How to start a homeschool coop setting up your team

Starting a Homeschool Co-op – Setting up your Team

Starting a homeschool co-op is a daunting task. There are so many different things to consider as you navigate all the options. This is Part 2 of a 6-part series. Catch the series introduction, 10 things to consider before starting a homeschool co-op before reading on.

Today we are focusing on setting up your team, their job descriptions and expectations.

How to start a homeschool coop setting up your team

I couldn’t imagine running our co-op without our leadership team. If you have already made the decision to start a co-op then you are probably a leader and have some ideas about what you think this group should look like.  Setting up a leadership team or board for your co-op is the first step to being successful.  If you are starting this on your own the first thing you are going to want to do is find a like minded partner who has the same goals and ideas. This person should ideally have different talents than you do. My assistant director and I work very well together because we both have very different strengths that we bring to the table while still having the same goals in mind.

Once you have your second person secured, you need a team. If your group or ideal group is small, then you probably only need a director, assistant director and a treasurer. If your group is larger, then you might have greater needs. I have included a list of all of the positions and job descriptions that you might need to consider as you begin to plan for your homeschool group.  After reading through the descriptions, decide which ones will be most relevant for your situation and then work on fulfilling those roles.

Co-op Job Positions

Director- Besides overseeing daily school activities, this person’s duties vary from preparing for each new semester by recruiting teachers to helping to set up registration, figuring out the logistics of classrooms assignments based on enrollment, and preparing for orientation. The director fields numerous emails and calls throughout the school year from prospective and current members. During the school day the director keeps the school running smoothly and delegates duties when necessary. This job requires a lot of behind the scenes work.

Assistant Director- This person works closely with the Director throughout the school year to assist him or her with the responsibilities of running the co-op. This person is responsible for helping to make needed changes in rules and policies and can step in when needed when the Director is not available.

Substitute Coordinator-This detail-oriented person is responsible for the smooth functioning of the co-op by ensuring that all parent assignments are covered when members are absent. This person fields messages from those who are going to be absent and makes the substitutes aware of their places to serve.

Treasurer-This detail-oriented person must be skilled at accounting, handling money, and record keeping. This person will handle all the co-op finances, including, but not limited to, collecting registration, portal, class fees, and informing members when all fees are due. This person is also in charge of keeping track of the co-op expenses and its budget.

Administrative Coordinator-This person is responsible for cheerfully greeting all members as they enter the building each morning and keeping track of daily attendance. The Admin Coordinator must also closely monitor and keep track of people entering and exiting the building throughout the day. Greeting visitors, providing visitor tags, and escorting them to where they need to be is also expected. This person will also need to keep up with and order the necessary supplies for the co-op to run smoothly. This person is also responsible to make copies and distribute information to members when necessary.

Early Childhood Coordinator-This Coordinator ensures that the youngest members of our families (nursery through Pre-K) are well cared for. This person will help recruit and support early childhood teachers, communicate with teachers and parents regularly, offer curriculum assistance as needed, and provide parents and teachers with support when conflict resolution is appropriate. The EC Coordinator will also make sure the classrooms are set up as needed, and that snacks and supplies are available. This person will notify and consult with the director regarding persistent behavior situations, injury to a child, or property damage.

Facilities Coordinator-This position includes working with a team to make sure the facility is set up for the day. This might include setting up tables, placing signs where needed, and setting out specific admin supplies. At the end of the day the Coordinator makes sure the facility is put back the way we found it. It includes vacuuming floors, cleaning table tops, sweeping tile floors, taking out trash, and making sure classrooms are left according to the facility floor chart posted on each classroom door. With the help of assistants, the Coordinator makes sure that the building is left cleaner than when the co-op entered the building and as if we were never even there.

Special Events Coordinator-this person is responsible for forming committees for all the special events held during the school year. These events might include (but are not limited to) Teacher Appreciation, Career day, Fall Festival, Thanksgiving Feast, Christmas party, Valentine’s Day Party, etc.

Academic -Coordinator- This person will work closely with the director as the parent liaison for determining classes needed for each semester. The Academic Coordinator will also be responsible for working with teachers as their resource for planning and supplies. Overseeing the supply closet and keeping it stocked is also a part of the academic coordinators responsibility.

If you are interested in receiving extra support in your co-op planning or just want some ideas as you move along, sign up for my Homeschool Co-op Newsletter.

Follow along in our series:

Part 1: 10 Things to Consider when Starting a Homeschool Group

Part 2: Setting up your Team, Job descriptions and Expectations

Part 3: Bylaws, Statement of Faith, Handbooks

Part 4: How to approach a church or other facility for use of their building

Part 5: Setting up your schedule for the Semester

Part 6: Registration and other Necessary Paperwork


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