CO-OP POLICIES AND PROCEDURES

 Please carefully read this document and discuss it with your children. It is important that all members fully comply with these policies and procedures, both to ensure safety and to manage the use of the facilities that God has provided for us.  To remain a co-op member in good standing, you must follow these guidelines.  If the membership of a family is deemed at any time to be detrimental to HEP, the Board reserves the right to revoke the membership of that family.  Please know that we don’t foresee ever having to exercise that right, but are simply trying to be proactive and responsible. 

 GENERAL MEMBERSHIP REQUIREMENTS

§         Membership is limited to families with at least one school-aged child (Kindergarten – 12^th) who is being educated at home by a parent.  Childcare is provided for the younger children of these families.

§         Due to the cooperative nature of HEP, a parent from each family must teach a class of their choice.  You will also be asked to assist in another class or serve in a capacity to be determined by the Board.   All participants should be prepared to substitute wherever needed in the event of someone’s absence.  Parental involvement is an integral part of the success of the HEP co-op! 

§         If you don’t know what to teach, please contact a Board Member for help in choosing a suitable course or peruse our link entitled "What Should I Teach?".

§         Nursing mothers may, with Board approval, elect not to teach a class.  However, you will be required to assist during all three periods, with at least one period spent in the nursery during your nursing time. 

§         Because this program is operated as a ministry of Hays Hills Baptist Church, a summary of the church’s beliefs is attached.  The program is open to all homeschooling families in the community, regardless of religious affiliation.  However, in an effort to uphold biblical standards in both conduct and course material, each participating family is required to sign an agreement stating that they will avoid teaching anything that contradicts these beliefs.

§         If you feel your course subject matter might be controversial, please submit it to the Board for approval.  The Board reviews all course offerings and must approve all courses to be offered.

§         All parents and students participating in the co-op must sign the Pledge Form.  Failure to follow the Policies and Procedures could result in loss of membership, after review by the HEP Board and church staff.

§         Each family is responsible for paying their Membership Fee, a general supply fee per child, and any additional supply fees for specific classes taken.  The cost for the Membership Fee and General Supply Fee shall not exceed $75 per family.  (Some classes, such as arts and crafts, are supply-intensive.  To help keep the teacher’s costs down, a small fee not to exceed $3 per student per class may be charged, at the discretion of the Board.)  If these costs present a hardship to you, please consult with your Board Member contact.

 MEMBERSHIP & REGISTRATION POLICIES

§         Due to the growing size of our co-op, student course selection is offered on a first-come, first-serve basis. 

§         Membership enrollment and course selections will be done via the HEP website.  If you don’t have access to the Internet, you may either go to your local public library or ask your Board contact for help.  Your membership enrollment process will not be considered complete until you have returned and mailed in a membership application form, signed pledge form as well as a $25 deposit, in conjunction with submitting a minimum of two course information forms online through the HEP website.

§         There is only one membership enrollment deadline.  Enrollment deadlines are deemed final and membership for the upcoming semester will be declined beyond such date. 

§         Classes may not be guaranteed, due to either class size or the cumulative nature of some classes.

BOARD CONTACTS

§         If you need to contact the Board, please contact your assigned Board Member first. 

§         Please use the website or e-mail to contact the Board, except in cases of emergency.  Board Members have been overwhelmed with phone calls regarding HEP in the past.   

CONDUCT/EXPECTED BEHAVIOR

§         Hays Hills Baptist Church is a smoke-free environment.

§         No drinking or illegal use of drugs on church grounds will be tolerated, ever.

§         There are no specific dress code requirements to attend HEP.  Casual attire and comfortable shoes are recommended.  However, members are encouraged to be considerate of others and avoid wearing immodest or offensive clothing styles.  Parents are responsible for the appropriateness of their children’s attire.

§         All students are prohibited from bringing any personal belongings such as pocketknives, toys, video games, headphones, stereos, skateboards, etc.  The lost and found is constantly overflowing with these items and they are distracting to the learning environment.   Please bring only those items that are necessary for attendance of co-op classes such as backpacks, notebooks, pencils, etc.  Parents should label all personal items brought to co-op with their last name.

§         Please provide your children with some sort of backpack, bookbag, or folder to hold their papers.  These must be labeled with at least the last name of the student.   Many teachers send home notes to parents, homework, and completed worksheets.  Please help us to ensure that these papers do not wind up on the floor or flying around outside! 

§         Children are expected to be respectful of their teachers, peers, and the church property at all times, both verbally and physically.

§         Please do not run inside the building.

