Homeschool First Policy Manual
Homeschool First hopes to aid every member in becoming a whole person, and to that end, we offer community events, so that we may build relationships; academics, so that we may build knowledge of ourselves and our world; and service opportunities, so that we may contribute to the people around us.
Who We Are and What We Do
Homeschool First of Lynchburg, VA
P.O. Box 11281, Lynchburg, VA 24506
Our foremost purpose is to serve each other in all things. Our other purposes include offering classes for preschool through high school, field trips, social events for our members, themed “sanity” meetings for moms, and get-togethers for dads. We would like to offer city-wide events such as science fairs, spelling bees, and geography bees.
- Submit a completed application
- Agree, as a family, to the Code of Conduct and sign the agreement
- Each family must pay the yearly dues
- Find a place to volunteer to serve the group
- Plan to attend the mandatory yearly membership meeting and vote
Benefits of Membership:
- Access to classes
- Access to field trips
- Access to support events
- Free or reduced rate for Homeschool First City-wide events.
The group will be led by a board consisting of a president, vice president, secretary, treasurer, five team leaders (Classes, Field Trips, Events, Facility, and Webmaster), and two ex officio members. Each leader will be elected to office for two year terms on a staggering schedule. The ex officio members should be volunteer husbands/fathers of member families.
- Will be specifically responsible for registration/approval of new members.
- Will be financial officers for the Homeschool First bank account.
- Will be the registered agent of the corporation.
- Will preside over Board and Member Meetings
- Will be responsible for signing checks.
- Will be responsible for the overseeing of day to day operation.
- Will assist with registration/approval of new members.
- Will be responsible for managing the private Member Facebook page and the public Facebook page.
- Will take minutes at every meeting and assist in communication when necessary.
- Minutes will be posted to Homeschool First Leadership Facebook page and Homeschool First website.
- Will report on previous meeting’s minutes.
- Will maintain the Homeschool First bank account,
- Will present the annual budget to members.
- Will manage the online accounting for families, recording cash and check payments, making sure that teachers are reporting those payments.
- Will be an official signer on the HSF Bank Account.
- Will not sign checks for payments.
- Will be responsible for maintaining the website.
- Will assist teams with their duties related to the website.
- Will coordinate communication between Board and membership via the website.
- Will assist in the overall advertisement of Homeschool First.
- Will be filled by fathers of Homeschool First member families
- Will facilitate events for fathers and their children.
- One At-Large officer will be elected in the even years and the other in the odd years.
- Overall management of the group
- Running the annual meeting
- Handling large issues that affect the group as a whole
- Meetings will be held at least quarterly
There are also four teams to help organize various activities. Each of these teams will have a leader and several team members. Every team leader will deliver a report on that team’s work at the yearly official member meeting.
This team will organize classes for preschool through high school. The team will be responsible for maintaining the classes portion of the website, scheduling, and communication with the teachers.
This team is responsible for the maintaining of our current facility and for locating the next facility when the group has to create a new group. Maintaining the facility involves having a team of volunteers to help clean and organize the facility.
This team will conceive, organize and publicize all events for the group. Events include “sanity” meetings, social events like ice cream socials, simple dances, spelling bees, science fairs and whatever else the group decides to create.
This team will create field trips for the following categories: Historical, Natural, Service, Fun, and Occupational. These are not the only categories accepted. The team may create new categories.
This team will consist of a leader and one person from each of the other teams. Each person will be in charge of maintaining her team’s piece of the website. The leader will make sure that the website is kept up-to-date and add pages as necessary with the help of the webmaster.
Members are expected to attend the mandatory yearly membership meeting and vote.
Members that do not attend the Annual Member Meeting will not be permitted to renew their membership until membership opens to new members. The date for accepting new members will be set by the Homeschool First Board.
The Treasurer, President, and Vice President will be listed on the bank account. Only the President can sign checks.
Code of Conduct
- Every family must volunteer in at least one of the following ways:
- Be on a team that coordinates one of the functions of the groups
- Help clean our facility on class days
- Help with one of the major events, like the science fair or spelling bee, etc.
- Help to monitor the play spaces and halls
- Volunteer in the nursery
- Every family must keep an eye on their children when we are gathered for classes, events, or field trips.
