FROM OUTSOURCE TO IN-HOUSE
How Epic’s warehouse shift brought devices and service home
FROM OUTSOURCE TO IN-HOUSE
How Epic’s warehouse shift brought devices and service home
There’s an old saying: If you want something done right, do it yourself.
That’s exactly what Epic did a little more than a year ago when the state’s largest virtual charter school pulled its warehouse and technology service operations back under its own roof. After years of a third party managing the hardware lifeline that keeps its students connected and learning, one thing became clear as enrollment continued to surge: the old way just wasn’t working anymore.
“We decided that we needed to take over that operation from the third party that we were paying a lot of money to,” said Roger Kimball, Epic’s deputy superintendent of technology. “We felt that if we had our own employees who were trained in Epic’s culture, we would be able to provide better support and better customer service to our families and teachers in a more timely manner.”
As delivery complaints stacked up, so did
the headaches: shipping times grew longer, customer satisfaction dropped, and Epic didn’t have the visibility to fix it.
After more than 15 months of internal preparation, the switch was an immediate one. There was no haggling, no debating. Just a fleet of trucks showing up at the vendor’s facility and hauling thousands of laptops and MiFi devices to a newly leased facility near its 50 Penn headquarters in Oklahoma City. There, teams that didn’t exist the week prior began taking customer calls, filling orders and logging tickets. What’s more, they did it all without impeding the start of the school year.
Brand-new hires, management, processes and facilities (even brand-new phone numbers to call) all culminated in something gamechanging. What had been a weeks-long process to get technology into the hands of students and teachers who need it gave way to a pointto-point experience of about 24 hours in most cases.
Kimball said customer complaints started declining almost immediately, by about 80%, he estimates.
“Anytime you can cut that gap down, that puts
the student back into the curriculum, and they’re not losing valuable study time,” he said. “The saving of money was a huge byproduct, too, but it was more about providing better service to our students.”
The new operation is humming along so well, Kimball said, because of the people who make it happen. He specifically noted the work of Epic’s Service Desk, Technology Assets Distribution and Assets teams as being crucial to the move’s success. The efforts of the Customer Experience team and legion of software analysts, cybersecurity professionals and business analysts were also indispensable.
“They really do good work, and there’s great camaraderie between the teams,” he said, adding that the people running the show at the warehouse take a great deal of pride in what they do and carry a deep understanding that the faster they do their work, the faster students can learn. “When you have that kind of mindset, everything just falls into place.”
Perhaps one of the most significant results of the warehouse move has been its ripple effect. For example, the Learning Fund (a longtime
“WE DECIDED THAT WE NEEDED TO TAKE OVER THAT OPERATION FROM THE THIRD PARTY THAT WE WERE PAYING A LOT OF MONEY TO. WE FELT THAT IF WE HAD OUR OWN EMPLOYEES WHO WERE TRAINED IN EPIC’S CULTURE, WE WOULD BE ABLE TO PROVIDE BETTER SUPPORT AND BETTER CUSTOMER SERVICE TO OUR FAMILIES AND TEACHERS IN A MORE TIMELY MANNER.”
- ROGER KIMBALL , EPIC’S DEPUTY SUPERINTENDENT OF TECHNOLOGY
lightning rod for customer complaints) now moves faster and more efficiently, too.
Kimball said this new process allows hardware requests to be auto-approved and drop directly into the warehouse queue without any human interaction. That shift has freed the Learning Fund staff to focus more on retail orders, meaning that turnaround time is now measured in days instead of weeks.
“I really think we’ve hit a pretty solid stride,” he said. “We’re always trying to make things better and smoother, but that monumental leap we
took has really paid off in a really big way.”
In-house ownership always means risk. Building new teams, processes and systems from the ground up on day one – with no safety net –was a huge, but necessary, gamble. But the payoff has resulted in an almost unprecedented integration and streamlining of departments.
In the end, though, Kimball said it was absolutely the right choice.
“Doing it yourself isn’t about pride. It’s about responsibility,” he said. “We said we’d do better. Now we are.”
