Assistant Co-op Director

1. Works to become familiar with all aspects of running the co-op and can step in to fill those shoes at a moment’s notice if another member of the Leadership Team is unable to fulfill their duties due to illness or family emergency.

2. Works with our Co-op Director to ensure that all tasks are completed on schedule.

3. Our co-op’s Assistant Co-op Director is typically in training to become our Co-op Director.

4. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

5. Keep the Leadership Team informed about the status of assigned tasks.

6. Reaches out to other volunteers for assistance as needed.

Support Volunteers should contact our co-op’s Assistant Co-op Director if they are temporarily unable to complete their assigned tasks.

Class Registration Manager

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Assists with course registration difficulties.

4. Handles registration restriction overrides with the permission of the instructor.

   • Age restriction exceptions.

   • Override the maximum number of students.

   • Registration deadline overrides.

5. Monitors course registration cancellations and transfers.

   • Notifies families of course cancellations due to low enrollment.

   • Informs instructor of the need to issue refunds for any invoices that have been paid.

     • Notifies families that tuition and supplies fee refunds will come from the instructor.

   • Ask our Finance Director to check to see if any invoices need to be adjusted or refunds recorded.

6. Assists instructors with the setup of their website accounts.

7. Works with our Instructor Liaison instructor profiles are complete and up to date.

   • Ensures instructor contact information is complete and up to date.

   • Ensures Instructor Refund Policies for Late Cancellations are complete and up to date.

8. Connects with families who are not registered for courses.

9. Updates the Leadership Team regularly (weekly or so) on the status of class registrations.

   • Identifies classes are in danger of cancellation due to low enrollment.

10. Troubleshoots occasional Homeschool-Life glitches.

11. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

12. Keeps our Leadership Team informed about the status of assigned tasks.

13. Reaches out to other volunteers for assistance as needed.

Communications Director

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Respects the privacy of former, current, and prospective members and instructors.

4. Checks the PlanetHomeschoolMN email account at least once a day.

   1. Answers straightforward queries.

      • Maintains the list of answers to common questions for future volunteers.

   2. Forwards other emails:

      • To the appropriate volunteer and/or instructor when known.

      • To the PHS Leadership Team Google Group and/or our Co-op Director if not.

      • Maintains the list of common who-to-forward-to for future volunteers.

   3. Keeps inbox clean.

      • Applies or removes labels as needed.

      • Archives completed items (answered, forwarded, or requiring-no-action).

      • Unsubscribes from non-relevant newsletters.

      • Monitors spam for mislabeled emails.

      • Deletes unused drafts periodically.

   4. Is familiar with Gmail options (labels, filters, forwarding, +aliases, scheduling, snoozing, etc.).

5. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

6. Keeps our Leadership Team informed about the status of assigned tasks.

7. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Communications Director for help connecting with the right volunteer for any co-op-related concern.

Conflict Resolution Mediator

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Assists PHS parents, students, instructors, and volunteers with resolving interpersonal conflicts they are unable to resolve on their own.

   • See our Conflict Resolution Process for more information.

4. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

5. Keeps our Leadership Team informed about the status of assigned tasks.

6. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Conflict Resolution Mediator for help resolving co-op-related disagreements they are unable to resolve on their own.

Co-op Director

1. The appointment or removal of a Co-op Director must be approved by a majority vote of our Board and recorded in the official minutes of the meeting.

2. Establishes our co-op’s annual budget and sets a membership fee that will cover our co-op’s expenses without overburdening our members with the assistance of our co-op’s Finance Director and our Leadership Team.

3. Communicates with Faith UMC about PHS.

   • Negotiates a biennial lease, with the assistance of our co-op’s Leadership Team and Finance Director.

4. Renews our co-op’s liability insurance coverage annually.

   • Reviews coverage with our Leadership Team and Board of Directors.

5. Our co-op’s mailing address for all co-op accounts is the home address of our Co-op Director.

6. Supports our Support Volunteers in their various roles, ensuring:

   • Support Volunteers are aware of their responsibilities and deadlines.

