Ordering 102
Ordering services, memberships, passes, and more.
Dear Cottonwood Families,
Ordering for the 2022/23 school year is well under way! Preorders began processing on July 5th and the ordering team is cruising right along. Packages will find their way to your doorsteps soon if you've already submitted orders. If you haven't begun ordering yet, rest assured, there is no rush...breathe!! There is still plenty of time. Many families wait until their HST returns from break to discuss curriculum and place orders. Now is a great time to check out available resources at our Lending Library and join us for an in person shopping event at A Brighter Child.
On Monday, July 18, Phase 2 of ordering opens. You may begin placing orders for services with our approved Community Partners, memberships, passes, subscriptions and more beginning on Monday. Please read this email entirely for all of the details and guidelines for placing these orders. Some information in this email will be repeated from Ordering 101 and the Ordering Updates emails to ensure that you have all of the information you need for successful planning and preparation for the upcoming school year. This Ordering Newsletter will cover the ordering timeline, provide detailed instructions and tutorials, and our basic ordering guidelines.
CONTINUING FAMILIES, important changes have been made, so it is vital that you read this email too!
Amazon Punchout ordering begins Monday, August 1st. (Any Amazon orders placed before August or without "Punchout" will be rejected)
Please know that careful thought and planning has gone into ordering to ensure accuracy, efficiency, and timely processing. Another focus is visibility. We want you to see clearly what you have spent and your remaining balance so you can budget funds wisely. In order to meet this need some new steps needed to be added, such as adding tax & shipping bundle. Even if you do not anticipate a shipping cost, for example on a digital order, including the required tax & shipping bundle enables our team to show any vendor-required processing or other fees. Final orders will reflect the actual price of the item and any additional costs.
Our success is a result of the beautiful partnership between The Cottonwood School and our stellar student body and dedicated parents. Thank you for being part of our school.
Thank you. Remember, we are here to support you and you are never alone in your journey!
Procurify's NEW LOOK!
Procurify has a new look. You'll notice some changes to their colors and layout but as long as your logged into our 22-23 Ordering Site, you're in the right spot!
What's new?
- New Service Waiver of Liability
- fillable form
- list requested activity and Community Partner
- New Cottonwood 22-23 Ordering Site (Procurify landing page)
- 1 Vendor per order
- Expanded “Order Type” options
- Required Educational Relevance dropdown
- Tax & Shipping Bundle not required on Service Orders.
Getting Started - Logging in to our NEW Procurify site:
Update Bookmark: Everyone needs to update their Ordering bookmark to Cottonwood’s NEW Ordering website, if you haven't already: 2022-2023 Cottonwood Ordering Site (Bookmark it)
- If you login to last year's site, you will not see current student budgets, new students, or be able to order.
- Web ONLY - The Procurify Mobile App will be available in August. Please access Procurify through our new 2022-2023 site until then. Use Google Chrome browser for best results.
Login: Returning & New families with approved ISAs (formally know as MA or Master Agreement) were sent their Procurify logins beginning on Thursday, 5/26/22 from notifications@mailer.procurify.com. These emails were time sensitive. If your link no longer works, or you lost it, follow the next step.
- Go to 2022-2023 Cottonwood Ordering Site . Select "Don't Remember Your Password?" to set a new password and begin ordering.
- You can see available funds in your Procurify account
New Families will receive information (including ISAs to sign) from either their HST or the summer HST (Summer Homeschool Teacher - not the same teacher that you work with during the school year). Procurify logins are sent following the completion and approval of ISAs.
Informed Ordering - Know before you go!
Invest the time be informed. Seamless ordering is well worth the effort! Start by watching the updated video tutorials and reviewing the updated directions, then you will be well equipped to successfully place orders!
- 2022-2023 Cottonwood Ordering Hub - Now available! This website has step-by-step instructions, video tutorials, and all essential order information available on our school website for parents - no Nest access needed! We will continue to update the Ordering Info Hub as new phases of ordering become available (ie. Services, Amazon, etc)
Online Classes - The Processed Explained
The following vendors were requested as products last year. For 2022-23 these vendors are services and you will find them on the Community Partners list. They DO NOT require the tax & shipping bundle but they DO require a Service Waiver of Liability to be uploaded with your order. Please ensure that your order ALWAYS includes the URL for the class.
- Mister D's Math
- Outschool
- Silicon Valley High School
- Beast Academy Classes
- Art of Problem Solving
- Online Live Math
Important Ordering Reminders
- The Tax & Shipping bundle is required for ALL product orders regardless of whether it seems there is no shipping cost, the product is digital, or shipping is listed as free on the vendor's website. The adjusted amount that reflects the real cost will be reflected in your account when the order is processed.
- Catalog items do not require the Tax & Shipping bundle.
- Select only one vendor per order.
- All tech items must be ordered through the school catalog.
- You must include links and all required information. Check and recheck before submitting your orders.
- It is best practice to select vendors that are listed in Procurify. These vendors already have established working relationships with our school and accept our methods of payment. Our purchasing team will always make an effort to purchase your requested item, but vendors are not always willing to accept our methods of payment and/or do not work with schools.
- If your order is denied, you simply need to duplicate the order and make the needed corrections (unless it is an item that didn't meet the guidelines). You do not need to re-enter the entire order. (See the "Duplicating Orders - 4 Quick Steps" linked below)
- All orders must be non-sectarian/not religious.
- Lastly, there is plenty of time! Breathe, choose thoughtfully, and enter the order carefully.
Community Partner/Vendor - Service Orders
Community Partners:
Our Community Partners are valued vendors who offer services to our students such as classes, enrichment like gymnastics, dance, music lessons and so on. Each Community Partner has been carefully vetted and has completed an onboarding process with our school. You may order services only from Partners who have completed the Cottonwood School's onboarding process. They will be listed on a drop down menu of Preferred Vendors in Procurify. Many Community Partners are still in the process of submitting their required paperwork.
