Planet Homeschool Is a Homeschool Co-op

Planet Homeschool is a homeschool cooperative, not a school. All members of Planet Homeschool are expected to volunteer to help run our co-op.

Onsite Volunteers

All families who have students enrolled in in-person classes are expected to volunteer for Onsite Volunteer shifts during the co-op day.

Overview of Onsite Volunteer Responsibilities

• Wear an Onsite Volunteer lanyard badge so students, their parents, guardians and caregivers, instructors, church staff, and visitors can easily identify you.

• Remind students of their responsibilities for setup, cleanup, and classroom transitions and ensure all tasks are completed.

  • Students are the experts in setup and cleanup as they are at PHS every week, while most Onsite Volunteers are at PHS just a couple of times a semester.

    • Please allow our students the space to be the experts that they are — but also encourage them as needed.

  • Onsite Volunteers are responsible for:

    • Preliminary setup (8:45 AM–9 AM): cleanup kits, guides and checklists, entryway setup (name badges, etc.), and signage.

    • Cleanup prep (2:50 PM–3:05 PM): signage, cleaning supplies, guides and checklists.

    • Completion doublechecks to ensure all the work is done.

• Walk through Planet Homeschool’s indoor and outdoor spaces every 20 to 30 minutes.

  • If both Onsite Volunteers are walking through our space every 20 to 30 minutes, then our space is being checked every 10 to 15 minutes.

• Remind students of our Community Expectations if needed.

  • If any students are outside, then they must be within the eyesight of at least one adult co-op member (or instructor).

• Offer assistance to students, instructors, parents and guardians, church staff, and visitors as needed.

• Report any concerns related to supplies, equipment, damage to Faith UMC property, health and safety issues (injuries or illnesses), or behavior using the online Onsite Volunteer Shift Log — never post to our co-op’s forums about behavior concerns.

• Because no students may be on the premises without an adult co-op member present, at least one Onsite Volunteer must be at Planet Homeschool by 8:45 AM to let students arriving by city bus into the building.

  • Metro Transit Route 25 southbound arrives at the corner at approximately 8:47 AM

  • Metro Transit Route 25 northbound also arrives at approximately 8:47 AM.

• At least one Onsite Volunteer must be in the Fellowship Hall during the lunch period.

• At least one Onsite Volunteer must remain at Planet Homeschool until every student has left the premises.

  • Metro Transit Route 25 northbound arrives at approximately 3:17 PM.

  • Metro Transit Route 25 southbound arrives at the corner at approximately 3:42 PM.

Onsite Volunteer Shift Log

Detailed Guidelines

Essential Information about our Onsite Volunteers

1. The names of each week’s Onsite Volunteers can be found in the Onsite Volunteer Schedule Google Sheet linked to in the sidebar menu (this link changes each semester).

   • The names of each week’s Onsite Volunteers are posted on the schedule on the bulletin board.

   • There are several versions of the Onsite Volunteer checklists. Please choose the one that works for you.

     • Online checklists:

       • An icon-based quick checklist at the start of each online checklist, formatted to display well on your smartphone.

       • A detailed guide illustrated with photos follows the quick checklist for each online checklist.

       • A video walkthrough (can also just be listened to as the photos serve to illustrate what is being said).

     • Printed checklists:

       • An icon-based quick checklist.

       • A text-based detailed checklist.

       • A text-based quick checklist.

       Printed checklists are kept at the Onsite Volunteer Station when Planet Homeschool is in session.

     Whichever version you use, you are the person responsible for checking your checklist and ensuring that you have completed all of your assigned tasks.

2. Onsite Volunteer duties are supervisory duties. Planet Homeschool is a co-op, which means that everyone should plan to cooperate with setup, cleanup, and room transitions.

   • Students on site for the first period should arrive by 9 AM in order to set up our co-op’s classrooms and the common areas.

   • All students on site are responsible for classroom transitions during the 5-minute breaks between classes.

   • All students on site are responsible for set up and clean up of the Fellowship Hall before and after the lunch period.

   • Students on site for the fourth period will stay for at least 15 minutes and up to 30 minutes at the end of the day for cleanup.

     • If everyone participates, takedown and cleanup can usually be completed in 15 minutes or less, but particularly messy days may take more time, so plan for it.

3. Onsite Volunteers cannot leave Planet Homeschool until every student has left, so please plan to arrive no later than 3:15 PM for pickup. If you are delayed for any reason:

   • Get in touch with either an Onsite Volunteer or your child(ren).

     • Do NOT contact the lead volunteers. There may be no lead volunteers on site that day, and the PHS email account is not monitored 24-7.

   • If you contact your child(ren) directly, be sure they know that they must share their situation with the adults present.

   • Make arrangements for your child(ren) to be picked up as soon as possible so that the Onsite Volunteers may leave in as timely a manner as possible.

How do I find out which Onsite Volunteer shifts I am assigned to cover?

• Because the schedule depends on which students are enrolled in which classes, the Onsite Volunteer schedule is not usually set until the week before classes begin.

• The shifts for the first and last week of each semester are typically assigned to members of our co-op’s Leadership Team (who generally need to be onsite anyway).

