Healthy Hearing PNF - Products Need Form - Read in it's Entirety.
Use this form if you are organizing a Special Olympics Healthy Hearing event and you are not able to acquire the necessary hearing screening equipment locally or you require additional units to supplement what you have already acquired. Please contact healthyhearing@specialolympics.org with any related questions.
- This Products Need Form should be completed by Program Health Staff or Clinical Directors. Complete this form in its entirety, omitted information will delay the fulfillment process.
- A packing slip, which lists equipment by model and serial number as well as the supply count sent, will be included in every delivery. Please verify the contents upon arrival and check off each item when packing for return. All packing slips should accompany the shipments back to the vendor. We would also appreciate a count of unused supplies being returned; you can write the count on the packing slip. Ensure that all power cords are returned to the vendor, as each power cord will be listed on the packing slip. Missing equipment or power cords not returned to the vendor can become the program's responsibility if not found, and the packing slip is incomplete.
- Equipment tracking numbers and return labels will be sent via email to SO Program and HH CD a week prior to the event "need by date". Please note, if we are unable to fulfill your request, you will be informed via email at the time PNF is entered.
- Please enter the specific quantity/number of supplies & equipment needed in each field. If you do not need a specific item, please add "NA" or "0". The quantities listed are allotments for a specific number of athletes; request quantities accordingly. If not requested accordingly, a copy of the PNF with updated changes and an explanation will be sent to the Program. This will allow HH to accommodate multiple programs.
- You must schedule UPS pick-up or drop off at a UPS location the NEXT BUSINESS DAY after your event. If you need additional time, please let us know. Not returning equipment in a timely manner can potentially put the next Program at risk of not having their request fulfilled due to limited quantities of equipment.
- All equipment should be inspected by the Clinical Director before returning it to the vendor. If any equipment stops functioning properly or is broken, please contact healthyhearing@specialolympics.org within three days and place a note with a description of the problem on the equipment. This helps us prepare to fix or replace it. If we are not informed of an issue before the vendor receives the equipment, it may become the program's responsibility.
- Return all unused tips in their original packaging without mixing sizes and ensure only SOI tip supplies are returned, as they will be clearly labeled. Discard all used tips. If the vendor receives unused tips mixed with used tips (with visible earwax, blood, etc.), the bag will need to be discarded to prevent cross-contamination, and costs for new supplies may become the program's responsibility.
- All requests must be placed 60 days prior to the event start date for events within the US and 90 days prior for international events. Equipment fulfillment for submissions outside of this time frame are not guaranteed.
- Summer months (May - July) tend to be our busier season, therefore, it is imperative that you enter your request in a timely fashion. Requests entered outside of this timeframe for events occurring during these months are usually not fulfilled but we will always try our best to accommodate.
- If you are planning two Healthy Hearing events in a short time frame, you must enter both events separately into this Healthy Hearing Product Needs Form (PNF). Please reach out directly to healthyhearing@specialolympics.org with a request to keep the equipment between your two events and a determination will be made based on availability.
**Miscellaneous:**
- If a mistake was made on the Products Needs Form, a second request does not need to be entered. Please reach out to healthyhearing@specialolympics.org with your requested changes, and your original form will be updated. If you are no longer hosting an event, please email healthyhearing@specialolympics.org to request the cancellation.
- Please inform us if you are no longer hosting a Healthy Hearing event. When we are not informed of cancellations in a timely manner, it results in unnecessary "loss" of funds and potentially prevents us from supporting other programs that we previously had to decline. We understand that sometimes plans change and unexpected circumstances arise. However, it is crucial that you inform us as soon as possible if your event is canceled. This way, we can avoid sending equipment unnecessarily and manage our resources more effectively.
Modified 01/02/2025