Ordering
All present needs for the shop are kept in one order to be filled until it becomes necessary for an order to go out.
Orders are compiled by shop mechanics and submitted by the Bike Coordinator.
The commonly used parts should be considered when making orders. See Tools and Parts Inventory for the list of items. In addition, special projects such as the Oregon Daily Emerald Bikes, Duck Cruisers, Globe Bikes, and all long-term loan bikes will on occasion need special parts ordered.
When it becomes necessary for an order to go out, contact the Bike Coordinator. The final order and financials will be handled through the Office Coordinator. The orders usually take 2-3 business days and are generally delivered to the Barn facility.
When the orders arrive, the Mechanic on duty will inventory the parts, making sure to note if anything did not arrive. The parts can then be stocked in their proper place. The packing sheet is given to the Bike Coordinator to file.
Personal orders
Presently, staff members are not permitted to order personal parts at cost. In the past, staff orders were submitted separately from shop orders at the discretion of the Bike Coordinator. Should personal orders be allowed again, the following language will be implemented:
The Bike Program allows its student staff access to its wholesale accounts. We believe this access can help empower them to act as stronger ambassadors to bicycling culture. Equipping our staff with top-quality equipment allows them to speak about its usefulness based on tangible experience, increase their passion for bicycling, and to lead other riders by example. This access is a privilege that is to be used to ease our staff’s access to the kind of equipment that we want them to recommend to other riders, particularly items which improve safety or promote sustainability. This includes but is not limited to: steel U-bolt locks, LED lights, puncture-resistant tires, and bells, for example.
All staff purchases are to be made once a term on a single “staff order.” All purchases must be approved by the Coordinator. Staff may not purchase items for friends or family. In addition to the cost of their items, staff will also pay the cost of shipping on these orders.
As a courtesy, the Coordinator will send out an email to staff notifying them of a “staff order” one week before the order is to be placed. The Coordinator will create a shareable document (such as a Google Sheet) for staff to track who is ordering which items, in what quantity, and how much they cost. Staff may browse the distributor’s online catalog and add items to the order or ask the Coordinator to help them select items. It is each staff member’s responsibility to update the shareable document as they add items to the order. The Coordinator will check the document and resolve any inconsistencies with the order before submitting it. Only the Coordinator may submit the order. Before the order arrives, the Coordinator will use the shareable document to calculate and list the dollar amount each staff member owes, including the cost of shipping. There will be a paid/not paid column for each staff member. As the order arrives, the Coordinator will check it to confirm all items have arrived. When the order has been fully checked in and all costs have been confirmed, staff may begin to pay for their items. Staff will pay by cash or check. Once a staff member has paid, they may mark the document as such and collect their items.
Log-in Information
Orders from J&B Importers are accessed through their website: http://www.jbi.bike/web/index.php
- Username: outdoorprogram staff
- Account Number: 103176
- Password: oppass
Orders from Cyclone account are accessed through their website: https://www.cyclonebicycle.com/
- Username: bikes@uoregon.edu
- Password: oppass
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