/supplies
✅School supplies
✅Music lessons
✅Physical education classes
✅School-sponsored field trips
General Criteria:
Educational curriculum must be appropriate for the student’s assigned courses and documented learning plan.
All purchased materials must support the student’s progress toward meeting state standards and school academic requirements.
All instructional materials must be non-sectarian (non-religious).
Families must select basic and economical models of items when available.
*If a higher-priced, specialized item is necessary, a justification statement from the ToR may be required to approve the purchase.
School and office supplies necessary for learning basic academic skills (e.g., paper, pencils, binders) are allowable.
Materials purchased for a documented educational project are permitted (e.g., fabric, wool, yarn) .Quantities must be reasonable and directly aligned with the student’s educational plan and coursework.
*Exception: Food purchases are not allowed.
Educational software may be purchased if it is used to instruct or enhance learning in a specific subject area.
Materials must not create a risk of danger or serious injury for students or staff.
Certain items may require the submission of tracking forms and/or educational plans for approval.
Participation in school-sponsored field trips may be covered by IFs.
All materials and services purchased with IFs must be used during the current school year and on instructional days. Purchases intended for use over the summer or for the following school year are not permitted.
**Important: All purchases must comply with these guidelines. Non-compliant purchases will be denied, and IFs will not be reimbursed for unauthorized spending.
Book Guidelines
Excel Academy permits the use of Instructional Funds (IFs) to purchase books that support the student’s educational program and meet the following guidelines:
Spending Limits
Maximum of $300 per semester
Approved Items
Books must be educational in nature, aligned with the student’s coursework, and appropriate for the student’s grade level
Paperback books are preferred when available
Paperback book sets are permitted, depending on the student’s age and grade level, and must be ordered with sufficient time for completion within the school year
Hardback Books
Hardback books/ sets may only be approved if a paperback version is not available or if the hardback version is less expensive
Hardback books are considered non-consumable and will be collected upon student withdrawal or graduation
Restrictions
Used books are not permitted
Textbooks older than ten (10) years will not be approved
Duplicate copies (educator copies) are only permitted for core curriculum
Novelty and collectors edition books/sets are not permitted
Additional Requirements
Books should be ordered in a manner that allows for completion within the current semester
The Teacher of Record (ToR) is responsible for approving orders that align with these guidelines
Sectarian Materials
School materials cannot have sectarian/religious content. The ToR will ensure sectarian/religious materials are not ordered with school funds.
Additional Guidelines
Excel Academy may not provide funds, goods, or services to students, parents, or guardians that a traditional public school district would be prohibited by law from providing.
Instructional funds must be used exclusively for educational materials and services that directly support the enrolled student’s individualized educational plan.
Instructional funds may not be used to purchase materials, services, admission, or participation for siblings, parents, guardians, or anyone other than the enrolled student.
Return Policy for Materials Content & Community Providers (CCPs)
An Educational Materials Content and Community Provider (CCP) is a business that supplies curriculum, books, and school-related materials. When placing Educational Materials Request (EMR) orders, parents are encouraged to research carefully and select items thoughtfully. Many CCPs do not accept returns from schools, and any funds used for purchases cannot be credited back to individual student accounts. In cases where a return is permitted, any associated shipping costs will be deducted from the student’s account balance.
Disallowed Educational Activities
The following activities are examples of services that cannot be funded with Instructional Funds (IFs) due to the significant liability risk they pose to the school. Community and Content Providers (CCPs) offering these activities or services will not be approved by Excel Academy.
Prohibited activities include, but are not limited to:
❌Religious, sectarian, or denominational services or materials
❌Scuba diving
❌Skydiving
❌Water sports involving motorized equipment, such as jet skiing
❌Skiing and snowboarding
❌Aircraft-related activities of any kind
❌Behind-the-wheel driver’s education
❌Operation of any motorized vehicle
❌Indoor trampoline parks
❌Extreme sports that expose students to undue risk, including but not limited to:
Outdoor rock climbing
White water rafting
Paragliding
❌Any other activity that Excel Academy determines presents an elevated risk of injury to students
Excel Academy reserves the right to expand or adjust this list as needed to protect the health, safety, and educational focus of all enrolled students.
Cancellation Policy
Once an EMR order has been processed and submitted to the Content and Community Provider (CCP), it cannot be canceled. Once materials are requested, the Business Services Department will proceed with ordering, and cancellations are no longer permitted.
If an order remains in “Pending Status,” the Teacher of Record (ToR) may cancel or edit the purchase order in OPS. However, for VCI orders, the CCP must first be notified and must approve the cancellation before the order can be canceled in OPS.
To cancel a purchase order that is still pending:
Locate the purchase order by conducting a search.
In the status dropdown menu, change the status from "Pending" to "Canceled."
Click "Update Order" to complete the cancellation.
Important: If you do not click "Update Order," the cancellation will not be finalized.
The VCI Cancellation Policy requires that classes be canceled with at least two weeks’ notice provided directly to the content and community provider. Any cancellation policies specific to individual content and community providers are solely the parent’s responsibility to manage and honor.
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