A Procurement Manager’s Checklist for Ordering from the Learning Resources Catalog

I’m a procurement manager at a small K-8 school. I’ve managed our instructional supplies budget—about $180,000 a year—for six years, and I order from the Learning Resources catalog almost every fall. This checklist is the one I actually use. It has six steps, and it’s built for people who need to make a good order decision without chasing every shiny product.

If you’re buying for a single classroom and your total order is $200, this still applies. Small doesn’t mean unimportant—it means potential. I’ve been on the small-order side, and that’s where good vendor relationships start.

The 6-step ordering checklist

Step 1: Pull your usage data before you open the catalog

Don’t browse first. When I audited our 2023 spending, I found that 17% of our budget overruns came from ordering “just in case” without checking what was already in storage. So count what you have. Write down the categories: math manipulatives, STEM kits, measuring tools, pretend play sets, and classroom whiteboards. If you have no inventory system, a simple Google Sheet works. The point is to spend 20 minutes now instead of an hour later fixing an order that’s missing a component.

For a first order, resist the “just in case” instinct. A smaller, deliberate order is easier to justify than a closet full of unpacked kits.

Step 2: Use the Learning Resources catalog as a source of truth

Search for the learning resources catalog online, or request a print copy. I still like the print version for planning meetings—yes, actual print. It has product numbers and grade bands, which makes purchase orders easier. According to Learning Resources (learningresources.com), their math and STEM products are designed for hands-on, small-group learning. That sentence has saved me from over-ordering more than once.

This is also where I find what I call learning education resources: the everyday tools like tape measures, school rulers, primary calculators, and algebra tiles. They’re easy to overlook when you’re focused on the big kits.

Step 3: Calculate true cost per classroom, not price per unit

Unit price is a trap. I see this especially with STEM bundles and classroom kits. A large set might look cheaper per piece, but if it requires extra accessories or doesn’t match your class structure, it’s not a win. I built a total-cost-of-ownership spreadsheet after getting burned on hidden fees twice. Now every product gets a line: price, pieces per set, number of groups served, and expected lifetime.

For example, an algebra tiles classroom 30-set is a good fit if you have 30 students working at the same time. If you teach in small groups, the same 30-set might sit unused for months. Let the catalog’s “classroom set” label be a hint, not the final answer. I’d rather buy a smaller set that gets used daily than a larger set that gets stored on a shelf.

Step 4: Add cleaning and maintenance to your cost estimate

Whiteboards are a classic hidden-cost area. The board itself is only part of the budget. You need markers, erasers, and a cleaning routine. And at some point, someone will write on a wall. It’s practically a law of classroom physics.

So, for the question you’ll probably search one day: how to get dry erase marker off wall—use 70% isopropyl alcohol on a microfiber cloth. Blot the mark first, then wipe gently. Don’t start with water, because water can spread the pigment into the paint. For older marks, 90% isopropyl alcohol or a melamine sponge usually works. Test an inconspicuous spot first.

Add a small bottle of isopropyl alcohol and a pack of microfiber cloths to your cleaning supplies. It costs almost nothing, and it saves a maintenance request later. Whiteboard maintenance isn’t glamorous, but it’s part of the real cost of using the product.

Step 5: Pair physical tools with free digital calculators

I have mixed feelings about screens in the classroom. On one hand, digital tools make homework practice faster. On the other, students understand math better when they can hold and move physical pieces. I reconcile that by using digital tools as a checking layer, not the main lesson.

For upper grades, I bookmark a midpoint calculator for coordinate geometry and a cross product calculator for vector problems. Teachers use them to verify answers quickly, while the hands-on materials—like measuring tools and STEM kits—do the teaching. The order of tools matters: hands-on first, digital second.

Step 6: Don’t assume your small order isn’t welcome

Some suppliers treat orders under $500 like an inconvenience. That attitude is short-sighted. If you’re a single classroom or a homeschool co-op, ask about small-order options before you design your whole order around a bulk discount. Learning Resources has been straightforward with us over the years, but I still request a quote link or an educator pricing form every time.

Small doesn’t mean unimportant—it means potential.

When I was starting out, the vendors who treated my $200 orders seriously are the ones I still use for $20,000 orders. That lesson sticks with me. In my experience, a respectful quote request—even for a small total—gets better service than a bulk order placed at the last minute.

Mistakes I’ve made so you don’t repeat them

The first big mistake was a communication failure. I said “one set per classroom” on a purchase request. The vendor heard “one set per grade.” Result: three extra kits and a storage problem. Now I write exact quantities in the order notes: 1 set per classroom, 10 classrooms, total 10.

Second, expiration dates. I still kick myself for not checking dry-erase marker shelf life before stocking up. Markers dry out if they sit too long. Now I order enough for the school year, not for three years.

Third, read the product count carefully. Some kits say “30 pieces,” but that means 30 small pieces, not 30 student kits. That kind of detail causes a last-minute scramble.

And don’t wait until August. By July, catalog stock gets thin because schools all over the country are ordering at the same time. If you can, place your main Learning Resources catalog order in April or May. The September version of you will be grateful.

Prices and product availability in the Learning Resources catalog are current as of March 2025. Verify current rates and stock before you submit a quote request.