• You MUST HAVE a signed Master Agreement and Family Ordering Acknowledgement on file with your CST before placing your first order request.  Your order request will be denied if you do not.

• Verify with your CST that you have your core curriculum in place.  Orders for extracurricular activities and materials will not be placed if the core curriculum is not sufficient for the scholar’s needs.

• Do NOT request any faith-based materials.  Parents must pay out of pocket for these materials.

• We do not approve reimbursements.

• Make sure that any order placed is for an approved vendor. 

• Visit the website of the approved vendor. Locate the item(s) you’d like and make note of the item number, product description, grade level, and price. Double-check the item number.  If you make a mistake, there are no returns. The ordering system will automatically calculate shipping and tax. Funds will adjust once orders are invoice matched.

• Please be very precise with item numbers and prices on your Request Form.  There are no returns for items ordered by mistake, so please make sure to reach out to your CST to cancel any of these items.

• Use the list of consumables vs non-consumables and our Instructional Funds Guidelines as your guide for what is allowed and what is not.

• For a list of what is acceptable please refer to this list.

• If you order non-consumable item(s), we ask that you take great care of the item(s) because you must pay for any lost or damaged non-consumable materials out of pocket if you are unable to return them upon withdrawal or graduation. You will also need to return them to your CST once you have finished using them or if you withdraw from Heartwood Charter School.

• You will be able to track your orders in the ordering system, you can see when the order has been approved by your CST as well as when it is placed.

• You MUST HAVE a signed Master Agreement and Family Ordering Acknowledgement on file with your CST before placing your first order request.  Your order request will be denied if you do not.

• Do not place orders for classes with faith-based instruction.

• Verify with your CST that you have your core curriculum in place.  

• We do not reimburse for services. We pay using a Purchase Order. The Purchase Order (PO) is our promise to the vendor that we will pay them. They need to see that PO before they will provide services to your student(s). All service orders must be submitted for approval at least 2 weeks before the class begins.

• Check our Approved Vendor List  to locate any vendors you would like to work with.  Use the Instructional Funds Guidelines as your guide for what is allowed and what is not.

• Please make sure that you have followed the vendor’s process for registration before submitting your order with Heartwood Charter School.

• Parents are responsible for any vendor payment or fee required to hold a spot in a class, registration and initial fees.

• Please be as specific as possible when filling out the order by providing as much information as possible in the description of the order.

• All fields are required in the ordering system when placing a service order.  Tax and shipping will not be calculated for service orders.

• As a parent, you are able to track the progress of the orders that you have placed within the ordering system.

• For a list of what is acceptable please refer to this list.

Please see links to the following OPS pages:

• Placing VCI Orders

• Placing EMR Orders

• Placing a Punchout order (amazon, rainbow resources, office depot)

• Placing a computer order

• Placing a school play order

• Placing a field trip order

• How to Mark and order Received