§         Use of the gym/auditorium:  No unsupervised children are allowed in the gym.  At no time will children be allowed in the sound booth.  Children are to stay off of the stage unless circumstances and a supervising adult warrant it (e.g. to pray during opening assembly).  There are dangerous electrical cords and expensive sound equipment on the stage.  Also, no one should ever turn on the lights in the auditorium labeled “GYM LIGHTS”; please use the fluorescent lights instead.

§         At the end of third period, all teachers are to escort their students to the gym, with the exception of the paid childcare classes.  At this time, students should sit together as a class to wait quietly for their parents.  All parents are expected to come to the gym at 12:30 PM to pick up their children.  Parents who do not teach during 3rd period should be ready to retrieve their children when they arrive and then exit the gym together promptly.  Then, the teachers with the remaining students can get their own children and leave.  No students may leave the gym without a parent, and all parents must sign out upon leaving.  Children in the child care classes must be picked up by a parent before 12:45 PM.

§         Children are not to use the elevators, unless they are with an adult.

§         Parents are expected to remain on campus except in the case of extreme emergency.  You are encouraged to use your off period and recess to get to know some of the other parents involved in co-op!

DISCIPLINE POLICY

§         When student behavior is inappropriate, the teacher should give the student a verbal warning, clearly communicating how behavior is to change.

§         If the problem persists, the teacher should contact the parents and discuss the problem behavior.  Our policies state that parents are responsible for their children at all times, so it is ultimately the parent’s duty to handle any misbehavior.

§         If the inappropriate behavior continues, the teacher should notify the Board so that the issue can be discussed again with the parents.

§         If the situation does not improve after these warnings, the Board will notify the parents that the child is being expelled from co-op.

§         The student may return to co-op after proper apology and restitution is made. 

§         If behavior problems persist, the student will be dismissed from co-op for the remainder of the semester.

TEACHING GUIDELINES & RESPONSIBILITIES

§         The teaching co-op is designed to allow parents to supplement their children’s education.  It is not intended to replace parents’ homeschooling responsibilities.

§         You may choose any subject to teach, but please bear in mind the overall goals of providing one of the following:  extracurricular activities, opportunities for group interaction, enrichment of the students’ education, and an enjoyable classroom experience.  Classes in the past which have met these goals have included foreign languages, art, music, science, crafts, poetry, cooking, sewing, group sports, history, etc. 

§         Parents should strive to avoid teaching subjects that may contradict beliefs and opinions of other families.  Therefore, the general guideline for co-op classes is to avoid controversial topics, unpatriotic opinions, and unbiblical teachings.  The Bible will be used as the standard in determining the appropriateness of subject matter.  The Board has the responsibility and right to cancel or censure any class if these guidelines are not followed.

§         The Board reserves the right to monitor any and all classes, and Board Members will periodically sit in on classes.

§         If you are going to be absent for any reason, it is your responsibility to arrange for a substitute for your class.  In most instances, your assistant should be able to cover for you.  If he or she is unable to teach the class during your absence, you must arrange for another parent to substitute for you.  Every participant in co-op will be given a directory of all co-op members and a parent location list showing each parent’s teaching assignments and off period.  These lists should be used to locate a substitute.  These documents will also be posted in the co-op supply cabinet.

§         Before serving any food in class, teachers must notify parents in advance about the ingredients because some students may have food allergies/sensitivities.  Also, teachers are encouraged to use healthier alternatives to candy and sweets as treats for their students because some parents want to limit their children's consumption of sugar.

ASSISTANT RESPONSIBILITIES

§         Preferably, all classes will be assigned at least one assistant, with preference given to classes that are either taught by a first-time participant in co-op, or those classes that have younger children or require hands-on assistance, such as arts and crafts.  Assistants are expected to participate actively in class, assisting students that need extra help and with discipline in the classroom, as well as helping the teacher with gathering supplies, etc.  If you are assigned to assist a class, you must attend that class.  Ideally, all classes should have at least two adults present at all times.

§         If you must be absent, it is your responsibility to find someone to substitute as an assistant.

TIMELINESS

§         The opening assembly will begin promptly at 9:15 in the gym of the large worship building.  Important information as well as prayer requests are given at this time.  The prayer time of the Opening Assembly is one of the most important parts of each co-op day.  Every member is expected to attend Opening Assembly, and families should arrive in time to sign in, pick up nametags, etc. before it starts. 

§         The church office opens at 8:30 AM for copier use, or you may make your copies any time during the week between 8:30 and 5PM.  It is recommended that you call the church office to ensure that it is open if you plan to use the copier during the week.

§         Building D will open at 8:45 AM.  If you need to prepare your classroom or make copies, especially if you teach during 1^st period, please do not use the Opening Assembly time to do so. 