FALL COAT Drive
Help Keep Students Warm This Fall
As the crisp fall air rolls in, many families in our community are in need of warmth. Epic Charter Schools invites you to join our Fall Coat Drive, a heartfelt effort to provide coats, hats, scarves, and gloves to students across Oklahoma. From Oct. 1 - Nov. 21, we’ll be collecting new or gently used items at micro sites statewide.
Every coat, every pair of gloves, every scarf you give wraps a child in warmth and love. Together, we can make a difference. Start collecting now and be a part of something bigger this fall.
Collecting at various Epic micro sites.
Order directly from Amazon via the wishlist.
UPCOMING DAYS SCHOOL PICTURE
Find Your Passion, Build Your Path
Epic offers a wide range of student-led and staff-supported clubs, from Chess and Drama to Academic Bowl, Key Club and many others.
• Make friends.
• Grow leadership skills.
• Explore your interests beyond the classroom.
Explore the list of student clubs, how to join, and helpful information. Information is also available on the Epic Website’s Club Page.
Questions? Contact katrina.cooper@epiccharterschools.org.
INNOVATORS EPIC DAY
GET READY FOR AN EXCITING DAY OF INNOVATION, CREATIVITY AND DISCOVERY!
Join us for our Science Fair, Inventor & Entrepreneur Fair and STEAM Day:
Dec. 2 – Oklahoma City at 50 Penn
Dec. 4 – Tulsa at Woodward Building
This is your chance to showcase your projects, ideas and inventions, connect with other Epic students and have fun exploring science, entrepreneurship and STEAM activities.
We have so much to offer, whether you choose to present a project or not. Everyone is invited to attend.
• Present your projects and creative ideas.
• Compete for awards and recognition.
• Enjoy hands-on STEAM activities.
• Celebrate learning in a fun, exciting environment.
CLICK BELOW TO REGISTER
INSTRUCTION PACKETS
Download the resources now to begin preparing your projects.
Science Fair Grades 1-3
Science Fair Grades 4-8
Science Fair Grades 9-12
Inventor/Entrepreneur Grades 1-3
Inventor/Entrepreneur Grades 4-8
Inventor/Entrepreneur Grades 9-12
COLLEGE & CAREER READINESS
IT’S TIME TO COMPLETE THE FAFSA
Seniors: Both the 2026-2027 FAFSA and the Opt Out Form are scheduled to open on or after Oct. 1. Please take action immediately and satisfy this graduation requirement as early as possible.
WHAT IS THE FAFSA AND WHY IS IT IMPORTANT?
The Free Application for Federal Student Aid (FAFSA) is a required form that graduating high school students fill out to apply for financial aid for higher education. This aid can come in the form of grants (free money), work-study opportunities and low-interest federal student loans.
Filling out the FAFSA is free and takes less time than you might think—but it’s incredibly important.
• It can unlock thousands of dollars in financial aid.
• Many scholarships (including Oklahoma’s Promise) require a completed FAFSA.
• Submitting it early increases chances for more aid—some funds are firstcome, first-served.
If you have questions or need support, contact our Financial Aid and Scholarship Counselor, Micah Burk, at micah.burk@epiccharterschools.org.
COLLEGE PATHWAY
TEL AREA COLLEGE
ECA
If you would like to withdraw from your TEL course for the fall 2025 semester, tickets must be submitted to the GSS by Wednesday, Oct. 29. Concurrent Enrollment and the Learning Fund — Action step required for concurrent students: If you are taking concurrent courses at an area college and you have not already requested that your concurrent bill be sent to our invoice department, please read the information in this resource for Epic invoice information and a mandatory action step that you will need to take.
ECA Eagle for a Day on the campus of Oklahoma Christian (OC) University will be held on Friday, Oct. 24. Please check your Epic inbox for the RSVP form from OC. You must register to attend. We would love to see you there!
Please note the potential out-of-pocket verbiage on the resource document that is linked.
If you have questions, please email Shannon Starr at shannon.starr@epiccharterschools.org.
OKLAHOMA FOUNDATION FOR EXCELLENCE ACADEMIC ALL-STATE AWARD
Attention Epic Charter Schools Seniors! The Oklahoma Foundation for Excellence
Academic All-State Award honors 100 outstanding students each year for excellence in academics, leadership and community service.
