School Purchasing Specialist (SPP)

Established in 1998, the MSBO Voluntary Certification Program supports the ongoing professional development of school business officials. The program is a mark of distinction that reflects professional achievement and demonstrates a person’s dedication to his/her profession.

Benefits of School Purchasing Specialist Certification

The School Purchasing Specialist (SPP) certification:
1. Provides access to information and training that is specific to Michigan laws and regulations; and
2. Provides a basis for advancing professionalism of Purchasing Specialists in Michigan schools.

The SPP Program

MSBO certification courses provide a great deal of information in a short time. Most courses are “bulleted” information rather than in-depth training. They are intended to cover major points about their respective topics, offer an opportunity for questions and discussion, and provide resource information for future use.

The recommended beginning course for School Purchasing Specialist certification is Purchasing Overview. Although anyone may benefit from this or other individual certification courses, the full program is generally intended for Purchasing Managers, Supervisors, practitioners or assistants who have responsibility in purchasing and are in their first 1-5 years of employment. For those who have more than 5 years of experience in purchasing, MSBO will evaluate his/her experience to determine how much additional training is required prior to granting certification. A grandparenting application is required.

Any person employed in school business operations who meets the stated requirements may receive School Purchasing Specialist certification. There is no requirement for holding a particular position in a school district. Purchasing Specialists are typically employed within the business office and have responsibility in purchasing.

Requirements

This program and the courses listed have been created and reviewed by the Professional Development Committee of MSBO. An applicant for certification must be a member of MSBO and hold an Associate’s Degree.

In some circumstances, courses from other sources may be counted toward MSBO certification. Please be aware that some courses and/ or requirements may change. MSBO and the committees that created this program continue to evaluate and modify as deemed appropriate.

MSBO’s Certification Program Benefits:

Provides access to information needed to succeed in your job
Offers practical overviews of key areas of law, regulations and practices
Identifies resources for in-depth and additional information that may be utilized at a later time
Assures a quality curriculum is developed and monitored by the MSBO Professional Development Committee
Uses experienced practitioners to teach classes
Offers seminars at regular intervals and reasonable prices
Uses adult learning principles and provides a learning environment where colleagues can share experiences and information

Questions?

Contact Courtney Byam at 517.327.5937;
or Debbie Kopkau at 517.327.2587.

School Purchasing Specialist (SPP) Course Descriptions

Developing and Managing RFPs (6 hours):

An in depth review of the Request for Proposals (RFP) process including the development of the RFP through the evaluation of proposals and the award of the contract. Subjects covered include when to use a Request for Proposal versus an Invitation for Bid (IFB), writing specifications, managing the process, selection of an evaluation team, roles and responsibilities of the teams, evaluating and rating the proposals and pricing, conducting interviews/ demonstrations, negotiating with bidders, finalizing the subsequent agreement and administering the contract.

Effective Communications (3 hours):

Learn techniques and strategies to send clear messages, create credibility, and develop strategic communications programs that are effective for your school district.

How to Process and Evaluate Bids (3 hours):

Learn how sealed bids should be written and processed in order to minimize mistakes or bidder protests. Learn to write bid specifications, bid do’s and don’ts, and to define a responsive and responsible bidder.

Introduction to School Business: (14 hours):

An overview of school business operations with a focus on several key areas. The program will begin with a brief background on the general functions of the school Business Office Manager. Major components of the program will include: listing and describing reports that must be filed with federal, state, and local agencies; reviewing school laws and the Revised School Code; introducing fund accounting processes; reviewing school organizational issues and operational issues (how school boards and administrators function); and exploring inter-relationships between the business office and site operations – offices in school buildings, facilities, transportation, and food services. Part of the program would be devoted to discussion about the roles and functions of the school business official.

Principles of Contract Writing (3 hours):

Learn tips and techniques to write and interpret contracts more effectively. This session will define what a contract is, the components and structure of a contract and will cover various provisions that should be included.

Principles of Education (3 hours):

Understand the educational process, culture of schools, major learning theories, teaching methodologies, school improvement, design of inservice programs, and the structure and function of the principalship.

Purchasing Overview (3 hours):

Learn the basics of performing purchasing functions, including related Michigan laws, the structure of a purchasing operation, electronic and cooperative purchasing, bidding, reviewing contracts, lease-purchase options, and “partnerships.”

Purchasing Advanced (6 hours):

Learn the fundamentals of various legal issues that affect purchasing including Bid, Performance and Payment Bonds; contractor insurance coverage to mitigate risk; School Safety Requirements for contractors; ethics, Federal contract requirements, Freedom of Information (FOIA) requests; and records retention.

Team Leadership (3 hours):

Learn how to match your leadership style with the culture of the organization. Matching leadership style to the cultural landscape will allow you to increase your productivity, decrease communication problems and strengthen your conflict management skills.

Certification Wrap-up (2 hours):

Celebrate completion of your certification program! Reflect on what you have learned and your role in the educational process and your school district. This class can be taken only if you are two classes or less from completing your certification (not counting the Certification Wrap-Up Session).

Elective (6 hours):

Any course taken outside of this certification track but required in another.

Other recommendations for continuing education credits are courses offered through:

• National Institute of Governmental Purchasing (NIGP) at www.nigp.org
• Michigan Public Purchasing Officers Association (MPPOA) at www.mppoa.net

Total class time is 52 hours. Required continuing education includes 90 hours within a five calendar-year period. These hours can be earned through MSBO.