§         Childcare is available starting at 9AM.  However, you are encouraged to bring your children to the Opening Assembly, since only one person will be in each childcare room during that time.

SECURITY

§         Parents are to be responsible for their children at all times.  At no time are there to be unsupervised children on the church grounds.  If your children are not in class or in the gymnasium waiting to be picked up, please keep them with you.  This is for their safety, as Hays Hills backs up to a main thoroughfare.  Also, the church is openly accessible to anyone.  Keep an eye on your children, both to supervise their activities as well as to ensure their safety.

§         All students through age 10 will be escorted by their teachers to the next class.  All students except for children in the paid childcare classes will be escorted by their teachers to the gym after third period.  All of the classrooms for each age group should be located in close proximity to each other.  Parents must sign out when they pick up their children at the end of the day.

§         Only children who have classes on the second floor are allowed upstairs in Building D.  This is a safety measure to ensure that no one gets injured on the stairs or lost in the numerous rooms of the second floor.

CLEANING RESPONSIBILITIES

§         Currently we have hired someone to come in and clean after co-op; however, your diligence in picking up after yourselves is appreciated!

RECESS RESPONSIBILITIES

§         All parents may be asked to assist in the childcare rooms during recess up to twice per semester.  During that time, please make sure that someone else watches your older children for you.  It is your responsibility to make note of the day you are assigned to be a recess helper.  If for some reason you are unable to help during recess that day, you must find a substitute or trade with someone else.  Having the childcare rooms benefits the entire co-op, even if you no longer have children in that age group.  The chances are very high that at least one of your children is taking an outstanding class offered by a parent who would not be able to teach without using the childcare rooms!

§         During the recess time, no planned activities or games will be provided.  Each parent will be responsible for the safety and well being of their own children.  If you are asked to perform a duty during recess, such as assisting in one of the paid childcare classes, you must arrange for another adult to be responsible for your children.  Sports equipment and games are available for those who wish to use them and organize their own games.

§         All students must remain outside during recess (except during inclement weather) and under adult supervision.  Parents should supervise any trip inside to the restroom, snack machines, etc.

§         Students should leave all classwork inside.  It is suggested that each child have a labeled bag or backpack for storing their classwork.

§         Please provide snacks for your family, especially for the younger children.

§         The fenced-in playground is reserved for children age 7 and younger. 

§         All children must be supervised at all times. 

SUPPLY REIMBURSEMENT

§         Teachers will be reimbursed for the supplies they purchase up to $30 per class.  If you anticipate that your supply costs will exceed this amount, you must have prior approval by the Board before your additional expenses will be refunded.  All teachers must submit receipts for refunds.

§         Some classes, such as arts and crafts, are supply-intensive.  These classes may incur an additional fee per student, not to exceed $3 per student per class, at the discretion of the Board.  These additional class fees will be directly refunded to the teacher for purchasing class supplies.  Receipts will be required.

§         If you would like to be reimbursed for any books or non-consumable supplies purchased for co-op classes, those books and/or supplies must be turned in at the end of the semester to be placed in the HEP supply cabinet.

§         The HEP supply cabinets are located on the first floor of Building D, as well as in a large cabinet in the room adjacent to the stage in the gym.  They are stocked with basic arts and crafts supplies as well as books, educational games, sports equipment, rhythm instruments, music, and other items.  Teachers may use whatever supplies they need and return them to the correct location immediately after class.  If you need something not found in the cabinets, please notify a Board Member.

ABSENCES & ILLNESSES

§         Please inform the Board of all absences, both planned and sudden.

§         If children are to be absent (e.g. vacation), please try to let their teachers know.  This will help the teachers prepare for the correct number of students.

§         Parents should not bring children with obvious signs of illness to co-op (fever, rash, serious cough, colored nasal discharge, vomiting, diarrhea, etc).  Children may attend once symptoms have subsided for 24 hours.

CHILDCARE CLASSES

§         Children in the childcare classes must be supplied with the following items:  snacks, drinks, change of clothes, adequate diapers and wipes.  Label everything with your child’s name, especially cups, jackets, and lunch boxes.

§         You must sign your children in each day, indicating your location during co-op in case of emergency.

FAMILY NIGHT

§         Family night will be held in the evening on the last Friday of the co-op semester.  This is a chance for our children to demonstrate what they have been doing at co-op all semester.

§         If at all possible, please prepare either a display or brief presentation by your class.

 We value your family and your commitment to HEP.  The co-op would not be possible without all of us working together.  If you ever have any concerns, suggestions, or problems, please discuss it with a Board member.  We are dedicated to serving in any way we can to help homeschooling families in our community.  May God richly bless you and your family!