- Please be willing to help out our teachers by volunteering in classrooms, when necessary, or helping with their children, if asked.
- Serving each other is the heart of our group. Please look for ways to serve each other.
- Yearly membership dues will be due by June 1st of each year.
- There will be a $10 late fee after June 2nd of each year.
- Refund Policy: Full year membership dues may be refunded, minus a 10% administration fee, until the Monday of the first week of classes. After that date, no refund will be available. Half year membership dues are not refundable.
- Teachers will be paid through Paypal via the website. This situation is an implied contract between parents and teachers, and parents are responsible for paying their tuition in full each semester before registering for the next semester’s classes. Families will not be allowed to register for the next session unless all teachers are paid in full or otherwise compensated.
- Our group must leave the facility that is hosting us cleaner than we found it and in good repair.
- Our children must stay on the facility property unless leaving with a parent or as part of an organized group or class.
- We will have periodic volunteer work days, depending on our host facility. Families are highly encouraged to attend and contribute.
Dress and Speech Code:
- Dress code – respectful, modest, no spaghetti straps, no mini-skirts, pants must be worn at the waist, no underwear showing, no vulgar images/phrases on clothes.
- Speech code – please speak respectfully to each other, no name calling, no profanity, cursing, or vulgar speech.
- Children must be respectful of all the adults in the group.
- No member may attend classes or events while under the influence of alcohol or illegal drugs.
- Children will not be permitted to bully, punch, kick or, in any way, intimidate another child.
- No running, yelling, or throwing, except where allowed, i.e. gymnasium area, playground
- Children must respect any adult who is in authority in the group, i.e a hall monitor, gym monitor, teachers.
- Students will remain on the facility premises, at all times, unless in the company of a parent/guardian or as part of an organized group or class.
- No Stealing. No vandalism. No wanton destruction of property.
- Parents are responsible for monitoring and disciplining their own children. If the parent is not available, a person in authority may have the child delivered to the parent.
For failure to comply with the Code of Conduct, refer to the conflict management section.
- Do not bring your child if running a fever (temp of 100.4 F or greater) or vomiting in the 24 hours before class.
- Snow days will be called based on common sense and our host facility. Cancellations for weather will be posted on the website and the facebook page by 7:30 am on the day of any scheduled event or classes.
- HSF will have scheduled make-up days added to each term.
- If a teacher misses a class, the make-up day may be used for that class, but only if the make-up day isn’t used for a weather related cancellation.
- Classes will dismiss 10 minutes before the start of the next class.
- Semesters will be 14 weeks.
- Children must remain in class until dismissed or removed by their parent.
- Classes must be dropped within twenty four hours after the completion of the second class meeting. This allows for new students to be added in a timely manner. Any classes dropped after 12 am on the first Friday of classes will be charged for the first month of tuition. The first month's tuition is not refundable. Failure to drop within the 24 hours of the second class period will cause the class fees to remain the responsibility of the parent for the rest of that semester.
- Six weeks before class registrations for the next semester, anyone wanting to teach a class must submit her/his curriculum to the Classes Team to be reviewed for:
- A complete class description, including world view of the curriculum, and class policies.
- Scheduling considerations for age and space.
- Desires of members based on need/request.
- Class policies are set by teachers and may include, but are not limited to the following:
- Discipline (ie. time-out, parent meeting, etc.)
- World view
- In-class prayer
Homeschool First recognizes that whenever people are working and learning in groups, conflicts will arise. These conflicts may occur between instructors, staff, facility representatives, and/or members. Should a conflict arise we ask that the following procedure be followed:
- Wait 24 hours and see how you feel before acting.
- Speak to the person directly in a private setting. For an issue with content or behavior management within a class, please speak with the teacher first.
- If you cannot resolve the issue directly, speak to one of the board members (names can be found on the website) who will facilitate a meeting to resolve the issue following listed Disciplinary Guidelines (list will be provided at your request). The board will appoint three available board members to create a conflict resolution team for that specific issue. Please contact us in person, during co-op, or by email (found on the website under “Contact Us”).
- If a resolution still cannot be achieved, then the aggrieved parties may seek an outside mediator, which will be at the parties’ own expense.