Whether you have a full vision of the homeschool co-op you want to create, or you just want to start a co-op, consider creating a document for parents to read and sign, so everyone is on the same page. It was an important step in setting up our co-op. I hadn’t been to many co-ops prior to starting our own, but the one we visited the semester before had some great templates I worked off of in creating my own. I also viewed the “Parent Handbook” from a friends co-op, which further helped me identify the kinds of things I did and did not want in my co-op handbook.
Some smaller co-ops likely don’t operate with a handbook. A few families may just have a text thread and plan the year together. We were set to serve at least 15 families (ended up serving 25 our first year), and I knew I wanted to have a place to set precedents for behavior, outline the calendar, provide a waiver, etc. This helped people get clear on what I planned to carry out, and saved me extra phone calls and emails.
My handbook warped a bit over our first year, especially by the end when I had additional volunteers (initially, it was just me and my treasurer and secretary). Below, I am showing you what I ultimately ended up with. With an understanding that it’s not intended to be legal advice or the best model, feel free to copy and paste any of this handbook into your own document as you determine the look and scope of what you’re trying to create. Mine is not perfect, but it’s a starting point! And that is what you need with all this co-op starting stuff. It saves a boat-load of time to get info from someone who has gone before.
The Elements
Check out a full download of the handbook (sans peoples info) if you’d like some ideas for creating your own co-op member handbook. For a description of each element, read on.
1- A description page. Just like the first paragraph of your English essay sets the reader up for what is to come, this page helps the reader navigate your handbook. We included: our name, our mission statement, how we fulfill our mission, an outline of the handbook elements in the order they’ll read them, and the leadership/volunteer’s contact info.
2- The Overview. This page lets families know important details for the year, and how the day-to-day will roll. It includes how classes are divided and what the class schedule is for the year. Some co-ops have more class options than ours does, and so it could look much different, but this will give you an idea. We also have monthly morning meetings that the kids lead, and parent meetings that I outline here. Our field trips are listed, as well as the cost families can expect to pay for co-op participation.
3- Membership Details. Here we detail the enrollment process, including dues and dates. We outline what it looks like if someone wants to withdraw, and we highlight the privileges of membership. Setting clear expectations in the form of a document helps tremendously with reducing repeated questions, as well as being able to defer to what the handbook says (that each family signs agreement to prior to the school year) when difficulties arise.
4- Field Trips/Activities. You may not have all the field trips figured out by the beginning of the year, that’s okay. Having even a tentative list is helpful for families to get a feel for what their membership will bring them as far as activities. I do believe that hashing out details over the summer (when possible) is an extremely good idea- especially if you don’t have someone designated to plan your field trips. You’ll get busy during the year and it’s wonderful to have something planned already- then you’re just handling RSVPs and payments (if applicable). Because my handbook is public, I just put the month, not put the specific dates of activities on this handbook. Feels safer to several of our families that way. I send the specific details out separately to enrolled families. Because I am running 2 groups this year, both sets of field trips/activities are listed on this page.
5-Calendar. Just the details of the years class dates are here. I also find it helpful to include the days we will not hold class, and any large scale gathering days outside of co-op.
6-Student and Parent Expectations and Agreements, Signature Forms. I once heard it said: “If you aren’t clear about what you expect, expect to be disappointed”. I would encourage any new founder to thoughtfully outline what they need families to be on board with, and then be sure your families are in agreement before proceeding. You may want to be flexible in order to attract enough families to reach your goal, or you may be able to be explicit and firm. You will attract people who want what you want. Either way, lay it out and be prepared to stick to it.
7-Liability Release, Sick Policy, and Photo Opt Out. Disclaimer- this liability waiver is available for your reference, but does not guarantee legal protection and may not be applicable for your circumstances! Our hosting location had their legal team review our liability release. They suggested a few changes and this is ultimately what we ended up with.
8-FAQs. Just one more spot to preemptively answer any questions that may come up during the year. Really, you want people who share your vision and are on board with your approach. You, and they, will be happiest this way. Religiosity (or not), Allergies/food preferences, safety measures in place, special accommodations (or not), are all important elements to be communicated.
9- Bonus Document: Volunteer Schedule. I included this in the first handbook I sent out. But since my current handbook is public, I now send this document to families at the beginning of the year directly to email. You can use this as a template for setting up your own rotating volunteer schedule (if you’re utilizing volunteers). I’ve also heard that other co-ops have success with using Sign Up Genius– and then parents have more control over what days they sign up for.