If you have a composite ACT score of at least 30, a combined SAT score of at least 1370 or are a National Merit Scholarship Semifinalist, you are eligible to apply!
This award not only recognizes your hard work but also includes a $1,500 prize and an
EXPLORE YOUR FUTURE: OCT. COLLEGE SESSIONS
Epic 8th-12th grade students and families, get ready for a full month of exciting virtual opportunities to plan your future! Whether you are exploring career paths, researching college options, considering military academies, or working through the college admissions process, there is something for everyone.
College Planning + Admissions Office Hour
10/02/2025 | 9:30-10:30 a.m. | Zoom
Is College Right for Me? / Career Exploration 10/08/2025 | 12-1 p.m. | Zoom
College Planning + Admissions Office Hour 10/09/2025 | 9:30-10:30 a.m. | Zoom
College Information Session Series: OSU, OU, UCO 10/21/2025 | 1-2 p.m. | Zoom
invitation to the special Academic Awards Celebration in May 2026 at the National Cowboy & Western Heritage Museum in Oklahoma City.
Don’t miss your chance to join this elite group of scholars. Start your application now and showcase your achievements. Please click here to apply.
For questions or support, please email College Planning Counselor, Brianna Strickler, at: brianna.strickler@epiccharterschools.org.
Military Academy Information Session Series: USAFA 10/22/2025 | 10-11 a.m | Zoom
College Planning + Admissions Office Hour 10/23/2025 | 9:30-10:30 a.m. | Zoom
College Fair: ORU, OSU, OU, TU, UCO 10/23/2025 | 1-2 p.m. | Zoom
College Information Session Series: ECU, RSU, SOSU 10/28/2025 | 1-2 p.m. | Zoom
Military Academy Information Session Series: USNA 10/29/2025 | 10-11 a.m | Zoom
College Planning + Admissions Office Hour 10/30/2025 | 9:30-10:30 a.m. | Zoom
Military Academy Information Session Series: USMA 11/05/2025 | 10-11 a.m | Zoom
SCHOLARSHIPS
• FAFSA - Seniors, the 2026-2027 FAFSA and the Opt Out Form is scheduled to open on or after Oct. 1. Please take action immediately and satisfy this graduation requirement as early as possible.
• Reminder to all 8-12th-grade students: You can apply for scholarships throughout all your years in high school! Some 11th and 12th-grade opportunities are highlighted on the Scholarship Search in Naviance. All students may use this to guide their scholarship journey.
• Considering OSU? Apply before Nov. 1 to be considered for the new Horizon Scholars Program.
• Early admission to certain universities across the state and nation could automatically secure scholarship money for you! Seniors are encouraged to complete all college applications before Nov. 1 to best position themselves for receiving early admission scholarships. (Especially true for OU and OSU)
• Oklahoma’s Promise is now accepting applications from students in grades 8-12. Note: 12th-grade students must complete their application before Dec. 31.
If you have questions or need support, contact our Financial Aid and Scholarship Counselor, Micah Burk, at micah.burk@epiccharterschools.org.
INFORMATION SESSIONS
FAFSA: General Open Q&A (2026-2027 FAFSA) 10/21/2025 | 4-5 p.m. | Zoom
INTERNSHIPS
• Do you love horses? Working with children? Want to learn more about running a non-profit? Three internship options with The Right Path!
• Premier indoor playground is looking for fun and energetic teens for their paid internship! Kidz Funtown
WORK/WBL
Seeking employment in the north OKC or Edmond area? These companies are looking for Epic students.
• Tropical Smoothie
• Edmond Chick-fil-A
Dates to Remember
Tulsa Welding School Information Sessions Oct. 7 | 2-3p.m. | Zoom
Tulsa Welding School Information Sessions Oct. 7 | 6-7p.m. | Zoom
Internship & WBL Assignment Workshop Weekly on Wednesdays | 3-4 p.m. | Zoom
CAREER PATHWAY
CAREERTECH APPLICATION SEASON IS
HERE!
Application season has officially begun! As a reminder, students apply for CareerTech the year before they wish to attend. Most programs are open to juniors and seniors and are designed as two-year programs.
Applications are currently open at:
• Moore Norman.
