Requesting Supplies For A New School

Assigned To: Jessica Myers, Dan Tietz, Sarah Dungan, Victor Alfaro, Carly Cavagnoli

Category: Student Life Cycle

Department: Campus Manager, Procurement, Program Manager

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for requesting and coordinating supplies for new school locations prior to setup and inspection.

Scope

Applies to Campus Managers, Program Managers, and Procurement teams responsible for new school setup.

Trigger

• New school location approaching setup or inspection date

Process Overview

1. Review Upcoming Schools

• Check New School Pipeline Dashboard
• Identify schools needing supplies

2. Coordinate Setup

• Coordinate with Business Development and host partner
• Confirm setup date and logistics
• Determine cabinet size and requirements

3. Submit Supply Request

• Complete New School Order Supply Request form
• Submit at least 2 weeks (3 weeks preferred) before setup

4. Procurement Processing

• Procurement reviews request
• Orders supplies
• Provides tracking details

5. Track Orders

• Monitor Trello board for updates
• Track order status and delivery timelines

6. Communicate Deliveries

• Notify host partner of deliveries
• Provide handling instructions

Key Rules

• Requests must be submitted at least 2 weeks in advance
• Setup date must be coordinated before submission
• All deliveries must be communicated clearly
• Tracking must be monitored until completion

Completion Criteria

• Supply request submitted
• Orders placed by procurement
• Deliveries tracked and confirmed
• Host partner informed and prepared

Tools and Systems

• New School Pipeline Dashboard
• New School Order Supply Request Form
• Trello Board (Order Tracking)

Revision History

• Version 1: 07/15/2025
• Version 2: TBD
• Version 3: TBD