Lead Volunteers

 EXECUTIVE VOLUNTEERS     SUPPORT VOLUNTEERS     OVERVIEW OF RESPONSIBILITIES     MSHE BOARD OF DIRECTORS 

PHS Leadership Team

The PHS Leadership Team is concerned with the management or day-to-day operations and implementation of policy and programs of Planet Homeschool. These volunteers are responsible for communicating our mission, strategy, and policies to our members and instructors and for coordinating our members toward accomplishing our goals beyond the scope of individual effort. The PHS Leadership Team reports to the MSHE Board.

2021-2022 Executive Volunteers

These are experienced co-op members who have volunteered to take on the responsibility of developing and implementing the best strategies and policies to achieve our co-op’s goals and for ensuring that all essential tasks are completed. They are committed to knowing, learning, understanding, discussing, researching, setting, explaining, clarifying, revising, and (if necessary) enforcing co-op policies and practices that are in alignment with our co-op’s mission and values, to both soliciting and listening to the preferences and suggestions of our members, and to being discreet with any private information shared by our past, current, or prospective members and instructors.

  1. Nic Rosenau, Director
  2. Theresa Redfern-Hall, Assistant Director
  3. Teri Frost, Associate Director
  4. Kathy Oaks, Associate Director
  5. Carrie Wilder, Advisor

2021-2022 Support Volunteers

These are co-op members who have volunteered to take on the responsibility of ensuring that specific essential tasks needed to implement the policy and programs of Planet Homeschool actually get done.

  1. Administrative Assistant: Eliot West
  2. Assistant Director: Theresa Redfern-Hall
  3. Class Matrix Organizer: open
  4. Communications Director: Kathy Oaks
  5. Conflict Resolution Mediator: Kathy Oaks
  6. Director: Nic Rosenau
  7. Finance Director: Teri Frost
  8. Fundraising Coordinator: Joni Redfern-Hall
  9. Instructor Liaison: Tanya Lewerenz
  10. Member Liaison: Kathy Oaks
  11. Membership Manager: open
  12. Open House Party Planner(s): open
  13. Picnic Host(s): open
  14. Social Activities Coordinator(s): open
  15. Social Media & Marketing Maven: open
  16. Volunteer Coordinators: Carrie Wilder and open
  17. Website Editors: Nic Rosenau and Eliot West
  18. Website Volunteer, Historian, and Consultant: Theresa Redfern-Hall

Co-op volunteers can be reached at [email protected]. Messages sent to this address are received by our Communications Director(s) and are forwarded to the appropriate team member.

Members of Planet Homeschool can find personal contact information for most members and instructors in our co-op’s Member Directory.


Overview of Responsibilities

Administrative Assistant(s)

  1. Duties of this role can be shared among a team of people
  2. Creates and update signage for the co-op, including classroom door signs
  3. Coordinates with Volunteer Coordinator(s) to ensuring Onsite Volunteer 3-ring binders, corkboard, and signage are up-to-date
  4. Reviews Family Profiles for completeness and accuracy and prompts members to make revisions as needed
  5. Creates name badges for students
      • provides pronoun stickers
  6. Assists with copyediting and data entry

Contact our Administrative Assistant(s) with requests for replacement name badges or concerns about the condition of the Onsite Volunteer station resources for volunteers.

Assistant Director(s)

  1. In case a lead volunteer is unable to fulfill their duties due to illness or family emergency, the Assistant Director is familiar with all aspects of running the co-op and can step in to fill those shoes at a moment’s notice.
  2. The Assistant Director also works with the Director(s) to ensure that all Lead Volunteer tasks are completed on schedule.

Contact our Assistant Director(s) regarding the overall policy and operations of PHS.

Class Matrix Organizer(s)

  1. Duties of this role can be shared among a team of people
  2. Responsible for shepherding the process of selecting classes for the following year
  3. Hosts the Brainstorming Session
  4. Creates and tallies the Class Surveys
  5. Ensures selected classes and their instructors are entered into the website registration system

Contact our Class Matrix Organizer(s) with suggestions for classes for the following year.

Communications Director(s)

  1. Duties of this role can be shared among a team of people
  2. Checks PlanetHomeschoolMN email account daily
  3. Is discreet
  4. Responds to emails promptly:
      • answers straightforward queries daily
         – maintains a list of answers to common questions for future volunteers
      • forwards others daily
         – to the appropriate volunteer(s) and/or instructor(s) when known
         – to the PHS Liaison Communication Group and/or the Director if not
         – maintains a list of common who-to-forward-to for future volunteers
  5. Keeps mailboxes clean
      • applies or removes labels as needed
      • archives completed items daily (answered, forwarded, or requiring-no-action)
      • unsubscribes from non-relevant newsletters
      • monitors spam for mislabeled emails regularly (about twice a month)
      • deletes unused drafts periodically (once or month or so)
  6. Is familiar with Gmail options (labels, filters, forwarding, +aliases, scheduling, snoozing, etc.)