Don’t see your Community Partner? Encourage them to sign up and/or complete their onboarding - Become a Community Partner Link
Any order for a class or activity that includes live interaction, in-person or virtual, is considered a "service" and must be purchased as a Service Order
Is your Community Partner in Procurify with note of “Product Only” ? Encourage the vendor to become a Community Partner so services can be purchased - Note that if you see “Product Only”, then ONLY products (no live interaction) may be purchased.
TWO STEP PROCESS
Registering for classes and services is a two step process. We do NOT register your students for classes. We simply process orders for and cover the cost of the classes. In most cases, YOU register or sign up for classes with your selected Community Partner, and then place an order for the cost of that class. Ordering in Procurify does not mean that you are registered for the class.
SERVICE ORDER GUIDELINES:
Follow the instructions in the Ordering Hub to order Services.
Services can begin 8/15 or later.
Families are responsible for registration fees. We can not pay registration fees.
Funds can not be used for clothing, costumes or uniforms.
All Services must be secular and support student's educational plan
Select only 1 vendor per order - approved Community Partners will be available in the "Preferred Vendor" drop down box.
A Service Waiver of Liability (22-23 form linked below) must be uploaded for your order with your student's name, Community Partner name, and activity (Academic Enrichment; Physical Education; STEM; Tutoring, etc) and parent signature.
Each order can be for only 1 month of service, or 1 class duration.
Services can be ordered up to 2 months in advance.
If the service is a semester long class it must match the vendor’s billing/registration format on their website.
Service Voucher before services are rendered and cannot be placed retroactively. Plan accordingly. We cannot ensure that your order will be processed before the class begins if you do not allow ample time for processing. At this point in the year, allow for no less than three weeks.
Students may participate in Community Partner services up to 12 hours per week.
Tax & Shipping bundles are not required for Service Orders.
As a reminder, Service Voucher is a promise to pay, and therefore are NON-revocable and NON-refundable.
Subscriptions/Memberships/Passes
Order shortest duration possible. If you change your mind there are no refunds/cancellations. While subscription boxes look amazing, your kids may not love them as much as you thought. If they love it then you can easily order additional months to continue the subscription. Remember, duplicating an order is easy if you want to continue the subscription.
Yearlong memberships are are accepted at this point in the year. Be on the lookout for ordering updates regarding year-long subscription/membership cut off dates. Now is the time to consider year long planning that supports your educational plan, goals and areas of study that would be supported by memberships.
Lifetime subscriptions or memberships may not be purchased.
We cannot purchase from vendors who require recurring charges where a credit card is held on file.
Memberships/subscriptions/passes will begin on or after 8/15, the first day of school.
Please make sure to follow the tax & shipping bundle directions and include it with ALL subscription/membership/passes orders (even if you think it is not needed).
Parent-led Educational Field Trips
You may use instructional funds to purchase parent-led Educational Field Trips including chaperone tickets to attend trips and events with your students.
For parent-led educational field trip orders, follow the guidelines below:
Chaperone ratio applies - 1 chaperone ticket per 4 enrolled students, 2 chaperones per 5+ enrolled students
If a vendor or venue requires a different chaperone ratio, please reach out to your HST for guidance.
Trips may begin 8/15 or later.
Field trip locations must be in California or South Lake Tahoe Region. If you are considering a field trip outside this area, please contact your HST for guidance.
Please make sure to follow the tax & shipping bundle directions and include it with ALL educational parent-led field trip orders (even if you think it is not needed).
We offer multiple Community Connection events and School-led Field trips throughout the year. We highly recommend budgeting for these exciting opportunities. Families can learn about, and sign up for school-led field trips and events through the Wednesday Weekly.
Lending Library
The Lending Library is open! Hours are Monday - Friday, 9 AM - 3 PM.
Come to see the changes we made to the library and pick up some curriculum! We have lots of new books, supplemental items, and instruments available. If you haven’t already, check out the Lending Library website and put items on hold for pick-up at the library or at a park day. Click here for instructions on how to set up your library account.
Each student may check out 15 items. Students may borrow curriculum, books, and musical instruments for the entire school year. Students may borrow non-curriculum books and supplemental items for up to three months.
LIBRARY RETURNS:
There are hundreds of overdue items from the 2021/22 school year. The intent of the library is to make available as many materials as possible to our families. Everyone working together to return items you are no longer using, or items you have borrowed, means more is available to you and to others and inventory is consistently being replenished. Also, you continue to make room on your shelves for new and exciting learning materials. Sharing is caring. Thank you for honoring the borrowing timelines.
Summer Park Days Wednesdays at 10:00 am
Peruse through and ask questions about curriculum at our Summer Park Days!
July 20- Diamond Oaks Park *Near the corner of Shasta St. and Diamond Oaks
July 27- Morse Park *The parking lot on Bella Terra, by the basketball court
July 28- Bijou Park *By the playground.
August 3- Auburn Recreation Park
August 10- Fair Oaks Park
Library Office Hours- Tuesdays at 2 pm
Join us on Zoom for answers to your library questions: A walkthrough of the library website, information on curriculum choices; ask away! We are here to help!
S T R E T C H Instructional funds with Cottonwood’s FREE and low-cost Online resources
In addition to the resources at the Lending Library you can take advantage of the 2022-23 Online Resources
Our 2022-23 Online Resources include free online subscriptions and online curriculum available to order with funds through your HST when they return in August.
Clever access will be available in August when school begins. More information on this is forthcoming.
Contacts and links
Procurify and ordering related questions: enrichment@cottonwoodk12.org