• Because class registration can still be in flux even during the final week before classes begin, an initial schedule covering only the first few weeks of the semester may be released. (So please renew and register early!)

• Once the schedule is set, a link to the Onsite Volunteer Schedule Google Sheet will be posted to our co-op’s forum and linked to in the sidebar menu (under Volunteer Information).

Forum

How many Onsite Volunteer shifts are there?

• Every Friday, we have 4 2-hour Onsite Volunteer shifts to fill with a minimum of 2 volunteers each.

• For our 12-week fall semester, there are a total of 96 Onsite Volunteer shifts.

• For our 16-week spring semester, there are a total of 128 Onsite Volunteer shifts.

• For the full year, there are a total of 224 Onsite Volunteer shifts.

How many Onsite Volunteer shifts will I be assigned?

• The number of Onsite Volunteer shifts each family needs to staff varies with the number of member families in a given semester.

• Our co-op averages around 60 member families per year, so plan on volunteering for a minimum of 2 2-hour Onsite Volunteer shifts per Fall Semester and 3 2-hour shifts per Spring Semester.

• It is possible that low membership numbers will mean that each family will need to cover additional Onsite Volunteer shifts.

• Shifts are also assigned based on the number of students a family has enrolled and the number of classes they are taking.

  • A family with three students enrolled in four classes each will be assigned more shifts than a family with one student enrolled in one class.

• Shift assignments are also impacted by the total number of students enrolled for each class period.

  • If there are fewer students overall enrolled in classes for a given class period, those families may be assigned to more shifts than usual to ensure that all shifts are covered.

What should I do if I know that I won't be available for certain shifts before the schedule is announced?

1. While you may communicate your schedule restrictions to our co-op’s Volunteer Coordinator(s), creating the schedule is difficult enough and it’s not their responsibility to keep track of individual requests, so you may still be assigned to a shift that does not work for your schedule.

2. Instead, you may trade shifts that do not work for your schedule as soon as the schedule is announced.

   • If you are a Leadership Team member who cannot attend the first day of classes, you do need to let our Volunteer Coordinator(s) know in advance.

What should I do if I need to cancel or reschedule a shift I am scheduled to cover?

1. Post to our co-op’s Forum to request to trade your shift with another member.

   • Include the date and time of the shift you wish to trade.

   • List the dates and times of shifts you are available to accept.

2. After you arrange your trade, update the Onsite Volunteer Schedule Google Sheet (linked to in the sidebar menu).

3. If you swap shifts after the “Volunteer Team for Friday …” co-op’s Forum post is sent, please reply to that thread to inform everyone of the change.

   • Please provide your replacement’s contact information. Contact information can be found in our Member Directory.

Forum

What should I do if I’m going to be late for my scheduled shift?

1. Directly inform the current Onsite Volunteer team members about the delay, so they can make plans as needed.

   • The names, phone numbers, and email addresses of the week’s volunteer team are in our co-op’s Forum under the latest “Volunteer Team for Friday …” post to our co-op’s Forum.

     • If you are the Keyholder, call the other Keyholder and the First Shift volunteers.

     • If you have the First Shift, call your shift partner and the Keyholder.

     • If you have the Second Shift, call your shift partner and the First Shift volunteers.

     • If you have the Third Shift, call your shift partner and the Second Shift volunteers.

     • If you have the Fourth Shift, call your shift partner and the Third Shift volunteers.

     • It is a good idea to have the phone numbers of a few other members of Planet Homeschool on hand in case of an emergency.

       • Contact information can be found in our Member Directory.

   • Mobile phone reception inside Faith UMC can be poor. If you are unable to connect with a current Onsite Volunteer team member, call another member of PHS who is likely to be on site and ask for assistance reaching the current Onsite Volunteers.

   • Be sure to state that you are scheduled for an Onsite Volunteer shift and are not just a random member who is running late.

2. Post to our Forum requesting assistance.

   • Include your estimated arrival time to help with planning.

   • Be sure to state that you are scheduled for an Onsite Volunteer shift and are not just a random member who is running late.

   • If your circumstances prevent you from posting to the co-op’s Forum, if possible, call another member of Planet Homeschool and ask them to post for you.

3. Please do not reach out solely to PHS Lead Volunteers, as those volunteers may be unavailable at that moment; reaching out to someone you know is onsite at PHS is best.

Forum

What should I do if an emergency prevents me from volunteering for my shift at all?

• Follow the same procedures as above.

• If your emergency is dire, you may ask the first person you reach (which may not be the first person you message), to take responsibility for finding a replacement and letting your shift partner know.

• If your emergency is exceptionally dire, you may post to our co-op’s Forum and state that you need help finding a replacement and making sure your co-volunteer knows you won’t be there.

Forum

What Should I Do If My Shift Partner Does Not Show Up?

• You may deputize any adult co-op member present to be your shift partner.

  • Just ask — it would be unusual for anyone to say no without a very good reason, such as being scheduled to teach a class or heading out the door to another obligation.