   • Support Volunteers have the tools and materials they need to complete their assigned tasks.

   • Support Volunteers’ tasks are completed on time.

   • Works with our Leadership Team and Support Volunteers to ensure replacements are found for retiring volunteers and there is a smooth transfer of knowledge and responsibilities.

7. Establishes our co-op’s calendar for the following year in consultation with our Leadership Team

8. Works with our Leadership Team and our Course Interest Survey Lead to set the course schedule for the following year and recruit instructors.

9. Works with our Leadership Team and Support Volunteers to ensure co-op members and instructors are regularly informed of PHS policies and practices, using Forum posts, member meetings, Blog posts, social media, and our co-op’s website.

10. Chairs meetings or designates another chair.

11. Authorized by our Board to sign legal documents and policies on behalf of our co-op, such as our co-op’s lease agreement and insurance policies.

12. The appointment or removal of a Co-op Director must be approved by a majority vote of our Board and recorded in the official minutes of the meeting.

13. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

14. Keeps our Leadership Team informed about the status of assigned tasks.

15. Reaches out to other volunteers for assistance as needed.

Contact our Co-op Director regarding the overall policy and operations of PHS.

Copyeditor

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Consulting on and helping with the various writing tasks involved in running our co-op.

4. Reviews our co-op’s website and documents to ensure:

   • The use of inclusive language.

   • Clear and consistent formatting and style.

   • Effective and tidy language use (spelling, grammar, punctuation, etc.).

   • Ease of maintenance through reduced redundancy.

5. Maintains our co-op’s Website Style Guide Google Doc.

6. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

7. Keeps our Leadership Team informed about the status of assigned tasks.

8. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Copyeditor with requests for website corrections or clarifications.

Course Interest Survey Leads

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Creates and tallies our online Course Interest Survey.

4. Assists with shepherding the process of selecting courses for the following year.

5. Hosts the Brainstorming Session (or helps recruit a host).

   • Ensures all suggestions are included in our online Course Interest Surveys

6. Helps ensure that all necessary information is collected for entering courses and their instructors into our co-op’s website registration system.

7. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

8. Keeps our Leadership Team informed about the status of assigned tasks.

9. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Course Interest Survey Lead with suggestions for courses for the following year.

Event Planner

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Creates opportunities for students and families to socialize and connect.

4. Encourages students and families to host social opportunities.

5. Works with students to plan and promote Theme Days:

   • Halloween Costume Day has probably been around since our co-op’s founding in 1999 and is usually held on the Friday closest to Halloween.

   • Pajama Day was requested by PHS students in Spring 2017 and is usually held on the seventh week of the Spring Semester.

   • Formal Day was requested by PHS students in Spring 2015 and is usually held on the thirteenth week of the Spring Semester.

   • The options are limitless — Duo Day, Hat Day, Inside Out Day, Rainbow Day, Mustache Day, 70s Day, Backward Day, Ugly Sweater Day, Wacky Sock Day, Friday the Thirteenth, etc.

6. Coordinates plans with other Support Volunteers and our Leadership Team.

   • Optional: Assists our Open House Party Planning with planning and promoting our Open House Party.

   • Optional: Assists our Get-Together Hosts with planning and promoting our Not-Back-to-School and End-of-the-Year Get-Togethers.

7. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

8. Keeps our Leadership Team informed about the status of assigned tasks.

9. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Event Planner with your creative ideas for fun.

Financial Auditor

An oversight position assisting our Finance Director and Treasurer, ensuring that MSHE/PHS financial records are in order. PHS finances are fairly straightforward. Our co-op has only a handful of bills to pay. Our income comes almost entirely from membership fees. Once class registration closes for each semester, there is no more income to track until we open registration again for the next semester (other than the occasional donation).