• Metro Tech.
• Southwest Tech.
Use our One-Stop Shop to view all upcoming tours and application timelines.
CareerTech is very competitive, so students are encouraged to start planning and exploring their options early.
Schedule a meeting with Epic CareerTech Specialist Hadley Miller: Book a Meeting
DATES TO REMEMBER
Green Country — Virtual Information Session
Oct. 1 | 11 a.m. | Zoom
KTC McAlester — Virtual Information Session Oct. 1 | 1 p.m. | Zoom
Meridian — 8th Grade Discovery Day Oct. 1 | 9 a.m. | Registration
Canadian Valley, El Reno/Yukon — Applications Open Oct. 1
Canadian Valley, Chick — Open House Oct. 1 | Time TBD
Tulsa Tech — Applications Open Oct. 1
Canadian Valley — Virtual Information Session Oct. 2 | 12 p.m. | Zoom
Moore Norman — Student Tour Oct. 3 | 10 a.m. | Registration
ALL — CareerTech Application Support Oct. 7 | 11:30 a.m. | Zoom
KTC Idabel — Virtual Information Session Oct. 7 | 1 p.m. | Zoom
KTC Poteau — 9th Grade Reality Check Oct. 7 | 12 p.m. | Registration
West Tech Burns Flat — 9th Grade West Fest Oct. 8 | 12:30 p.m. | Email Hadley Miller for more info
Red River — Virtual Information Session Oct. 8 | 1 p.m. | Zoom
West Tech Burns Flat — 9th Grade West Fest Oct. 9 | 12:30 PM | Email Hadley Miller for more info
ICTC Sallisaw — Virtual Information Session Oct. 9 | 1 p.m. | Zoom
Great Plains — Virtual Information Session Oct. 9 | 2 p.m. | Zoom
Pioneer Tech — 8th Grade Days Oct. 13 | 12:30 PM | Email Hadley Miller for more info
Tri County — Sophomore Meetings
Oct. 20–23 | Time TBD | Email Hadley Miller for more info
Moore Norman — Student Tour Oct. 21 | 2 p.m. | Registration
NETech Pryor — Virtual Information Session Oct. 21 | 2 p.m. | Zoom
Metro Tech | Virtual Information Session Oct. 22 | 11 a.m. | Zoom
KTC Atoka — Virtual Information Session Oct. 22 | 1 p.m. | Zoom
KTC Stigler — Virtual Information Session
Oct. 23 | 1 p.m. | Zoom
Canadian Valley, Chick — Sophomore Presentations
Oct. 27–30 | Time TBD | Email Hadley Miller for more info
KTC Poteau — 8th Grade Career Quest
Oct. 28 | TBD | Email Hadley Miller for more info
Caddo Kiowa — Virtual Information Session
Oct. 29 | 1 p.m. | Zoom
Red River — Sophomore Tours
Oct. 29 | Time TBD | Email Hadley Miller for more info
Red River — Applications Open
Nov. 3
Chisholm Trail — Virtual Information Session
Nov. 4 | 12 p.m. | Zoom
Tri County — Sophomore Tours
Nov. 4–6 | Time TBD | Email Hadley Miller for more info
NETech Pryor — 8th Grade Tours
Nov. 5–8 | Time TBD | Email Hadley Miller for more info
KTC Poteau — Virtual Information Session
Nov. 6 | 1 p.m. | Zoom
Moore Norman — Student Tour
Nov. 7 | 10 a.m. | Registration
TRANSITION SERVICES
ATTENTION EARLY GRADUATES
Are you planning to graduate early? Transition Services is here to support you as you plan your next steps. Whether you’re exploring college, training programs, a job, or the military, guidance is available to help you move forward with confidence.
1:1 Appointments
Schedule a personalized meeting to:
• Explore post-graduation options.
• Get help with resumes, applications, or interviews.
• Ask questions and receive tailored guidance.
Book your appointment today: Click here to schedule
Tip: Bring a list of your interests or potential plans to your appointment. It’s the first step toward creating a personalized future plan.
DATES TO REMEMBER
Prepare U: How to Create a Resume Oct. 6 | 1 p.m. | Zoom
Whether you’re starting from scratch or updating an old version, learn what employers are looking for and how to make your resume stand out.
