Embedded Files
Ordering Opens August 4, 2025!
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 name, item number, item title/description, and the cost.
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.
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 for one project only).
*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.
Transfers between sibling instructional funds are not permitted under any circumstances.
Book Guidelines
The only time a hardback book is approved is if it cannot be purchased in paperback form and/or if the hardback book is less expensive than the paperback.
Hardback books are non-consumable and will be collected each spring or upon withdrawal from the school.
Hardback book sets are not allowed.
Duplicate copies (Educator copies) are allowed, only for core curriculum.
The TOR is responsible for approving orders that align with our guidelines. Books should be spread out throughout both semesters and be in a reasonable quantity that the student will finish reading by the end of each semester.
( # of books will be determined by Ed Team)
Paperback sets are fine, depending on the age/grade of the student. Sets should be ordered with enough time in the year to finish them.
Sectarian Materials
School materials cannot have sectarian/religious content. The ToR will ensure sectarian/religious materials are not ordered with school funds.
Additional Guidelines for Specific Items
Excel Academy can only purchase the type of supplies that could be found in a brick and mortar public school. We are unable to cover the cost of high-priced or premium lessons, classes, or materials. We are able to approve either basic group lessons or a limited number of private lessons, provided they are reasonably priced; however, we cannot approve both in the same month.
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
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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