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POLICIES, PROCEDURES, & GUIDELINES

It takes a faithful commitment to have a successful program. This document is lengthy, but please fully read so you understand requirements and expectations. Trinity Homeschool Enrichment is hereinafter referred to as "Trinity" or "co-op."  The Board of Directors is referred to as the "Board". "Parent" is defined as biological parent, legal guardian or family representative responsible for child(ren) while attending co-op.

A. Family Membership Requirements

  1. Understand that Trinity is a Christian, bible-based organization with a focus to serve the Lord in all we do.
  2. Engaged in homeschooling with at least one child attending in 1st grade (age 6) - 12th grade.  
  3. Adhere to policies and bylaws. If policies and bylaws contradict, the bylaws supersede policies.  
  4. An adult family member/representative must be willing to teach one class.
  5. Attend scheduled class days and arrive on-time. Provide notification if you will be absent or be late. Excessive absences and tardies may affect future enrollment eligibility. “Excessive” is defined as:
    1. Three (3) or more absences. "Absence" is defined as missing an entire class day.   
    2. Four (4) or more tardies. "Tardy" is defined as arriving after assembly begins. 
    3. Any combination of absences and tardies which totals four (4).
  6. An adult family member/representative will remain on-site while classes are in session and work an assigned volunteer position during all three periods. 
  7. Students will attend a class each period.
  8. Pay financial obligations on-time and/or request payment arrangements before the deadline.
  9. Keep a current email address on file. Email is our primary method of communication. 

B. Behavior Expectations

  1. Refer to the discipline and/or conflict resolution policy when issues arise.   
  2. Show courtesy, kindness, and respect to others, as well as the building and premises.
  3. No bullying. No unwanted physical contact or violence. No vulgar or inappropriate words or gestures. No threatening behavior.
  4. Students will remain in the building unless accompanied by teacher or parent.
  5. Students will not use electronic devices during class unless given permission by the teacher.
  6. No food in class unless provided by teacher. Exception: Drinks with a closed lid are allowed. Nursery children may bring drinks/snacks.
  7. No weapons allowed. Examples include guns, explosive devices, and/or fireworks. Pocket knives are acceptable if they remain on your person and are not used in a manner to cause alarm. Firearms are acceptable for adults adhering to the Firearm Policy Section L.1  
  8. No tobacco, e-cigarettes, illegal drugs, or alcohol. 
  9. No excessive public displays of affection between students.

C. Dress Code

We encourage students to express their individuality, but to do so in a manner appropriate for a bible-based school setting. Examples of inappropriate clothing:

  1. Shows undergarments, cleavage/chest area, midriff, or buttocks.
  2. Displays vulgarity, profanity, illegal drugs, alcohol, or sexual content. 

D. Application and Class Registration

  1. Application Process
    1. Applications are evaluated and approved based on information provided such as class ideas, background check, agreement to policies, and space availability. We do not discriminate based on race, gender, or ethnic origin.
    2. Returning members from the preceding semester receive an exclusive re-enrollment period to secure their spot for the following semester. If a re-enrollment form is not received by the deadline, the returning member forfeits their spot.  
    3. Applications submitted after the deadline are held on a wait list for the following semester.
    4. Membership must be renewed each semester.
    5. If you withdraw after your volunteer position is confirmed, you will be unable to reapply for one (1) semester. 
    6. With Board approval, members may bring children outside their own family if the non-attending parent/guardian of student(s) submits own application, pays membership and other required fees, and has at least one child that meets minimum grade/age requirement.  
  2. Volunteer Credit
    1. One credit earned for each class you are a lead teacher
    2. Board members receive two credits
    3. The Board may grant additional credits on a case-by-case basis.
  3. Class Registration
    1. You cannot register for classes until membership and student fees are paid or you have made payment arrangements.
    2. Registration is generally a "first come, first serve" basis according to volunteer credit level. 
    3. For classes requiring a specific skill or attention level, teachers may have the option to approve or deny students based on criteria required for the class. This option requires board approval.
    4. Early registration occurs one day prior to open registration.
    5. Members with two or more credits: Registration start time is 12:00am on early registration day.
    6. Members with one credit: Registration start time is 6:00pm on early registration day.
    7. Open registration starts at 8:00am and is for all families. 

E. Fees and Payment

  1. Membership Fee: $40, payable each semester.  
    1. New members: Must be paid within two weeks after approval date or by application deadline date (whichever comes first)
    2. Returning members: Due by application deadline.
  2. Student Supply Fee: $5 per child.  Due at same time as the membership fees.
  3. Class Fee: Amount varies per class.  Due by orientation.
  4. Late Registration: A $5 fee is charged if you apply after the semester application deadline and your application is approved.
  5. Schedule Change Fees: Must pay new class fee. No refunds for original class fee. Deadline to make changes is the day prior to second class day. 
  6. Membership, student and class supply fees are non-refundable.
  7. If unable to pay by due dates, make payment arrangements with Treasurer before the payment deadlines.
  8. Optional activities such as field trips, special activities, yearbook, school photos, etc set their own payment and reimbursement policy. 

F. Teacher Supply Fees & Reimbursement

  1. Class supply fees are used to buy materials for class.
  2. Any leftover materials purchased with supply fees belong to Trinity and should be turned in by the last class day.
  3. Teacher reimbursements will not exceed total class fees collected.
  4. For reimbursement, submit receipts with appropriate form. Deadline to submit reimbursement request is last class day of semester. Allow 7 calendar days to receive reimbursement by check. 
  5. Reimbursement check may be held if balance is owed unless financial arrangements were made.
  6. Unclaimed class supply fees are considered a donation to co-op.