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

Conflict Resolution Mediator(s)

  1. Duties of this role can be shared among a team of people
  2. 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>

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

Director(s)

  1. Duties of this role can be shared among a team of people
  2. Communicate with Faith UMC about PHS.
  3. Work with our Finance Director to review our co-op’s insurance coverage annually
  4. Ensure members are regularly informed of PHS policies and practices using Forum posts, member meetings, and this website
  5. Establish our co-op calendar for the following year and work with the Class Matrix Organizer(s) and Instructor Liaison(s) to set the class schedule and recruit instructors
  6. Support other Lead and Support Volunteers in their various roles, ensuring they are aware of their responsibilities and deadlines, have the tools and materials they need to complete their assigned tasks, and that those tasks are completed as scheduled
  7. Works with other Lead and Support Volunteers to ensure replacements are found for retiring volunteers and there is a smooth transfer of knowledge and responsibilities.

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

Finance Director(s)

  1. Duties of this role can be shared among a team of people
  2. Handle payments to PHS: primarily membership fees and donations
  3. Work with our Director to review our co-op’s insurance coverage annually
  4. Handle payments from PHS: renew website domain, pay Homeschool-Life for web-hosting, pay insurance, pay rent to Faith UMC, reimburse members for approved PHS-related expenditures
  5. Reconcile PHS accounts
  6. Work with instructors, Member Liaison(s) and Instructor Liaison(s) to ensure outstanding tuition and materials fees are paid promptly

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

Fundraising Coordinator(s)

  1. Composes and posts to Co-op Forum about current and upcoming fundraising campaigns and ways to donate to and support PHS
  2. Works with Social Media & Marketing Maven to promote fundraising campaigns on social media
  3. Works with Finance Director to track donations and report campaign results to Executive Leadership and co-op members.
  4. Ensures IRS-compliant acknowledgements are sent to donors.

Contact our Fundraising Coordinator about donations and questions related to supporting PHS financially beyond membership fees.

Instructor Liaison(s)

  1. Duties of this role can be shared among a team of people
  2. Communicate with existing teachers throughout the year, including communicating about weather-related cancellations
  3. Send class rosters to instructors who are not PHS members
  4. Help the Class Matrix Organizer(s) find teachers for classes the co-op would like to see offered
  5. Work with the other Lead volunteers to create our class schedule for the following year
  6. Help the Class Matrix Organizer(s), Website Volunteer, and other PHS volunteers enter class information on our website to create our online class schedule

Contact our Instructor Liaison(s) with questions regarding instructors or ideas for an instructor for a potential class.

Member Liaison(s)

  1. Duties of this role can be shared among a team of people
  2. Answer questions from new and prospective members
  3. Welcomes new members to the co-op
      • ensures they have all the information they need
         – how to register for classes
         – 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
  4. Helps new members connect with other members
      • encourages new and returning members to host social activities
      • works with Social Activities Coordinator(s) to keep members informed about opportunities for teens and families to socialize and connect
  5. Attends the Open House Party and Not-Back-to-School Potluck Picnic (and other PHS events as appropriate) to answer questions from prospective and new members

Contact our Member Liaison(s) with questions about PHS and suggestions for building community at PHS.

Membership Manager(s)

  1. Duties of this role can be shared among a team of people
  2. Tracks the progress of new and returning members through the membership 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 Section(s)
  3. Learns the role that Sections play in class registration, member management, and the email tool
  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 Pending Member section
      • creates a new Section for each membership period
      • maintains Sections in general
  5. 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
  6. Assists with class registration difficulties
      • reaches out to other volunteers for assistance as needed
  7. Handles class registration cancellation and transfers requests
      • informs instructor(s) of the need for refunds if any
        • notifies families that tuition and supplies fee refunds come from the instructor
      • informs the Finance Director(s) of the need for manual adjustments to invoices if any
      • notifies families of class cancellations due to low enrollment
  8. Reaches out to other volunteers for assistance as needed

Contact our Membership Manager(s) for help with joining Planet Homeschool or renewing your PHS membership.

Open House Party Planner(s)

  1. Duties of this role can be shared among a team of people
  2. Leads the planning of the Open House Party
  3. Creates a list of classes for distribution at Open House Party
  4. Coordinates snacks and decorations for Open House Party
  5. Organizes lunchtime presentations for Open House Party

Contact our Open House Party Planner(s) with your creative ideas for fun.

Picnic Host(s)

  1. Duties of this role can be shared among a team of people
  2. Leads the planning of the Not-Back-to-School and End-of-the-Year potluck picnics.
  3. Reserves picnic shelter
  4. Ensures sufficient supplies
  5. Works with the Social Media & Marketing Maven(s) to promote the picnics on Facebook, including creating Facebook Event, to create promotional signage to display at Planet Homeschool, and to keep members apprised of plans via the Member Forum

Contact our Picnic Host(s) with your creative ideas for fun.

