Ordering Scrubs

Assigned To: Jessica Myers

Category: Student Life Cycle

Department: Procurement

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for ordering scrubs to ensure students receive required uniforms in a timely and organized manner.

Scope

Applies to the Procurement Team responsible for processing and fulfilling scrub orders across all schools.

Trigger

• New scrub order requests submitted

Process Overview

1. Access Order Requests

• Open Scrub Order Spreadsheet
• Locate new orders at the bottom of the sheet

2. Organize Orders

• Sort orders by location
• Separate by gender (women’s first, then men’s)
• Sort by size from smallest to largest

3. Vendor Ordering

• Log into Maevn Portal
• Select correct scrub items using product codes
• Add correct sizes and quantities to cart

4. Review and Checkout

• Verify all order details (size, gender, quantity)
• Proceed to checkout

5. Shipping Setup

• Enter PO details (state, location, start date)
• Copy shipping address from School Info sheet
• Confirm delivery details

6. Place Order

• Submit order through vendor portal
• Save confirmation details

7. Track Orders

• Update Scrub Order Spreadsheet
• Add tracking number once received
• Monitor delivery status

Key Rules

• Orders must be organized before submission
• Ensure correct sizing and quantities
• Accurate shipping details are required
• All orders must be tracked until delivery

Completion Criteria

• Scrub orders placed successfully
• Tracking information recorded
• Orders delivered to correct locations
• Records updated in tracking sheet

Tools and Systems

• Scrub Order Spreadsheet
• Maevn Portal
• School Info Smartsheet

Revision History

• Version 1: 05/09/2025
• Version 2: TBD
• Version 3: TBD