G. Teacher Expectations

We believe parents are the primary educator of their own children (Proverbs 22:6); therefore we have the following teaching guidelines:  

  1. We do not allow discussion about specific denominations/religions, time/mode of baptism, time/mode of salvation, and church doctrine or authority. Exception: Allowed for historical teaching purposes.
  2. God means the person of the Christian Bible who exists as three persons: Father, Son, and Holy Spirit.
  3. The Bible is considered God's infallible Word.
  4. No controversial topics that could lead to discord
  5. Marriage is between one man and one woman.

H. Discipline Procedure

Members should inform the Board about incidents that do not adhere to expectations and guidelines.  The following is an overview of disciplinary steps; however, The Board may use discretion and evaluate situations on a case-by-case basis.  

  1. Student Behavior
    1. 1st step: An adult provides a verbal warning.  
    2. 2nd step: If verbal warnings are not effective, the student will be taken to a board member for discussion. If appropriate, the board member may allow the student to return to prior activity. 
    3. 3rd step: If the student was allowed to return to activity but continues the behavior, the student will be taken to parent.
    4. When necessary, the Board member will discuss actions required to resolve student’s behavior and ability to remain in co-op.
    5. Repeated behavior issues may result in the family being placed on probation or suspension.
    6. Students may be immediately be removed from class for issues requiring prompt attention. Some examples are safety issues, vulgar language or gestures, threatening behavior, violence, bullying, dress code violation, or any other issue needing immediate attention.
  2. Probation/Suspension
    1. Violations of policies and guidelines by students and/or parents may result in a family being placed on probation.
    2. Probation length is one (1) full semester.
    3. If a family member is on probation, the family will be classified as "not in good standing" and cannot vote or run for a board position.
    4. If probation terms are satisfactorily completed, the family returns to "in good standing" member status.
    5. If probation terms are not satisfactorily completed, the consequence may range from a one (1) semester suspension up to permanent expulsion.
    6. If a suspended family reapplies, the application will be reviewed as a new family.  
  3. Grounds for Immediate Suspension or Expulsion
    1. Repeated or blatant disregard of policies
    2. Sexual abuse
    3. Vandalism
    4. Threatening behavior
    5. Physical Violence
    6. Possession of illegal substances or items
    7. Violating firearm/weapon policy

I. Illness/Medical

We take illness seriously. Do not spread your germs. If one family member is sick,2 keep everyone home. If you arrive sick, you will be sent home. Do not attend if in past 24 hours if a family member has shown any signs of illness such as fever, non-allergy related runny nose or cough, unexplained rash, vomiting, sore throat, etc; or a communicable/contagious condition such as flu, cold, chicken pox, skin infection, lice, etc.

J. Class Cancellation/Inclement Weather

  1. Notice given by 7:30am on the co-op class day via email.
  2. Some reasons for cancellation are:
    1. Inclement weather conditions. We will cancel if any Hunt County or surrounding county school district closes or delays start of school.
    2. Church becomes unavailable.
    3. Too many families absent

K. Board of Directors & Leadership

  1. Trinity is managed by a Board of Directors.
  2. Board members are elected by members.
  3. The board of directors and other leadership or committee positions will be maintained in accordance with the Bylaws.

L. Safety & Security

  1. FIREARM POLICY: In accordance to law, firearms should not be accessible to a child; therefore, do not carry in purses, bags, backpacks, or other portable items. Open carry is not permitted. Conceal carry is only allowed on your person "On your person" means carrying in a concealed holster attached to your body. 
  2. Observe all building use and safety procedures both in writing and verbal.
  3. Background check performed on all non-student participants and instructors age 18 or older. A valid state-issued ID may be requested to verify identity. Background checks are renewed every 3 years on returning members.
  4. A minimum of two unrelated adults assigned to each class in sixth (6th) grade and under.
  5. Members and visitors must wear ID badge while attending on class days.
  6. Family information collected is not used for solicitation or shared with third parties (excluding for background check purposes).
  7. First aid kit available at check-in table. Use proper hygiene practices and wear gloves for all bodily fluid exposure. Report injuries to leadership. For life threatening injuries, call 911.
  8. FIRE PROCEDURES: Walk students outside single file with one adult leading and one following behind the children. Keep students with you until the "all clear" sign is given. 
  9. EXTREME WEATHER PROCEDURES: Follow same guidelines above except lead students to hallway or other storm safe location. 
  10. CRITICAL SITUATION PROCEDURES: You will receive directions from Leadership Team. Until directions are received, keep students in the classroom.

M. Conflict Resolution

With so many different personalities, conflicts and misunderstandings may arise. If this happens, we ask you approach resolution with a spirit of kindness, gentleness, and grace. 

  1. First, think and reflect upon the conflict/differences. If you find peace about the issue, please move on and do not gossip about it.
  2. If you still feel the conflict/difference should be addressed, consider taking the problem to the person you feel has offended you.
  3. If you cannot reach a satisfactory resolution or do not feel comfortable speaking to the person, ask for assistance from a board member or another person to mediate.

 

Amended and adopted this 8th day of November 2024 by a majority vote of the Board of Directors.