Overview of Tulsa Welding School
Oct. 7 | 2 p.m. OR 6 p.m. | Zoom
Learn more about opportunities at Tulsa Welding School from their high school admissions representative. Choose the time that works best for you.
Prepare U: Job Search Strategies
Oct. 22 | 6 p.m. | Zoom
Learn how to job search with purpose. We’ll cover where to find real opportunities and tools to make the process smoother.
Counselor’s Corner
Let’s be honest … Oct. hits differently. The “new year” energy has faded, the assignments are piling up and your kid might be taking their fourth “mental health snack break” of the morning. This month, we’re focusing on sustaining motivation, setting healthy tech boundaries and bringing back balance in the home.
Strategies for Parents & Guardians
Ask your student:
“When does school feel the hardest?” “What helps you keep going when you’re overwhelmed?”
Starting these conversations can feel like walking through a minefield. Here are a few tricks that make it smoother:
1. Pick your moment — Don’t drop the “How’s school?” bomb right after they log off Zoom or when they’re mid-scroll. Try car rides, bedtime or walks — those “side-byside” moments are magic.
Regulation Strategy
Try the 3-2-1 Reset:
• 3 deep breaths.
• 2 things you’re grateful for.
• 1 minute away from all screens. It’s simple, quick and resets the brain for learning or calming down.
Bonus tip: Designate one area of the home as a “techfree zone”
Mini Challenge
Try a “screen-free Saturday morning.”
One morning a week: no phones, no TV, no laptop. Do something analog: draw, walk, bake, nap or write your list of reasons you’re not becoming an alpaca farmer.
2. Ask, don’t interrogate — Swap “Why aren’t you doing your work?” with “What’s making school tough today?” Feels way less like an FBI interview.
3. Listen first, fix later — Sometimes they don’t want advice—they just need to dump their feelings. A good line: “Do you want me to just listen, or do you want ideas?”
4. Validate, even if it seems small — To you, it’s “just one math test.” To them, it’s the Olympics of stress. Saying, “Yeah, that sounds tough,” goes further than you think.
5. Share your own stuff — “When I get stressed at work, I write everything down so it doesn’t swirl in my head. What helps you?” It normalizes stress and shows you’re human too.
Mental Health Minute
Sleep, screens, and sanity are deeply connected.
Sleep schedules tend to drift in virtual settings. Here’s the science behind why your kid scrolling TikTok at midnight = meltdown the next morning:
1. Blue light delays sleep.
• Phones, tablets and computers emit blue light that suppresses melatonin, the hormone that makes us sleepy.
2. Screens overstimulate the brain.
• Harvard Medical School studies show blue light can shift circadian rhythms by 2–3 hours, making it harder to fall asleep at night.
• Interactive use (scrolling TikTok, gaming, chatting) keeps the brain alert instead of winding down.
• The American Academy of Pediatrics reports that kids with more screen time—especially before bed—fall asleep later and sleep fewer hours overall.
3. Short sleep = mental health problems.
• The Centers for Disease Control and Prevention calls insufficient sleep in teens a “public health epidemic.”
• Sleep-deprived kids and teens report more anxiety, depression, mood swings and attention problems (Sleep Health Journal, 2017).
4. It’s not just the time—it’s the content.
• Exciting or stressful content (gaming, social media drama, even intense YouTube rabbit holes) spikes dopamine and cortisol, which make the brain too wired for rest.
• Research in the Journal of Youth and Adolescence found late-night social media use is directly linked to poorer sleep and higher next-day stress.
5. Vicious cycle.
• Poor sleep > more stress > more late-night scrolling > even worse sleep.
• Over time, this cycle impacts not just mental health but also academic performance and physical health (weaker immune system, lower energy).
Build Healthy Sleep Habits
• Setting consistent wake/sleep times.
• Logging off 30+ minutes before bed.
• Keeping screens out of bedrooms.
HOPE YOU HAD A BLAST, THANK YOU FOR READING.
THE ORBIT WILL BE BACK IN NOVEMBER WITH MORE OF WHAT’S HAPPENING AROUND YOU AT EPIC!