1. The appointment or removal of a Financial Auditor must be approved by a majority vote of our Board and recorded in the official minutes of the meeting.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following, as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Logs into our co-op’s financial accounts monthly.

4. Compares our co-op’s journals and ledgers and Homeschool-Life Accounting records to our co-op’s bank statements to ensure our records are complete, accurate, and in agreement.

   • Looks for both errors and suspicious activity.

5. Twice per year, reviews our Treasurer’s Financial Report and our Finance Director’s Budget Analysis for the semiannual regular meetings of our Board.

6. Provides backup to our Finance Director by managing invoices and payments if our Finance Director is unable to do so.

7. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

8. Keeps our Finance Director informed about the status of assigned tasks.

9. Reaches out to other volunteers for assistance as needed.

Finance Director

Many financial tasks take less than a minute to complete, and there are stretches of inactivity. Our co-op has only a handful of bills to pay. Our income comes almost entirely from membership fees. Once class registration closes for each semester, there is no more income to track until we open registration again for the next semester (other than the occasional donation).

1. The appointment or removal of a Finance Director must be approved by a majority vote of our Board and recorded in the official minutes of the meeting.

2. To ensure proper financial oversight, our Co-op Director (or Financial Auditor), Finance Director, and Treasurer roles cannot be filled by the same person or from the same family. That is, three independent individuals should have access to and regularly review our co-op’s financial records.

3. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

4. Maintains our co-op’s books of accounts, including our general journal and any useful subsidiary journals.

   • Tracks income from Membership fees, Instructor class fees, and Donations.

     • Membership fees

       • Works with our co-op’s Membership Manager to ensure membership fee income matches membership counts.

     • Instructor class fees

       1. Works with our co-op’s Class Registration Manager to ensure instructor class fee income matches class counts.

     • Donations

       • Works with our co-op’s Fundraising Coordinator to ensure donation records are complete.

       • Assists with tracking in-kind donations.

       • Communicates donations (including the mailing address of the donor) to our Board’s Treasurer for IRS-compliant acknowledgment letters.

   • Tracks expenses:

     • Rent.

     • Liability insurance.

     • Homeschool-Life licenses.

     • Domain name.

     • Picnic shelter rental.

     • Membership fee refunds.

     • Expense reimbursements.

5. Transfers funds from our co-op’s account at PayPal to our co-op’s checking account at least monthly.

6. Pays our co-op’s bills — after confirming the accuracy of invoices and statements with our Co-op Director, our Leadership Team, and any concerned Support Volunteers:

   • Rent (semiannual payment made via check on the first day of the semester, with occasional additional payments for late-joining families). Confirm membership numbers with our co-op’s Membership Manager and Class Registration Manager first.

   • Liability Insurance (our co-op has two policies, one is an annual payment made via phone call and due by September 15, and the other is an annual online payment due by September 15). Confirm accuracy with our Co-op Director first.

   • Homeschool-Life licenses (annual online payment due by January 11, with an occasional September additional payment for additional families). Confirm membership numbers and active instructor accounts with our co-op’s Membership Manager and Class Registration Manager first.

   • Our co-op’s domain name (automatic annual payment in mid-May).

   • Picnic shelter rental (semiannual online payment due 7 days prior to the Get-Together — or as a member reimbursement).

   • Reimburses members for PHS-related expenditures approved by our co-op’s Leadership Team.

7. Assists our Co-op Director and Leadership Team in establishing our co-op’s annual budget and setting a membership fee that will cover our co-op’s expenses without overburdening our members.

8. Regularly reviews financial records with our Co-op Director and Board Treasurer (at least semiannually).

   • Prepares semiannual budget analyses for our co-op’s Leadership Team, membership, and Board of Directors.

   • Audits our Treasurer’s semiannual Financial Reports for accuracy and completeness.

   • Tracks the health of our co-op’s cash reserves and informs the Co-op Director and other Leadership Team should our co-op need to make use of those reserves to cover expenses.