• Reach out to your co-volunteer to ask if they are okay. (They may simply be stuck in traffic, they may have forgotten, or they may be facing an emergency situation.)

  • The names, phone numbers, and email addresses of the week’s volunteer team are in our co-op’s Forum under the latest “Volunteer Team for Friday …” post to our co-op’s Forum.

• Make a note of the absence in the online Onsite Volunteer Shift Log. (Do not post to our co-op’s Forum.)

Why are Onsite Volunteer Shifts Two Hours Long?

• Onsite Volunteers can be scheduled for shifts that align with their student(s)’ classes.

• There are four adults onsite during class transitions and the lunch period when adult help is more likely to be needed.

  • Everyone helps with setup and cleanup.

• Many members found the original four-hour shifts to be too long to be manageable (because they needed to keep younger children occupied, a half-day was too disruptive to their schedule, they found it physically taxing, etc.).

  • If you prefer a four-hour shift, you may request to trade shifts via our co-op’s Forum so that you have consecutive two-hour shifts.

  • If you’ve been scheduled for consecutive two-hour shifts, you may request to trade shifts via our co-op’s Forum to break up your schedule.

  • After you arrange your trade, update the Onsite Volunteer Schedule Google Sheet (linked to in the sidebar menu).

Can I volunteer to cover multiple shifts in a single day?

• Yes, although we do prefer to have 4 volunteers (or at least 3) on site during the lunch period so that there are 2 volunteers to supervise lunch (eaten in the Fellowship Hall and at the picnic tables outside) and 2 to monitor the hallways, classrooms, and shared spaces.

Can I volunteer with a friend?

• Yes! We need at least two adults to cover each Onsite Volunteer shift.

• You are free to swap assigned shifts to create a schedule that works best for you.

  • After you arrange your trade, update the Onsite Volunteer Schedule Google Sheet (linked to in the sidebar menu).

Why am I paired with another volunteer?

Having teams of at least two volunteers per shift addresses several concerns raised by PHS members:

• New members nervous about their responsibilities will always have another member there to help them out.

• As a matter of due diligence, two-adult policies keep minors and all co-op members safer.

• Having a second volunteer provides you with some delightful company for the duration of your shift.

• Should a volunteer have an emergency situation and be unable to find a replacement, there will still be at least one adult on site.

  • If you have an emergency situation, do not merely rely on the other volunteer showing up!

    • Having only one volunteer on site negates all of the above.

    • It has happened more than once that both scheduled volunteers had emergencies and neither reached out to request help, leaving no adult co-op members on site.

Who can serve as an Onsite Volunteer?

• While this responsibility is most commonly fulfilled by a parent or guardian, you may recruit other dependable adult family members, such as a grandparent, aunt, or uncle, to help out.

  • They must agree to abide by our co-op’s COVID-19 Policies and Community Expectations including our Values in Action and Conflict Resolution Process.

• Because it can be challenging for young adults to effectively supervise older teens, your older children may not serve as onsite volunteers.

I have a concern about a student’s behavior during my Onsite Volunteer shift.

Please refer to our co-op’s Value In Action and Conflict Resolution Process.

Values in Action   Conflict Resolution Process

About Our Keyholders

• The Keyholders’ sole responsibility is to lock and unlock doors.

  • Keyholders have no other responsibilities.

  • Keyholders are not responsible for supervising either setup or cleanup.

  • Keyholders are not responsible for doublechecking the Onsite Volunteer Checklists.

• These volunteers have to show up early and stay late every single week.

  • Everyone should go out of their way to make sure these volunteers never need to invest even more of their time in our co-op!

Detailed Guidelines

Other Ways to Volunteer

There are many ways to contribute to our co-op while gaining valuable skills and experience and building your resume!

• Become a Support Volunteer — These are co-op members who fulfill important specific roles at our co-op (these tasks typically benefit from a team effort).

• Join the Executive Volunteers — Our co-op is regularly seeking to bring in new leadership as other members prepare to transition out.

Below is a small sampling of tasks that need doing. If you have a particular skill or a new idea about what needs to get done, please don’t hesitate to contact the Lead Volunteers to let them know you’re interested in volunteering to do it!

• Printing & Laminating: classroom schedules, semester schedules, signage, name badges, and more
• Social Media & Marketing
• Website Maintenance
• Managing membership signups and renewals
• Monitoring and assisting with class registrations
• Data entry for classes
• Hosting the open house
• Hosting our semiannual get-togethers
• Coordinating lunchtime presentations & topic-focused chats
• Hosting social opportunities
• Welcoming Committee
• Fundraising
• Outreach

Task List

You can also offer a suggestion of your own that plays to your strengths.

Online-Only Families

Our Volunteer Coordinator(s) will work with members not taking in-person classes to find other ways we can all contribute to the success of our co-op.

Below is a small sampling of offsite tasks that need to be done. If you have a particular skill or a new idea about what needs to get done, please don’t hesitate to contact the Lead Volunteers to let them know you’re interested in volunteering to do it!

• Social Media & Marketing
• Website Maintenance
• Coordinate or give an online presentation or topic-focused chat
• Host online social opportunities
• Fundraising
• Outreach

Task List