Social Activities Coordinator(s)

  1. Duties of this role can be shared among a team of people
  2. Works with teens to plan and promote special days, including Halloween Costume Day, Pajama Day, and Formal Day
  3. Creates opportunities for teens and families to socialize and connect
  4. Encourages teens and families to host social opportunities
  5. Coordinates plans with other lead and support volunteers
  6. Assists with planning and promoting the Open House and the Not-Back-to-School and End-of-the-Year potluck picnics

Contact our Social Activities Coordinator(s) with your creative ideas for fun.

Social Media & Marketing Maven(s)

  1. Duties of this role can be shared among a team of people
  2. Promotes Planet Homeschool on Facebook (and other social media as appropriate)
  3. Composes and schedules Planet Homeschool Facebook Page posts about upcoming classes, including:
      • Creating images to promote upcoming classes (via photography, vector graphics, etc)
      • Finding public domain and creative commons images that can be used with attribution
      • Soliciting instructors for images to use
  4. Spreading the word to other local homeschool groups (as allowed by their own posting policies)
      • Sharing Planet Homeschool Facebook Page posts with appropriate Facebook groups (and your own friends)
      • Composing emails about upcoming classes for appropriate Yahoo Groups
      • Same for other non-Facebook and non-Yahoo Groups.
  5. Answers questions that come through the Planet Homeschool Facebook page
  6. Coordinates with Director(s) to communicate other Planet Homeschool important dates including registration deadlines, days off, and dangerous weather closings.
  7. Coordinates with Class Matrix Organizer(s) and Member Liaison to spread the word when seeking instructors for the classes we want to offer
  8. Coordinates with other Lead volunteers and support volunteers to promote other Planet Homeschool events, including the Open House, Lunchtime Presentations, Not-Back-to-School, and End-of-the-Year potluck picnics, Halloween Costume Day, Pajama Day, Formal Day, theatrical productions, art shows, etc.

Contact our Social Media & Marketing Maven(s) to volunteer to help spread the word about PHS or offer resources and ideas for promoting PHS.

Volunteer Coordinator(s)

  1. Duties of this role should be shared among a team of people
  2. Checks Volunteer Shift Logs for notes about items that need restocking and contact volunteer responsible for purchasing needed supplies
  3. Passes on information about behavior issues recorded in Volunteer Shift Logs to the Member Liaison(s)
  4. Posts our weekly Volunteer Team roster to the PHS online forum.
  5. Assigns members to Onsite Volunteer and Take-Down Shifts.
  6. Coordinates with Member Liaison(s) to make sure volunteers are lined up to maintain the 3-ring binder that is kept on our Onsite Volunteer table during Planet Homeschool, including updating class rosters, directory, and emergency contact information
  7. Prompts those who cannot volunteer in those roles to volunteer their time and expertise in other ways.
  8. Maintains and updates the spreadsheet schedule of volunteers on the PHS bulletin board and website.

Contact our Volunteer Coordinator(s) with questions about the Volunteer Team roster or schedule, about Onsite Volunteer, Setup, and Takedown duties, and about other ways that you can volunteer.

Website Editor(s)

  1. Duties of this role can be shared among a team of people
  2. Creates and maintains the annual “Important Dates” page
      • Archives previous year’s page neither too early nor too late
  3. Keeps Event Calendar Up-to-Date
      • Reviews and approves member-submitted events
  4. Keeps home page up-to-date
  5. Updates dates on print-at-home membership cards annually
  6. Revises "request membership form” (date updates and reviews for policy revisions) with the guidance of the Director(s), Finance Director(s), Membership Manager(s)
  7. Keeps webpage consistent in look and feel
  8. Manages navigation trees

Contact our Website Editors(s) to offer proofreading help and suggestions for clarification or additional information.

Website Volunteer, Historian, and Consultant

  1. Consultant: A general consultant/sounding board.
  2. Historian: A long-time member holding the general institutional memory of PHS.
  3. Website Volunteer: Assists in the loading of class choices into our website so you and your students can make the difficult choices of which class to take!

Contact our Historian(s) with questions or tidbits about Planet Homeschool’s history.


Board of Directors

Minnesota Secular Homeschool Enrichment, Inc.

  1. Theresa Redfern-Hall, President
  2. Kim Chase-Kozak, Vice-President
  3. open, Treasurer
  4. Joni Redfern-Hall, Secretary
  5. Tom Anderson, Member at Large
  6. Teri Frost, Member at Large
  7. Tiffany Skidmore, Member at Large

The Board of Directors is concerned with governance or the vision and organizational direction of Planet Homeschool. Our Board defines expectations, grants our lead volunteers the authority to act, verifies the performance of our lead volunteers, and monitors our compliance with laws, regulations, and other requirements.