9. Assists our Co-op Director and our Leadership Team in negotiating a biennial lease with Faith UMC.

10. Creates and maintains instructor payment accounts on our co-op’s Homeschool-Life website.

11. Creates Membership Renewal Invoices for each membership period.

    • Occasionally, issue a membership fee refund via PayPal.

    • Cancels the unpaid Membership Invoices of those members who do not renew.

12. Creates Instructor Class Fees invoices for each semester.

    • Sends payment-due reminders for outstanding ICF invoices.

    • Cancels the automatically-generated membership invoices that are created when a new non-member instructor creates a website account.

13. Works with instructors, members, and other Support Volunteers to ensure outstanding tuition and materials fees are paid.

    • Sends payment-due reminders for outstanding tuition invoices.

    • Tracks check payments for those instructors who only accept checks.

14. On occasion, adjusts an invoice.

    • Class registration cancellations. Homeschool-Life will do some adjustments automatically, but others must be entered manually.

    • Tuition waivers or discounts.

      • Membership fees cannot be waived or discounted without meeting extensive IRS requirements.

    • Supplies fee waivers or discounts. (Usually for students who paid the supply fee in a previous semester.)

15. Occasionally, pays an instructor through PayPal for a misdirected tuition payment. (This shouldn’t happen, but it has.)

16. Maintains accuracy and completeness of our co-op’s accounting records on our Homeschool-Life website, including recording:

    • Payments that were made directly to an instructor.

    • Refunds:

      • Membership Fee refunds.

      • Tuition refunds.

    • Invoice adjustments:

      • Cancelled classes.

      • Cancelled class registrations.

      • Tuition waivers and discounts.

      • Supply fee discounts.

17. Occasional troubleshooting of Homeschool-Life glitches.

18. Ensures a smooth transition:

    • Ensures an incoming Finance Director is successfully added as a “signer with access” to our co-op’s checking account.

      • Confirms that a departing Finance Director, Co-op Director, or Treasurer is successfully removed.

    • Ensures our co-op’s account with PayPal is successfully transferred to the incoming Finance Director.

      • Ensures an incoming Co-op Director or Treasurer is successfully added as an authorized user.

      • Ensures a departing Co-op Director or Treasurer is successfully removed as an authorized user.

19. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

20. Keeps our Leadership Team informed about the status of assigned tasks.

21. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Finance Director with your payment, refund, and other finance-related questions and to submit receipts for reimbursement of approved PHS-related expenditures.

Fundraising Coordinator

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following, as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Composes and posts to Co-op Forum about current and upcoming fundraising campaigns and ways to donate to and support PHS.

4. Works with our co-op’s Social Media & Marketing Manager to promote fundraising campaigns on social media.

5. Works with our Finance Director to track donations and report campaign results to both the Leadership Team and co-op members.

6. Ensures our Treasurer has the necessary information to send IRS-compliant acknowledgment letters to donors.

7. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

8. Keeps our Leadership Team informed about the status of assigned tasks.

9. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Fundraising Coordinator about donations and questions related to supporting PHS financially beyond membership fees.

Get-Together Host

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Leads the planning of our Not-Back-to-School and End-of-the-Year Get-Togethers.

   • Sets the time of the event in consultation with the Leadership Team.

     • The role of the Leadership Team is to confirm that the host’s selected time does not conflict with any other planned co-op activities.

   • Selects the location.

     • If necessary, reserves the picnic shelter.

       • Our co-op budget typically includes $25 per Get-Together to cover the cost of picnic shelter rental.

   • Promotes our Get-Togethers to both current and prospective members.

     • Forum posts

     • Blog posts

     • Works with our Social Media & Marketing Manager to create a Facebook Event for the Planet Homeschool Facebook Page.

     • Optional: Creates a flyer to post at PHS

       • South Entrance

       • Onsite Volunteer Station

       • Lounge

       • Fellowship Hall door

     • Optional: Creates a handout to distribute at PHS.

   • Ensures sufficient picnic supplies if the Get-Together includes a potluck picnic.

4. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

5. Keeps our Leadership Team informed about the status of assigned tasks.

6. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Semiannual Get-Together Host with your creative ideas for fun.

Historian

1. The duties of this role can be shared among a team of people.

2. Our co-op’s historians are current or former long-term members who hold the general institutional memory of PHS.

3. Our co-op’s historians can provide our co-op’s Leadership Team and Support Volunteers with valuable context about our co-op’s programs, policies, practices, and plans.

4. Our co-op’s Leadership Team and Support Volunteers should check in with our co-op’s historians when contemplating major changes in programs, policies, practices, or plans.

   • History is informative, but just because something has always been done a certain way doesn’t mean our co-op’s Leadership Team and Support Volunteers can’t try a new approach.

   • Prior experience is informative, but just because an approach was tried and failed before doesn’t mean our co-op’s Leadership Team and Support Volunteers can’t try it again.

Instructor Liaison

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following, as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Assists our co-op’s Leadership Team with communicating with instructors throughout the year using our co-op’s Instructor Forum, Admin Email, text messages, phone calls, etc.

   • Weather-Related Cancellations.

   • Instructor Class Confirmation & Welcome Letter (April).

   • Class Cancellation Notifications.

   • Instructor Semester-Readiness Check-In Letter (August, December, January).

   • Instructor First-Day Check-In Letter (September, January, February).

   • Instructor Thank You Letter (December, February, May).

4. Provides an orientation for new instructors, including an overview of our Class Home Page tools.

5. Sends class rosters to instructors who do not have active website accounts.

6. Assists with creating, promoting, and tabulating Course Evaluations.

7. Helps find instructors for classes our co-op would like to see offered

8. Helps ensure that all necessary information is collected for entering instructors into our co-op’s website registration system.

9. Helps ensure instructor contact information is complete and up to date.

10. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

11. Keeps our Leadership Team informed about the status of assigned tasks.

12. Reaches out to other volunteers for assistance as needed.

Instructors may contact our co-op’s Instructor Liaison with questions about PHS resources, policies, and practices.

Leadership Team

About Us

Leadership Team’s Advisory Committee

1. Co-op Advisors are current or former PHS members and instructors who are unable to serve as members of our co-op’s Leadership Team but who have skills or insights our co-op’s Leadership Team finds invaluable.

2. Co-op Advisors serve as a sounding board for our co-op’s Leadership Team.

3. Our co-op’s Leadership Team consults with our Co-op Advisors on co-op policies and practices.

4. Co-op Advisors may be invited to participate in Leadership Team meetings and discussions. 

Member Liaison

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following, as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Answers questions from new and prospective members.

4. Welcomes new members to the co-op.

5. Ensures new members have all the information they need:

   • How to register for courses.

   • How to pay their tuition invoices.

   • How to set up student logins.

   • How to access their Class Dashboards.

   • How to contact their instructors

   • How to fulfill their volunteer commitment.

   • Existence of print-at-home membership cards and how to print them.

6. Helps new members connect with other members.

7. Encourages all members to host social activities.

   • Works with our co-op’s Social Activities Coordinator to keep members informed about opportunities for teens and families to socialize and connect.

8. Attends our Open House Party and Not-Back-to-School Get-Together (and other PHS events as appropriate) to answer questions from prospective and new members.

9. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

10. Keeps our Leadership Team informed about the status of assigned tasks.

11. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Member Liaison with questions about PHS and suggestions for building community at PHS.

Membership Manager

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following, as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Tracks the progress of new and returning members through our membership signup and renewal process.

   • Follows up with those who are ‘stuck’ partway through via email and phone.

     • Helps troubleshoot difficulties.

   • Confirms student-age eligibility of new member applicants.

   • Approves new memberships when all steps are completed.

   • Assigns new and renewed members to appropriate Sections.

     • Learns the role that Sections play in course registration, member management, and the email tool.

   • Subscribes students to our Student Forum and other general forums as requested.

4. Sets up our co-op website for membership renewals each semester before membership renewal invoices are created.

   • Updates 'registration opens' dates for New Members and Current Members.

   • Assigns all current members to the Membership Pending section.

   • Creates a new Section for each membership period.

     • Maintains Sections in general.

   • Parks the accounts of non-renewed members approximately 1 week prior to the start of the Semester.

     • Reviews and revised the parked and unparked messages semi-annually or as needed.

5. Reviews Family Profiles for completeness and accuracy and prompts members to make revisions as needed.

6. Troubleshoots occasional Homeschool-Life glitches (with the assistance of Homeschool-Life and other co-op volunteers).

7. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

8. Keeps our Leadership Team informed about the status of assigned tasks.

   • Updates the Leadership Team regularly on our co-op’s new and renewing membership counts during membership signup periods.

9. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Membership Manager for help with joining Planet Homeschool or renewing your PHS membership.

Open House Party Planner

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Leads the planning of the Open House Party.

4. Ensures instructors are aware of the possibility of classroom visitors during our Open House Party.

5. Creates a printed list of current courses for use at our Open House Party.

6. Creates a printed list of upcoming courses for distribution at our Open House Party.

   • Optional: Creates a brochure or handout about our co-op for distribution at our Open House Party. 

7. Invites the local homeschool community to our Open House Party with the assistance of our Social Media & Marketing Manager

8. Optional: Coordinates snacks and decorations for our Open House Party.

9. Optional (but very popular): Organizes lunchtime presentations (performances and exhibits) for our Open House Party.

10. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

11. Keeps our Leadership Team informed about the status of assigned tasks.

12. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Open House Party Planner with your creative ideas for fun.

Printing and Lamination

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Creates, maintains, and updates signage for the co-op, including classroom schedule door signs.

4. Coordinates with our Volunteer Coordinator to ensure the Onsite Volunteer 3-ring binders are complete and up to date (checklists, guides, layouts, directory, rosters, etc.).

5. Coordinates with our Volunteer Coordinator to ensure the Onsite Volunteer Station corkboard is complete and up to date (various policies, schedules, and notices).

6. Coordinates with our Class Registration Manager to create name badges for students and instructors (and optionally for parents, guardians, and caregivers).

   • Ensures we have an adequate supply of pronoun stickers.

7. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

8. Keeps our Leadership Team informed about the status of assigned tasks.

9. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Printing and Lamination volunteer with requests for replacement name badges or concerns about the condition or accuracy of PHS signage and Onsite Volunteer station resources for volunteers.

Social Media & Marketing Manager

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Promotes Planet Homeschool on Facebook, Instagram, LinkedIn, Twitter, YouTube, and other social media as appropriate.

4. Composes and schedules social media posts promoting upcoming courses, including:

   • Creating images to promote upcoming courses (via photography, vector graphics, etc).

   • Finding public domain and Creative Commons images that can be used with attribution.

   • Soliciting instructors for images to use.

5. Spreading the word about Planet Homeschool and our upcoming classes and events to other local homeschool groups (as allowed by their own posting policies).

   • Sharing social media posts with appropriate Facebook groups (and your own friends).

   • Same for other non-Facebook Groups.

6. Forwards or answers questions that come through the Planet Homeschool Facebook page and other social media accounts.

   • Passes questions to relevant volunteers with the assistance of our Communications Director.

7. Communicates other Planet Homeschool important dates and events:

   • vacation days

   • All-Member Meetings

   • dangerous weather closings in coordination with our Co-op Director and Leadership Team

   • membership and class registration drives in coordination with our co-op’s Class Registration Manager

   • course proposals in coordination with our co-op’s Leadership Team and Course Interest Survey Lead

   • course interest surveys in coordination with our co-op’s Course Interest Survey Lead

   • instructor searches in coordination with our co-op’s Leadership Team and Course Interest Survey Lead

   • Open House Party and Lunchtime Presentations in coordination with our co-op’s Open house Party Planner

   • Not-Back-to-School and End-of-the-Year Get-Togethers in coordination with our co-op’s Get-Together Host

   • Theme Days (Costume Day, Pajama Day, Formal Day) in coordination with our co-op’s Social Activities Coordinator

   • theatrical productions and other performances in coordination with our instructors

   • class exhibits (art shows, etc.) in coordination with our instructors

8. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

9. Keeps our Leadership Team informed about the status of assigned tasks.

10. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Social Media & Marketing Manager to volunteer to help spread the word about PHS or offer resources and ideas for promoting PHS.

Volunteer Coordinator

1. The duties of this role should be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Creates an Onsite Volunteer Schedule assigning families to Onsite Volunteer shifts to ensure that all shifts are covered with a minimum of two adult volunteers.

   • Adds a link to the schedule to the website navigation menu.

   • Posts the full schedule to our Co-op Forum.

4. Posts a weekly reminder of the Onsite Volunteer Team assignments to the PHS forum.

5. Ensures an accurate and up-to-date Onsite Volunteer Schedule is posted on the Onsite Volunteer Station corkboard.

6. Keeps the information in the Onsite Volunteer Station’s 3-ring binders accurate and up to date:

   • Setup Checklists, Guides, and Layouts

   • Cleanup Checklists, Guides, and Layouts

   • Onsite Volunteer Checklists and Guides

   • Member Directory with emergency contact information

   • Class Rosters

7. Checks Volunteer Shift Logs weekly:

   • Posts appeals for supplies that need restocking to our Co-op Forum.

   • Passes on information about behavior issues recorded in our Volunteer Shift Log to our Co-op Director and Conflict Resolution Mediator.

8. Works with those whose very unusual circumstances prevent them from serving as an Onsite Volunteer with finding other ways to volunteer their time and expertise.

9. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

10. Keeps our Leadership Team informed about the status of assigned tasks.

11. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Volunteer Coordinator with questions about our Onsite Volunteer schedule, about Onsite Volunteer duties, and about other ways that you can volunteer.

Website Editor

1. The duties of this role can be shared among a team of people.

2. Requests access to the relevant resource folder on our co-op’s shared Google Drive to have access to complete information about the following as well as historical records of how tasks have been accomplished in the past (no need to reinvent the wheel).

3. Ensures revision histories and archives are kept for our website’s custom pages, views, and blocks.

4. Is comfortable working with HTML and CSS and has an understanding of Homeschool-Life’s Tools and Drupal (the content management system behind Homeschool-Life).

5. Keeps our website consistent in look and feel.

6. Manages our navigation trees (menus).

7. Keeps our website’s custom pages, views, and blocks up-to-date.

   • Content is provided by either our Leadership Team or by the responsible Support Volunteer.

8. Assists with creating announcement banners and buttons on our co-op’s public and private home pages and student, parent, and instructor Class Dashboards.

   • Inclement weather-related announcements.

   • Important events and deadline dates.

9. Updates dates on our print-at-home membership cards annually.

10. Keeps both public and private home page widgets up-to-date.

11. Keeps student, parent, and instructor Class Dashboard widgets up-to-date.

12. Keeps our volunteer team roster up to date.

13. Keeps our "membership signup” form up-to-date.

    • dates

    • membership fee

    • policy revisions

14. Keeps our calendars up-to-date.

    • Maintains our full-year “Important Dates” webpage.

    • Ensures all important dates are correctly entered in our Event Calendar.

    • Ensures all co-op events are correctly entered in our Event Calendar.

    • Reviews and approves member-submitted events.

15. Keeps track of assigned responsibilities. Knows when tasks need to be done and gets them done on time.

16. Keeps our Leadership Team informed about the status of assigned tasks.

17. Reaches out to other volunteers for assistance as needed.

Contact our co-op’s Website Editors to offer proofreading help and suggestions for clarification or additional information.